Charging a Balance Sheet Account to a Purchase Order

In SchoolFi, the District can create a purchase order and the charge-to can be set to a balance sheet account.  There are no Balance Sheet Adjustments created when the Purchase order is encumbered / printed.  The Balance sheet adjustments are created and posted when the Check is generated and finalized.   This feature is ONLY permitted on the Purchase Order screen, it is NOT an option on the Requisition screen.  Please note, that you CAN NOT create a Purchase Order that is charged to a General Ledger Control Account.

The Balance Sheet Adjustment that is posted to the General Ledger when the check is created and finalized is as follows:

        Debit XX-XXX  (this will be the balance sheet account selected in the PO)

            Credit  XX-101  

Required Balance Sheet Account settings:

The District must identify any balance sheet accounts to be included in the Purchase order Charge-To selection box.  Navigate to the Financial >>>  Setup >>> Budget Accounts >>> List tab, search for the Balance Sheet account that you want included in the Charge-To section and click on the Edit button.   Please note, that you CAN NOT create a Purchase Order that is charged to a General Ledger Control Account.

Ensure the box highlighted below is checked and click on the Save button.

When you navigate back to the the Financial >>>  Setup >>> Budget Accounts >>> List tab, you will see that there is a check mark in the "PO Allowed" column.  This signifies that the Balance Sheet Account is available to be selected in the Charge-To section of the Purchase Order.  Please note, that you CAN NOT create a Purchase Order that is charged to a General Ledger Control Account.

Create a purchase order as you normally would.  Here is what will appear in the Charge-To section of the Purchase Order: