With the end of the fiscal year approaching, here are some very important dates and reminders you need to keep in mind:
Purchase Orders
June 14
Receiving reports must be completed.
June 15
Invoices must be uploaded for processing by Accounts Payable.
MarketPlace Orders
June 10
Last day for orders approved at all levels to pay out of the current fiscal year state funds.
Please note that you can continue to place orders in MarketPlace but if they are completed after June 10, they will more than likely be paid after July 1.
PCard
June 14
Last day to make PCard charges for the June billing cycle and to pay out of the current fiscal year state funds.
June 21
Last day to reconcile June PCard charges for the current fiscal year.
June 24
All reconciled June PCard charges from the June billing cycle posted to the General Ledger.
Receiving Orders
- All MarketPlace orders must be received in the Financial system.
- All purchase orders that require receiving, must be delivered and received at a campus address.
How to Review your PO Encumbrances
The queries and reports listed in the table below can be found in the Financial System by navigating to the Financial System Homepage > Queries & Reports > Purchase Orders.
| Query | Purpose | Action Needed |
|---|
All POs by Department
Listing of all purchase orders (both MarketPlace and non-MarketPlace) and their line item detail.
Review
All Open POs with Encumbrances
Listing of all open purchase orders (both MarketPlace and non-MarketPlace) and their remaining encumbrance.
Review and submit a request to Close a PO or Close a PO Line, as needed.
Have more questions?
Check out the P&BS Year End Planning Guide.