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 2022, the encumbrance is recorded in 2022 and that PO can only be invoiced in 2022. When you roll the purchase order into fiscal year 2023, the encumbrance will move to the new fiscal year and you will be able to invoice the PO in fiscal year 2023 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).

Step by Step

1     Open or create a new Roll Over POs batch.

• Open the Roll Over POs window (PO> Roll Over POs). The Batches window will display all the open Roll Over POs batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted roll overs in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Roll Over POs process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and do not affect the fiscal year of the purchase orders that are modified in the batch.
• Click CREATE to create the new Roll Over POs batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Roll Over POs process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Roll Over POs process.

3     Complete the Settings step.

• Open the Settings window (PO> Roll Over POs> Settings).
• The Settings window is used to select the fiscal year of the purchase orders that will be rolled over.
• Enter the fiscal year of the purchase orders in the Fiscal Year field.
• Click the Submit button when complete.

4     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 for the Fiscal Year specified on the Settings step.
• 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 Settings step.
• Check the Selected toggle next to each purchase order you would like to roll over.
  • Check the Selected toggle in the data grid header to select all the displayed purchase orders.
• Click EXCEL EXPORT to generate an Excel spreadsheet that includes all the data displayed in the data grid.
• Click the Submit button to proceed to the next step.

5     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).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The report will display the PO Number, GL Account number, Vendor Name, Description, Amount Outstanding and Total.

6     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> Chart of Accounts> Budget tab).
• Check the Do not aggregate budget adjustments toggle to create a new budget adjustment for each PO line item in each purchase order being rolled over.
  • When this toggle is checked, the Budget Adjustments data grid on the Chart of Accounts Maintenance> Budget tab will display "Adj for rolled PO <PO number>, Line <PO line number>" in the Description column for each PO line being rolled over.
  • This toggle is only enabled with the Create budget adjustments toggle above is checked.
• Click the Commit button to roll over the selected purchase orders.
• 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).