Using the Add Funds Functionality within JDE

Issue/Question

How do I use the Add Funds functionality within JDE?

Environment

  • Internet Browser (Edge / Chrome / Firefox)
    • JD Edwards
      • Add Funds Application

Adding Additional Funds to an Existing Purchase Order

Steps for Requisitioners

  1. Requisitioner is informed by Buyer that additional funds are required on an existing Purchase Order.
  2. Requisitioner accesses the Purchase Order application from the Requisition Entry and Approval Page in JDE using the Add Funds to Existing Purchase Order button
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  3. The grid should default to “Adder Req” – if it is not select it from the dropdown menu. This is a simplified grid to make locating the order easier
  4. Locate the Purchase Order by using the QBE line in the Order Number and Order Type columns and hit enter.
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  1. Click the green check mark to open the order.
  2. Enter a new line in the detail grid for the additional funds
    • It is recommended to update the request date to the date the additional funds were requested
    • If there is a work order associated with the funds, enter a W in the Sub Type and the Work Order Number in the Subledger field
    • Add attachments as necessary

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  1. Click the green checkmark to save the changes
  2. Saving the line kicks off a background process that adds the line(s) and attachment(s) to the work order parts list if the sub type and subledger are entered and the WO is at status 90 or lower
  3. The order will now go through the Approval process just like a requisition does. The approval route will be the route associated to the first person who added a line using this process. All subsequent lines added will flow through that same approval route. An order can only have one route associated to it.
 

Steps for Approvers

It is important to note that Purchase Order approvals are cumulative.  This means that as more funds are added to the PO a higher level of approval may be required than was required on the original requisition.  This ensures that the correct approver authorizes the total amount of funds on the PO as the costs increase.

  1. Once a line is added to the purchase order an email is sent to the 1st approver in the route
    • Note all approvals flow the exact same way they do for requisition using the same approval levels.  An exception may be seen for some approval routes for OS order types as this type is also used for ScanMan approvals and cannot be altered without site approval.
  2. Approver clicks the link in the email and is taken to the appropriate approval screen
    • Note approvals can also be accessed directly from JDE from the Requisition Entry and Approval Screen.  This is NOT the same version as used for Requisition Approvals!

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  1. Approver will see all lines on the Purchase Order including those that have already been approved.  This gives line of sight to all funds that have been added to the PO.

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    • Note closed lines (already paid or received) will be struck through

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  1. Approve selected lines via the normal approval process
  2. The approval process continues until all required levels of approval have been received
 

Adding Funds to an Existing Work Order – Frequently Asked Questions (FAQ)

1. How do I know if additional funds are awaiting my approval?

The approver will receive an email with a link to the purchase order. Click the link to access the purchase order. In addition the Approver can access the purchase order via the Requisition Entry and Approval Page in JDE using the Approve Additional Funds button. The watchlist associated with the button is also an indicator of how many orders the Approver has pending approval.

2. Do funds added to a Purchase Order show up on the original Work Order?

In order for additional funds to show up on the work order parts list the work order number must be entered in the subledger field of the new PO line with a subledger type of W. Once the changes are saved the line(s) will be added to the work order parts list. The WO must be at a status of 90 or lower.

3. How do I know if additional lines have been approved?

The user who added the new line to the PO will receive an email that the order has been approved. In addition the PO can be accessed from the Requisition Entry and Approval page using the Approve Additional Funds button. Enter a * in the Approver field at the top of the screen and enter the PO number in the Order Number column of the grid. Use the radio buttons in the center of the screen to see orders in different levels of approval. Select the order and take the Row Exit to Status Summary.

4. As an approver why do I see all of the lines on the PO when I am approving additional funds?

The approval on a purchase order is cumulative – this gives approvers line of sight to the full amount of the purchase order rather than just the funds added. In addition the order can require approval from a higher level approver as the total amount of the purchase order increases over time.

5. I was the approver on the original requisition – why am I not asked to approve additional funds that have been added to the purchase order?

Approvals are based on approval route by order type. In some instances the purchase order type/approval route combination is different than the OR approval route – this is most common with OS orders because ScanMan also utilizes the OS hierarchy for payment approval. The approval level/approver combinations are maintained at the site level for each order type.

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