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Trace: • (If applicable) Reverse purchase orders • Update Budget data • Delete unused funds • Perform update Budget data comparison • Clear next year requisitions
general:financeeoyprocess:reversepurchaseorders

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general:financeeoyprocess:reversepurchaseorders [2018/07/12 19:23] – emorenogeneral:financeeoyprocess:reversepurchaseorders [2025/05/28 20:32] (current) – emoreno
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 +=====(If applicable) Reverse purchase orders=====
 <color #ed1c24>**Log on to file ID C**.</color> <color #ed1c24>**Log on to file ID C**.</color>
  
-[[finance:utilities:fiscalyearprocessing:masspurchaseorderreversal:reversepobyfund|Finance > Utilities > Fiscal Year Processing > Mass Purchase Order Reversal]] **OR**  + 
-[[purchasing:utilities:masspurchaseorderreversal:reversepobyfund|Purchasing > Utilities > Mass Purchase Order Reversal > Reverse PO by Fund]]  +If your LEA uses the purchase orders functionality in the Purchasing application, use one of the following methods to reverse purchase orders:  
 + 
 +[[finance:utilities:fiscalyearprocessing:masspurchaseorderreversal:reversepobyfund|Finance > Utilities > Fiscal Year Processing > Mass Purchase Order Reversal > Reverse PO by Fund]] **OR** [[finance:utilities:fiscalyearprocessing:masspurchaseorderreversal:reversepobyrange|Reverse PO by Range]] 
 + 
 +Reverse the applicable purchase orders by fund or range. 
 + 
 +<WRAP box> 
 +**Note**: Keep in mind that the Fiscal Year Close process automatically re-encumbers purchase orders for continuing funds in the new file ID. If a purchase order should not be re-encumbered because it was not fully liquidated but should have been or it was not fully liquidated and will be canceled, use the Reverse PO by Range tab to delete the purchase orders by number.  
 +</WRAP> 
  
 Prior to reversing outstanding purchase orders, determine if purchase orders are going to be paid against your historical file ID.  Prior to reversing outstanding purchase orders, determine if purchase orders are going to be paid against your historical file ID. 
  
-**It is recommended** to proceed with the reversals and pay the purchase orders with a payment authorization in the historical file ID, if needed. Be sure to reference the purchase order number. +**It is recommended** to proceed with the reversals and pay the purchase orders with a payment authorization in the historical file ID if needed. Be sure to reference the purchase order number.  
 + 
 +{{:general:fin_eoy_step_3_mass_purchase_order_reversal.png|Mass Purchase Order Reversal}}
  
-However, if you plan to pay against the purchase order in the historical file ID, complete the following:   
-  * Proceed to steps 9, 10, and 11 to copy encumbrances to the historical file ID and process them in the historical file ID.  
-  * Return to file ID C to process the reversals after you have copied the current year file ID to a historical file ID. 
  
 <WRAP box>If you have additional questions about this process, contact your regional ESC consultant. <WRAP box>If you have additional questions about this process, contact your regional ESC consultant.
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-++++Image|{{:general:financeeoyprocess:mass_purchase_order_reversal.jpg|Reverse PO By Fund Tab}}+++++VCV Select the fund/years for which you want to reverse purchase orders. Use the arrow buttons to move fund/years from the left side to the right side of the page. Only select the fund/years that are not staying in the current year. For example, if you have a multi-year fund that will continue into the new year, do not move it over. 
 + 
 +VCV Click **Execute**. A preview report is displayed with a list of purchase orders to be reversed. 
 + 
 +{{:general:fin_eoy_step_3_mass_purchase_order_reversal_report.png|Mass Purchase Order Reversal Report}} 
 + 
 +VCV Click **Process** to continue.  
 + 
 +VCV If you receive a message about deleting related requisition records, click **Yes**. A message is displayed indicating that the process was completed successfully. 
 + 
 +{{:general:fin_eoy_step_3_mass_purchase_order_reversal_message.png|Process Completed Message}} 
 + 
 +VCV Click **OK** to close the message box. 
  
-Select the fund/years for which you want to reverse purchase orders. Use the arrow buttons to move fund/years from the left side to the right side of the page.+Use the [[finance:inquiry:generalledgerinquiry:generalledgeraccountsummary|Finance > Inquiry > General Ledger Inquiry > General Ledger Account Summary]] tab to verify the reversals. Enter a 4310 object code and mask (X) the rest of the account code to verify the reversals.
  
-Only select the fund/years that are not staying in the current year. For example, if you have a multi-year fund that will continue into the new year, do not move it over. 
  
-Click **Execute**. A preview report is displayed with a list of purchase orders to be reversed. 
  
-++++Image|{{:general:financeeoyprocess:mass_purchase_order_reversal_2.jpg|Mass Purchase Order Reversal Fund Year Report}}++++ 
  
-Click **Process** to continue. You are prompted to create a [[general:financebackup|backup]]. A message is displayed prompting you to delete the related requisition records. If your LEA uses the [[general:document_attachments|Document Attachments]] feature, all document attachments associated with the requisitions being deleted are also deleted. If you want to retain the associated document attachments, do not continue with the delete process (i.e., Click **No**.) 
  
-++++Image|{{:general:financeeoyprocess:mass_purchase_order_reversal_3.png|Delete Related Requisitions Message}}++++ 
-  
-Click **Yes** to continue. A message is displayed indicating that the process was successfully completed. 
  
  
-++++Image|{{:general:financeeoyprocess:mass_purchase_order_reversal_4.jpg|Process Completed Message}}++++ 
  
  
-Click **OK** to close the message box.  
  
-Use the [[finance:inquiry:generalledgerinquiry:generalledgeraccountsummary|Finance > General Ledger Inquiry > General Ledger Account Summary]] tab to verify the reversals. Enter a 4310 object code and 00 sub-object code (mask (X) the rest of the account code). All balances should be zero.  
general/financeeoyprocess/reversepurchaseorders.1531423438.txt.gz · Last modified: 2018/07/12 14:23 (external edit)

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