FISCAL YEAR END MESSAGE - KEY DATES

Thursday, April 20, 2023

2023 FISCAL YEAR-END GUIDELINES

All departments must submit shopping carts promptly to allow sufficient time to process competitive solicitations and obtain the necessary authorization to issue a required purchase order before June 30, 2023; complete goods confirmations in the current fiscal year for accounting in the current fiscal year; and complete Period 12, June month end close within 5 business days of the month closing. Additional information regarding carryforward is outlined below. The following dates have been established to ensure a smooth end-of-year closeout:

May 19, 2023 (5:00 PM): 2022– 2023 Shopping Carts greater than or equal to $10,000, must be completely through the departmental approval path and received by Central Procurement by this time. Exceptions will be handled after that date, but time and workload will not allow for an undue number of exceptions and delivery cannot be guaranteed.

May 31, 2023 (5:00 PM): Last day Central Procurement can accept Purchase Order Option Line Guidance Forms for exercising Purchase Order Option lines on existing Purchase Orders that must start in the new fiscal year. See additional notes below.

June 1, 2023 (5:00 PM): 2022– 2023 Shopping Carts less than $10,000 for noncatalog items must be completely through the departmental approval path and received by Central Procurement. Shopping Carts less than $10,000 for noncatalog items received after this time may not be finalized by June 30.

June 16, 2023 (5:00 PM): All invoices due in Central Procurement to be charged to 2022 – 2023 Fiscal Year. Goods confirmations should be completed by this date in order for expense to charge to current FY.

June 16, 2023 (5:00 PM): Last day Central Procurement can accept approved PO change forms (POCF) for existing orders

June 26, 2023 (12:00 PM): 2022-2023 Catalog orders through the Lion Marketplace must be completely through the departmental approval path and orders released by June 26 at 12:00 p.m. Catalog Purchase Orders not invoiced and paid by June 30 at 11:59 p.m., will be transferred as an encumbrance against 2023-2024 accounts. Please be mindful of supplier estimated delivery times when placing catalog orders.

June 30, 2023 (3:30 PM): Goods received and services rendered through this date are chargeable to the 2022-2023 accounts. Your goods receipts must be completed by this date to be accounted for appropriately in the current fiscal year. After this date, open 2022-2023 Purchase Orders will roll over as an encumbrance against 2023-2024 accounts. Users should review “Blocked Invoice No GR Report” SIMBA Tile to determine outstanding goods confirmations.

June 30, 2023 (5:00 PM): All users will be locked out of the system while end of year processes are completed. The June 30, 2023 payroll will post, the burden program will run and the rollover of shopping carts and purchase orders will be executed. Users will be notified when they are able to get back into the system.

July 10, 2023 (4:30 PM): All Purchasing Card (PCard) transactions for 2022-2023 must be completely processed through Concur by July 10, at 4.30 p.m.

July 10, 2023 (4:30 PM): All Labor Distribution plans for 2022-2023 must be completely processed through workflow by July 10, at 4:30 p.m.

July 10, 2023 (4:30 PM): June Month Close - All documents must be fully processed and through workflow and waiting for the Central Desk approval by 4:30 p.m. (Goods receipts and invoices can still be posted to June 30 if received after June 30 through this date if the expense was for 2022-2023 fiscal year).

July 13, 2023 (4:30 PM): All period 13 JEs impacting endowment funds should be fully processed and awaiting Central Desk Approval by 4:30 p.m.

July 20, 2023 (4:30 PM): Period 13 JEs for FY 2023 – All Period 13 documents should be fully processed and awaiting Central Desk Approval by 4:30 p.m.

July 21, 2023 (4:30 PM): Budget Adjustments for FY 2023 - All documents requiring Central Desk approval should be awaiting Central Desk Approval by 4:30 p.m., all other Budget Adjustments must be fully processed through workflow by 5:00 p.m

Other Important Notes:

All FY 2022-2023 Purchase Orders with an open encumbrance on July 1, 2023, will be rolled over into the new fiscal year and expensed to the fiscal year that matches the date a goods confirmation is entered. Users should review all open Purchase Orders against their accounts NLT May 31, 2023, to determine if any action is required. Goods Confirmations should be completed accurately (i.e., if the goods were received centrally or by shoppers prior to fiscal year end, the goods receipt/goods confirmation should be on that date). If the goods receipt was not entered in the appropriate fiscal year, the shopper or central office should be completing the goods receipt and notifying the user’s finance office that an accrual should be made for the expense. Users should review “Blocked Invoice No GR Report” SIMBA Tile to determine outstanding goods confirmations.

