University of Wisconsin System SFS Business Process Guide ... · PO Year-End Process Overview . In...

University of Wisconsin System SFS Business Process Guide

PO.2.07– PO Roll Fiscal Year End Process

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Table of Contents PO Year-End Process Overview ............................................................................................................ 1 Process Detail ........................................................................................................................................ 2

I. Identify Purchase Orders to Close or Roll .................................................................................... 2

II. Close Purchase Orders Identified in Section I .............................................................................. 8

III. Budget Check the Closed Purchase Orders ................................................................................ 9

IV. Verify All Intended POs Have Been Closed and Have a Zero Encumbrance Balance. ................ 9

V. Entering a General Ledger Encumbrance Correction Journal .................................................... 10

VI. Final Checks before Purchase Order (PO) Rollover .................................................................. 15

VII. Begin Purchase Order (PO) Rollover ......................................................................................... 17

VIII. Appendix ................................................................................................................................... 31

a. Entering Purchase Orders (PO) for the New Fiscal Year ........................................................... 31

b. Important Reminders ................................................................................................................. 34

c. Pending Cancel (PX) Processing and Budget Check ................................................................. 35 PO Year-End Process 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 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.

Dependencies PO roll is dependent upon the PO cleanup process.

Assumptions It is assumed Campus purchasing staff is authorized to determine which purchase orders should be closed and which ones should be rolled.

Responsible Parties The Campus Purchasing Manager is responsible for facilitating the successful completion of this extremely vital Purchasing business process.

Alternate Scenarios N/A



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Process Detail

I. Identify Purchase Orders to Close or Roll

Run the POADJBAL nVision report to identify POs that are ready to be closed or rolled. This report can be accessed from the Reports/Queries tab, Reports/Processes (PO Adjusted Balance Reports) section of the Buyer WorkCenter or through navigation. If accessing the report from the Buyer WorkCenter, click on the campus report hyperlink (i.e. UWEAU POADJBAL) and skip to step 6.



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If using navigation, the navigation to the Define Report Book is listed below.

Navigator: Reporting Tools > PS/nVision > Define Report Book

1. Enter a Runcontrol ID: ‘PO_YR_END_ROLL’.

2. Click

3. All the Business Unit reports will be displayed

4. Check the box next to the Business Unit Report you want to run.

5. Click View



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6. The below page will display.

7. Make sure Type = Web and Format = .xls.

8. Click .

9. Click .

10. Select Server Name ‘SFSNT1’.



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11. Click

12. Click the Process Monitor hyperlink to view status of report

13. Click until the Run Status changes to ‘Success’ and the Distribution Status changes to ‘Posted’.

14. When Run Status changes to ‘Success’ & Distribution Status changes to ‘Posted’, click Go back to Report Book Definition link to view Report Manager link.



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15. Click Report Manager hyperlink to go to report(s).

16. Click the Administration tab. Your report will be listed.

17. Click on Report name hyperlink to open in Excel or Save File - (i.e.UWSYS-POADJBAL).



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Step Column Title

Tasks

PO ID 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.

Due Date Sort Due Date in Descending Order. The due dates should be between the first and last day of the current

fiscal year. Instructions on handling PO’s with a due date before the first date of the current fiscal year are included in the roll documentation. Purchase orders with a future DUE DATE, cannot be closed without an override. Please note, PO’s with a future Due Date will not be picked up in a Mass Close process. The only way to close these POs, is with an override via the Buyers Workbench. Instructions on closing POs from the Buyers Workbench are included in the Buyers Workbench Process Guide on the SFS Training & Documentation Team site. PO.2.06_PO_Buyer's_Workbench.pdf

PO Stat(us)

Review the PO Stat column for the following status: • ‘A’= Approved PO’s at an Approved status will roll if budget checked. Verify these PO’s are cleared

to roll.

• ‘C’= Complete (also known as closed) Will not roll in the rollover process.

• ‘X’= Cancelled Will not roll in the rollover process.

• ‘PX’= Pending Cancel All POs in ‘PX’ status should be budget checked and dispatched (see VIII. Pend Cncl Processing). This will change the status to ‘C’ or ‘X’. Review purchase orders in status of ‘C’ and ‘X’ for remaining encumbrance balances (see Adjusted PO Balance column.) If a balance (positive or negative) exists, budget check the PO. If a balance remains, an encumbrance journal entry is required. See Section V for instructions on completing this type of journal entry. Clean up and correct these POs before the rollover process to prevent issues. Canceled (‘X’) or Closed/Completed (‘C’) POs with balances will impact the carry forward encumbrance certification balance.

