Summary

The Roll Over Purchase Orders process is used to change the fiscal year attached to open purchase order line items. Open line items from the previous fiscal year are rolled over and reestablished in the new fiscal year and the encumbrances associated with those open purchase order line items will be moved to the new fiscal year. This allows you to invoice purchase orders that were set up in a previous year in the current fiscal year. For example, if a purchase order is set up in fiscal year 2018, the encumbrance is recorded in 2018 and that PO can only be invoiced in 2018. When you roll the purchase order into fiscal year 2019, the encumbrance will move to the new fiscal year and you will be able to invoice the PO in fiscal year 2019 using the AP Invoices process (AP> Invoices).

• The fiscal year of a purchase order is defined during the Settings step on the Purchase Orders palette.
• Purchase orders are invoiced using the AP Invoices process (AP> Invoices).

The Roll Over Purchase Orders process is often done a month to six weeks into the new fiscal year so straggling invoices can be expensed in the previous fiscal year. You can run this process as many times are you would like to move POs to the new fiscal year, but you cannot move POs that have been rolled over back into the previous fiscal year. So when adding POs to the batch, make sure you are selecting the correct POs.

The general ledger accounts attached to the purchase order line items being rolled over must be created in the new fiscal year. The Proof List (PO> Roll Over POs> Proof List) will display the GL accounts attached to the purchase order line items.

During the Commit step (PO> Roll Over Purchase Orders> Commit), you can check the Create budget adjustments toggle if you would like to create budget adjustments for the amount of the purchase order line items being rolled over. This will create a budget adjustment line item on the GL accounts attached to the purchase order line items. The budget adjustments will be made to the GL accounts in the new fiscal year, and the amount of the adjustments will be the amounts attached to the purchase order line items being rolled over. You can view the budget adjustments made to a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Budget tab).

Flowchart

The objects in the diagram below represent processes in the application. Click on an object for information on the process.

Step by Step

1     Select the purchase orders to be rolled over.

• Open the Select Purchase Orders window (PO> Roll Over POs> Select Purchase Orders).
• The Select Purchase Orders window will display all of the open purchase orders filtered by fiscal year.
• Select the fiscal year of the purchase orders that should be rolled over in the Fiscal Year field.
• Click the Refresh icon to update the window with the open purchase orders of the selected fiscal year. The Select Purchase Orders window will display a line item for each purchase order with an open line item.
• Click the Expand button to view the open line items attached to an invoice.
  • The GL Account column will display the GL accounts attached to the purchase order line items. These general ledger accounts must be active in the new fiscal year.
  • If you check the Create budget adjustments toggle during the Commit step (PO> Roll Over POs> Commit) the GL account in this column will be the GL account that is adjusted in the fiscal year selected in the Fiscal Year field.
• Click the Select All icon to select all of the purchase orders in the window.
• Click the Deselect All icon to uncheck all of the purchase orders in the window.
• Right click on the information in the window and select Export grid contents to Excel if you would like to create an MS Excel spreadsheet of the purchase orders that are being rolled over. The Selected column will display on the report. Purchase orders with a TRUE in the Selected column are purchase orders that have been selected to be rolled over.
• Click the Save icon to save the selected purchase orders.

2     Print the Roll Over Proof List Report.

• The Roll Over Proof List report functions as a proof list and a general ledger distribution report because it will display if there are any problems with the GL accounts of the new fiscal year.
• Open the Proof List window (PO> Roll Over POs> Proof List).
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The report will display the PO Number, GL Account number, Vendor Name, Description, Amount Outstanding and Total.

3     Roll Over the purchase orders.

• The Commit step is used to roll over the purchase orders and gives the option of creating budget adjustments in the new fiscal year for the rolled over purchase order amounts.
• Open the Commit window (PO> Roll Over POs> Commit).
• Check in the Create budget adjustments toggle if you would like to create budget adjustments on the GL accounts in the new fiscal year for the amount of the purchase order line items being rolled over.
  • You can view budget adjustments using the Chart of Accounts Maintenance window (GL> Maintenance> Account> Budget tab).
• Click the Commit icon to roll over the selected purchase orders or enter a date and time in the field to schedule the batch to be processed at a later time.
  • You can view the process of the commit step using the Jobs Viewer window (Jobs Viewer icon   on the main desktop).
• Once the Commit step is complete, the purchase order line items are rolled over to the new fiscal year. If the Create budget adjustments toggle was checked on the Commit step the budget adjustments will also be created on the GL accounts.
• You can view the modified encumbered amounts using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Select the previous fiscal year> Open a GL account> Balance tab> Encumbered field).
• You can view the budget adjustments made on the GL accounts in the new fiscal year using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Select the current fiscal year> Open a GL account> Budget tab> Budget Adjustments section).