2011 by Riverside County Office of Education. All rights reserved

Transcription

1 March 12, 2013

2 2011 by Riverside County Office of Education. All rights reserved

3 Encumbering Purchase Requisitions in Fiscal Year To encumber requisitions in the next fiscal year you will use the Modify Purchase Requisition and Modify Open Purchase Requisition screens. The fiscal year is designated by selecting it from the Fiscal Year field drop down box located on the Search Tab. Note No budget check will occur for transactions in the fiscal year. 1 On the Search tab, click the Fiscal Year field drop down and select Click Add. 1 3/12/20133

4 3 Verify that the Fiscal Year field selected is 2014, and then complete the transaction. Note If the fiscal year is not 2014, click Cancel, and then click OK to discard any changes without saving. The system will take you back to the Search tab where you can start from the beginning. The entire requisition will be encumbered in Fiscal Year The system does not allow requisition line items for the current and the next fiscal year on the same requisition. 2 3/12/2013

5 Encumbering Purchase Orders in Fiscal Year without Using Galaxy Requisitions To encumber purchase orders in the next fiscal year you will use the Modify Purchase Order and Modify Open Purchase Order screens. The fiscal year is designated by selecting it from the Fiscal year drop down box located on the Search tab. Note No budget check will occur for transactions in the fiscal year. 1 On the Search tab, click the Fiscal Year field drop down and select Click Add. 3 3/12/20133

6 3 Verify that the Fiscal Year field selected is 2014, and then complete the transaction. Note If the fiscal year is not 2014, click Cancel, and then click OK to discard any changes without saving. The system will take you back to the Search tab where you can start from the beginning. 4 3/12/2013

7 Encumbering Purchase Orders in Fiscal Year Using Galaxy Requisitions To encumber purchase orders in the next fiscal year you will use the Modify Purchase Order and Modify Open Purchase Order screens. The Buyer s Queue button will recognize the purchase requisitions that have been designated with fiscal year 2014 when the 2014 has been selected in the Fiscal Year field. Note No budget check will occur for transactions in the fiscal year. 1 On the Search tab, click the Fiscal Year field drop down and select Click Buyer s Queue. Note When using the Buyer s Queue button to attach a 2014 purchase requisition to a purchase order, you must first click on the Fiscal Year field drop down and select Fiscal Year /12/20133

8 3 Verify that the Fiscal Year field selected is 2014, and then complete the transaction. Note If the fiscal year is not 2014, click Cancel, and then click OK to discard any changes without saving. The system will take you back to the Search tab where you can start from the beginning. The entire purchase order will be encumbered in Fiscal Year You can t combine fiscal years on one purchase order. 6 3/12/2013

9 Encumbering Contracts in Fiscal Year Without Using Galaxy Requisitions To encumber a contract in the next fiscal year you will use the Modify Contract screen. Since a contract can have multi-year line items the fiscal year designation is done at the line level. No fiscal year designation is necessary on the Search tab. Contracts will only encumber line items designated for the current fiscal year and no budget check or encumbrance will occur for future year(s) line items. 1 Click Add. 7 3/12/20133

10 2 On the Items tab, click Add Line. The following pop-up screen appears. 3 Click the Contract Fiscal Year field drop down, and select the fiscal year. 4 Select the corresponding fiscal year for the line item and complete the transaction. NOTE You can use multiple fiscal years on contract line items. Only current fiscal year will encumber. 8 3/12/2013

11 Creating a contract during the pre-encumbering using 2014 Purchase Requisition During the pre-encumbering period, you can create a contract using a 2014 purchase requisition. The contract will not encumber until it goes through the year-end process. From the Buyer s Queue 1 Select Fiscal Year Enter Requisition number or select a 2014 Requisition. 9 3/12/20133

12 3 Select Y on the purchase requisition line and click save. 4 Click save. 10 3/12/2013

13 Creating a Multi-Year Requisition for a Multi-Year Contract Galaxy will allow the creation of multi-year purchase requisitions for contracts. The lines for future years will not encumber in the current year. Note If you add lines for multiple years, Galaxy will automatically check the Multi- Yr. P.R. box. 1 On the search tab, click Add. 11 3/12/20133

14 2 Complete the transaction. Note You can now add a future year line by adding a line with the corresponding fiscal year. 12 3/12/2013

15 3 Click Add Line. The following pop-up screen appears. 4 Select the corresponding P.R Line Fiscal Year for the line item and complete the transaction. 5 Click Save. 13 3/12/20133

16 6 Click Save. 14 3/12/2013

17 To create a Contract from a Multi-Year Requisition 1. On the Search tab, click Buyer s Queue. 2. Select the purchase requisition and click find. 15 3/12/20133

18 3. Select the purchase requisition lines and click Save. 4. Verify the information and click Save. 16 3/12/2013

19 Contract Reminders The system will automatically close and disencumber any 2012 lines on June 30 th. If you need to transfer the remaining balance on a contract line to 2013, add a line to the contract with fiscal year 2013 for the remaining balance and reduce the 2012 line amount by the amount that is being transferred to The 2013 line will go through the year end process based on the district options. You can also add the balance as a 2014 line and will not encumber until July 1 st. 17 3/12/20133

20 Reminders for Approvers Select Fiscal year 2014 to approve your requisitions for Fiscal year Note During the pre-encumbering period, you may have requisitions in two fiscal years that will need approval. Be sure to select the corresponding fiscal year from the fiscal year drop down field. For current year requisitions you will need to select Fiscal Year /12/2013