Use a Template for Fiscal Coding
A template is a preset cost distribution with the basic fiscal codes defined and the costs distributed by percent or by amount. A percentage-based template will automatically calculate individual line amounts from the Invoice total amount, and then you can enter the remaining fiscal coding.
The Payment Services administrator assigns users permission to create or edit templates.
1. From the Payment Services main menu, click
Select next to an invoice on the
Status screen. (The status of the invoice should be “Awaiting Cost Distribution” or “Cost Distribution in Progress”.)
3. On the
Distribute screen, click
Del next to the row or click the Clear All Distribution button. (The template will add new rows when it is applied.)
Figure 1 - Original row
4. Click the
asterisk next to
Template to search for a template.
5. In the Template look up:
Select next to the template you want to use.
Figure 2 - Search for a template
7. In the
Amt field, enter all or part of the total invoice amount that you want the template applied to.
Figure 2 - Template Amount
Apply. (Note the
Amt in the invoice details. The
Distribute Cost Complete button will not be available until those amounts match.
Figure 3 - Template applied
9. Modify the fiscal coding as needed.
10. If you are using a template for U.S. Bank P-Card payments, the
Description must begin with your agency’s unique 16-digit account number. The remaining 14 characters can be descriptive information.
11. If you have applied the template to only part of the invoice amount, add rows to complete the fiscal coding. The
Distribute Cost Complete button will not be available until the total amount and distributed amount match.
12 Check the
Perform STARS Lookup checkbox if you want to display the balances of Encumbrance funds for encumbered invoices or the Cash Control file for cash balances when the fiscal coding is saved.
13. When finished with fiscal coding, click
Save & Continue or
Save & Clear.