DATE:
NOVEMBER 4, 2011
TO:
PROJ-LEAP@LISTS.SDSU.EDU
FROM:
Kim Reilly, Assistant Controller
SUBJECT:
NEW FINAL MATCH/FINAL CLOSE PROCEDURE
Dear Project Leap Users,
As we continue to review the suggestions you provided in our recent survey, we have refined the final
match process to reduce the steps required to close out a purchase order and make tasks related to
encumbrance cleanup more efficient. This will save you time and provide more accurate encumbrance
and purchase order balances.
Currently there are many purchase orders that need to be final closed after they are paid due to small
balances remaining after the order has been fulfilled. We are implementing several process changes
that will decrease the number of final close transactions you will need to initiate.
Effective November 15th, the following new processes are being implemented:
 If you are approving an invoice for payment of services and you know that it is the final invoice,
please write Final Invoice or Final match and Accounts Payable will final match the purchase
order lines. Due to various issues in the past, although you may have submitted such a request,
you may have found that the final match was not completed by Accounts Payable and you had
to take the extra step to then request a final close for that purchase order. Accounts Payable
has thoroughly tested the functionality for final matching invoices and is committed to
consistently final match all purchase orders where this instruction is given. On occasion, we
may discover an issue that prevents us from final matching the invoice. In those cases, you will
be contacted by Accounts Payable to try to find a resolution.

As an invoice is being processed, Accounts Payable will final match purchase order lines where
the university has received all items, (the invoice quantity matches the purchase order quantity
for goods) and when the invoice amount matches the purchase order amount (for services). On
orders for services, Accounts Payable may also make a determination to final match an invoice
when it is apparent that the order has been fulfilled. This action will reduce the balance of the
encumbrance for the line paid to zero.

You are no longer required to submit a Final Close request on purchase orders that have a zero
balance.

This final match process will final close the lines at the shipment level so you may not see the
“Final Closed” description. However, as long as the line balance is zero, your purchase order is
closed.

The current process is still available to request a final close if there is a remaining encumbrance
on a purchase order For which you have received all of the goods and/or services and wish to
have the encumbrance balance relieved.
Each of these steps will relieve the balance of the encumbrance and save you additional steps of having
to send requests to Contract and Procurement Management to zero out and close purchase orders.
There are also several reports that will be updated to remove purchase orders with zero balances.
Please know that we are committed to provide you with the best possible customer service and
appreciate hearing from you about process improvements, such as this one, that will provide more
accurate and efficient processes and data to support you in the important work that you do.
Staff will be available to answer questions and explain the new process during the regular lab times in
AD 233 on November 18th. Departments who process large volumes of purchase orders and invoices
will be contacted directly.
If you have any questions, feel free to contact me at the address below or Cathleen Austin, Manager of
Accounts Payable at caustin@mail.sdsu.edu, extension 45289.
Thank you,
Kimberlee Reilly
Kimberlee Reilly
Assistant Controller
San Diego State University
San Diego, CA 92182-7425
619.594.1531
kreilly@mail.sdsu.edu