Create a Cost Transfer

Use these instructions to create a cost transfer.

Prerequisites

There should be an invoice created in the system prior to processing a cost transfer.

To Create a Cost Transfer

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Invoices: Entry > Invoices to open the Invoices form.
2. Select View > Find or click the flashlight on the toolbar to open the Find Invoices form. Enter the invoice number in the Invoice Number field. This will populate with the details of the original invoice.
3. From there, you must click on the Lines tab. Depending on how the invoice was paid (Lines or Distributions), you can create a cost transfer one of two ways: using the Lines tab or using the Distributions button towards the bottom of the screen. A new window will open with details of the invoice distributions.

   Using the Lines tab:

   1. Place your cursor on the desired Num field and select the Discard Line button. This will zero down the Amount and reduce the Distribution.
   2. Create a new line. To distribute to a new PTAEO, complete the following fields on the Lines tab.

      Field Name	Required (R) or Optional (O)	Description
      Amount	R	The amount to be distributed on this line.
      Project	R	The project number to which the item will be billed.
      Task	R	The subdivision of work within the project funding this purchase.
      Award Number	R	The Award Number to which the item will be billed.
      Expenditure Type	R	The category of the purchase. This is the account that is being charged.
      Expenditure Organization	R	The operating location or specific department responsible for the purchase.
      Expenditure Item Date	R	The date of the expenditure's distribution. To backdate an invoice, choose a date within the active dates of the project.
      Income Tax Type	O	The type of payment made to 1099 suppliers. Select from a List of Values. This field defaults to information from the supplier file but may be changed if necessary.
      Withholding Tax Group	O	The withholding tax group assigned to invoices for suppliers. Used to calculate the amount withheld for an invoice for 1042 information. Select from the List of Values. This field can be updated if the invoice is unvalidated.

   1. Verify that the Invoice Total and Gross/Net Total equal.
   2. Click on the Save button at the top of the toolbar to save any changes and then close the Distributions window.
   3. At the header screen, click Actions…1 > Validate.

   Using the Distributions button:

   1. Place your cursor on the desired Num field within Lines and select Distributions. A new window will open with details of the invoice distributions.

   *NOTE*

   • If this was matched to a purchase order line, it will place the funds back on the PO.
   • If it was distributed to a specific PTA, it will place the funds back into the grant.
   • It is important to check the status of a purchase order prior to reversing a distribution line on a matched PO. If the purchase order has a Canceled or Finally Closed status, you will not be able to use the reverse button and you will need to manually adjust the distribution.

4. Place cursor in the desired Num field and click Reverse 1 located in the lower right hand corner of the window. Click OK on the caution message to confirm transaction. This will reverse the distribution total from the original entry.

1. After the desired distributions have been reversed, you will need to either match to the PO or re-distribute the funding.
   
   To rematch to a purchase order see Process-Enter an Invoice Matched to a PO.
   
   To distribute to a new PTAEO, click on the next blank Num field to add a new distribution line. Complete the following fields on the Distributions form.

1. Verify that the Invoice Total and Distribution Total equal.
2. Click on the Save button at the top of the toolbar to save any changes and then close the Distributions window.
3. At the header screen, click Actions…1 > Validate.