• ‘D’= Dispatched PO’s at this status are considered Open and will roll in the rollover process. Confirm all PO’s at a Dispatched status are approved to roll.

https://www.wisconsin.edu/sfs/download/sfs_9.2_upgrade/9.2_docs_and_training/po_-_purchasing/PO.2.06_PO_Buyer's_Workbench.pdf



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PO Type 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 next fiscal year. • ‘BLKN’, ‘BLKI’, ‘BLKP’ and ‘BLKC’ = Blanket Orders. If you prefer to keep a record of the blanket POs

you are closing, filter, cut and paste these POs into another worksheet.

Enc Balance

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.

Adjusted PO Balance

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 purchase orders with a balance less than $50. Filter the

Adjusted PO balance of greater than $0 and less than $50 and close these purchase orders.

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. Rerun budget check after making the correction

to verify fix was successful.

Note: Continue to the next step, once all the POs to close or roll have been identified.

II. Close Purchase Orders Identified in Section I

There are three options to close purchase orders. Documentation on all processes is available in the PO-Purchasing section of the Training & Documentation website. https://www.wisconsin.edu/sfs/sfs-9-2-training/

• PO Close Batch Process – This method closes one PO at a time. Please see the PO.2.03 PO Close business process document for more information.

• 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), but no more than 150 at one time. Please see the PO.2.05 Mass PO Close via File Upload business process document for more information.

• Buyer’s Workbench – This option also allows you to close a few POs at once but is done

online instead of via an upload file. This method is not recommended for closing multiple POs. Please see the PO.2.06 PO Buyer’s Workbench business process document for more information. This option should be used when using an override to close a PO.

Note: Regardless of Close method, the Accounting Date for the action should be in the current fiscal year. **Do not use an Accounting Date after June 30, 2020 when closing Current Year PO(s) ** **Use the ‘Update Budget Date to equal Accounting Date’ option to keep the two in sync**

https://www.wisconsin.edu/sfs/sfs-9-2-training/



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III. Budget Check the Closed Purchase Orders

Once the PO(s) have been closed, the next step is to budget check them. There are 3 options to Budget Check. Documentation on all processes is available in the PO-Purchasing section of the Documentation & Training website. https://www.wisconsin.edu/sfs/sfs-9-2-training/

• 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.

• PO Buyer’s Workbench – This method is not recommended for closing a large quantity of POs. Each PO is budget checked individually when using this budget check option on the Buyer’s Workbench page.

• The Batch Budget Check process is highly recommended if 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, create an encumbrance balance correcting journal entry to remove the remaining commitment control encumbrance balance. Instructions are listed in 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. The cleanup process is essential to limit/prevent rollover issues.

https://www.wisconsin.edu/sfs/sfs-9-2-training/



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V. Entering a General Ledger Encumbrance Correction Journal

If a closed PO has a balance, even after it is budget checked, an encumbrance balance journal entry may be required. Verify encumbrance amount in WISDM before completing the entry.

The Create/Update Journal Entry page can be accessed from the Buyer WorkCenter or through navigation.

Below is the navigation to the Create /Update Journal Entries page.

Navigator: General Ledger > Journals > Journal Entry > Create/Update Journal Entries



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1. Click tab.

2. Enter a Businss Unit ‘UW***’.

3. Enter a Journal ID prefixed with POBAL….

4. Select a Journal Date in the correct FY that you are trying to correct.

5. Click .



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6. Enter a Long Description.

7. Enter Source ‘ENC.’

8. Click the Commitment Control Link.



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9. Select Commitment Control Amount Type ‘Encumbrance’.

10. Click .

11. Enter the ChartString and Amount to correct the PO Encumbrance balance.

12. Repeat the process by entering the offsetting entry to account 8120.

13. 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



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14. Select Process ‘Edit Journal’ and Click .

15. 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.

16. Contact UWSA Problem Solvers [email protected] to run the encumbrance post

process.

Note: All campuses MUST notify uwsaproblemsolvers ([email protected] ) when they complete their PO Close activities. Complete your close activities and notify uwproblemsolvers as soon as possible, but no later than June 27, 2020 UWSA staff will verify readiness and notify the campus when they can begin the rollover process.

mailto:[email protected]




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VI. Final Checks before Purchase Order (PO) Rollover

PLEASE READ AND FOLLOW THESE INSTRUCTIONS VERY CAREFULLY. IF THESE INSTRUCTIONS ARE NOT FOLLOWED EXACTLY, THE ROLLOVER PROCESS WILL BE PROBLEMATIC.

