UF Purchasing

Frequently Asked Questions

 

myUF Market
Purchase Orders
Change Orders
Vouchering
PO Reconciliation Process
PCard

The staff at Purchasing Services is dedicated to excellence in customer service in support of the purpose and goals of the University of Florida. Please do not hesitate to contact any purchasing coordinator with questions you may have. For contact information, please see the Purchasing Staff page.

For information about vouchering or travel, please visit the Disbursements web page.

For PCard FAQs click here.

Purchase Orders

Change Orders

Vouchering

Reconciliation Process



Purchase Orders

When can I use an Amount Only PO for Goods?
To assist UF departments with certain recurring purchases from some of our most frequently used vendors, Purchasing Services allows the use of Amount Only POs for Goods (formerly known as Blanket Purchase Orders).

In myuf Market, these orders are created using the Amount Only PO for Goods form. Amount Only POs are NOT allowed for myuf Market Enabled Vendors.

The minimum amount for which an Amount Only Purchase Order for Goods will be opened is $1,000.

Suggested language for Amount Only Requisition Description:
"Amount Only PO for the purchase and delivery of lab supplies such as gloves, petri dishes and pipettes, with a unit price of less than $1,000 each.
Effective: 7/1/13 - 6/30/14
This is for encumbrance purposes only, releases will be made as needed by authorized department personnel to include: Dr. A Gator, Dr. Ima Genius, Grad U. Ate"

Remember: Amount Only POs for Goods are for non-capital (non-Asset) supplies only. Services should be procured with the services form.

How do I see when and how my PO was dispatched?
In myuf Market, use the Search drop-down menu to look up the PO in question. When the PO comes up, on the right hand side, in the section marked Document Status, it will show how and when the PO was dispatched to the vendor. You can get more information by clicking on the History tab.

How much is left to be paid on a purchase order?
In myUFL, navigate to Accounts Payable > Review > Interfaces > Purchase Order Inquiry. Click on advanced search and enter your business unit and PO number.

This screen displays the PO by line (make sure you click on 'View All' to see multiple lines), including any change orders to the original PO amount and any vouchers and/or receipts input against the purchase order. Don't forget to remove the amounts for deleted vouchers.

This screen will also tell you if a PO has been finalized at a voucher. The finalized voucher will have a 'Y' under the heading 'Finalized Distribution'.

There are also 2 Enterprise Reports to assist you with identifying open POs:

1. Delivered reports are placed under the Enterprise Reporting menu item in myUFL each month. Hover over the report types to see the funds included.

2. Or you can run the prompted Open Encumbrance Summary report at Enterprise Reporting > Access Reporting > Public Folders > Monthly Financial Reports. Choose the type of report that best describes your budgetary cost center (department report, fund report, sponsored program report, etc.). Complete the prompts and click OK to run the report. This report is updated every couple of days.

To learn more about reporting tools available to assist with monthly reconciliation, attend training on PST130 Departmental Reconciliation's by signing up through the Training and Development link under My Self Service in MyUFL.

Why can't I finalize a PO that has been 'Fully Liquidated'?
A Liquidated PO is no longer encumbering any money. You can't finalize it because the PO has already released all the funds back to your budget. This means the PO has either been closed, cancelled, or finalized on the last voucher.

Why can't I get my PO to complete?
In myUFL, POs are completed (closed) through the PO Reconciliation Process. For more information on this process, please refer to the PO Reconciliation section of this site and the FAQs on this page.

If you are seeing an open amount in PO Activity Summary for a PO that is completed, please refer to KK or your Open Encumbrance Report to see if the PO is truly holding an encumbrance.

PO Activity Summary is not an appropriate tool to see if your PO is open or closed. This screen is connected to AP and will only show the difference between the original amount of the PO and the vouchered amount and should not be used to see your open or closed POs.