All FY 2022-2023 Purchase Orders funded through a sponsored award by an external agency shall have completed goods confirmations and invoices paid in advance of the sponsored award closing date. Departments are encouraged to follow research administration policy outlined in RA90 Finalization and Closure to determine necessary actions required for timely and compliant sponsored award closure.

When exercising Purchase Order Option lines on existing Purchase Orders that must start in the new fiscal year, please utilize the Purchase Order Option Line Guidance Form to notify Central Procurement when exercising Purchase Order Option Lines on existing purchase orders. This form should be submitted to Central Procurement no later than May 31, 2023. This form is available within the Forms Section of GURU. The Purchase Order Option Line Guidance Form cannot be used to change the funding allocations as originally designated on the purchase order. A Purchase Order Change Form would be used to make funding allocation changes. If a prepayment is required on a renewal option prior to Jul 1, 2023, the renewal PO and goods confirmation must be completed in the current fiscal year for payment to release in the current fiscal year. When exercising the option line on current purchase orders for future fiscal year, FY24 will be included in the purchase order line-item description field, that corresponds with the option line item, for ease in identifying these orders. These purchase orders will be reported in Funds Management as a Fiscal Year 2023 commitments. To adjust these commitments to reflect the commitment in the correct fiscal year, Financial Officers will need to enter a manual negative commitment in FY2023. These negative commitments will rollover to FY2024. When they do, Financial Officers will need to mark them as complete. The total of your commitments will then be accurate in both fiscal years. Steps for entering a negative commitment will be posted to the SIMBA website For specific questions regarding options on your Purchase Orders, contact your assigned buyer in Central Procurement.

Period 12, June month end close will be 5 business days after the month end. Through period 12 JE, Journal Voucher, GR, invoices etc. can be processed. All Salary Clearing Cost Centers should be cleared by Period 12 closing. Departments should delete all parked documents that are not processed. Activities against SC’s and POs are completed when period 12 is closed. No more GR, IR, etc. All Shopping Carts/Purchase Order activity must be completed and put in order status by June 30.

Period 13 -16 are for year-end Financial Journal Entry postings only (invoices should only be posted through period 12). Financial Officers will be able to post journal entries through period 13. Periods 14-16 are for Central Office journal entries only.

At this time, you may begin submitting free text shopping carts for new requirements to be charged to 2023 – 2024 Fiscal Year. If you are submitting free text shopping carts for these new year requirements, it is imperative that you insert “FY 24 Requirement” within the internal notes section of the shopping cart for all carts submitted in advance of Jul 1, 2023. This designator will indicate to buyers the proper posting date to assign to the subsequent Purchase Order. You will not have to insert this note on July 1, 2023, or after. Shopping carts submitted prior to Jul 1, 2023, for catalog orders through the Lion Marketplace or against a current PSU Contract cannot be posted to FY24. Purchase order requests for catalog and PSU contract goods and services that need to be posted in FY24 should be submitted after Jul 1, 2023.

A few reports are listed below that will assist you in identifying purchase orders that have issues that should be evaluated and cleaned-up for Fiscal Year End:

GL Line Item Display GL View Tile (GL Display and Reporting Tile Group) “GRIR_OPEN” Variant: GRIR GL Line Item Report Guide
Blocked Invoice No GR Report Tile (AP Reporting Tile Group)- This report only shows POs that have invoices posted that are blocked from paying due to missing or incorrect goods confirmations or pricing discrepancies. Blocked Invoice No GR Report Guide
Vendor Line-Item Report (AP Reporting Tile Group) – This report pulls in everything that is open for the Vendor. Enter Document Status as “= Open.” You can filter by Grant, Business Area, or Fund. Vendor Line Item Report Guide.
Business Objects – Purchase Order by Business Area – Look for Purchase Orders where remaining PO value is a negative (displayed in red with parentheses). It indicates that the invoice amount is greater than the Purchase Order value. Contact Purchasing Accounts Payable at [email protected] to determine the resolution.

Your assistance in meeting this year’s closeout dates is greatly appreciated as we move towards a successful end-of-year process.