CSD SAN DIEGO University of California, San Diego |
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OFFICE OF THE ASSISTANT VICE CHANCELLOR BUSINESS AND FINANCIAL SERVICES June 9, 1994 KEY ADMINISTRATORS/KEY SUPPORT STAFF 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 list 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 year. 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. YEAR END PROCESSING INSTRUCTIONS ON-LINE LVPOs: Following are a 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 entered. 5. Press the ENTER key to transmit (save) the new date. From the POHEADER screen, on-line users will also have the ability to COMPLETE and APPROVE the LVPO using the following steps: 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 document, with "ACTIONS SUCCESSFULLY COMPLETED, 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. YEAR END PROCESSING INSTRUCTIONS - ON-LINE REQUISITIONS: 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 Procurement |