Purpose of this Article: This solution article provides the recording and answers to questions from the 2025 Fiscal Year End Requisitions, Purchase Orders and OCA Guidance Live Event held Wednesday, May 14, 2025. The deck presented is attached at the bottom of this article.
Audience: All SF Financials and SF Procurement Users
Author: Jessica Berkley
Version/Update Date: 1.0 /May 2025
Q1: How do we close PO that did not roll correctly from prior FY? We cannot close these PO from the buyer's workbench because it will not pass budget check, since the PO budget date is still in prior FY. Thank you.
A1: You will need to update the PO Accounting Date for FY24 POs that didn’t roll into FY25 before Closing and Budget Checking on the Buyer’s Workbench. FY24 POs must be closed by Friday, 5/16/25 because the FY24 Budget Period will be closed on Monday, 5/19/25.
To update the Accounting Date:
1) Click the Header Details hyperlink on the Add/Update POs page
2) Select the Current Date in the Accounting Date field
3) Click OK
4) Click Save
Q1B: But at the PO line distribution chart fields level, the accounting will not changed to FY25, even if we change the accounting date in the Header Details
A1B: You only need to update the PO Accounting Date for FY24 POs that didn’t roll into FY25. This will allow you to Close and Budget Check FY24 POs that didn’t roll into FY25 on the Buyer’s Workbench. The Budget Date on the Requisition distribution lines should not be updated.
Q2: We should roll annual fund PO because we have June invoice to be paid after 06/30/25 so we need the PO to be rolled to pay the June invoice.
A2: All POs meeting the system roll eligibility criteria will be rolled, regardless of the funding source. Please refer to PO Roll Ineligibility Reason Codes for the eligibility criteria. However, it is the department’s responsibility to use rolled annual fund POs to only pay for goods/services received in FY25 and not for new goods/services in FY26.