Review all Your Purchase Requisitions
(For more help, see myEMS Help -> Materials Management -> Requisitioner)
If any requisition has funds committed and not consumed by the purchase order (PO), decommit the funds by closing the purchase requisition (PReq). Otherwise, you will have double commitments in your budget and won’t be able to use the funds elsewhere (i.e. you will lapse unused funds).
If the PO is not yet awarded and issued and you still intend on spending the funds within the fiscal years indicated, leave it as is.
If you do not want a PO issued (contract awarded) after all, add a line to your requisition to this effect. Your manager will need to approve through workflow which will send the cancellation request to procurement and contracting (P&C).
If the delivery date you entered is March 31 or before, and no PO is yet created, and you want to change your delivery date, simply change the delivery date on your PReq. If a PO has already been created, you will need to add a line to your requisition and have your manager approve through workflow to send the request to P&C. Note: The delivery date at the line level of the requisition determines for which fiscal year the commitments are created.
Review your commitment by fiscal year for each PO. As you do this, consider actual expenditures (i.e. invoices already paid), work already done and to be invoiced, and work that will be done by March 31. Any remaining work or funding should be addressed in either of the following scenarios.
You need the contract to stay in place but need to move funds to the next fiscal year: add a line to your requisition to this effect. If your contract ends this fiscal year, but you need to move funds to next FY, your requisition will need to indicate to which date you want to extend the end date of the PO. Your manager will need to approve through workflow which will send the request to P&C.
You want to close the PO (and decommit unpaid and unused funds): add a line to your requisition to this effect and obtain your manager’s approval through workflow which will send the request to P&C. You will also need to close your PReq afterward to ensure that all funds are decommitted. Important: Make sure you do not send such a request if you want to use the PO again (perhaps next year). By closing the PO, we are closing the contract and it is no longer legally valid, nor can we reopen it after the original end date. If you do need the PO again, review the funding by fiscal year and move money to next year instead (see previous scenario). If there are still outstanding invoices, we cannot close the PO. To release upspend funds, we will need to amend the PO to decrease the value of the line item, so the year-end deadline for amendments applies.
Review your Goods Receipt/Service Entry Sheets (GR/SES) for each open PO
For payments with funds this fiscal year, goods and services must be received before March 31.
If you have received goods or services in the system beyond what has actually been received, reverse your GR/SES and re-enter a corrected GR/SES immediately. Note that you can only do this if there are no payments consuming the GR/SES.
Ensure that all goods and services received are reflected through an appropriate GR/SES so that payment can be made effectively. Any GR/SES done inaccurately may impact payments, i.e. cause additional work for you, Accounts Payable and P&C, and may result in delays in paying the vendor.
Invoices without POs
Do not send invoices to accounts payable to pay without a contract. If you purchased goods or services yourself outside the procurement process, you did not have the authority to do so. You will need to do enter a requisition to be approved by your manager through workflow. P&C will then put a confirming order in place to enable payment. Refer to iService for information about the confirming order process (aka IIP).
It is recognized that it may be cumbersome to advise P&C of these activities through a myEMS requisition. However, this process ensures that managers are fully informed and have approved these activities in their budget. (i.e. committing and decommitting funds)