Processing Purchase Order Rollover - 4a

Purpose:  To bring Purchase Orders forward to the new fiscal year if there are any unused encumbrance balances remaining.

Audience: Purchasing Staff.

The rollover process helps identify Purchase Orders that have remaining balances and provides a method to update old year lines and generate new year distribution rows.

Purchase Order Eligibility:

Purchase Orders Cannot Be:

  • Canceled
  • On Hold
  • In Process
  • Awaiting Budget Check

Purchase Order Distributions Cannot Be:

  • Canceled

Two Methods of Rollover

Keep Prior Year Encumbrances Close:  Liquidates any remaining encumbrance in prior budget period and creates new distributions and encumbrance entries in the new period.

Keep Prior Year Encumbrances Open:  Leaves the existing/prior year encumbrance unchanged and creates new distributions and encumbrance entries for the new period.

Example of Roll Methods

BEFORE ROLLOVER
Purchase Order in 2016 10 EA @ $10 = $100
Voucher in 2016 7 EA @ $10 = $70
Remaining Encumbrance = $30
AFTER ROLLOVER
Liquidate and Roll Keep PY Encumbrance Open
2016 Enc Reduced to $0 2016 Enc Remains $30
2017 Enc is $30 2017 Enc is $30

PO Rollover View Flow Chart

Finding Purchase Orders

PO Rollover View Program

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

Selecting Purchase Orders

Rollover Workbench

Navigation:  Purchasing > Purchase Orders > Budget Year End Processing > PO

Rollover Workbench

This is where you determine the Rollover method to use. Click Save.

Rollover Method:

PY Encum Open:  Click to keep the prior year remaining encumbrances open for the selected PO.

PY Encum Close:  Click to close the prior year remaining encumbrances for the selected PO. If you used the PY Encum Open button to check selected lines, you can undo the selection using this button.

Other Option:

Hold from Rollover:  Click to hold the selected PO from rolling over. PO in hold status are not qualified for PO rollover 1 or PO rollover 2 processing.

Release Hold:  Click to release the selected PO from Hold status. Only PO with a Hold status are updated after clicking Save. The lines should be available for selection on the PO rollover page.

PO Rollover Workbench

Choosing Prior Year Encumbrance Close Method

On the PO Rollover Workbench page, select PO and select the PY Encum Close button and Save.

Roll Status will change to Pending and PY Encum Open is "N".

PO Rollover Workbench

Step 1: Rolling Purchase Orders - Rollover 1

Navigation:  Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover1

User enters date selection range and new budget date. Finalize requisition option is available for eligible documents. This will process PO previously set to Pending on the Rollover workbench.

Selecting Finalize Requisitions will liquidate pre-encumbrance amount and Requisition is not re-opened for sourcing.

Request PO Rollover1 page

Step 2: Run Budget Check

Encumbrance will be liquidated from PY.

Pre-encumbrance is also liquidated from PY.

Budget Check

Step 3: Rolling Purchase Orders - Rollover 2

  • Creates a new PO distribution row with a new budget date specified in Rollover 1 process.

Navigate to Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover2

Rollover 2 details:

  • Requisition line is no longer associated with the rolled distribution
  • PO row is inserted with the remaining amount under the new budget date

 

Request PO Rollover 2 page

Step 4: Budget Check Rolled PO

The rolled encumbrance appears in the new budget year.

Budget Check page

Choosing Prior Year Encumbrance Open Method

On the PO Rollover Workbench page, select PO and click on PY Encum Open button and Save.

Roll Status will change to Pending and PY Encum Open is “Y”.

Step 1: Rolling Purchase Orders - Roll Open Encumbrances

Navigate to Purchasing > Purchase Orders > Budget Year End Processing > Request PO Roll Open Encum

This will process PO’s in pending status that were marked “Keep PY Encumbrances Open” on the workbench. Finalize requisition option is not available with this method.

Request PO Roll Open Encum page

Step 2: Run Budget Check

Roll Open Encumbrances details:

  • New distribution rows are inserted
  • PO header is updated with new accounting date and is marked Not Budget Checked
  • Prior period encumbrances are now locked.

 

Budget Check page

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