UCSD
SAN DIEGO
University of California, San Diego
 

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