Fiscal Year-End Closing Procedure - Purchase Order Roll Over

1. Kick Off Meeting
Each spring, a Year End Team, including the Office Manager and the Systems and Process Buyer attend a meeting to review the year end calendar and determine what dates will be assigned for each step of closing. For Purchasing, this is where we request the hours of availability for CUFS during June.
2. Purchase Orders Rollover
Every Fiscal Year, it is required that all open purchase orders in CUFS rollover to the new fiscal year, usually in the first or second week of July. In other words, all purchase orders, which are open at the end of the fiscal year (June 30), will be rolled over to the next fiscal year which starts on July 1st. The exact date for rollover is determined the Kick Off Meeting in April.
The prerequisite for purchase orders to rollover to the new fiscal year is that a valid Expense Budget (EB) line is set up in the new fiscal year for the account line used in each open purchase order. Another condition for rollover includes a valid Org.
A few days before the rollover, the Financial Systems Support department (FSS), produces a "Valid Open PO's Rollover Error Report" (Job Name PCUFP842), which shows all the purchase orders that cannot rollover due to one or more reasons mentioned above.
The Office Manager is responsible for identifying all purchase orders, which are non-sponsored, non Financial FormsNirvana (FFN), and with an error message "ACCOUNT NOT ON EXPT FOR FY" (FSS will take care of the other PO's and error messages). The Office Manager will also make corrections so the orders will all successfully rollover when the program is run in July.
Each of these purchase orders must have an EB set up in CUFS for the new fiscal year.
3. EB Set-Up:
Go to the ORGN table in CUFS and find the function number. Then go to the document entry side of CUFS and set up a new EB. On the first screen, complete all three sections of DOCUMENT ID; The ID number is formed with PUR (for Purchasing Services), the current date, for example:(070501) and a two-digit sequential number, starting the first EB with 01. Hit Enter.
This will take you to the next screen. Key in the following:
• Today's date (example: 070501)
• Accounting Period: (example: 01 02 - first accounting period of FY 02)
• Budget Year: (example: 02)
• Fund Number
• Area Number
• Organization (org)
• Function Number
Key in the Total Document Amount as 0 (zero).
Against line 01, type A in the first column (for Add); under Obj, key in the "invalid Object Code" from the Error Report for that particular purchase order and "V" (Verify) in the Action Code and "W" in the Action Code and then hit Enter.
Now you have set up a new EB for this PO. This will bring you back to the first screen of the Document Data Entry side. Key in "S" in Mode of Operation area and hit enter. This will give you the screen to print for your records.
Now repeat the same procedure until there are no more PO's in the error report.

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Last Revised: December 12, 2001
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