Fiscal Year End Preparation and New Year Deadlines in Procurement
Procurement
Zoom Drop-In
May 25, 2023, 2pm
Fiscal Year End Preparation and New Year
•
Year End Deadlines
(requisition, purchase order, change orders & PCard)
•
PO Roll
•
Creating new PO’s
Critical Dates
•
Monday, June 12 – Deadline for
requisitions and change orders on
APPROP funds to be entered (not
approved by Procurement)
•
Thursday , June 22 – Last day to approve
PCard transactions on this years’ funds
(all funds)
Approp Funds:
101 – 113
191-192
221-222
Explanations - Reminders
PO ROLL: What happens to PO’s starting on 6/24?
•
Existing PO encumbrances return to available balance for a few days
•
The first distribution line/chartfield completes and a second distribution line with a 7/1/23
budget date is created for the remaining balance
•
Budget is loaded, then the rolled PO’s are budget checked and the encumbrances on
new funds appear
Remember:
there will be no Appropriated encumbrances between 6/24 – 7/6
PCard 6/22:
•
You can continue to approve PCard transactions/UFGO Reports but vouchers won’t post
to ledgers until the new budgets open, 7/6.
Note: ISP PO’s do not encumber or roll
Creating New Year PO’s
Blanket/Amount Only
Amount Only Request for Goods (Blanket)
•
Use myUF Marketplace form “Amount Only Request for Goods”
•
The description should include at least three planned items of purchase
•
Attach vendor price list
•
Minimum amount $1,000
•
Good for 1 year
•
Can only be used for non-asset goods (items <$5,000).
•
UOM- Unit of Measure Month or Case = 1
•
Quantity- is the amount like 1 Case or 12 months
•
Cannot be used with
enabled vendors
Creating New Year
Services PO’s
•
Use myUF Marketplace form for Services
•
The description should include what services are being provided
•
Attach vendor quote
•
Good for 1 year
•
UOM- Unit of Measure – example: Month, Quarter
•
Quantity- example: 12 months
•
Cannot be used with
enabled vendors
Helpful Tips
•
Use the open encumbrance
report to ensure old PO’s are
closed (see Closing PO Instruction
Guide)
•
You can’t voucher against a PO
which has a change order in-
process
Helpful Resources
Reports
Guides
Queries
Using the
Open
Encumbrance
Report
Department
Reconciliation
website and guide
Use this query to find PO’s in
Budget Error using your PO
Business Unit :
UF_PO_BUD_STATUS_E_BY_P
OBU
Correcting Voucher
Budget Errors
Instruction Guide
New Open Encumbrance Report
Enterprise Analytics > Access Analytics
Team Content > Financial Information >
“Comprehensive Financial Reporting
Suite”
Instruction Guide for new report
Thank
you!
Happy Fiscal Year End!
Explore key dates and actions related to fiscal year end preparation and new year deadlines in procurement, including requisitions, purchase orders, change orders, and PCard transactions. Learn about PO roll processes, creating new POs, and important reminders for managing funds effectively.
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Presentation Transcript
Procurement Zoom Drop-In May 25, 2023, 2pm Fiscal Year End Preparation and New Year Year End Deadlines (requisition, purchase order, change orders & PCard) PO Roll Creating new PO s
Monday, June 12 Deadline for requisitions and change orders on APPROP funds to be entered (not approved by Procurement) Thursday , June 22 Last day to approve PCard transactions on this years funds (all funds) Critical Dates Approp Funds: 101 113 191-192 221-222
Explanations - Reminders PO ROLL: What happens to PO s starting on 6/24? Existing PO encumbrances return to available balance for a few days The first distribution line/chartfield completes and a second distribution line with a 7/1/23 budget date is created for the remaining balance Budget is loaded, then the rolled PO s are budget checked and the encumbrances on new funds appear Remember: there will be no Appropriated encumbrances between 6/24 7/6 PCard 6/22: You can continue to approve PCard transactions/UFGO Reports but vouchers won t post to ledgers until the new budgets open, 7/6. Note: ISP PO s do not encumber or roll
Creating New Year POs Blanket/Amount Only Amount Only Request for Goods (Blanket) Use myUF Marketplace form Amount Only Request for Goods The description should include at least three planned items of purchase Attach vendor price list Minimum amount $1,000 Good for 1 year Can only be used for non-asset goods (items <$5,000). UOM- Unit of Measure Month or Case = 1 Quantity- is the amount like 1 Case or 12 months Cannot be used with enabled vendors
Creating New Year Services PO s Use myUF Marketplace form for Services The description should include what services are being provided Attach vendor quote Good for 1 year UOM- Unit of Measure example: Month, Quarter Quantity- example: 12 months Cannot be used with enabled vendors
Use the open encumbrance report to ensure old PO s are closed (see Closing PO Instruction Guide) You can t voucher against a PO which has a change order in- process Helpful Tips
Helpful Resources Reports Guides Queries Use this query to find PO s in Budget Error using your PO Business Unit : UF_PO_BUD_STATUS_E_BY_P OBU Using the Open Encumbrance Report Correcting Voucher Budget Errors Instruction Guide New Open Encumbrance Report Enterprise Analytics > Access Analytics Team Content > Financial Information > Comprehensive Financial Reporting Suite Department Reconciliation website and guide Instruction Guide for new report
Thank you! Happy Fiscal Year End!
