University of Wisconsin System SFS Business Process PO.2.03 Close Purchase Order

Transcription

1 Contents Close PO Process Overview... 1 Buyer WorkCenter... 3 Process Detail... 4 I. Close a Purchase Order... 4 II. Budget Check and Close Verification... 7 III. Close Requisitions (Applicable if eprocurement Institution) Close PO Process Overview This document provides instructions on closing a Purchase Order using the Close Purchase Order page. For information on Mass PO Close or closing POs via the Buyer s workbench, please see the corresponding documents in the Purchasing section of the SFS Documentation and Training website. This process should only be used on qualifying (no open vouchers) purchase orders that will not be used in the future. If you inadvertently close a PO, you can reopen it. Instructions on reopening a closed PO, can be found in the Purchasing section of the SFS Documentation and Training website. The PO Close process resets the budget header and line statuses, and sets the close flags (KK_CLOSE_FLAG and PROCESS_MANUAL_CLOSE) on the Purchase Order distribution line. This allows the Commitment Control Budget Processor process (FS_BP) to liquidate the outstanding encumbrance on a purchase order Closed Purchase Orders cannot be viewed in the Add/Update Express or Regular Purchase Order Page. You can view Closed/Completed Purchase Orders from the Purchase Order Inquiry page. You can access this page directly from the Buyer WorkCenter, a new feature in 9.2, or through the below navigation. Navigator: Purchasing > Purchase Orders > Review PO Information > Purchase Order (Purchase Order Inquiry Page) This document will also include instructions on Closing Requisitions. This additional step is required only for eprocurement Institutions. The Requester s Workbench will be used to close requisitions, as it will only list the requisitions qualified to be closed. Requisitions are closed using the (PO_REQRCON) process, which closes requisitions that are fully canceled or fully sourced and no longer need to be modified. When you run the Requisition Reconciliation process, it reconciles requisition-related settings and statuses to change the status of applicable requisitions to C (completed). The benefit of this status change is completed requisitions will not appear in your list of active requisitions when you access requisition pages in update or display mode. This improves system performance. PO.2.03_Close Purchase Order 1 of 15

2 Process Frequency Dependencies On Demand, Monthly, Yearly PO Approval Workflow, PO Budget Check, PO Dispatch, PO Cancel The PO has a status of D (dispatched), X (canceled), O (open), or A (approved) Assumptions Requisitions must be fully canceled and sourced and no longer require any modifications User performing these functions have the proper Permission List and user Preference Authorization. Responsible Parties Campus Buyer PO.2.03_Close Purchase Order 2 of 15

3 Buyer WorkCenter Pages to complete most purchase order events can be accessed from the Buyer WorkCenter. This document will use the Purchase Order Inquiry, Budget Check, and Close Purchase Order pages, which are highlighted in the below screen shot. PO.2.03_Close Purchase Order 3 of 15

4 Process Detail I. Close a Purchase Order Identify PO(s) to close and go to the Close Purchase Orders page. This page can be accessed from the Buyer WorkCenter or through navigation. Navigator: Purchasing > Purchase Orders > Reconcile POs > Close Purchase Orders 1. Click tab 2. Enter a Run Control ID. This can be any alphanumeric string up to 30 characters in length without spaces or special characters. 3. Click PO.2.03_Close Purchase Order 4 of 15

5 4. Enter Business Unit 5. Enter PO Number 6. Select the Use Current Date as Acct. Date checkbox (unless you don t want the transaction to occur in the current accounting period) 7. Select the Update Budget Date Equal to Accounting Date checkbox to ensure the Accounting Date and Budget Date are in sync. 8. Click PO.2.03_Close Purchase Order 5 of 15

6 9. Select PSUNX from the Server Name: dropdown 10. Select the Close Purchase Orders checkbox 11. Click 12. Click the Process Monitor hyperlink PO.2.03_Close Purchase Order 6 of 15

7 13. Click until Run Status and Distribution Status change to Success and Posted. II. Budget Check and Close Verification 1. Verify the PO Status is now Compl 2. The Budget Status will be Not Chk d. Navigator: Purchasing > Purchase Orders > Review PO Information > Purchase Orders PO.2.03_Close Purchase Order 7 of 15

8 3. To Budget Check the PO, go to the Budget Check page from the Buyer WorkCenter or through navigation. Navigator: Purchasing > Purchase Order > Budget Check 4. Click to create a budget check run control 5. Click 6. Select Process Frequency Always 7. Populate Description as desired 8. Enter Business Unit UW*** 9. Change the PO ID dropdown to Value 10. Enter the PO ID to be Budget Checked in the next field 11. Click PO.2.03_Close Purchase Order 8 of 15

9 12. Select Server Name PSUNX 13. Click 14. Click Process Monitor Link PO.2.03_Close Purchase Order 9 of 15

10 15. Click until the process completes and the Distribution Status is Posted 16. Verify Status is Compl and Valid by navigating to the Purchase Order Inquiry page. Navigator: Purchasing > Purchase Orders > Review PO Information > Purchase Orders 17. Verify the PO Status is now Compl and the Budget Status is Valid. PO.2.03_Close Purchase Order of

11 III. Close Requisitions (Applicable if eprocurement Institution) 1. For eprocurement Institutions, closing requisitions is a process that should be completed monthly and at year end. 2. Requisitions should be closed from the Requester s Workbench. Navigate to the Requester s Workbench Navigation: Purchasing > Requisitions > Requester s Workbench 3. You will be brought to the below page 4. Click 5. Select Business Unit and Enter WorkBench ID 6. Click PO.2.03_Close Purchase Order of

12 7. The Filter Options page will be displayed. 8. You can enter 1 requisition or keep the search open. 9. Select Business Unit at the bottom of the page 10. Click PO.2.03_Close Purchase Order of

13 11. The Requester s Workbench will be displayed. If this is a new Run Control, enter a description. Otherwise, the description will already be filled in. 12. Select All at the bottom of the page or select requisition(s) to close 13. Click the PO.2.03_Close Purchase Order of

14 14. The Processing Results page will be displayed. It will list the Qualified and Not Qualified Requisitions. The Qualified requisitions have met all the criteria to be closed and will be closed. Not Qualified will not close at this time. 15. Click 16. Click again. 17. The Requester s Workbench will be displayed. PO.2.03_Close Purchase Order of

15 18. Click to budget check the closed requisition(s). The Processing Results page will be displayed. Click and Yes again to the below message. 19. The Requester s Workbench page will be displayed. The Qualified requisitions should now be closed and budgeted checked, 20. The process is complete. Revision History Author Version Date Description of Change Spencer Kelsay /02/2013 Initial Draft Mark Flemington 2.0 5/1/2013 Added New functionality Mark Flemington /13/2013 Additional Updates Susan Kincanon /20/2013 Review, Edit, Format, Finalize, and Publish Mark Flemington /13/2013 Additional Updates Susan Kincanon /20/2013 Review, Edit, Format, Finalize, and Republish Denise Mcdonald /15/ Upgrade PO.2.03_Close Purchase Order of