Processing Purchase Order Rollover

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

Audience: Purchasing staff.

You must have at least one of these local college managed security roles:

  • ZZ Purchasing Period End

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

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 

Helpful Navigational Hints:

  • From the PO Rollover Workbench, able to run an Exception Report
  • From the Budget Year End Processing menu, able to run the PO Rollover Activity Report

Processing Purchase Order Rollover

Navigation:  varies; see below.

Two Methods of Rollover

Keep Prior Year Encumbrances Closed Method (RECOMMENDED):  Liquidates any remaining encumbrance in prior budget period and creates new distributions and encumbrance entries in the new period.

Keep Prior Year Encumbrances Open Method:  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

STEP 1: Finding Purchase Orders

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

  1. The Request PO Roll View page displays. Enter a new run control as needed.
  2. The Request PO Roll View page displays. Enter or lookup Business Unit.
  3. Enter a Search ID (make it unique, limited to 10 characters, i.e. 000_25_POR).  
  4. Enter in the From Date and To Date to cover the current fiscal year, i.e. 7/1/20XX - 6/30/20XX.
  5. Enter your GL Business Unit.
  6. Select Run. The Process Schedule page displays, select OK. Please refer to the QRG Process Scheduling for further instructions.
Reqest PO Roll View page

Note: The Request PO Roll View process takes a while. This process is running through every single Purchase Order created throughout the year.

STEP 2: Selecting Purchase Orders

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

  1. The PO Rollover Workbench page displays. Select the Search ID lookup for the Search ID created in STEP 1, i.e. 000_25_POR.
  2. Select the Search button to populate the results below.
Search PO Rollover workbench
  1. Select Purchase Order(s) that need to be rolled over into the new fiscal year. This process is moving the encumbrance to the new fiscal year, whether it closes the encumbrance or leaves it open in the current year will depend on the method selected in the next step.
  2. Select Rollover Method:
    1. PY Encum Open:  Select to keep the prior year remaining encumbrances open for the selected PO.
    2. PY Encum Close (RECOMMENDED METHOD):  Select 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.
    3. Optional: Select Other button options:
      1. Hold from Rollover:  Select to hold the selected PO from rolling over. PO in hold status are not qualified for PO rollover 1 or PO rollover 2 processing.
      2. Release Hold:  Select to release the selected PO from Hold status. Only PO with a Hold status are updated after selecting Save. The lines should be available for selection on the PO rollover page.
Select PO numbers and method
  1. The PY Encum Open column populates with 'N' for our selected roll over method and means that the current fiscal year encumbrance will be released (closed).
  2. Select the Save button.

PY Encum Close Method results in 'N' in the "PY Encum Open" field.

PY Encum Open Method results in 'Y' in the "PY Encum Open" field

Save page

After saving, the Roll Status updates to 'Pending'.

Roll status is pending

Choosing Prior Year Encumbrance Close Method (RECOMMENDED)

Prior Year Encumbrance Close Method
  1. On the PO Rollover Workbench page, select PO.
  2. Select PY Encum Close.
  3. Select the Save button.
  4. Roll Status will change to "Pending" and PY Encum Open is "N".
Select POs and then PY Encum Close and save
Step 1:  Rolling Purchase Orders - Rollover 1

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

  1. Create a new Run Control, make it unique, i.e. 000_25_POR1.
  2. The Request PO Rollover1 page displays. Enter prior fiscal year From Date 7/1/20XX and To Date 6/30/20XX.
  3. Enter new Budget Date, first day of the new fiscal year 7/1/20XX.
  4. Select the Finalize Requisitions checkbox. This will liquidate pre-encumbrance amount and Requisition is not re-opened for sourcing.
  5. Select the Save button.
  6. Select the Run button. The Process Scheduler window displays, select OK. Please refer to the QRG Process Scheduling for instructions.
Request PO Rollover1 page
Step 2: Run Budget Check

You must have at least one of these local college managed security roles:

  • ZZ Purchase Order Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Purchasing > Purchase Orders > Budget Check Purchase Order

  1. The Budget Check search page displays. Create a new Run Control if needed.
  2. The Budget Check Purchase Order page displays. Select the Process Frequency Always radio button.
  3. Enter a Description.
  4. In the Process Options section, select the Business Unit "Value" from drop-down menu.
  5. Look up your Business Unit (it may auto populate).
  6. In the Process Options section, select the PO ID "Value" from drop-down menu.
  7. Use the PO ID lookup tool to select PO IDs from prior step. Recommended to run each PO ID separately, one at a time.
  8. Select the Save button.
  9. Select the Run button. The Process Scheduler window displays, select OK. Please refer to the QRG Process Scheduling for further instructions.

