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Fiscal Year End - Requisition/PO Cleanup/Punchouts

Fiscal Year End - Requisition/PO Cleanup/Punchouts

In preparation for “closing the books” for the fiscal year departments should monitor their accounts to ensure the accounting entries are accurate. In conjunction with this, review and act on requisitions that are in a selected statuses, and receive POs in UNI Works by the date listed in the year-end closing schedule.

 

Punchout Stores

  • Procurement closes all punchout stores for fiscal year close according to the Fiscal Year End Calendar. Closing of the stores ensures that all orders are processed and received on campus by June 30 of that year.

 

Requisitions

Why should selected Requisitions be reviewed?

Requisitions create obligations (encumbrances) that will hold funds in your budget. Cleaning up requisitions that will not be spent allows departments to “spend” all of their funds. Completing unfinished requisitions will help facilitate the arrival of goods before the year-end due date.

How can I find these requisitions?

Find your Requisitions by running the “UNI Find Requisitions” report in UNI Works

  • Requisition Status: look for any requisition that is in “Pending” status

    • Look to see where the approvals are, are there other issues with the order, etc

    • For Requisitions that you have questions on, please reach out to Procurement.

 

Purchase Orders

Why should Purchase Orders be reviewed?

Purchase Orders are contracted obligations with a supplier and departments need to be aware of the receiving requirement for fiscal year end.

How do I see all of my Purchase Orders?

  • Staff can run the “UNI My Purchase Orders” report to show all orders they have created during a specified timeframe. See notes in the link above on how to use this report.

How do I determine if I have “received” all my purchase orders?

  • Staff can run the “UNI Purchase Order Lines Not Received” report in UNI Works. This report identifies any open PO lines that need receipt. Users can receive directly from this report. See notes in the link above on how to use this report.

 

Can I start submitting OBO-Hub requests for the next fiscal year?

  • We ask that you hold off submitting any request using General Funds (0011) for the next fiscal year until July 1.

  • Punchout stores will reopen the AM of July 1 and available immediately.