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Split Funded Asset Process
- Issuing a Requisition for a single asset funded by multiple distribution lines.
- Creating a receipt for a single asset funded by multiple distributions lines.
- Creating a voucher for a single asset funded by multiple distributions lines.
Only a single asset can be purchased with split funds. If you are entering a requisition for multiple assets and have multiple funds, then assign as many whole assets as possible to one funding source, as many whole assets as possible to the second funding source, and then take what's left and use it on a single asset. For example, you are spending $3,000 from Program 6100 and $1,800 from Program 6105 to purchase 4 computers at $1,200 each. First, enter a requisition line for 2 computers at $1,200 each totaling $2,400 from program 6100. Next do a requisition line for 1 computer at $1,200 from program 6105. Then add a final requisition line for one computer funded by $600 from program 6100 and $600 from program 6105.
When entering the distribution lines for the split asset the 'Distribute By': option must be 'Amount'.
Go to the More Details 2 tab to verify that there is an AM Unit and Asset Profile showing for each distribution line.
If the Asset Profile is only showing for one line, enter the same asset profile into the other lines.
Follow the normal procedures for selecting the PO and entering the quantity received. Select the 'Serial' check box and the 'AM Stat' 'Pending' hyperlink. This will take you to the more details 2 Tab. Be sure to select the 'View All' option located in the blue bar titled 'Distribution Information' to reveal all distribution lines.
Enter the same serial number in all distribution lines. This receipt is for one asset, so one serial number is appropriate. If you don't fill in the serial number on all lines, the serial number will not pass to Asset Management.
Go to the more Details tab and enter the custodian, location, model and manufacturer for each distribution line.
When creating a voucher for the receipt of a single asset funded by multiple distributions, select Worksheet Copy Option: PO Receipt.
The Page shown below will appear. Enter 'Recv Unit' and 'Receipt No'.
Select 'Search' and the 'Select Receiver Lines' section will appear.
Select 'Receipt Line' check box.
Select 'Copy To Voucher'.
The page will return to 'Invoice Information tab'.
Select 'Assets' tab within the Distribution lines section at bottom of page.
Select 'View All' hyperlink to reveal all 'Distribution Lines'.
Select check box 'Use One Asset ID'.
When the page below appears, select 'Yes'. You are receiving one asset on multiple lines.
Notice 'Sequence Number' value has been updated to "1" on both lines. This signals Asset Management both distribution lines represent a single asset ID.
Enter your invoice date, invoice number, confirm dollars and payment address and hit save.
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