1. How do I verify that my current year Outstanding Purchase Orders matches the total Outstanding Encumbrances?

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1 1 NextGen Purchasing Refresher NextGen FAQ s 1. How do I verify that my current year Outstanding Purchase Orders matches the total Outstanding Encumbrances? Run a PO Outstanding Report by GL Account: From Date should equal first day of fiscal year. Thru Date should be left blank. Total Obligated plus Total Unliquidated= Total Outstanding PO Amount

2 2 NextGen Purchasing Refresher Next Run a Trial Balance from Financial Management Reports and find the total Reserved for Encumbrances Prior Year. For a county this is account 34110, for a city it may vary. These totals from these 2 reports should equal. If they don t equal, your Outstanding PO s do not balance with the GL. 2. How do I verify that my Prior Year Outstanding Purchase Orders matches the total Outstanding Encumbrances Prior Year Encumbrances? Run a PO Outstanding Report by GL Account: From Date should be left blank. Thru Date should be the last day of the prior fiscal year.

3 3 NextGen Purchasing Refresher Total Obligated plus Total Unliquidated= Total Outstanding PO Amount Next Run a Trial Balance from Financial Management Reports. You can select to run it for only the Prior Year and Prior Year Encumbrances account. For counties this is & 34120, for cities it will vary. If you do not know what your accounts are refer to the Default GL Accounts for the Account Control.

4 4 NextGen Purchasing Refresher The Net of & should equal the total Outstanding PO s from the PO Outstanding Report. 3. How do I know what the total of my Outstanding PO s was at the end of the fiscal year? Purchase Order Year End Report

5 5 NextGen Purchasing Refresher 4. What if I forgot to print the Payment Register? You can run any of the Payment Batch reports from the Reports Menu. 5. How do I enter credits on an invoice? You can enter credits on line items of invoices. You can enter a distribution line as only a credit but it must be applied to a line item that has a debit. The GL account for the credit does not have to match the GL account for the debit. You can have an invoice that nets out to zero but you can't have a negative invoice amount. Below are 2 examples of how to enter credits on line items: Example One is where the credit and the line item are being paid from the same account.

6 6 NextGen Purchasing Refresher 6. How do I change a PO? This will vary depending on what you are changing. If you are changing the GL Account or the amount or what. First go to PO's and pull up the PO in question. Changing the total amount: Click on the line item tab and select the line item that will need to be changed. If the total PO amount will be changing select the Totals tab first and change the amount to be what is needed (unit price or maybe the quantity needs increased). Then click on the distribution tab. If the price has decreased or increased but the accounts remain the same click in the click in the amount fields of the line item and change them. If it is listed as a flat amount you will literally have to change the Amount but if it is listed as a percent tabbing thru the fields will change it. Select Save and Close and you will prompted for a change reason. Then you will be prompted for a line item date and period for posting the encumbrances. This must be in an open period. Changing line item distribution: Click on the line item tab and select the line item to be changed. Then click on the Distributions Tab. If the distribution line that is listed needs to be completely removed and new one added, right click on the distribution line then select delete and confirm. Then add the new distribution information as normal. When choosing save and close you will be prompted for the line item date and period. Changing line item amount and add new line of distribution to line item: Click on the line item tab and select the line item to be changed. Click on the totals tab and make necessary changes to the total. Click on the distributions tab and add the next line of distribution as it should be. Again you will be prompted for change reasons and line item dates. Adding a New Line Item: Click on the Line items tab and then select add new line item at the bottom. Go thru all the options for adding a new line item and the PO totals will change.