When to use Bulk Transfer vs. Partial Payment or Encumbrance Payments

🎯 Purpose

This article explains when the Bulk Transfer feature should be used versus when users must follow the Partial Payment process or Create Payments Against Open Encumbrances in Microix. It clarifies system limitations and provides guidance for consolidated vendor invoices and purchase order (PO) liquidation scenarios.

🔄 Overview of Available Processes

Microix provides multiple methods for transferring financial transactions to MIP Accounting. Selecting the correct process is critical to ensure compliance with accounting controls, internal policies, and accurate encumbrance and purchase order tracking.

The available processes include:

• Bulk Transfer

• Partial Payment

• Payments Against Open Encumbrances

Each process is purpose-built and should not be used interchangeably.

📦 Bulk Transfer: Intended Use

The Bulk Transfer feature is designed specifically to transfer multiple fully reviewed and approved documents to MIP Accounting in a single action.

It should be used when:

• Standalone invoices or invoices against purchase orders or encumbrances are finalized and approved

• Expense coding has been reviewed for accuracy and the vendor invoice number has been entered

• The entire document is to be transferred and closed after transfer

• If transferring a purchase order as an invoice, it does not require partial payment

Bulk transfer must not be used when:

• A purchase order requires a partial payment

• Line-item–level tracking is required

Bulk transfer does not allow users to adjust PO amounts, modify liquidation values, or apply payments selectively to individual PO line items.

🧾 Partial Payment Process

The Partial Payment process must be used when:

• Paying less than or more than the original PO amount

• Tracking usage against specific PO line items

• Reconciling invoices with received items or services

• The MIP Encumbrance Module is not used to encumber Microix purchase orders

This process ensures clear audit visibility into the original PO amount, amounts paid, and remaining balances.

🔐 Payments Against Open Encumbrances

If your organization uses MIP’s Encumbrance Module to encumber Microix purchase orders rather than traditional PO line-item control, users must create payments against open encumbrances in Microix.

This process allows invoice amounts to be applied directly to encumbrances while ensuring proper liquidation and compliance with accounting controls and internal policies.

✅ Recommended Approach

Bulk transfer should not be used for consolidated invoice scenarios that require PO liquidation adjustments.

Instead:

• Use the Partial Payment process when working with purchase orders
  or

• Use Create Payments Against Open Encumbrances when encumbrances are in place

This approach preserves PO history, ensures accurate liquidation, and maintains compliance with delegation and approval policies.

📊 Summary of Recommendations

🧭 Key Takeaway

Bulk transfer is a throughput tool, not a reconciliation or payment control mechanism.
Any transaction requiring partial payment, liquidation control, or amount adjustments must use the appropriate partial payment or encumbrance payment process.