SUBJECT:

1995/96 Fiscal Year End Processing Instructions and Cutoff Dates for IFIS Purchasing Activity

This message serves as a follow up to the recent issuance of PPM 300-60
and as a reminder to campus departments regarding deadline dates for
LVPO and Requisition finalization in support of year end purchase order
processing. As previous campus notices have stated, the fiscal closing
process has undergone significant change this year. The major change in
practice is that General Funds or other current unrestricted fund balances
will not lapse at the departmental level. Generally all such budget
balances will automatically be carried forward to the new fiscal year in
the same department where they resided as of year end. Since General Fund
balances will not lapse at year end, ALL OF THE PREVIOUS EXTRAORDINARY
LIEN ACTIVITY ASSOCIATED WITH COVERING THOSE FUNDS IS UNNECESSARY AND
SHOULD NOT BE DONE. However, the following dates and guidelines apply if
valid business requirements dictate specific fiscal year posting of low
and high value purchase orders:

June 10, 1996:   Purchase Order Requisitions (Paper off-line)
June 17, 1996:   Purchase Order Requisitions (On-line)
June 21, 1996:   Low Value Purchase Orders (Paper off-line)
June 28, 1996:   Low Value Purchase Orders (On-line)
July 12, 1996:    High Value Purchase Order Entry

ONLINE 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
REQCOMS screen of the IFIS purchase requisition to assure that the
professional buyer promptly processes these documents into the current
fiscal year. IFIS clause number 'key0026' which reads "ATTENTION: 95/96
EXPIRING FUNDS - PLEASE LIEN" has been established to make it easy for
departments to communicate with the buyers.

ON-LINE LOW VALUE PURCHASE ORDERS ("LVPOs") ENTRY DEADLINE

On-line transactions must be completed and approved in IFIS no later than
6/28/96. All LVPO transactions that are entered into IFIS by this
deadline will be liened in FY 95/96 and will be reflected on the
preliminary ledger.

ACCESSING OUTSTANDING UNAPPROVED LVPO'S

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 updated with the current
date, completed and approved. This action is critical for those LVPO
documents that, for whatever reason, must be liened in the current
fiscal year.

In order to assure that all LVPOs are complete and approved, on-line users
can access the IFIS 'UT UNAPPROVED' screen which lists all unapproved
documents initiated by a user id by document type. Following are
instructions:

'UT UNAPPROV'-- The key field to the 'UNAPPROV' screen is the User ID.
Enter the User ID representing the individual who may have incomplete
documents, and view a list of all documents that are unapproved.

It is imperative that this action be taken, at minimum, prior to the last
working day of the fiscal year to assure that all LVPOs established by a
user id are complete and approved, or canceled prior to June 28, 1996.

CHANGING INCOMPLETE LVPO'S TO NEXT FISCAL YEAR

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,
1996 please make sure that the transaction date is changed to reflect a
date after July 1, 1996. This action will assure that the transaction is
logged into the proper accounting period.

In the event an on-line user discovers incomplete LVPO documents with an
ORDER DATE in a previous month, the order date of the LVPO must be updated
to a current date thus allowing the document to be completed and approved.
The process requires that on-line users access the high value purchase
order header screen.

1.  Access the POHEADER screen in the purchasing module by navigating
    to the "NEXT SCREEN" field at the bottom of the IFIS screen: Type
    '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 action code 'C'
    (change)
4.  Tab forward to the 'ORDER DATE' field and typeover the entry
    with the desired date . Press the ENTER key.
5.  Press the ENTER key to transmit (save) the new date.

From the POHEADER screen, on-line users 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.

Should you have questions regarding IFIS Purchasing fiscal year end
processing instructions, please contact the Purchasing office at X43084 or
via email at PURCHASING_INFO@UCSD.EDU. These instructions will also be
available on the Purchasing home page at URL http://www-bfs.ucsd.edu/pur/
and then navigate to the "Purchasing Services" selection.

Linda Collins Purchasing Manager