PO Roll Eligibility FY19

The Systems Division will be rolling FY19 Purchase Orders on June 29 and June 30. In preparation for the PO Roll all City departments are required to close all FY19 POs that are ineligible to be rolled forward. The full list of POs and the Reason Codes for PO roll ineligibility are attached to this Bulletin.

Departments should be aware that some of their FY19 POs will not roll forward due to the following systems constraints:

Reason Code

Ineligibility Reason

Ineligibility Details

Can be corrected or made
eligible prior to PO Roll?

The PO is already in the 2020 budget period.

The roll process will liquidate the PO encumbrance in the 2020 budget period and reestablish it in the 2020 budget period. If the PO is already encumbered in 2020, the roll process will not pick it up.

Not Applicable

The PO is pending cancelation, canceled, or closed.

If the PO is pending cancelation, canceled, or closed, then the encumbrance should be liquidated and cannot be rolled. The roll process will not pick it up.

AOSD can reopen a closed PO, but not a canceled PO.

The PO does not have a remaining Encumbrance Balance

If the PO does not have a remaining Encumbrance Balance in 2019, there is no encumbrance to establish in the 2020 budget period. The roll process will not pick it up.

Buyers can change order POs to increase the amount. Once approved, buyers can verify budget check was successful, which encumbers the added merchandise amount.

The PO will generate a distribution line percentage calculation error.

This error will cause the entire PO roll batch process to fail.

PO admins can close the line that will cause the error.

All PO lines are fully matched.

When a PO quantity or amount is matched by the Voucher Match Process in Accounts Payable, the quantity or amount is no longer available. Any remaining quantity or amount is available until the PO line is fully matched. If all lines on the PO have been fully matched, the entire PO cannot be vouchered or rolled into the new budget period.

All PO lines are over-expensed.

Accounts Payables voucher expenses exceeded the PO's original encumbrance amount. There is no balance to roll into the new budget period.

The PO's supplier is inactive.

The PO supplier is inactive, and a new PO needs to be created under the appropriate supplier ID.

R14

The PO budget status is not valid.

The roll process will liquidate the PO encumbrance in the 2019 budget period and reestablish it in the 2020 budget period. If the PO is not in a valid budget status, the encumbrance is not reflected in Commitment Control and the roll process will not pick up the PO.

Buyers should review and resolve budget checking errors for their POs.

Query name: FSP_POROLL_PO_NO_VALID_BUDGET

Buyer WorkCenter query name:

Purchase Orders without valid budget check

R15

The PO has a voucher that has not been posted or paid.

All vouchers must be posted or paid before a PO can be rolled.

Voucher processors should pay and post outstanding vouchers.

Query name: FSP_AP_UNPOSTED_NOT_PAID_VCHRS

R16

The PO has a receipt that has been partially vouchered.

A PO cannot be rolled if there is a partially vouchered receipt associated with it because the receipt distribution lines cannot be updated once the receipt has been vouchered.

Enter vouchers for goods/services received or reduce receipt amounts to vouchered amount.

Query name:

FSP_RECV_NOT_FULLY_VCHR

Departments may create new FY20 POs easily by copying closed FY19 POs. Please refer to this job aide for complete instructions on how to perform that process: Create FY20 PO by Copying from a Closed FY19 PO