University of Wisconsin System SFS Business Process PO.2.07 PO Year-End Processing. Contents. PO Year-End Processing Overview

Transcription

1 Contents PO Year-End Processing Overview... 1 Process Detail... 2 I. Identify Purchase Orders to Close... 2 II. Close Purchase Order Identified in Section I... 7 III. Budget Check the Closed Purchase Orders... 7 IV. Verify All Intended POs Have Been Closed and Have a Zero Encumbrance Balance V. Entering a General Ledger Encumbrance Correction Journal... 9 VI. Purchase Order (PO) Rollover VII. Entering Purchase Orders (PO) for the New Fiscal Year VIII. Important Reminders IX. Pend Cncl Processing and Budget Check PO Year-End Processing Overview In order to fulfill reporting requirements and track outstanding purchase order encumbrances, campuses are required to CLOSE completed purchase orders and ROLL open purchase orders that will be used in the future fiscal year. This document addresses the PO clean-up process, PO roll process, and the process of entering POs in the future fiscal year. Process Frequency Dependencies Assumptions Responsible Parties Alternate Scenarios The PO clean-up portion of this process can occur proactively throughout the year. However, the PO roll and future fiscal year entry occur only at fiscal year-end. PO roll is dependent upon the PO cleanup process. It is assumed Campus purchasing staff is able to determine which purchase orders should be closed and which ones should be rolled. The Campus Purchasing Director is responsible for facilitating the successful completion of this extremely vital Purchasing business process. N/A SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

2 Process Detail I. Identify Purchase Orders to Close Run the POADJBAL nvision report to identify POs that are ready to be closed. Navigation: Reporting Tools > PS/nVision > Define Report Book 1. Click tab. 2. Enter a Runcontrol ID: PO_YR_END_ROLL. 3. Click. 4. Enter a Businss Unit UW***. 5. Enter a Report ID POADJBAL. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

3 6. Click. 7. Click. 8. Select Server Name SFSNT1. 9. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

4 10. Click the Process Monitor hyperlink. 11. Click until the Run Status changes to Success and the Distribution Status changes to Posted. 12. When Run Status changes to Success & Distribution Status changes to Posted Click Go back to Report Book Definition link to view Report Manager link. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

5 13. Click Report Manager link to view Report Manager. 14. Navigate to the Report Manager at Reporting Tools > PS/nVision > Define Report Book >Report Manager > Administration tab and select the.xls report and open the File. 15. Click on Report name to Open in Excel or Save File - (i.e.uwosh-poadjbal). Step Column Title Tasks SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

6 PO ID Due Date PO Stat(us) Review information in the PO ID column and delete the rows without PO ID numbers. For example, the row with (None) identifies Salary Encumbrances which are not part of the PO close/cleanup process. This row can be deleted. Sort Due Date in Descending Order. Review due dates for any dates after the current fiscal year (June 30, 2018). You will have to override purchase orders with due dates after the current fiscal year-end (i.e. after June 30, 2018) in order to close them or manually override using Purchase Order Reconciliation Workbench. Review the PO Stat column for the following status: A =Approved PO. These must be addressed. Approved PO s will roll if budget checked. C =Complete (also known as closed ), X =Cancelled, and PX =Pending Cancel All POs in PX status should be budget checked and dispatched (see VIII.Pend Cncl Processing). This will move the PO to a C or X status. Review purchase orders in status of C and X for remaining encumbrance balances (see Adjusted PO Balance column), as an encumbrance entry must be created to eliminate all remaining balances, whether it is negative or not. If balances still exist, for any reason, make sure you have run a budget check on those purchase orders. If there is still a balance on any closed (completed), or canceled POs after budget checking, you will need to do an encumbrance adjustment for these purchase orders. This is discussed later in this document. Canceled ( X ) or Closed/Completed ( C ) POs with balances will affect the carry forward encumbrance certification balance and cause issues. YOU MUST clean up and correct these POs before completing the rollover to prevent issues. D =Dispatched. These are open POs. Your campus will need to make a decision on whether these will be closed or rolled over. PO Type Enc Balance Adjusted PO Balance Review PO Type column for Blanket Orders (reminder-make sure no other columns are filtered). Blanket Orders must be Closed and Cannot be Rolled over to BLKN, BLKI, BLKP and BLKC = Blanket Orders. If you prefer to keep a record of the blanket POs you are closing, you may want to filter, cut and paste these POs into another worksheet. Review Enc Balance column (reminder-make sure no other columns are filtered). Filter for the value of zero in the Enc Balance column. These POs should be closed by fiscal year end. Review the Adjusted PO Balance column (reminder-make sure no other columns are filtered). Filter for any values not equal to zero in the Adjusted PO Balance column. This will return open purchase orders with balances. (If you have not deleted the (None) and non PO lines, ignore the first line as this reflects salary encumbrances.) You will not be able to rollover any purchase orders with a balance less than $50. You can filter the Adjusted PO balance of greater than $0 and less than $50 and close all these purchase orders. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

