Receiving and Invoicing

Receiving goods or services in the current year for a purchase order line with a MYI generally has no effect in the system. However, if the Inventory module is installed, the inventory on-hand balances and the inventory asset accounts in General Ledger are updated in the current year.

If an invoice is received for a MYI purchase order line, Accounts Payable can proceed with the matching process. When Invoice and Purchase Orders are matched, the system does not revalidate the accounting distribution. The MYI indicator should not be used on an invoice. If Accounts Payable notices the accounting distribution has the MYI, it should be removed. To remove the MYI:

1. After tagging the line on ILA screen access the Invoice Worksheet screen (IWS) by entering "3" in the REQUEST field.

2. On the IWS screen, remove the MYI from the account by spacing over the indicator.

3. Complete the invoice by entering "NEXT" in the REQUEST field. Funds are checked according to policy. If funds are not available, the invoice is passed with a Funds Exception.

If Accounts Payable completes a document without noticing the MYI, the Invoice is added with a Budgetary Control Exception. The document resides on the Budgetary Control Exception Queue (BCQ) with an ACCOUNT EXCEPTION error. These documents should be corrected before approval.

To change an Invoice that appears on the BCQ:

1. Enter IMW in the ACT field next to the Invoice. The Invoice Maintenance Worksheet screen is displayed.

2. Remove the MYI from the account number by entering spaces over the indicator.

3. Complete the invoice by entering "NEXT" in the REQUEST field. Once the MYI is removed from the Invoice line, funds are checked and encumbered (cash accounting) or expensed (accrual accounting).

If an Invoice with a MYI is approved on the BCQ, the accounting distribution that is generated is invalid in General Ledger. Depending on the front end processing policy used to process the General Ledger, the transactions either suspend or post to the suspense account where they wait to be corrected.