Dear Colleagues,
When submitting a Requisition, Transactors are responsible for entering or verifying the accuracy of the chartstring. When purchasing goods or services using Contract & Grant or Capital Project funding, the Project # should be entered in the first field, Project Number, and the remaining POETAF segments selected.
A recurring issue has been identified, where the Project # is mistakenly entered in the Charge Account section, resulting in the exclusion of the POETAF segments. Consequently, each Purchase Order (PO) submitted in this manner must be manually corrected to ensure the appropriate Project Portfolio Management (PPM) POETAF segments are included.
To help address this issue, effective Monday, August 7th, Requisitions submitted with a Project # (excluding 0000000000 DEFAULT) in the Charge Account section will be rejected. Additionally, in light of this finding, the default COA feature cannot be used for purchases related to Projects. We kindly request Transactors to ensure accurate chartstring entries to prevent any disruptions in the procurement process.
If your requisition has been rejected, please click Action, select Edit, and update the fields following the reference image below. Clear the Charge Account field, enter the Project Number, and Submit the revised requisition.
Your cooperation in following these guidelines is highly appreciated. If you have any questions or need further clarification, please be sure to attend an upcoming Office Hour.
Sincerely,
Asirra Suguitan
Impact23 Functional Lead and Campus Controller
