Creating a PO with a Future Date

Transcription

1 Creating a PO with a Future Date Core-CT allows you to create a PO with a future date. This functionality can be used when creating a PO that is associated with a contract that is future dated or during fiscal year end when preparing new POs for the new fiscal year. Important Information: There are three fields that are critical when creating a future dated PO. Those fields are the PO Date, Accounting Date, and the Budget Date fields. The PO Date field and the Accounting Date field normally pre-fill with today s date (the date you create the PO); however, you can change these dates to a date in the future. The Budget Date should be the budget date valid for this transaction. YEAR END PROCESSING FY2018 POs must be created with a date greater than or equal to 7/01/2017. If this is not done, users will NOT have access to the Budget Reference 2017 value and the PO may be closed during the FY2017 close and or roll process. Note: If the new FY Accounting period is not open the following message will appear. Future dated POs that fall outside the open period cannot be entered or saved until the accounting period is open. Note: FY2018 POs must remain in a PO Status of Open (do not click green checkmark) until the FY2018 budgets are posted. If you try to approve FY 2018 POs before the FY2018 budgets are posted, they will fail budget check and could affect FYE 2017 processing. DO NOT SEND FY2018 POs THROUGH WORKFLOW (until the FY2018 budgets are posted)! 1

2 Navigation: Main Menu > Core-CT Financial > > Purchase Orders > Add / Update POs Create a Future Dated Purchase Order: 1. Click the Add button. 2. The Maintain Purchase Order page displays. 3. Type the desired future date in the PO Date field or click the Calendar icon to select a month, year, and date. 2

3 4. If the future PO date is greater than 30days form the current date, the following warning message will appear. 5. Click the OK button. 6. Add a Supplier ID and Buyer. 7. Add PO Reference information, if desired. 3

4 8. Click the Header Details link. 9. Change the PO Type, if necessary. 4

5 10. Scroll to the Process Control Option group box and change the Accounting Date to the date used as the PO Date. Type the new date in this field, or click the Calendar icon to select a month, year, and date. Note: FY2018 POs must be created with a date greater than, or equal to, 7/01/

6 11. Click the OK button. 12. If utilizing PO Defaults to enter Chartfield Information, click the PO Defaults link. 6

7 13. Add the appropriate Chartfields. 7

8 14. Bud Ref is no longer a required field for General Fund Budgets. Ensure that the Bud Ref is entered if required. 15. Type in all of the required line information. Click the Line Details icon. 8

9 16. Use the Details for Line 1 page to edit information as needed. Creating a PO with a Future Date 17. Click the Schedule icon. 9

10 18. The Schedule page displays. 19. Click the Distribution Icon to access the Distribution Lines. 10

11 20. If the Chartfield information was not entered in the PO Defaults page, enter them now. 21. Ensure that the Bud Ref is entered correctly. Remember it is no longer required for certain budgets. 22. Select the Budget Information Tab and change the Budget Date to Match the PO and Accounting Date. 23. Click the OK button. 11

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13 24. Click the Return to Main Page link from the Schedules page to return to the Main Page. 13

14 25. Click the Save button. 26. Record your PO number. 14

15 27. Click the Submit for Approval icon on the Maintain Purchase Order page to initiate the PO workflow. 15