University of California, San Diego

June 9, 1994
SUBJECT: 1993/1994 Year End Processing Instructions and Year End
Cutoff Dates for Purchasing Activity
This message serves as a reminder to campus departments regarding
deadline dates for LVPO and Requisition processing in support of
year end purchase order processing. These dates were recently
published to the campus via Fiscal Closing PPM 300-60.
June 10, 1994: Purchase Order Requisitions (Paper off-line)
June 15, 1994: Purchase Order Requisitions (On-line)
June 20, 1994: Low Value Purchase Orders (Paper off-line)
June 30, 1994: Low Value Purchase Orders (On-line)
June 30, 1994: High Value PO Entry
July 11, 1994: Establish HVPO encumbrances via manual lien
All off-line (paper) requisitions MUST be received by the
Purchasing Department no later than June 10, 1994. Please note on
the requisition that the order must be liened in the current fiscal
All off-line (paper) LVPOs MUST be received by the Purchasing
Department no later than June 20, 1994. Please note on the LVPO
that the order must be liened in the current fiscal year.
few reminders which will assist in processing year end LVPOs:
1. LVPO entry deadline: on-line transactions must be
completed & approved in IFIS no later than 6/30/94
at 6pm. All LVPO transactions entered into IFIS by
this deadline will be liened and will be reflected
on the preliminary ledger.
2. Unapproved LVPOs: It is important that all on-line
users take action to assure that LVPOs are
completed and approved in the month that they were
entered into IFIS. If final approval of LVPOs is
not accomplished during the month that the LVPO was
entered, the document will remain incomplete and
not allow payment of invoices until the document is
edited to the current date, completed and approved.
This action is very critical for those LVPO
documents that impact fiscal year closing.
In order to assure that all LVPOs are complete and approved,
on-line users can access an IFIS screen which lists all
unapproved documents initiated by a USER-ID. This screen is
accessed via the Utilities module as follows:
'UT UNAPPROV'-- The key field to the 'UNAPPROV' screen
is the USER-ID. Enter the USER-ID who may have
documents that are incomplete, and view a list of all
documents that are unapproved.
It is imperative that this action be taken, at minimum, prior
to the last day of the fiscal year to assure that all LVPO's
established by a USER-ID are complete and approved, or
canceled prior to 6pm, June 30, 1994.
3. Changing transaction date: In the event a document
is initiated prior to June 30, but is not to be
completed and approved until on or after July 1,
1994 please make sure that the transaction date is
changed to reflect the current date which would be
a date after July 1, 1994.
This action will assure that the transaction is logged into
the proper accounting period. In the event an on-line user
discovers LVPO documents with an ORDER DATE in a previous
month, use the following procedure:
Change the order date of the LVPO thus allowing the
document to be completed and approved in a month other
than the original date of the order. The process
requires that on-line users access the high value
purchase order header screen. In the event an on-line
user discovers LVPO documents with an 'ORDER DATE' field
in a month which has passed, use the following procedure:
1. Access the POHEADER screen in the purchasing module
by navigating to the "NEXT SCREEN" field at the
bottom of the IFIS screen: Type in 'poheader' and
press the ENTER key.
2. On the POHEADER screen, type the LVPO number in the
PO NUMBER field at the top of the screen. Press the
ENTER key.
3. After the LVPO has displayed, type in the action
code 'C' (change)
4. Tab forward to the 'ORDER DATE' field and press the
END key to clear the existing date. Type in the
desired date. Press the ENTER key. The current date
will default to the date display if no date is
5. Press the ENTER key to transmit (save) the new
From the POHEADER screen, on-line users will also have the
ability to COMPLETE and APPROVE the LVPO using the following
6. Type 'c' (change) in the action code field
7. Navigate to the COMPLETE and APPROVE boxes at the
bottom of the POHEADER screen.
8. Enter 'Y' and 'Y' accordingly
9. Press the ENTER key to transmit (save) the
               FINAL APPROVAL, POSTING COMPLETED", document is
completed and approved.
On-line users can use a similar procedure if they need to
cancel the LVPO and the date of the PO is in a prior month.
Follow steps 1 - 5 to change the LVPO date. Then navigate
back to the LVPO screen to cancel the LVPO using the 'CANCEL'
indicator box on the LVPO screen.
On-line users submitting requisitions which impact the current
fiscal year must include text clearly stating that order must
be liened in the current fiscal year. Please enter this
notation as the first line of text on the REQCOM screen of the
requisition to assure that the professional buyer promptly
process these documents.
Should you have questions regarding year end processing
instructions, please contact the purchasing office at X43084.
Linda Collins