FY25 Year-end Business Document Clean Up

As part of year end procedures and to help ensure a successful procurement roll forward, it is recommended that units review and close out old items with remaining balances if they will no longer be invoiced. Two helpful reports are available to assist with year-end business document clean up.    

• The "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report helps end users identify transactions and their encumbrances that will roll forward at the end of the fiscal year.
• The "Purchase Orders with Documents Awaiting Action" report helps end users identify in progress and draft documents which require action before a PO can be closed. It is suggested to run this report with the "Purchase Order Has Lines with Encumbrances" box checked. Since only POs with remaining balances roll forward, cleanup efforts should be focused on draft/in progress documents associated with POs that have balances but are no longer in use. This report will only return purchase orders if one or more of the following criteria listed below are met.  
  • Receipts in "Draft" or "In Progress"
  • Supplier Invoices in "Draft," "Incomplete," or "In Progress" status  
  • Returns "In Progress"
  • Related ASNs (Advanced Shipping Notices) in "Draft" or "In Progress"
• Once old purchase orders are ready to be closed, lists of the PO numbers should be sent to the Service Center Representative to close.