PO Roll

Pre-steps

Open period update

Make sure the 7/1 period is open

Check for POs in Approved or Open Status (not Dispatched)

Main Menu>Purchasing>Purchase Orders>Review PO Information>Purchase Orders

Check for POs not budget checked

Main Menu>Purchasing>Purchase Orders>Budget Check Purchase Order

Budget check any that have not been budget checked, then make sure they drop from the list

Check for KK errors

Main Menu>Commitment Control>Review Budget Check Exceptions>Purchasing and Cost Management>Review KK Purchase Order Txn

Any POs with a budget error should be reviewed and fixed individually before proceeding

Step 1 - set ORG_GROUP as the Commitment Detail Ledger

Main Menu>Set Up Financials/Supply Chain>Business Unit Related>General Ledger>Ledger for a Unit

Don't forget to Save

Step 2 - Run PO Roll View

Main Menu>Purchasing>Purchase Orders>Budget Year End Processing>Request PO Roll View

To be consistent, we should always Create the Search ID using the naming convention: FY20xx

To assure consistency, this same naming convention should be utilized as we create new run controls used through-out this process.

Step 3 - Run CU_PO_ROLL1_VIEW query

It is worth running two custom queries (CU_PO_ROLL1_VIEW and CU_PO_ROLL1_WITH_PROJECTS) at this point to get a preview of the purchase orders and some accounting entries that may need to be addressed. Once the PO Roll-over workbench has been run, these query will no longer show results. They may not match the final roll, but it will provide the initial documentation for reference in case something goes wrong.

Export the query results to Excel. The query will prompt for the Search ID that you used in Step 2.  

Step 4 - Run CU_PO_ROLL1_WITH_PROJECTS

Export the query results to Excel for all non fund 100 PO lines. The query will prompt for the Search ID that you used in Step 2.  These POs should be checked for duplicate encumbrances after the roll is completed.  Duplicate encumbrances will need to be fixed with a commitment control journal.

Step 5 - Run the Exception Report from PO Rollover Workbench

Main Menu>Purchasing>Purchase Orders>Budget Year End Processing>PO Rollover Workbench

Step 6 - PO_ROllover Workbench Page - configure the selection list

Main Menu>Purchasing>Purchase Orders>Budget Year End Processing>PO Rollover Workbench

1.    Enter Search ID  
   2.    Click SEARCH button
   3.    Select All
   4.    Uncheck any PO's we do not wish to roll
   5.    Click PY Encum Close
   6.    SAVE button
   7.    Run to Excel using the GRID icon
   

2. 

Step 7 - Run PO Rollover1 Process

Main Menu>Purchasing>Purchase Orders>Budget Year End Processing>Request PO Rollover1

This Reverses Encumbrances.

Step 8 - Run Budget Check on POs (Mid Roll)

This will liquidate the encumbrances from the previous FY

Main Menu>Purchasing>Purchase Orders>Budget Check Purchase Order

Step 9 - Check for PO Budget Control Exception Errors

Main Menu>Commitment Control>Review Budget Check Exceptions>Purchasing and Cost Management>Review KK Purchase Order Txn

Step 10 - Run PO Rollover 2 - Posts encumbrance to new FY

Main Menu>Purchasing>Purchase Orders>Budget Year End Processing>Request PO Rollover2

Step 11 - CU_PO_ROLLOVER_BUDGET_DETAILS (export to excel)

Export the Query results to excel

Step 12 - Run Budget Check following Roll2 process

Main Menu>Purchasing>Purchase Orders>Budget Check Purchase Order

Step 13 - Uncheck  ORG_GROUP as the "Commitment Detail Ledger" 

Main Menu>Set Up Financials/Supply Chain>Business Unit Related>General Ledger>Ledger for a Unit

Don't forget to Save

Step 14 - Check for PO Budget Control Exception Errors

Main Menu>Commitment Control>Review Budget Check Exceptions>Purchasing and Cost Management>Review KK Purchase Order Txn

Any POs with a budget error will have to be reviewed and fixed individually