Next Year Purchase Orders

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Use this option to enter or copy purchase orders for the first accounting period of the next fiscal year. While you must set up your Fund Accounting ledgers for the new fiscal year before entering next year purchase orders, budget checking does not apply to these orders, because ledger balances are set to zero until the year's budgets are posted.

Menu Path:  Purchasing > Entry & Processing > Purchase Order Processing > Next Year Purchase Orders

Prerequisites

Before entering purchase orders in the Next Year Purchase Orders option, verify that the Organization Chart and related ledgers are set up for the new year. Following are the steps for creating the ledgers:

1. Data must be extracted from Fund Accounting using Budget Preparation's Extract Information option.
2. Ledger records must be updated using Budget Preparation's Reference Tables and Budget Entry options.
3. Expenditure, Revenue, and Project ledgers must be created for the new year using either Create New Year Ledgers in Fund Accounting or Post Budget (Create) in Budget Preparation.
4. The General Ledger must be set up using Fund Accounting's Create New Year Ledgers option.

Using the Next Year's Purchase Orders Option

Following are some general considerations for working with the Next Year's Purchase Orders option:

• The system sets the year for new year purchase orders by incrementing the current year by one.
• The system encumbers purchase order amounts in Period 1 of the new year.
• The New Purchase Order Information page's Set Period item displays the Reset Period page, where you can change the transaction date for your new year purchase orders. For details, refer to Reset Period.
• Fund Accounting Profile's Sep Seq for Next Yr PO Numbers checkbox enables using a different sequence of purchase order numbers from the one being used in the current year.
  If the field is selected, the system uses the Profile's Next New Year PO Number checkbox to determine the number to assign. If needed, you may change the default number generated when entering a purchase order.
  If the Profile's User Assigned PO Numbers checkbox is selected, the Next New Year Req Number field does not apply. In this case, you must enter a purchase order number that has not been used.
  If neither Profile field is selected, the system continues using the current sequence of numbers.

• The Copy item on the Action Bar enables you to create new year purchase orders from existing purchase orders from the current year or next year. For additional information on using this item, refer to the Procedures section.

Note

Using the toolbar's Save in Progress item saves the purchase order you are adding or updating without submitting it for approval and without updating its distribution pre-encumbrance information. The purchase order's status will be set to In Progress until you use Save, which changes the status to Complete.

Entering purchase orders for the new year:

1. Verify that ledger records are set up for the new year.
2. Select Purchasing > Entry & Processing > Purchase Order Processing > Next Year Purchase Orders to display the Next Year Purchase Order Listing page.
3. Click Add New.
4. In the New Purchase Order Information page, complete the fields to define the purchase order, including its accounting distributions. For field descriptions, refer to Purchase Order Information Page.
5. Click Save.

Copying and creating a new year purchase order

1. Verify that ledger records are set up for the new year.
2. Select Purchasing > Entry & Processing > Purchase Order Processing > Next Year Purchase Orders to display the Next Year Purchase Order Listing page.
3. Click Copy on the Action Bar to display the Copy Purchase Orders page.
4. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
   The Year field defaults the new year. You can accept the default or the current year, depending on the year you want to use to copy the purchase order.
5. In the untitled List section, select the purchase order to copy, and then click OK.
6. In the Copy Purchase Order From page's Header tab, change the fields as needed.
7. Display the Line Item tab by selecting a line item, and then clicking OK.
8. In the Line Item tab:
   • To update a line item, change its fields as needed.
   • To navigate through line items, use the toolbar's navigation controls.
   • To add a line item, click Add Item on the Action Bar, complete the fields, and then click OK.
   • To delete a line item, display it, click Delete Line Item on the Action Bar, and then click Yes on the confirmation dialog.
9. Click Save.
10. To copy and create another purchase order, repeat Steps 5-7. If you need to generate a new list of purchase orders, repeat Step 4 as well.
11. To return to the Next Year Purchase Order Listing page, click Back.

Updating a new year purchase order

Use this procedure to change a new year purchase order's information, including adding, updating, and deleting line items.

1. Select Purchasing > Entry & Processing > Purchase Order Processing > Next Year Purchase Orders to display the Next Year Purchase Order Listing page.
2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
3. Select the purchase order you are changing, and then click OK.
4. In the New Year Purchase Order Information page, change the fields on the Header tab as needed.
5. To open the Line Item tab, select an item, and then click OK.
6. In the Line item tab:
   • To update a line item, change its fields as needed.
   • To navigate through line items, use the toolbar's navigation controls.
   • To add a line item, click Add Item on the Action Bar, complete the fields, and then click OK.
   • To delete a line item, display it, click Delete Line Item on the Action Bar, and then click Yes in the confirmation dialog.
7. Click Save.