Internal Orders

Recent enhancement to departmental Internal Orders:

  • If you create an internal order in your 2xxxx, you can also post transactions to the same internal order when posting to your 4xxxx. This allows departments to track revenue & expenses in specific projects within their departments, regardless whether the transaction was posted in a 2xxxx or a 4xxxx.

What are some of the benefits of using Internal Orders?

  • Internal Orders provide a way of tracking expenses in addition to G/Ls. For example, all the expenses associated with a department project or faculty member can be assigned an Internal Order number.
  • A report can then be executed for that Internal Order displaying all the expenses, posted to multiple G/Ls, for that project or faculty member.
  • This alternative way of tracking expenses helps to eliminate the need for shadow systems, namely Excel spreadsheets.

Who creates Internal Orders?

  • Internal Orders are created and maintained by the department.
  • The system automatically assigns an internal order number when the setup of the new internal order is complete and saved. The system assigns the next number in the sequence assigned to the Order Type used. This means your internal orders will not necessarily be in consecutive order. Keep a record of the Internal Orders you create.
  • You will need to schedule internal order training before you can create Internal Orders. One on one internal order training is available by calling Jason Cresswellat x7366.

How are Internal Orders structured?

  • The Internal Order Structure consists of Internal Orders, which represent specific information being tracked, and Order Groups.
  • Order Groups consist of multiple Internal Orders and/or other Order Groups. For example, several Internal Orders can be assigned to specific expenses within a project represented by an Order Group. Then, several projects, each represented by a different Order Group, can be assigned to combined projects Order Group.

When should I start using Internal Order numbers?

  • The best time to implement the Internal Order system is at the beginning of a fiscal year or at the commencement of a new project.
  • However, certain features allow you to post Internal Orders to transactions in Controlling after they have been posted in Funds Management, thus Internal Orders can be implemented after the fiscal year or project begins.

What do I need to do before I start using Internal Order numbers?

The success and usefulness of the Internal Order Structure requires planning.

  • The first step is to determine what types of information the Dean, Director or Manager desires to see.
  • The second step is to identify the reporting needs of the department. Being consistent with Internal Order and Order Group descriptions will help streamline reporting and will help you identify the Internal Orders and Order Groups you create. It is also important to work with other people within your college or department. For example, the colleges have developed guidelines for naming Internal Orders and Order Groups, which should be followed to maintain continuity. Working with others will also eliminate duplication of reporting structures.
  • Finally, before you can create Internal Orders, you will need to schedule internal order training. Internal order training will teach you how to create, change and display internal order numbers. You will also learn more about order groups, internal order budgeting, correcting entry errors, reposting transactions and internal order reporting. You will be assigned an Order Type at training. The Order Type controls Internal Order numbering, security and field displays.
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