Read the procedures

  1. Journal Ln Desc = Item description preceded by, if entered, the line’s financial report comments (Note: Information on entering financial report comments can be found in Adding Details to Shopping Carts.)
  2. Actual = Item’s invoiced amount (Note: Negative amount, in parentheses, documents entry of credit from supplier.)
  3. Encumb = Item’s encumbered amount (Note: Negative amount, in parentheses, decreases encumbrance.)
  4. BAE Code:
    • ACTUALS = Actual expense (i.e., invoice/voucher entry)
    • EN_PO = PO encumbrance
  5. Srce Code:
    • AP = Accounts Payable entry of invoice/voucher
    • PO = CU Marketplace entry of encumbrance
  6. Journal Date = Entry date of transaction
  7. REF:
    • Actual expense = Voucher #
    • PO = Blank
  8. PO = Item’s PO #
  9. Invoice ID:
    • Actual expense = Supplier’s invoice #
    • PO = Blank
  10. Vndr Name = Supplier’s legal name (For example, the catering company Biscuits & Berries appears as NO KA OI INC, which is its legal name.)

Each line item of a Purchase Order (PO) will appear on your m-Fin Financial Detail as an:

  • Encumbrance 1 day after the PO is created. PO creation means the shopping cart has been turned into a requisition, and, if necessary, the requisition has been fully approved.
    Note: Payment Vouchers (PVs) don’t encumber – they appear only as an actual expense, see #2 below.
  • Actual expense 1 day after the invoice (voucher) becomes payable (i.e., receiving has been done, if necessary, and the voucher is fully approved). This will also result in a second transaction line decreasing the encumbrance by the voucher amount (except for PVs)