The PBS Year-End Planning Guide gives departmental business officers direct access to guidelines and instructions designed to empower them to make informed and timely year-end fiscal decisions.
This guide includes a list of Financial System queries and instructions for running them. It also provides instructions for interpreting query results and recommended actions, when needed.
Evaluate Your Budget Encumbrances
Encumbrances are commitments that affect your budget availability. Departmental and college business offices manage encumbrances and expenses in the WolfPack Reporting System (WRS). Purchase orders (POs) that have not been paid are listed in the WRS report as encumbrances.
Reviewing your open purchase orders offers insights into spending patterns and available account balances. These queries list the purchase orders and payment status by Department ID
| Query | Report | Action |
|---|---|---|
| All POs by Department | Listing of all purchase orders (MarketPlace and Non-MarketPlace orders) | Review the list for accuracy. |
| 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. |
Enter Receivers
- All MarketPlace orders must be received within two business days of delivery. To receive an order after the shipment arrives, please refer to the instructions in the MarketPlace Manual > Chapter 7: Receiving an Order.
- All purchase orders that require receiving for payment processing must be delivered and received at a campus address.
Important Date Reminders
| Date | Action |
|---|---|
| June 12 | Receiving Reports completed |
| June 12 | Purchase Order Invoices entered |
| June 15 | MarketPlace orders approved at all levels to receive and pay in the current fiscal year (Continue to order from the MarketPlace, but if the orders are entered and approved after June 15, the expense will most likely be recorded in the new fiscal year, FY2027) |
| June 15 | Last day to make PCard charges for the June billing cycle and to pay out of the current fiscal year state funds |
| June 23 | Last day to reconcile June PCard charges for the current fiscal year |
| June 24 | All reconciled June PCard charges from the June billing cycle have been posted to the General Ledger |
By evaluating your budget encumbrances, managing the receipt of your MarketPlace and Non-MarketPlace orders, and following the tips in the PBS Year-End Planning Guide, you can finish the fiscal year on time and accurately.
Have More Questions?
Check out the full Fiscal Year-End Closeout Schedule.