7 BCM Status Review BCM Status PO HDR Record column- it must equal V. If BCM Status PO HDR Record column indicates: N : The PO has not been budget checked. Do not make adjusting entries until the PO has successfully passed budget checking. E : PO errors exist. The error should be corrected and budget check rerun before making any adjusting entries. Note: Once you have identified the POs you would like to close, continue to the next step. II. Close Purchase Order Identified in Section I There are three options to close purchase orders. PO Close Batch Process This method closes only one PO at a time. Please see the PO.2.03 PO Close business process document for more information. o PO.2.03 PO Close via File Upload PO Mass Close via File Upload This method creates a file from the results of the POADJBAL report and uses an upload process to close multiple PO(s. Please see the PO.2.05 Mass PO Close via File Upload business process document for more information. o PO.2.05 Mass PO Close Via File Upload Buyer s Workbench This option also allows you to close multiple POs at once, but is done online instead of via an upload file. Please see the PO.2.06 PO Buyer s Workbench business process document for more information. o PO.2.06 PO Buyers Workbench Note: Regardless of Close method, the Accounting Date for the action should remain on the current date if you are closing the POs on or before June 30, ***Do not use an Accounting Date after June 30, 2018 when closing Prior Year PO(s)*** Use the Update Budget Date to equal Accounting Date option to keep the two in sync. III. Budget Check the Closed Purchase Orders Once the PO(s) have been closed, the next step is to budget check them. As with the close process there is more than one option. PO Budget Check in Batch With this method you can specify criteria for the budget check process to use when selecting multiple POs to budget check. See the PO.1.01 Purchase Order Creation business process document for more information on PO Batch Budget Check. o PO.1.01 Purchase Order Creation PO Buyer s Workbench We do not recommend you use the Buyer s Workbench to budget check a large quantity of POs. You can use the Buyer s Workbench to select multiple POs by various status and criteria to budget check. Each PO is budget checked individually when using this budget check option on the Buyer s Workbench page. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

8 It is highly recommended you use the Batch Budget Check process if you are budget checking a large quantity of POs. See the PO.1.01 Purchase Order Creation business process document for more information on PO Batch Budget Check process. IV. Verify All Intended POs Have Been Closed and Have a Zero Encumbrance Balance. Rerun the POADJBAL report to verify all desired POs were closed, and the encumbrances have been liquidated correctly. If any POs were closed and budget checked and still contain an encumbrance balance use a General Ledger encumbrance correction journal to fix the remaining commitment control encumbrance balance. Instructions are listed Section V of this document. Contact UW Problems Solvers if you have questions on preparing an encumbrance balance journal entry. Once you have closed all blanket orders and POs <$50 and made all the correcting journal entries, verify your updates by rerunning the POADJBAL report. Loop back to Section I of this document to review instructions on running the POADJBAL. If you have issues, contact UWSA Problem Solvers. YOU MUST clean up and correct these POs before completing the rollover to prevent issues. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

9 V. Entering a General Ledger Encumbrance Correction Journal 16. Click tab. 17. Enter a Businss Unit UW***. 18. Enter a Journal ID prefixed with PO. 19. Select a Journal Date in the correct FY that you are trying to correct. 20. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

10 21. Enter a Long Description. 22. Enter Source ENC. 23. Click the Commitment Control Link. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

11 24. Select Commitment Control Amount Type Encumbrance. 25. Click. 26. Enter the ChartString and Amount to correct the PO Encumbrance balance. 27. Repeat the process by entering the offsetting entry to account Enter the PO ID in the Reference Field on the row that is correcting the PO balance. You can also insert it on the offsetting account. Reserve for Encumbrances should automatically pop in the Journal Line Description 29. Select Process Edit Journal and Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

12 30. Once the system completes the edit process the Journal Status and Budget Status should be updated to V. If an error is returned, address the error and rerun the edit process. 31. Contact UWSA Problem Solvers to run the encumbrance post process. Note: All campuses MUST notify uwsaproblemsolvers ) when they complete their PO Close activities. Complete your Close activities as soon as possible, but no later than June 30, 2018 UWSA staff will verify readiness and notify the campus after they have confirmed the close activities were completed successfully. This process will assist in preventing any major PO Rollover issues. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

