Roll Over Purchase Order

Use the Rollover Purchase Order feature to roll selected outstanding POs to the next fiscal year.

The new accounting period must have been created, and the old fiscal year must still be open.

Only issued POs may be rolled over.

Two purchasing configuration values can affect the rollover transaction

• You can specify whether or not to leave the encumbrance in the old accounting cycle when a PO is rolled over or release it to the new year.

• If you're NOT releasing encumbrances AND the prior year expense account hasn't been set, you can choose to:

• Roll over the PO and leave the encumbrances in the old year

• Stop the rollover

• Receive a warning and choose to continue the rollover or stop it

What happens when a PO is rolled over?

A new PO is created with the same number as the old PO, and it's automatically issued.

Only line items with outstanding amounts are copied to the new PO.

When the Release Encumbrances when a Purchase Order is Rolled Over value is set to Yes:

The outstanding amounts will be unencumbered in the old year.

The outstanding amounts will be encumbered in the new year.

The Comments field will note that the PO was rolled over from the previous fiscal year.

Accounts on the old PO are rolled forward using the standard account mapping rules — unless the Prior Year Expense balancing account in Element Value Maintenance is assigned to a controlling element. If so, the old account will be mapped using standard mapping and then changed, replacing the controlling element with the Prior Year Expense element value.

The PO will be closed in the old year if the Purchasing Configuration values that govern auto-closing POs are set to include the PO. The values are Automatically Close POs, Auto Close PO Threshold, Auto Close PO Types, and Purchase Order Auto Close Date.

Roll over selected POs

1. Select Purchase Order from the Purchasing menu. The Purchase Order window opens.

2. If needed, select the vendor to shorten the list and make it easier to locate the PO. You can enter the vendor name in the Quick Search field or use the pinned Ordering Vendor filter.

3. Check the box(es) for the Issued PO(s) you want to roll, and select Rollover Purchase Order from the More menu. The Rollover POs popup opens.

4. Select the Next Fiscal Year from the pull-down menu. Note: This list will be blank if the new accounting cycle hasn't been created yet.

5. Edit the Transaction Date, if you want. Note: This field will only be visible if the value, Allow Editing of Encumbrance Transaction Date for PO Issue, in Purchasing Configuration is set to Yes.

6. Click OK. When the process is complete the Result window will open.

7. Click Close when you're done reviewing the successes and failures.

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