The radio buttons displayed below the warning message vary, as they correspond to the type of quantity or unit cost change requested.Subgrantee Functionality Only
There may be times when you need to change the quantity or unit cost of an expenditure item during the POE submission process.
When you make a change in the Qty or Unit Cost fields located in the POE Items table and click outside of the field, the section automatically expands to display warning text and radio buttons, as well as the distribution table.
If you change the number in the Qty field, the following warning message displays: “Quantity: Total Quantity must equal Discipline Quantities. Please update the discipline quantities to match the total quantity entered.”
If you change the number in the Unit Cost field, the following warning message displays: “Delta: Assigned funding is too low/high. Please adjust the amount of money assigned to each grant so that the total amount from all funding sources equals the item total.”
The radio buttons displayed below the warning message vary, as they correspond to the type of quantity or unit cost change requested.
To change the quantity and/or unit cost of a POE item:
From the Proof of Encumbrance page, edit the number in the Qty and/or Unit Cost fields of the POE Item(s) section to match what you wish to submit with the POE. When you click outside either field, a warning message, radio button options, and the distribution table display below the selected item.
Carefully review each of the radio button options displayed.
The radio button options which may be shown are:
Process the request as is, leaving no quantities behind for a future PO/Invoice - Allows you to submit POE for the new quantity/cost, updating the expenditure item(s) to a Needs Invoice status. This option does not require the SAA to approve the change.
Process the current qty amount saving the remaining quantity for a future PO/Invoice - Allows you to submit POE for a new quantity (updating that portion to a Needs Invoice status), while leaving the remainder of the quantity in a Needs POE status for future POE submission. This option does not require the SAA to approve the change.
Quantity has increased/decreased. Please process as a change request to change the quantity - Allows you to submit the new quantity as a change request. This option places the expenditure item(s) in a Change Request status until the change has been approved by the SAA. Once approved, the item status is updated to Needs Invoice.
Select the appropriate radio button for the changes made and, if required, enter a reason for the changes in the “Reason for change request” field provided just below the radio button description.
If the quantity changed, adjust the numbers in the Discipline Quantities fields in the distribution table so that the Qty Total in the distribution table matches the Qty field in the POE Item(s) table.
Click the [auto adjust] hyperlink to the right of the distribution table. This adjusts the cost total assigned to match the change in the POE Item(s) list.
Clicking the [auto adjust] hyperlink automatically adjusts the assigned monies to the grant funds. After all available grant funds are assigned, remaining monies are assigned to subgrantee funds.
Complete the remaining fields on the page as previously described in this chapter.
Once you are finished, click the Save POE button in the Actions section. The Subgrantee Expenditure List page displays. Depending on the changes made, your item(s) either displays with an On-Order or a Change Request status.
Once the item(s) is approved and placed in an On-Order status, indicating that the monies for the item are encumbered, the item is ready for invoicing. For information on invoicing and reimbursements, see the Invoicing, Reimbursements, & Vouchers topic.