13 VI. Purchase Order (PO) Rollover Complete all the rollover activities and verify all Blanket Orders and POs less than $50 are closed. o Blanket orders should not be rolled over. If you have classified a PO as a blanket in error, correct the PO type on the header panel before rollover. o POs with a balance of less than $50 are not to be carried over. Please close these purchase orders. UWSA Problem Solvers uwsaproblemsolvers@uwsa.edu when the campus PO Clean up and close activities are completed. UWSA will perform checks to verify the campus is ready to be rolled and notifications when the process can begin. PO Rollover begins July 2, o DO NOT BEGIN YOUR ROLLOVER PROCESS BEFORE RECEIVING AN NOTIFICATION FROM UWSA o You can make a request to have UWSA Problem Solvers Roll your campus. Please let us know via . All PO rollover activities must be completed by the morning of July 6, Make sure your AP group Does NOT enter any FY New Year PO vouchers until the cleanup/close and rollover activities have been completed. (For example, if new fiscal year vouchers are entered against POs before you have completed your rollover process, the carryover encumbrance balances will not be correct and adjustments will be required.) PLEASE READ AND FOLLOW THESE INSTRUCTIONS CAREFULLY. IF YOU DO NOT FOLLOW THESE INSTRUCTIONS EXACTLY, THERE IS A POTENTIAL TO ROLLOVER INCORRECTLY 1. Preliminary Steps a. Confirm all POs and PO Vouchers are edited and budget checked. Ensure all payments are posted. b. Halt entry of PO Vouchers. New Fiscal Year Vouchers must not have been entered against the new Fiscal Year POs. 2. Pre Rollover Queries and Reports a. Run query SFS_PO_ROLLED_POS_LIST to get a listing of POs rolled the previous fiscal year. Note: Whether you have a remaining balance on these POs or not, they should not be rolled again. Please close these POs. This query should only show open Purchase Orders rolled over from the previous fiscal year. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

14 b. Run query SFS_PO_DISTRIB_BY_QUANTITY. In this query you will be prompted for Business Unit (BU). The results show purchase orders that were entered by Quantity rather than by Amount. Change these purchase orders to Distributed by amount if these will be rolling over. (If you do change the PO to be distributed by AMT rather than QTY, be sure to edit and budget check these POs.) c. Run query SFS_PO_NEGATIVE_VOUCHER_SUM. Select your Business Unit (BU). The results show non-completed purchase orders with a negative voucher total. These PO s need to be closed before the roll. Failure to close these PO s will impede the entire rollover process. 3. Creating the PO Roll View (PO_POROLLVW) Select POs to rollover by running the PO_POROLLVW process. This process selects eligible PO(s) for rollover. After this is run the first time, you may view and choose POs to rollover without having to run the process again. Note: The follow criteria apply to POs being rolled. The PO must be approved or dispatched and in a posted state. Only Purchase Orders with open quantities and dollars can be rolled. The entire Purchase Order must roll (you cannot roll selective lines). POs with lines finalized at voucher entry will NOT roll. WORK WITH YOUR AP GROUP TO MAKE SURE ALL COMPLETED VOUCHERS HAVE BEEN FINALIZED. Navigation: Purchasing > Purchase Orders > Budget Year-End Processing > Request PO Roll View a. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

15 b. Click OR if you do not have a Run Control ID already set up then; tab. c. Enter a Run Control ID if using Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. d. Enter Business Unit UW***. Note: You should only have one PO Roll View for your Business Unit. e. Enter a Search ID. Note: This can be any 10 character alphanumeric string with no special characters or spaces. The Search ID will be used in future steps of the roll to identify the view. f. Enter From Date 07/02/2017. g. Enter To Date 06/30/2018. h. Select Roll Status. (NONE will select POs that have not been rolled. It is suggested to only select roll status NONE. i. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

16 j. Select Server Name PSUNX. k. Click. l. Click until the Run Status changes to Success and the Distribution Status changes to Posted. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

17 4. Selecting Purchase Orders to Roll from the Roll View In this step you will select the POs to roll from the list of eligible POs created in the previous steps. Navigation: Purchasing > Purchase Orders > Budget Year-End Processing > PO Rollover Workbench a. Enter Business Unit: UW***. b. Enter the Search ID you defined on the PO Roll View step. c. Click. d. Select the POs you would like to Roll. If you would like to Roll them all click the Select All checkbox. e. Once you have selected the POs to roll, click. After you do so, a Y will appear in PY Encum column for the selected POs. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