1. Preliminary Steps

a. Verify all Blanket Orders and POs less than $50 are closed i. Blanket orders cannot be rolled over. If you have classified a PO as a blanket in

error, correct the PO type on the header panel before rollover. ii. POs with a balance of less than $50 are not to be carried over. Please close

these purchase orders.

b. Confirm all POs and PO Vouchers are edited, and budget checked. Ensure all payments are posted and finalized.

2. Pre-Rollover Queries and Reports

a. Run POADJBAL report one last time i. Verify all POs have been budget checked ii. Verify there are no negative encumbrance balances iii. Verify there are no closed POs with an encumbrance balance iv. Save a copy of this report. You will compare this to the post rollover reports. v. The POs at an Approved or Dispatched Status should roll

b. Run the Budget Year End Queries in the order listed below.



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i. SFS_PO_NEGATIVE_VOUCHER_SUM. 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.

ii. UW_89_PO_NEG_BAL_LN. Enter current fiscal year and Business Unit. This query identifies PO distribution lines with a negative encumbrance balance. If results appear, verify the PO in total is not overspent. If the PO total is negative, close the PO. If the total PO merchandise amount is positive, keep the PO open and continue with your process.

iii. Run query UW_89_PO_ALL_FISCAL_YR_CK. Enter Business Unit. This query identifies POs with possible Fiscal YR End Rollover conflict. If you get results, verify dates are correct.

iv. Run query SFS_PO_ROLLED_POS_LIST to get a listing of the POs rolled the previous fiscal year. Note: Whether you have a remaining balance on these POs or not, they should not be rolled again. CLOSE these POs.

v. 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 they will be rolling over. If you make changes, budget check the PO(s).

c. If any PO’s were closed, Run the POADJBAL Report one more time. Verify the closed POs

have a zero balance and you are ok with the POs at an Approved or Dispatched status.

d. Run query UW_PO_DETAIL_ENC_STATUS. This query provides the Original Encumbrance, Activity, and the remaining encumbrance by PO distribution line. It does not indicate if the PO line has been finalized. It will let you know if a distribution line has been fully spent and needs to be closed/finalized. Save results of this query. It can be used to diagnose post role issues.

i. The report should only have the current fiscal year in the “Year” column. If you have prior years on the report, the POs associated with those distribution lines should be closed. The Encumbrance Balance on this report should match the Encumbrance Total on the POADJBAL report. If they do not match, investigate why they are different before you notify UWSA Problem Solvers that you are ready to begin the rollover process.

ii. Verify no Con funds appear on the report. If Con funds lines are on the report, close those Purchase Order. Con Fund purchase orders cannot roll.



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3. Communicate Roll Readiness to UWSA Problem Solvers a. When the above cleanup and close activities are completed, email UWSA Problem Solvers

that you are ready to begin the rollover process. UWSA Problem Solvers [email protected]

b. UWSA will verify your campus is ready to roll. Once UWSA confirms everything has been

completed, you will receive an email notification with the date range you should use in the rollover process.

c. The date range may vary per business unit due to the Due Dates on the POs. The From

Date will be the oldest Due Date from the POs that will roll. The To Date will always be the last day of the current fiscal year.

VII. Begin Purchase Order (PO) Rollover

1. Important Points to Remember before Starting Rollover

• PO Rollover begins July 1, 2020.

a. DO NOT BEGIN YOUR ROLLOVER PROCESS BEFORE RECEIVING AN EMAIL NOTIFICATION FROM UWSA Problem Solvers.

b. If assistance is needed with the rollover process, please let UWSA Problem Solvers know via email ASAP.

• All PO rollover activities must be completed by EOD July 3, 2020.

• Make sure your AP group Does NOT enter any FY New Year PO vouchers until the rollover activities are completed. If new fiscal year vouchers are entered against POs before the rollover process is completed, the carryover encumbrance balances will be incorrect, and adjustments will be required.

• PO Rollover pages can be accessed directly from the Main tab, Links Section of the Buyer

WorkCenter. The processes/pages are listed in order of completion.




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2. Create 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. • The original encumbrance balance on fully spent POs WILL roll on distribution lines that

HAVE NOT been finalized. • WORK WITH YOUR AP GROUP TO MAKE SURE ALL COMPLETED VOUCHERS HAVE

BEEN FINALIZED.



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This page can be accessed from the Buyer WorkCenter or through navigation. Below is the navigation to the Request PO Roll view page.