For each PO from the PO Rollover Workbench, the Process Monitor must have Run Status of 'Success' and Distribution Status of 'Posted' before Budget Checking the next PO in the list.

Encumbrances (from POs) and Pre-Encumbrances (from REQs) will be liquidated from prior year.

PO Budget check

Be sure to Budget Check ALL POs marked for PO Rollover before continuing.

Step 3: Rolling Purchase Orders - PO Rollover 2

Navigation: Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover2

  1. Create a new Run Control, make it unique, i.e. 000_25_POR2.
  2. The Request PO Rollover2 page displays.  
  3. Enter Business Unit (should default to your business unit).
  4. Using the PO Number lookup tool, select PO ID to process. Only those POs selected in PO Rollover Workbench that processed through PO Rollover1 and Budget Check should appear in this list. You must run EACH ONE separately.
  5. Select Run. The Process Scheduler window displays, select OK. Please refer to the QRG Process Scheduling for further instructions.

This process creates a new PO distribution row with a new budget date specified in Rollover 1 process.

Request PO Rollover2

If you have PO Numbers from a prior year, please submit a Service Desk ticket for assistance.

Step 4: Run Budget Check Rolled POs

You must have at least one of these local college managed security roles:

  • ZZ Purchase Order Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Purchasing > Purchase Orders > Budget Check Purchase Order

  1. The Budget Check search page displays. Create a new Run Control if needed.
  2. The Budget Check Purchase Order page displays. Select the Process Frequency Always radio button.
  3. Enter a Description.
  4. In the Process Options section, select the Business Unit "Value" from drop-down menu.
  5. Look up your Business Unit (it may auto populate).
  6. In the Process Options section, select the PO ID "Value" from drop-down menu.
  7. Use the PO ID lookup tool to select PO IDs from prior step. Recommended to run each PO ID separately, one at a time.
  8. Select the Save button.
  9. Select the Run button. The Process Scheduler window displays, select OK. Please refer to the QRG Process Scheduling for further instructions.

For each PO from the PO Rollover Workbench, the Process Monitor must have Run Status of 'Success' and Distribution Status of 'Posted' before Budget Checking the next PO in the list.

Encumbrances (from POs) and Pre-Encumbrances (from REQs) will be liquidated from prior year.

PO Budget check

Be sure to Budget Check ALL POs marked for PO Rollover.

Validate that your POs rolled over successfully. Navigate to Purchasing > Purchase Orders > Add/Update PO > find existing value > Schedules > ChartString Distributions > Budget Information tab.

Successful PO Rollover into the new fiscal year will have a Status of "Open" with a Budget Date in the new fiscal year "07/01/20XX".

Successful PO Rollover

Choosing Prior Year Encumbrance Open Method (NOT RECOMMENDED)

Prior Year Encumbrance Open Method

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

  1. The PO Rollover Workbench displays.
  2. Select your purchase order.
  3. Select PY Encum Open.
  4. Select Save.
  5. Roll Status will change to "Pending" and PY Encum Open is “Y”.
P O Rollover Workbench page
Step 1: Rolling Purchase Orders - Roll Open Encumbrances

Navigation: 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.

  1. The Request PO Roll Open Encum page displays.
  2. Enter Business Unit.
  3. Enter PO Number.
  4. Enter From Date.
  5. Enter To Date.
  6. Enter new Budget Date.
  7. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Request P O Open Encum
Step 2: Run Budget Check

Navigation: Purchasing > Purchase Orders > 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.
  1. The Budget Check page displays.
  2. Enter Description.
  3. Enter Business Unit.
  4. Enter PO ID.
  5. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Budget Check page
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  This video includes audio and closed captioning. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to access the Purchase Order Rollover Process work session. This link will open in a new tab/window.

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