18 D f. Click. IMPORTANT Download the Search ID POs to an Excel file (example name) UWMIL_POROLL_VIEW_ xls Note: You can click the button on the Budget Year-End Details grid to export a listing of the POs to close into Excel to compare with your POADJBAL report. This comparison can include the list of PO IDs and outstanding balance. It is important that you keep this spreadsheet for your records. Also, POs that you selected on the PO selection page appear if they qualify for rollover. POs that are canceled, fully vouchered (meaning PO distribution line is reduced to a $0 encumbrance), on hold, in process or that have not been successfully budget checked do not qualify for rollover and do not appear on this page. Review the Search ID POs list for Disqualified POs. Disqualified POs will need to corrected in order to be included in the Rollover processing. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

19 5. Running PO Rollover Navigation: Purchasing > Purchase Orders > Budget Year-End Processing > Request PO Roll Open Encum 32. Click tab. 33. Enter a Run Control ID: Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. 34. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

20 35. Enter the Business Unit: UW***. 36. In the Budget to Roll From section, enter the From Date of 07/02/2017 (the first day of the prior fiscal year) and the To Date: of 06/30/2018 (the last day of the prior fiscal year). 37. In the Budget to Roll To section, enter the Budget Date: of 07/02/2018 (the first day of the new fiscal year). 38. Click. 39. Select Server Name PSUNX. 40. Click. 41. Click until the Run Status changes to Success and the Distribution Status changes to Posted. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

21 6. Batch Budget Check of Rolled Purchase Orders Navigation: Purchasing > Purchase Orders > Budget Check a. Click tab. b. Enter a Run Control ID: Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. c. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

22 d. Select the Process Frequency of Always. e. Enter a Description for your reference. f. Select Business Unit Value and Business Unit UW**. g. Click. h. Select Server Name PSUNX. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

23 i. Click. j. Click until the Run Status changes to Success and the Distribution Status changes to Posted. 7. Verify Roll Results a. Run Query SFS_PO_ROLLED_ENC. This query provides a list of rolled POs. Select Business Unit and Use Accounting Date greater than b. Compare your total amount on the POADJBAL nvision report (Fiscal Year 2019 balances) with the SFS_PO_ROLLED_ENC query results total amount. -- The Totals MUST match. -- c. Please report any discrepancies to uwsaproblemsolvers as soon as possible. d. Check with the Controller at your campus regarding saving a copy of SFS_PO_ROLLED_ENC for budget entries. It is suggested that each campus save a copy of the most recent POADJBAL nvision report and the SFS_PO_ROLLED_ENC query as you cannot go back later and recreate these reports. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

24 VII. Entering Purchase Orders (PO) for the New Fiscal Year 2019 It is recommended to enter FY 19 POs in the new Fiscal Year, not before. This prevents potential cross year encumbrance balance issues. If you have to start entering new FY 2019 Purchase Orders before the start of the new Fiscal Year, you can begin on May 1, Important steps must be followed when entering new Fiscal Year POs. Please follow the instructions below when entering any new Fiscal Year POs. The below example will show the three key fields to update when entering PO(s) during the new Fiscal Year (FY2019) time period, May 1 - June 30, Navigation: Purchasing > Purchase Orders > Add/Update Express PO s 1. Select tab. 2. Enter Business Unit: UW***. 3. PO ID will default to NEXT, leave as is or enter PO ID if your business unit does not use auto-numbering. 4. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

25 5. The Express Purchase Order screen will appear. In the header section, a. The PO Date will default to today s date, CHANGE the PO DATE: to 07/02/2018 or later for all New Fiscal Year POs. b. Enter or search Vendor ID. c. Message that will be seen after selecting Vendor ID when entering a new Fiscal Year PO in May: d. Click OK if you are entering a NEW fiscal year PO. e. Enter or search Buyer: to assign a Buyer. 6. Click the Header Details hyperlink and change the Accounting Date to 7/02/2018 or later for any new FY19 POs. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