Navigator: Purchasing > Purchase Orders > Budget Year-End Processing > Request PO Roll View

a. Click

b. Click hyperlink under Run Control ID: Run_PO_ROLL_VIEW

c. The Request PO Roll View page will be displayed



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d. Enter Business Unit ‘UW***’. Note: There should only be one PO Roll View for the 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 ‘07/02/2019’. If there are POs with Due Dates before 07/02/2019, they will be excluded from the roll. If you have received the authorization to roll these PO, find the oldest Due Date and use that as the From Date. This will allow these POs with a Due Date before 07/02/2019 to roll.

g. Enter To Date ‘06/30/2020’. This date will always be the last day of the current period.

h. Select Roll Status. (NONE will select POs that have not been rolled. It is suggested to only select roll status “NONE”.

i. Click .



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j. Select Server Name ‘PSUNX’.

k. Click . You will be brought back to the Request PO Roll View Page. Click the Process Monitor hyperlink to view the status of the report.

l. Click until the Run Status changes to ‘Success’ and the Distribution Status changes to ‘Posted’.



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3. 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. Access this page from the Buyer WorkCenter or through navigation. Below is navigation to go to the PO Rollover Workbench page.

Navigator: 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, which should be the case, click the Select All checkbox.

e. Once the POs to roll have been selected, click . A ‘Y’ will appear in PY Encum column for the selected POs.



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f. Click . IMPORTANT – Download the Search ID POs to an Excel file – (example name) UWMIL_POROLL_VIEW_07-02-2020.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 not qualified for rollover are as follows:

- Canceled POs - Fully vouchered (PO distribution line is reduced to a $0 encumbrance) - On hold - In process or have not been successfully budget checked

Review the Search ID POs list for Disqualified POs. Disqualified POs will need to corrected in order to be included in the Rollover processing.



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4. Run PO Rollover

Run the PO Rollover. You can access this page from the Buyer WorkCenter or through navigation.

Navigation: Purchasing > Purchase Orders > Budget Year-End Processing > Request PO Roll Open Encum

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.



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c. Click .

d. Enter the Business Unit: ‘UW***’.

e. In the Budget to Roll From section, enter the From Date of ‘07/02/2019’ (the first day of the prior fiscal year) and the To Date: of ‘06/30/2020 (the last day of the prior fiscal year).

f. In the Budget to Roll To section, enter the Budget Date: of ‘07/02/2020’ (the first day of the new fiscal year).

g. Click

h. Click .



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i. Select Server Name ‘PSUNX’.

j. Click .

k. From the Request PO Roll Open Encum page, click the Process Monitor link to view the status of the run control.




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5. Batch Budget Check of Rolled Purchase Orders

Budget Check the rolled POs. You can access this page from the Buyers WorkCenter or through navigation.

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 .



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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. Click .



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i. Select Server Name ‘PSUNX’.

j. Click .

k. From the Budget Check page, click the Process Monitor link to view the status of the run control


6. Verify Roll Results a. Run Query SFS_PO_ROLLED_ENC from Query Manager. Query manager can be

accessed from the Buyer WorkCenter, Reports/Queries tab, Queries (Budget Year End Queries) section or through navigation. Navigation: Reporting Tools > Query > Query Manager

This query provides a list of rolled POs. Select Business Unit and Use Accounting Date greater than 7-01-2020.



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b. Compare your total amount on the POADJBAL nVision report with the SFS_PO_ROLLED_ENC query results total amount. -- The Totals should match. -- Report discrepancies to UW Problemsolvers ASAP.

c. It is recommended that each campus save a copy of the most recent POADJBAL nVision report and the SFS_PO_ROLLED_ENC report, as you cannot go back later and recreate these reports.

d. Once the roll process is complete, email UWSA Problems. UWSA will confirm completion and email the Controller the Certification Report, the POADJBAL report, Enc_KK detail report, and the SFS_PO_Rolled_Enc report. The controller will verify the roll results and sign off on the Certification report. The signed version must be a PDF file.



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VIII. Appendix

a. Entering Purchase Orders (PO) for the New Fiscal Year

It is recommended to enter FY 21 POs in the new Fiscal Year, not before. This prevents potential cross year encumbrance balance issues. If your business process requires the creation of FY21 Purchase Orders before the start of the new Fiscal Year, you can begin on May 1, 2020. The PO, Accounting, and Budget dates must be manually updated to 07/02/2020 or later when creating FY21 POs before the New Year. Please follow the below instructions when entering new Fiscal Year POs. The below example will show the three key fields to update when entering PO(s) during the current fiscal year. 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

University of Wisconsin System SFS Business Process

PO.2.07 – PO Year-End Processing

PO.2.07_PO Roll Fiscal Year-End 32 of 42

5. The Express Purchase Order screen will appear. In the header section.

6. The PO Date will default to today’s date, CHANGE the PO DATE: to 07/02/2020 or later for all New Fiscal Year POs.

7. Enter or search Vendor ID.

8. Message that will be seen after selecting Vendor ID when entering a new Fiscal Year PO in May:

9. Click OK if you are entering a NEW fiscal year PO.

10. Enter or search Buyer: to assign a Buyer.




11. Click the Header Details hyperlink and change the Accounting Date to 7/02/2020 or later

for any new FY21 POs.

