Business Process Changes for the 2008 Program Release

Year End PO Rollover Process in SFS (FY08 to FY09)

With the Program Release and the removal of Purchase Orders (POs), Requisitions, and encumbrances from the legacy system, the year end PO rollover process will be handled in a different manner. For the fiscal year 08 to fiscal year 09 transition, this process will be completed in SFS.

Closing POs and Rollover Prep

To prepare for the end of the fiscal year rollover:

  • We began closing POs according to the posted criteria. The first group of closings resulted in about 4,700 POs being closed in early June 2008. 
  • POs meeting the criteria will be closed on a weekly basis before fiscal year end to ensure that all POs meeting the criteria are closed before fiscal year end.
  • At fiscal year end we will do the following special closings:
    • 133 gift funded POs that need to change to fund 233 and have a blanket order end date 6/30/2008 or before or are at least 95% liquidated will be closed (this will facilitate the cleanup and transition of 133 gift funds to 233 after rollover).
    • POs with original encumbrances in SFS less than $1 will be closed (these are artifacts from last year’s rollover process)
    • POs where a project in the funding distribution has an end date of 6/30/2008 or before will be closed. These POs would not be able to rollover and no one would be able to pay invoices against them in FY09. Iindividuals with one or more of the approx. 120 POs in this situation have been contacted.

FY08 to FY09 Rollover Process:

The PO rollover process in SFS will occur on July 1-2, 2008.

  • Open POs that have a remaining encumbrance will rollover into FY9 with the remaining encumbrance balance as the new amount on the PO.
    • Budget will be allocated to the same funding as on the previous year PO (as opposed to rolled up to a divisional level as previously done in some instances).
  • POs that are fully liquidated, but not closed (e.g. $1 blanket orders with valid end dates extending into FY9), will not rollover, but will remain open to order and pay against.  These POs will be usable, but will not show up in fiscal year based searches in WISDM until a transaction has been posted against them in FY9. See PO Rollover and WISDM for more information on viewing POs in WISDM after rollover.

Post-Rollover Cleanup:

After the rollover process, a number of cleanup steps will be performed, including:

  • 133 gift funded POs that rolled int FY09 and need to be converted to 233 will be manually converted by Business Services staff so that the correct 233 funding is displayed on the FY09 PO.
  • In the cases where a PO had an encumbrance on one or more of it’s funding lines and also had one or more $1 funding lines associated with the PO, the lines with a remaining encumbrance will roll, but the $1 line(s) will not automatically rollover if they are fully expended.  These $1 lines will be manually restored by Business Services staff so that they may be paid against again in FY09.

Viewing Rolled POs in WISDM

Since the FY08-FY09 PO Rollover was performed in SFS, there will be changes in how some of the POs will appear in WISDM after the rollover. See PO Rollover and WISDM for more information.

How Does This Affect Campus?

  • More POs may likely rollover into FY09 than in previous fiscal years beacuse they did not meet the closing criteria.
  • 133 gift funded POs will be converted to 233 for you by Business Services staff. Campus will not need to take action or submit encumbrance management forms to accomplish the change.
  • Dates and deadlines realted to year end transaction processing are available on the FY08 year end calendar.
  • Some PO information will show up differently in WISDM. See PO Rollover and WISDM for more information on viewing POs in WISDM after rollover.

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