UVA POs Not Finally Closed Oracle Report
Revised 3/10/2016
Q:
Why do my Purchase Orders (PO) have to have zero ($0.00) balance and be “Finally
Closed”? How can I see the Purchase Orders for an award/project?
A:
In order for Sponsored Programs to process Final Financial Statements and/or invoices with our
sponsors, all Purchase Orders (POs) with a balance must be “Finally Closed” -OR- be “Closed”
and have a zero ($0.00) PO Balance. If a PO is not properly closed, then charges can be pushed
using that “bad” PO. When this happens, it causes an out of balance scenario between our grants
module and the GL module. The charges then must be handheld through the system and the
department’s overhead account will be charged. Therefore, a PO must be “Closed” with a zero
balance or be “Finally Closed” to limit liability.
Here are the steps to run a a report of all not “Finally Closed” PO’s for an award/project. The
report is in the Integrated System (Oracle):
1. Open GM Viewer
2. Double click Other
3. Select Run-- Single Request
4. Click the dropdown in Name
5. Select UVA POs Not Finally Closed-XML and click OK
6. Enter the Award and Project numbers -- leaving Display mode as “BOTH”
7. Click Ok
8. Click Submit
9. Refresh until Phase Reads “Completed”
10. Click View Output
Rerun Finally Closed report until all balances are zero or the report is blank.
Questions? Send email to osp-postaward@virginia.edu
To see Notice of Award and documents go to ResearchUVA:
https://researchuva.virginia.edu/