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OCLC Support

Why can't I close my old budget, when I have no encumbrances?

Applies to
  • WorldShare Acquisitions 
  • When trying to close a budget, after setting up your new budget and ensuing your funds are all mapped to the new budget. Then checking you have no encumbrances 
  • When selecting Close Budget  you may see a pop-up message, when you select Close Budget advising the following :

      "To close a budget, you must re-assign all unpaid items and templates that use this budget to the next budget."

  • The list below includes all funds from this budget that are used by either an unpaid item (order or invoice) or an order item template.
  • You may have order templates in use that need to be reassigned to the new budget
  • You may have no encumbrances as you have received all items ordered  BUT you may still have unpaid Invoices
  • All invoices need to be paid before a Budget can be closed too
  • To locate any unpaid invoices 
    • Select: Invoices from the left Acquisitions menu
    • Select: Invoices button
    • Select: Payment Status
    • Select: Open and Ready for payment
    • Select Apply
  • The results will return on invoices status as selected above.
  • Pay each invoice so all are 'Paid' -
  • You could use any left over $ from you unexpended budget so it becomes zero
  • Then you should be able to go in and close the 20XX budget. 
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