|End of Fiscal Year
The purchase order sent to the vendor states, "This order will be
canceled on June 30th following the date of issue" if the order has not
been received. The program must send a cancellation memo to the vendor
for all the items not received by June 30th. Attach a copy of the memo
and send the receiving copy of the purchase order to Accounts Payable
no later than July 1st. All receiving copies of the purchase orders
must be sent to Accounts Payable by July 1st indicating either received
or canceled for each order or item. Programs should check with vendors
throughout the year on old orders and decide if the order should be
If a purchase order line number does not have a sufficient balance to
pay an invoice, a price increase memo from the program director should
be e-mailed to Ken Gragg, Director, Internal Accounting.
If the price increase is less than $300 however, the amount will be paid without requiring a memo.
- IF AN EMERGENCY comes up and a confirming
purchase order must be done, submit the requisition immediately. Be
sure to attach a memo explaining why the office policy was not adhered
- Before the Business Office can make a
pre-payment from a requisition, there must be something in writing from
the company stating they will not accept a purchase order. Subscription
renewals are not considered prepayments and should be submitted on a
- After making food
reservations for a workshop, input a requisition with an estimated
number of participants. In the description section, be sure to type
"Will call on ________ ____ , 20____ with an actual count. The day
after the workshop, sign off on the receiving copy of the purchase
order and attach any invoice or statement the vendor leaves.
- Replacement/substitutions/additions are NOT ALLOWED on a Purchase Order.
soon as you receive a shipment, verify the items, quantities and
amounts then sign off on the receiving copy of the purchase order and
send it to the Business Office. DO NOT wait for a memo from an
Accounts Payable clerk requesting the purchase order as this delays
payment to vendors.
- The Business Office pays
from original invoices. When receiving an invoice from a vendor make a
copy for your records, if needed, and then forward the original to the
- Opens or partial payments need
approval by signature or initials and "OK to Pay" or "Ok to Make
Partial Payment," the purchase order number and date on the invoice.
- Make a notation on the receiving copy of the purchase order regarding canceled or discontinued items.
a vendor calls needing further information about payment, transfer the
call to Accounts Payable. QSS users can check payment status on
purchase orders by entering an "I" at the P.O. payment screen and
entering the P.O. number.
- Ship to Numbers: 22-confirming, 25-refund, 27-prepay,
cannot be used on the electronic system. Use these numbers on hand
written or typed requisitions only.
May 1, 2008
TO: All Staff
FROM: Mary Simms, Director, Internal Business Services
SUBJECT: Business Office End of Year Procedures
Invoices to be processed for the 2007-2008 fiscal year must be to the
Business Office no later than 5:00 p.m. July 8, 2008. Those received
after this date cannot be posted to the 2007-2008 fiscal year but will
be issued as a 2008-2009 Accounts Receivable Invoice. For Accounts
Receivable questions, please contact Kim Baehr at 636-4558 or email email@example.com.
1. Purchase Cards: All purchase card transactions that are POSTED prior
to May 20th will be paid against the FY 2007-08 budget. All purchases
POSTED May 20th and later will be paid against the FY 2008-09 budget.
2. Closing Purchase Orders and Contracts: Each department will need to
run and review an open purchase order report, and cancel any FY 07-08
purchase orders, requisitions, or contracts that are still open and
encumbered but will not be used or received by June 30th. Instructions
on how to run an open PO list are attached, and can also be found in
the Internal Operations Manual online. Purchase orders can be closed by
sending the receiving copy of the purchase order, signed, dated, and
marked close without further payment to Accounts Payable. For
contracts, confirming requisitions, and other items where receiving
copies of purchase orders are unavailable, an e-mail should be sent to
Accounts Payable (firstname.lastname@example.org) requesting the closure.
For goods and services that will not be received by June 30, a letter
must be sent to the vendor canceling the order with a copy forwarded to
Accounts Payable attached to the receiving copy of the purchase order.
This letter of cancellation should be done as soon as possible. Any
items received from a vendor AFTER June 30 for a FY 07-08 purchase
order cannot be accepted and must be returned to the vendor.
All paperwork (invoices, receiving copies, approvals) must be received
in Accounts Payable by 5:00 p.m. July 8, 2008 in order to be charged
against the FY 07-08 budget, after that it will be charged to the FY
3. June Payment Cutoff: Invoices that must be PAID prior to June 30
must be received in Accounts Payable by 5:00 p.m. June 13, 2008.
4. Travel Claims: For travel incurred through June 30, claims must be
received in Accounts Payable by 5:00 p.m. July 8, 2008 in order to be
paid against the FY 07-08 budget.
For Accounts Payable questions email email@example.com.