​Introduction

A Verifier or an Approver can distribute or split transactions so that different fiscal coding can be entered on the different transaction rows. Split transactions that have been saved can only be changed by clicking the Split icon again.

• If you have several rows of transactons and enter some coding or descriptions before splitting a transaction, be sure to click Save Changes. Otherwise, anything you have entered will not be saved when you click the Split icon and the Parent and Transaction Splits windows open.
• Do not split a transaction in order to enter a credit (e.g., credit from a vendor). P-Card splits are not adjustments - enter an adjustment either in STARS or in the Adjustments application.
• If there are so many transaction rows that they are displayed on multiple pages, change the Page Size so that all transactions are viewable on one page. Transactions split over multiple pages may not save properly.

Split a Transaction

1. Click the Split icon on the Parent transaction. Two separate sections are then displayed:

• Parent Transaction – The original transaction.
• Transaction Splits – Use this area to enter the split the Amount and add fiscal coding as needed. A split transaction can be split again into multiple rows.

Figure 1 – Parent and Split transactions

2. Change the Amount and add fiscal coding as needed. (Do not use special characters or symbols, including &,',“,<,and \, in the Description field.) Remember that fiscal code fields marked with an asterisk can be looked up and will validate your data entry.

• If a Grant or Project on the original transaction has a code of 99999, use the look up function to select a valid Grant or Project, and then Save the changes before splitting the transaction.

3. To create another row, click the Split icon on the split transaction row. The balance or remaining amount will automatically populate the Amount field of the next row. If you change the amount in the Amount field, press TAB and the Remaining Amount will be displayed. When finished with the splits, the remaining amount must be zero.

Figure 2: Remaining amount must be zero

4. Change fiscal coding on the different transaction rows as needed to allocate costs to different funding sources. When creating several split transaction rows, the fiscal coding will be validated when a new row is created.

5. Any errors on the first row will be highlighted in red so you can fix them before creating subsequent rows.

6. Click Save to save your changes and validate your data entry in the Split Transactions grid. If a code is invalid, an error message will be displayed, and the field will be highlighted in red so you can correct it.

• Click Undo to undo changes in the Split Transactions fiscal code fields (will keep the splits).
• Click Remove Splits to remove (delete) all splits that have been created for that specific transaction.

7. Click Done to close the Split Transactions grid. If there were other transactions that were not split, the split transactions will then be grouped together in the same color on the main grid (different split transactions will be highlighted in a different color). For Verifiers, the transactions will be automatically marked as verified.

• If you click Done, you will not be able to change fiscal coding on hte transaction rows. But, you can click the split icon to open the Parent and Split Transactions screens again. Then change the fiscal codes on the Split Transaction line, and then click Save.

8. Submit or reprint the transmittal:

• Verifier: click Create Trans & Atch (if attaching scanned documents) and/or Submit & Print.
• Approver: Attach scanned documents if needed and/or click Reprint Transmittal.

9. A transmittal will indicate if the transactions were split with a Y under the S column:

Figure 3 - Split transactions on a transmittal

P-Card Page Size (paging) Issue

If there are so many transaction rows that they are displayed on multiple pages, change the Page Size so that all transactions are viewable on one page. Transactions split over multiple pages may not save properly. You can change the number of rows displayed per page in the Page Size field. The Page Size field is not displayed if the number of rows is 20 or less.