26 7. Make changes to: a. Dispatch Method, if needed. b. Accounting Date For FY19 POs, date must also be 07/02/2018 or later. c. Purchase Order Date - For new FY19 POs, date must also be 7/02/2018 or later. IMPORTANT NOTE: The accounting date always defaults to the current date. You will have to manually change the date to July 2, 2018 or later BEFORE the PO budget check process is executed. Most institutions have a nightly batch run for PO Budget Check. Some institutions manually budget check POs. If you realize you did NOT enter the dates correctly before the PO budget check, STOP and contact uwsaproblemsolvers. Incorrect dates cause encumbrance balance issues. 8. Click. 9. Continue entering the remaining fields as you would for any newly created PO. See SFS_PO.1.01_Purchase_Order_Creation Document for instructions. 10. Change the Budget Date in the Distribution section Budget Information Tab Budget Date field. Click the Expand All link to display the Schedule and Distributions sections for each PO Line. Select the Budget Information tab to display Budget Date field and CHANGE the Budget Date to 07/02/2018 or later. All PO Line Distributions Budget Information lines must be updated to 07/02/2018 or later. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

27 VIII. Important Reminders 1. When Copying a PO, COPY the PO first then ENTER the PO Date and Accounting Date. Always enter the dates BEFORE you save and before the PO is budget checked. Verify the PO and Accounting Dates are correct BEFORE the PO is budget checked. 2. Commitment Control functionality associates the PO encumbrance with the PO Accounting Date at Budget Check. IF YOU DID NOT CHANGE THE PO Date and the ACCOUNTING DATE BEFORE BUDGET CHECK, further action is needed and WISDM balances will not display correctly for financial reporting. Do NOT attempt to make any changes to dates after budget check. Please contact uwsaproblemsolvers for an approach if you need to make a correction. 3. Vouchers MUST NOT be entered on New Fiscal Year 2019 POs until on or AFTER July 2, If a voucher is entered on a new FY19 PO before July 2, 2018, the new FY19 PO Encumbrance will be liquidated in the current fiscal year. 4. Purchasing and Accounting areas at each campus must work collaboratively on ensuring the integrity of PO encumbrances and liquidations. Once a PO is created, budget checked and dispatched, a voucher can be entered against it. Please make sure your accounting area is SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

28 aware they should not enter vouchers against new FY 2019 POs until on or after July 2, IX. Pend Cncl Processing and Budget Check POs that have never been vouchered and are closed, will have a status of Pend Cncl (PX). The status needs to be updated to Canceled with a Budget Status of Valid. To change the status to Canceled, Execute a Print Dispatch. Do not use to Dispatch. Once it Dispatches, complete a Budget Check. You can complete both these steps in the Buyers Workbench. Otherwise, follow the below instructions. Budget Check Navigation: Purchasing > Purchase Orders > Budget Check 1. Select Process Frequency Always. 2. Populate Description as desired. 3. Enter Business Unit UW***. 4. Change the PO ID dropdown to Value. 5. Enter the PO ID to be Budget Checked in the next field. 6. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

29 7. Select Server Name PSUNX. 8. Click. 9. Click until the process completes and the Distribution Status is Posted. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

30 PO Dispatch Navigation: Purchasing > Purchase Orders > Dispatch POs. 1. Click tab. 2. Enter a Runcontrol ID: Dispatch_PO. 3. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

31 4. Enter a Businss Unit UW***. 5. Enter a PO ID: PO that needs to be Updated. 6. Click. 7. Click. 8. Select Server Name PSUNX. 9. Check PO Dispatch/Print POPO005 SQR Report Process name. 10. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

32 11. Click the Process Monitor hyperlink. 12. Click until the Run Status changes to Success and the Distribution Status changes to Posted. 13. When Run Status changes to Success & Distribution Status changes to Posted Click Go back to Dispatch Purchase Order link to verify PO has Canceled Status. Verify PO has been Updated to Canceled and Budget Status is Valid. Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

33 a. Enter Business Unit: UW***. b. Enter the PO ID you Dispatched that needs to be verified status was Updated. c. Click. SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34

34 Revision History Author Version Date Description of Change Mark Flemington /30/2013 Initial Draft Susan Kincanon /02/2013 Review, edit, format, finalize and publish Susan Kincanon /16/2013 Republished after nvision style sheet update to page 2 Laura Parman /21/2014 Updates Laura Parman /12/2014 Updated Clean Up and Rollover sections James Backus /15/2015 Updated nvision POADJBAL report through Report Book Reporting Tools delivered PS/nVision to replace UW nvision Bolt-on process. James Backus /15/2016 Updates for FY 2017 Denise McDonald /03/2017 Updates for FY 2018 Denise Mcdonald /20/2018 Updates for FY 2019 SFS_PO.2.07_PO_Roll_Fiscal_Year-end of 34