Collections Services: Acquisitions

Problems Approving Purchase Orders

Problems Approving Purchase Orders

Approving a Purchase Order when there is not enough Money in the Fund

1. When there is not enough money in a fund code to approve your purchase order, you must speak with the Head of Collection Development to make sure it is okay to run the fund in the hole. (Usually, it is okay to do without asking if the amount is 105% of the fund or less.)
2. Once you have approval, bring up the purchase order in the Acquisitions module. Click on Approve. A note similar to this will appear.

1. Click on Edit Fund. The appropriate ledger will pop up. Click on the fund you need to override. Click on the Override Rules tab. Then check the box in front of Over Commit Allowed. Type in the number you wish to override the fund by, in this case 105%. Click on Save. You should now be able to go back to the purchase order and approve it.

You will receive a pop up overcommitment warning that the fund is being over-committed. Just click on Override and Approve to complete approving the purchase order.