FY12 Year-End Information
It's not too soon to begin planning for year-end!
For the past three years the state of North Carolina has restricted UNCW’s general fund cash allotment in the fourth quarter of the fiscal year. This has resulted in lost opportunities for timely spending of the university’s general fund allotment.
Special Sessions for Year-End Over View
May 17th - Cameron Hall Room 105 2 - 4 pm (Link to HANDOUTS: Please print a copy to bring to the session)
Suggested Order Completion Dates
We expect that you have already input requisitions for your services, furniture and other equipment that may have a longer lead time and are planned to be paid be received and paid by June 22nd. If not, lead time to receive the goods will have to be analyzed closely before the purchase is allowed. The particular Purchasing Specialist responsible for the commodity for which you may be interested in buying, can assist with those lead times. Purchasing Specialists and the commodities for which they are responsible: http://www.uncw.edu/Purchasing/documents/CopyofCommoditiesafterReorgwTemps.pdf or call Carol Page @ x23190 and she can help you.
Most supplies can be delivered quickly and we advise that May 31st be the last day you can order supplies to be confident receipt will be prior to June 22nd.
Helpful Tips for Purchase Order Management
- Q.: How can I quickly determine the orders I have encumbered?
A.: Check out the SSRS Web "Open Encumbrances" report. The report will list your order numbers, vendor names, original amounts and remaining balances. It can be easily exported into Excel for further review. Tip: Users can gain the required access to run the report by completing the Oracle Reporting form, including supervisor’s signature, and forwarding it to John Cooper (email@example.com).
- Q. Who do I contact to liquidate residual balances or close purchase orders?
A. Send an e-mail or uShop comment to Susan Suits (firstname.lastname@example.org) requesting the balance be liquidated and the order closed. Be sure to include the PO number(s) and if the vendor needs to be notified (as in the case of a back-ordered item). Tip: Orders with less than $2 remaining open will be closed as part of our periodic batch-close process.
- Q. How do I find out which orders/items have not been received?
A. Use the new Document Search feature in uShop! This new tool allows you to quickly create and save searches that you can use again and again. To query your orders for open items, simply follow these steps:
Document Search > Search “Purchase Orders” & “Go” > By Receipt Status post-filter “No Receipts” and “Partial Receipts”> “Save Search” (Name “No Receipts”)
- Q. What about orders that haven’t been paid? How do I find those?
A. We would break this down into two different searches. The first will query orders that do not have invoices.
Document Search > Advanced Search> Search “Purchase Orders” > Workflow Status “Completed” > Invoice Status “No Invoices” > AP Status “Open” > “Go” > “Save Search” (Name “No Invoices”)
The second search will identify goods/ services that have been invoiced, but the receipt is pending:
Document Search > Search “Invoices” > “Go” > By Workflow Step “Waiting for Receipt”> “Save Search” (Name “Pending Invoices”)