UNIVERSITY OF SOUTH FLORIDA
Purchasing and PCard
Year End Dates FY 2016-2017
Last day that transactions will appear on a June
statement for reconciliation in 2016
June 17, 2016
PCard
June 24, 2016
Purchasing
Last day to enter and approve requisitions. Requisition
Initiators & Approvers locked out 5:00pm
June 30, 2015
Purchasing
Last day to send in PO change and close requests by
3PM
June 30, 2016
3:30 PM
Purchasing
Last day to receive on 2015/2016 purchases
June 30, 2016
PCard
July 1 – 4, 2016 Purchasing
July 1 – 4, 2016
Last day for reconcilers to approve PCard charges for
FY 2015/2016
Rollover. POs in Error will be posted on PO website.
Sponsored Research will override grant errors.
Purchasing Sponsored Research will override grant errors after
review.
DSR
July 5, 2016
Purchasing
Requisitions and receipts can be entered for FY 2017
July 15, 2016
COB
Purchasing
Rolled POs still in Error will be closed.
UNIVERSITY OF SOUTH FLORIDA
Purchasing Rollover for FY
2016 to FY 2017
Reminder
DEADLINE:
- Requisitions must be entered and approved by departments by close
of business on Friday, June 24, 2016.
- Requisition roles will be locked out of the system.
- Requisitions not in Purchasing after this date will be
canceled.
PURCHASE ORDERS:
- Purchasing Agents will work on approving all requisitions in their
worklists by June 30, 2016
CHANGE ORDERS
- Change Orders will continue to be entered into FAST. Those
not done by June 30 will be processed after PO Rollover is
completed.
ROLLOVER
- All POs that are open on July 1, 2016 will roll into FY
2016/2017.
-All rolled POs that do not pass budget checking upon close of business
July 15 will be closed and departments must enter new requisitions for
FY 2016.
RECEIPTS
- Users can continue to enter receipts through June 30. Receipts
should reflect the actual date goods and services were received.
UNIVERSITY OF SOUTH FLORIDA
Purchasing Rollover for
FY 2016 to FY 2017
What is going to Roll?
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ALL QUALIFIED* PO’s from the current fiscal year.
Any PO not closed by end of business June 30 will
be rolled.
What PO’s are still Open? Use these queries.
U_YE_OPEN_POS_BY_DEPT
U_YE_OPEN_POS_BY_PROJ
U_YE_OPEN_POS_BY_REQUESTER**
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*POs will not roll if:
 They have a zero encumbrance
 They have partially matched receipts
 Are in budget error
**Requester Id = Fast User id not Net id. To find a user id in Fast
navigate:
PeopleTools – Security – User Profiles – User Profiles. Use Advanced Search
– Description ‘contains’ last name or unique first name. Do not enter a full
name.
UNIVERSITY OF SOUTH FLORIDA
Purchasing Requisition
Cleanup for 2016
Requisitions do Not Roll!
Please start reviewing any unapproved requisitions now.
Any requisition not approved by Purchasing by June 30, 2016
will be closed.
A new requisition will have to be entered by the department
when users are able to log back into FAST in FY 2017
Find open requisitions using the queries:
U_YE_OPEN_REQS_BY_DEPT
U_YE_OPEN_REQS_BY_PROJECT
U_YE_OPEN_REQS_BY_REQUESTER**
To cancel unneeded requisitions, click the big, red “X” at the top
right of the Add/Update Requisition page and budget check it.
**Requester Id = Fast User id is not necessarily the Net id. To find a user
id in Fast navigate:
PeopleTools – Security – User Profiles – User Profiles.
Use Advanced Search with Description ‘contains’ last name or unique first
name. Do not enter a full name.
UNIVERSITY OF SOUTH FLORIDA
Purchasing Receipt Cleanup
for 2016
U
Unvouchered Receipts on Open POs Will
Roll into FY 2017
If a Receipt has been partially vouchered* the Purchase Order
will not qualify for rollover and will be closed out. All receipts
should match invoices or be modified before or after payment.
All goods and services should be received in the system as soon
as goods and services are received and accepted
Run the following queries to find partially vouchered POs:
U_YE_PART_MATCH_RECEIVER **
U_YE_PART_MATCH_RECV_PO
U_YE_PART_MATCH_DEPT
U_YE_PART_MATCH_PROJ
*If you receive items in one shipment but there is more than
one invoice, you will need to record two receipts in the system to match the
related invoices.
If the receipt needs to be reduced: Navigate to Add/Update Receipt; Find
the Existing Receipt; Reduce the quantity or amount on the receipt to
match the first invoice and save.
Create a second receipt for the remaining items. Remember to change
the Receipt Header date to the actual date that the goods and services
were received. The system will currently allow receipts to be backdated
as far back as 60 days.
**Receiver id = Requester Id = Fast User id not Net id. To find a user id in
Fast navigate:
PeopleTools – Security – User Profiles – User Profiles. Use Advanced Search
– Description ‘contains’ last name or unique first name; not a full name.