Purchasing End of Year Processing

At the end of a fiscal year, each agency should execute the Information Expert (IE) report series that lists open requisition lines and purchase order lines that match a run-time MYI variable. Any requisition that matches the MYI run-time variable should be converted into a Purchase Order prior to July 1.

OSC then executes (on or after July 1) a second IE report series that generates batch transactions to change the open purchase order lines matching the MYI to current year purchase order lines. Funds are encumbered (PO encumbrance) for these lines at this point. Any Requisition line from the first report that was not converted to a Purchase Order line prior to the execution of the second report series must be changed manually.

All future year PO lines with activity (receipts and/or invoices) posted against them at the time the conversion program is run are excluded from the conversion process. Funds are not encumbered (PO encumbrance) for such lines. However, funds are encumbered (AP encumbrance) and expensed when an invoice is entered against the PO line. The MYI must be removed from the account number at the invoice level.

Purchase orders lines for other future years remain as open lines on the Purchase Order. Funds are not encumbered for these lines.