What This Process Does

  • This process can be used to close a single purchase order and disencumber it.
  • The close purchase order is automatically verified but requires distribution for activity to create in Financial Management.


If Re-encumbering...

  • If re-encumbering, the purchase order will retain the same identification but with an extension of MYP.
  • The MYP purchase order for the new fiscal year will also be marked as source user verified (in the purchase order master and its associated purchase order accounts and transactions).


Best Practices

  • Defaults - When searching for a purchase order to close, the range options are defaulted to only search for open purchase orders. It is recommended that these range options not be changed.
  • Closed Completely - If a purchase order is to be closed and fully disencumbered, it is recommended that the purchase order not be reopened.

Requirements

  • Active Fiscal Year - To disencumber a purchase order, the fiscal year in Financial Management (and associated account masters) must be open and active.
  • Active Fiscal Year - To re-encumber a purchase order, the fiscal year in Financial Management (and associated account masters) must be open and active.

Close Single PO(s)

  1. Procurement → Purchase Orders → Close Tab → Single PO
  2. Click the Close and Disencumber PO Tab.
  3. Populate the appropriate fields. Once complete, click Save.
  4. The Closed Purchase Orders and Cleared Encumbrances Report will generate. Review for accuracy. If correct, click Cancel and set your flags.
  5. Next, distribute the disencumbrance activity for Financial Management (Taskbar → Distribution). If the Distribution Report is correct, click Cancel and set your flags.
  6. Post the disencumbrance activity. (Taskbar → Post Activity).


FIELDSOpt.Rec.Req.Description
Fiscal Year----♦
The fiscal year the purchase order is located in and where it will be closed
PO ID----♦
The purchase order that is selected for closing
Site ID----♦
Defaults from the purchase order master once purchase order is chosen
Multi-Year Project♦
----Defaults from the purchase order master if the purchase order was originally marked as a multi-year project
Vendor ID----♦
Defaults from the purchase order master once purchase order is chosen
Close PO----♦
Set to true if the purchase order is to be closed; the flag will be checked only if the purchase order is open
Outstanding PO Amount----♦
Defaults once Close PO box is checked; defaults based on the amount outstanding on the purchase order
Disencumber PO----♦
Defaults to true once Close PO box is checked and if the purchase order has an outstanding amount;
Fiscal Month----♦
Defaults based on the month set in the Change Current PO Year/Month screen; change if necessary – the field is inactive unless the Close PO box is set to true
Re-Encumber PO♦
----

If set to true:

  • The outstanding amount will be re-encumbered for the subsequent fiscal year
  • The reencumbered PO will retain the same ID but with the MYP extension (Multi-Year Project)
  • The Multi-Year Project flag is automatically set to true
  • THE SUBSEQUENT YEAR MUST BE OPEN AT THE TIME YOU REENCUMBER THE PO
  • The transaction created in the new-year will have a processing month of PRE-YEAR

Expense and Re-Encumber as Balance Sheet PO♦
----Set to true to expense and re-encumber a purchase order without expensing a line item subsidiary account; the only accounts that will be affected are the balance sheet accounts originally affected
Journal ID♦
--
--
This field will activate only if the purchase order is being expensed and re-encumbered as a balance sheet purchase order; the Journal ID will default as PRIOR YR PO