Introduction: Purchase Orders (Encumbrances) usually automatically close when the invoice against it uses up all the funds allocated on the Purchase Order, or the department identifies the invoice as a final payment against the related order. The Office Manager is responsible for closings based on the reports or information provided by the departments.
Requesting an Order to be Closed
Departmental request to close purchase order(s), usually comes by one of the following three ways:
Returning the UA641, "Aged Open Purchase Orders and Travel Authorizations" report by mail or by fax. The purchase order(s) earmarked to be closed will be marked with a "C" or the word "Close".
Via e-mail. Requesters, usually, use Purchasing Services' departmental e-mail address, which on receipt, will be forwarded to you by the receptionist. Take a print-out of this (the embedded message) and use this for closing. (Sometimes you may get the e-mail requests directly on your e-mail address.)
Telephone calls. Get the PO number, department name, requestor's full name and phone number, vendor name, and the amount to be closed. (Vendor name and amount to be closed are not essential for closing and as such get the other information, if someone doesn't have vendor or amount information when calling.)
Closing in CUFS
Go to the Document Data Entry (DDE) screen in CUFS and enter the following against "Document ID":
TRAN
AREA
ID Number
POR
556
the same # as PO #, including area number
Key in Mode of Operation (top left side of the screen) as "D"
Press Enter
Now you are on the second part of the DDE screen. Key in the following:
Purchase Order: enter the PO number, the same as in ID number with a prefix "PO".
"Document Rejected - Order Entry Does Not Exist" - This means, either this purchase order was closed without any invoice activity recorded or the purchase order number entered is wrong. Check your purchase order number entered, and if everything seems to be correct, then don't do anything.
If the PO number was entered wrong, then correct the number (only on this screen where the PO number is entered with a PO prefix - don't worry about the ID number, which is displayed at the top middle part of the screen - don't do anything with that number).
After entering the correct number, key in V in action and then W, the system should accept it.
"Document Rejected - Inactive EXP Bud Line" - This means, the expense budget line (Object Code) of this account string is placed in an " I" (Inactive) status by the department accounting staff and there is no place for the unencumbered money to go.
Key in "H" (Hold) in Action Code and enter. This document will be placed in Suspense File for maximum of 3 months. Call the contact person and ask him/her to see that the object code of that particular account string is placed in an "A" (Active) status so that the closing of the PO can be facilitated.
When the corrective action is taken by the department, go to the Suspense File and retrieve the document and "V" and "W". Now the closing should go through.