12. Make changes to Dispatch Method, if needed.

13. Make sure Accounting Date for FY21 POs, is 07/02/2020 or later.

14. Make sure Purchase Order Date for FY21 POs, is 7/02/2020 or later. IMPORTANT NOTE: The accounting date always defaults to the current date. You will have to manually change the date to July 2, 2020 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.

15. Click .




16. Continue entering the remaining fields as you would for any newly created PO. See SFS_PO.1.01_Purchase_Order_Creation Document for instructions.

17. 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 07/02/2020 or later. All PO Line Distributions Budget Information lines must be updated to 07/02/2020 or later.

b. 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 2021 POs until on or AFTER July 2, 2020. If a voucher is entered on a new FY21 PO before July 2, 2020, the new FY21 PO Encumbrance will be liquidated in the current fiscal year.

http://www.uwsa.edu/sfs/documentation-training/po/po-creation/po-creation.pdf




4. Purchasing, Accounting and AP 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 AP Group is aware they should not enter vouchers against new FY 2021 POs until on or after July 2, 2020.

c. Pending Cancel (PX) 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. The PO needs to be Budget Checked in order to have the Budget Status to show a status of Valid and Dispatched for the status to move to Canceled. The Dispatch method should be changed to Print to avoid the vendor Email notification. The following instructions will illustrate the steps needed to complete the Budget Check and Dispatch processes. 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 ‘All’, if running open. Otherwise, select “Value” and enter

PO ID to be Budget Checked.

5. Enter PO Status “Some” and checkoff status to run, i.e. Canceled and/or Pending Cancel. You can also keep it “Value” and the Budget Check will run for entire Business Unit.

6. Click .

7. Select Server Name ‘PSUNX’.

8. Click .




9. From the Budget Check page, click the Process Monitor link to view the status of the run

control

10. Click until the process completes and the Distribution Status is ‘Posted’. PO Dispatch Navigation: Purchasing > Purchase Orders > Dispatch POs.

1. Click tab.




2. Enter a Run Control ID. Example could be Runcontrol ID: ‘Dispatch_PO_UWSYS’.

3. Click .

4. Enter a Businss Unit ‘UW***’.

5. Select Print under Dispatch Methods to Include

6. Enter a PO ID: ‘PO that needs to be Updated’ or keep open and checkoff Pending Cancel under Statuses to Include

7. Click .

8. Click .




9. Select Server Name ‘PSUNX’.

10. Check PO Dispatch/Print POPO005 SQR Report Process name.

11. Click .

12. Click the Process Monitor hyperlink.




13. Click until the Run Status changes to ‘Success’ and the Distribution Status changes to ‘Posted’.

14. 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’, by checking a few of the POs that were at the Pending Canceled status.

Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders.




a. Enter Business Unit: ‘UW***’.

b. Enter the PO ID you Dispatched that needs to be verified status was Updated.

c. Click .




Revision History

Author Version Date Description of Change Mark Flemington 1.0 06/30/2013 Initial Draft Susan Kincanon 1.1 07/02/2013 Review, edit, format, finalize and publish Susan Kincanon 1.2 09/16/2013 Republished after nVision style sheet

update to page 2 Laura Parman 1.3 04/21/2014 Updates Laura Parman 1.4 05/12/2014 Updated Clean Up and Rollover sections James Backus 1.5 04/15/2015 Updated nVision POADJBAL report through

Report Book Reporting Tools delivered PS/nVision to replace UW nVision Bolt-on process.

James Backus 1.6 04/15/2016 Updates for FY 2017 Denise McDonald 1.7 04/03/2017 Updates for FY 2018 Denise Mcdonald 1.8 05/21/2018 Updates for FY 2019 Denise Mcdonald 1.9 03/08/2019 Updates for FY 2020 Denise Mcdonald 2.0 04/03/2020 Updates for FY 2021

University of Wisconsin System SFS Business Process Guide ... · PO Year-End Process Overview . In...

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Transcript of University of Wisconsin System SFS Business Process Guide ... · PO Year-End Process Overview . In...