Fiscal Year End: Manual PO Rollover PO encumbrances on all budgets, except for grants budgets, must have the encumbered amount moved from the previous fiscal year budget to the new fiscal year budget. Contents Summary Manual PO Rollover Steps... 1 Step 1 Optional Planning... 2 Query: NDU_PO01_OPEN_PO_REPORT... 2 Maintain Distributions Review... 2 PO Accounting Entries... 2 PO Activity Summary... 4 Step 2 - Verify Next Fiscal Year Budget Setup... 5 Step 3A Regular Purchase Order... 5 Canceling the old distribution line and creating a new distribution line... 7 Step 3B - Express Purchase Order... 11 Canceling the old distribution line and creating a new distribution line... 12 Summary Manual PO Rollover Steps o o o o Step 1 - Optional planning step. Determine remaining encumbrance amount by either of the following methods. Query: NDU_PO01 Maintain Distributions PO Accounting Lines PO Activity Summary Step 2 - Verify next fiscal year budget setup. Verify that an available budget has been setup in the new fiscal year. The budget can have the same account codes as the previous fiscal year or different accounts, as desired. Step 3A Process to move a Regular purchase order encumbrance to the next fiscal year budget. Step 3B Process to move an Express purchase order encumbrance to the next fiscal year budget. 1
If the exact POs to be rolled have been already identified and next year budgets have been created, skip to step 3A or 3B to begin moving the PO encumbrances to the new fiscal year. Step 1 Optional Planning Determine the amount on each PO distribution line to move to the next FY budget. Query: NDU_PO01_OPEN_PO_REPORT Navigation: Reporting Tools > Query > Query Viewer Search: NDU_PO01 Note status of PO; close POs which are available for closing. The remaining POs then can have the encumbrances moved on distributions lines with remaining encumbrances for items not received/paid. Maintain Distributions Review Navigation: Purchasing > Purchase Orders > Maintain Distributions Enter the Business Unit and PO Number. Click on each PO line which will open the PO to the Distributions. Check the status of the lines on the PO to see if it needs to be rolled. Note: A purchase order with multiple PO lines (NOT distribution lines), use the Next in List and Previous in List buttons at the bottom of the page allow viewing other line distributions available in the PO. PO Accounting Entries Navigation: Purchasing > Purchase Orders > Review PO Information > PO Accounting Entries 2
This review will show PO encumbrance and reversals for all PO line(s) distributions. If a PO line distribution uses multiple ledgers, this report must be run for each ledger group: CSHDTL, FNDDTL, and PRJDTL. Enter the Business Unit, PO Range, and Ledger Group. Click OK. 3
PO Activity Summary Navigation: Purchasing > Purchase Orders > Review PO Information > Activity Summary Enter the Business Unit and PO Number. Use the Receipt and Invoice tabs to determine which PO lines remain available for receiving and invoicing. Note: The line details icon gives comprehensive receipt and invoice information one line at a time. If necessary, use the excel download option for a complete activity summary list. Line Details Icon (click expands all) 4
Step 2 - Verify Next Fiscal Year Budget Setup Verify a budget has been setup and with funds available for the next FY. The same new fiscal year budget will use the same ChartFields as the previous fiscal year. A new budget will have different chartfields than what was used in the previous fiscal year. If a budget is not set up, the PO rollover amount into the new fiscal year will produce a PO budget check status of error. Please contact the campus budget office for assistance the correct budget setup. Step 3A Regular Purchase Order Work in the open regular purchase order to move the encumbrance. Navigation: Purchasing > Purchase Orders > Add/Update POs Enter the business unit along with the PO to be rolled When the PO appears, click on Header Details 5
Change accounting date to the desired date (07/01/20XX). Click on Refresh then OK after changing the date. 6
Canceling the old distribution line and creating a new distribution line Click Schedule. Click the Distributions/Chartfields icon. There are 4 lines that will be rolled. To roll these lines, they will first be canceled. Click the Statuses tab. 7
To view multiple distribution lines go to the blue bar and select view all to display all the PO line distributions. Click the Red X next to the open lines that are to be rolled (in this case all of them). 8
The status of each line checked will be Canceled. Return to the chartfields tab when done. Add a row for each canceled row. Click the add multiple new rows button (+ sign) on the far right of the chartfield lines. Enter in the number of lines to be rolled and click ok. All 4 lines are going to be rolled in this example. 9
Click refresh and review all the chartfields and budget date on each new distribution line (click view all if necessary). If chartfields do not need to be changed, copy all of the information down from the canceled lines (the ones that were previously X ed out on the statuses tab) to the newly created lines. These newly created lines should look exactly the same as the canceled lines, except for the status column and budget date. The budget date will be the accounting date entered on the PO header details link. Note: Copy the exact amounts from the old lines to the new lines first, then hit refresh to fill in the percentages. If the percentages are copied first, sometimes the amounts don t copy down exactly and the new PO total amount is wrong. In this example, the chartfields for lines 1-3 have not changed and will be copied down to lines 5-7. If a different chartfield needs to be used, enter the new chartfield data instead of using the old chartfield data. Be sure the budget date is correct. In this example, we will change the chartfield data from line 4 to line 8 to reflect a change for the next fiscal year. Also, if the PO has multiple lines, return to the main page of the PO and repeat this document s process beginning with canceling the old distribution line and creating a new one (bottom of page 5). Repeat as necessary for all PO lines to be rolled. Click Save, return to the main page and then run a batch budget check. This will remove the encumbrance from the previous fiscal year budget and enter a new encumbrance into the new fiscal year budget. IMPORTANT: Run the budget check only after all desired lines have been rolled. 10
Step 3B - Express Purchase Order Work in the open express purchase order to move the encumbrance. Navigation: Purchasing > Purchase Orders > Add/Update Express POs: Find an Existing Value Enter Business Unit and PO ID Click Search, Click on the PO When the PO appears, click on the Header Details. Change Accounting Date to current date. Click on Refresh then OK. 11
Canceling the old distribution line and creating a new distribution line Click Expand All to move to the PO Schedule and Distribution rows. 12
On the distributions line, click on the cancel distributions icon: X Note: The cancel icon may appear on a different Statuses tab, depending on personalization. The distribution status is canceled. Use the Add multiple rows icon + to add a row. A new distribution row has been added. Add the chartfields for the new fiscal year budget. Click SAVE. Complete all distribuitons as needed, saving your work often. The last step is to to a batch budget check: the encumbrance will be removed from the previous fiscal year budget and moved to the next fiscal year budget. IMPORTANT: Run the budget check only after all desired lines have been rolled. Note: A ChartField change will not produce a PO change order nor need a PO dispatch run. 13