Purpose of this Article: This solution article provides the recording and answers to questions from the PO Liquidation Workshop Live Event held Tuesday, May 20, 2025. The deck presented is attached at the bottom of this article.

Audience: SF Procurement Users

Author: Jessica Berkley

Version/Update Date: 1.0 / May 2025



Recording


Please click the image to view the recording:


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Questions & Answers


Question: What happens if you did not check the "amount only" flag, and you have already receipted against the invoice, and you still need to receipt against that same line?

Answer: Once received and Vouched, the PO line cannot be updated to Amount Only. A new PO line needs to be created with the Amount Only checkbox checked. Determining if a PO line is Amount Only or Quantity is a very important decision in PO setup.



Question: I thought we reduced to .01 in PO as a reductive change order and then close, so we aren't doing that anymore? 

Answer: You should do a Reductive Change Order if released from a Supplier Contract. Use the Buyers Workbench to close the PO if not released from a Supplier Contract. Please refer to the following job aid: Understanding PO Encumbrance Liquidation Options 



Question: What needs to be done when an RQ is turned into a PO but still shows up as pre-encumbrance on the General Ledger? 

Answer: The PO needs to be finalized to liquidate the remaining Requisition Pre-Encumbrance. Please refer to the following job aid: Understanding Cancel/Close/Finalize Processes for Requisitions 

 

 

Question: I didn't find anything about doing a reductive change order with an expired contract.  Do you have recommendations on how to do that? 

Answer: You should do a Reductive Change Order if released from a Supplier Contract. Please refer to the following job aid: Understanding PO Encumbrance Liquidation Options 


Question: Can you please advise what the proper procedure is for POs in mid-roll? I was informed we cannot.  

Answer: The issue that you reported is caused when POs are stuck in Mid Roll status during the PO Roll process. There is no resolution for POs stuck in Mid Roll status, and these POs can’t be liquidated. You could request a manual carryforward from AOSD for your department’s POs that got stuck in Mid-Roll status during the last PO Roll process if these POs included Annual Funds.  


 

Question: Where will these workshop recordings be posted?  

Answer: You can access the Knowledge Center via the "SF Employee Support" tile located in MyApps, SF | My Portal, and in your SF Financials and SF Procurement homepages.

 


Question: Where exactly is the "Knowledge Center" in the Employee Portal?  Can you provide screenshots and/or the pathway to access it? 

Answer: Go to the SF Employee Portal Support website at: https://sfemployeeportalsupport.sfgov.org/support/home


Item

Question

Response

1

Does the FY26 budget cover the PO that is rolled from FY25?

Yes. There is a process to roll the continuing funds budget and there is a separate process to run an allocation process for annual funds.

2

 Is there any recommendation what Workbench ID should we use?

You should use a PO Close Workbench ID that is easy for you to remember: For example: My_POCS_WB or Close_POs

3

 What’s the procedure for closing stuck POs? For example, PO is associated with a contract where the receipt amount is greater than the voucher matched (paid) amount, and the system only allows reducing the PO bal down to the receipt amount, which creates a remaining balance and makes it unable to close because it's associated with the contract.
  1. Review the Receipts and cancel any Receipt not associated with a Voucher.
  2. PO Created in Current Fiscal Year: use the PO Close Short Process
  3. PO Release Created in Prior Fiscal Year: use the manual reductive Change Order process
  4. Please submit a User Support ticket and include the PO ID in the ticket if the PO has a remaining Encumbrance Balance when the steps above are completed.

 

4

 For the .01 left... is there an option for AP to close this PO when they process the invoice? Clearly it's fully spent

PO Created in Current Fiscal Year:

 

PO Released from Supplier Contract (PO Close Short)

PO Not Released from Supplier Contract (Buyer Workbench)

 

PO Release Created in Prior Fiscal Year:

 

PO Released from Supplier Contract Rolled (Reductive Change Order)

 

5

 Do you have a recommendation how to handle unusual tax situations when creating POs - for example, supplier charges tax on an item full cost but provides the item to the city at a discounted cost. If we make our item line taxable, the tax calculated for that line will be less than what the supplier will charge on the invoice.

One option is to include a PO line with the discounted Price and include another PO line for the Sales Tax amount based on the calculation of the Sales Tax for the Price before the discount.

6

 hi! not sure if this was already announced- im sorry i was running from a different meeting-> will this workshop be recorded? apologies for any repetition

Yes, the PO Liquidation Workshop was recorded and posted to the Knowledge Center: PO Liquidation Workshop

 

7

 Is there a way to delete/cancel unused requisitions from prior fiscal years?

Yes. Requisitions do not roll into the new fiscal year. Cancel any Requisitions that will not be sourced to a Purchase Order (PO) by Wednesday, June 25, 2025.
 
 The following job aid will assist you in the Requisition cancelation process:  
 

Understanding Cancel/Close/Finalize Processes for Requisitions
 
 

8

 What is recommended when the reason for the $0.01 left on the PO is because 
 1) the City's system rounds the sales tax calculation differently from the Supplier's system 
 2) the Supplier doesn't want to update the invoice to "fix" the $0.01 difference
 3) PO cannot be adjusted because it's the system that calculates the sales tax - any adjustments will cause a difference.

Please see answer to question 4.

9

 are you going to post the slides to the knowledge center? are you going to send us the link?

Please see the answer to question 6.

10

 If a PO activity summary is mismatched, can I still use the PO close/short method?

You can use the PO Close Short process if the PO hasn’t been rolled from a previous fiscal year. The PO Close Short process will not correct the mismatched PO Activity amounts.

11

 How to close the CT (contract) Pos with few cents from rounding issue?

Please see answer to question 4.

 

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Enter PO Liquidation Workshop in the search field and click on the search results: 

 

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Click the image to view the recording: 

 

 

 

Additional Questions?

If you have additional questions, please email [email protected]