For Active POs that have not been vouchered against: For an active PO that has not been vouchered against please send a change request form to Purchasing asking that the PO be cancelled. There is a two business day turn over time for processing requests.  Rush requests should be sent to purchasing@ufl.edu with a valid business reason.

For Active POs that have been vouchered against: If your active PO has been vouchered against, please finalize the last voucher on the PO to release any remaining money. For help with the finalization process please contact Disbursements at disbursements@ufl.edu.

For Active CYFWD (Carry Forward) POs: If you have a CYFWD PO still holding an encumbrance and you no longer need it, please use the change request form to complete this PO. Mark the Box that says "Complete this CYFWD PO..." and fax or email the form to Purchasing. There is a two business day turn over time for processing requests.  Rush requests should be sent to purchasing@ufl.edu with a valid business reason. Money from your CYFWD PO will be released into your current year CYFWD account.

If your PO is already closed/cancelled/finalized, but is still showing in KK or on your Open Encumbrance Report please contact purchasing@ufl.edu for help.

Where can I see the statuses of all purchase orders in My Business Unit in myUFL?
Navigate to: Purchasing > Purchase Orders > Review PO Information > Purchase Orders. Enter the Purchase Order Business Unit and click search.

To narrow to a specific status (such as to see all POs that are Complete in a given BU) drop down the PO status menu and choose a status. Then click search.

How do I change chartFields on encumbrances (purchase orders)?
Changing the chartfield on an encumbered voucher to something different from the chartfield on the purchase order causes problems with commitment control, budget errors and causes data integrity errors in reporting.

Best business practice is to establish an encumbrance on the specific chartField string which will be used to make the payment. When this is not possible, there are two options:

1. Voucher the payment on the encumbered chartfield string. Then process Journal Entry to move the expenditure to the appropriate chartfield string. For information on processing Journal Entries, contact gahelp@admin.ufl.edu.

2. Cancel the encumbrance and create a new one on the correct chartfield. Be sure to use the Confirmation Purchase Request form and supply a valid justification and, in this case, the original PO number.

"This PO replaces PO XXXX-XXXXXXXXXX - Original PO set up on wrong chartfield."

Please remember that a PO created using the Confirmation Purchase Request form will not be sent to the vendor.

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Change Orders

How do change orders work?
To request changes to existing Purchase Orders in myUFL, complete the Change Request form available from the F&A Forms web site and the Forms section of this site. Please take care in completing the form. In order to ensure changes are made appropriately, each request must include the action to be taken, the vendor, and complete contact information. Requests are generally processed within 2-3 business days. Requests can be submitted by email to purchasing@ufl.edu or faxed to 392-8837.

What you can change: Quantity, unit price, total amount, due date, and description

What you cannot change: Vendor, any chartfield information (this includes account code, department id, flex code, project number, etc.), or business unit

To change the vendor, cancel the PO and create a new requisition.

You also cannot:

For help with finalization of vouchers please contact disbursements@ufl.edu or call (352) 392-1241.

What do I do if my PO has the wrong chartfield information?
Changing the chartfield on an encumbered PO or voucher to something different from the original chartfield on the purchase order causes problems with commitment control, reporting, and budget errors.

Best business practice is to establish an encumbrance on the specific chartfield string, which will be used to make the payment. When this is not possible, there are two options:

1. Voucher the payment on the encumbered Chartfield string. Then process a Journal Entry to move the expenditure to the appropriate Chartfield string. For information on processing Journal Entries, contact gahelp@admin.ufl.edu.

2. Cancel the encumbrance and create a new one on the correct chartfield. Be sure to use the Confirmation Purchase Request form and to enter into the description area the justification:

"This PO replaces PO XXXX-XXXXXXXXXX - Original PO set up on wrong chartfield."

Please remember that a PO created using the Confirmation Purchase Request form will not be sent to the vendor.

What do I do if my PO has the wrong vendor?
Please read this entire answer before proceeding.

Once the PO has been sent to the vendor, the vendor on that PO cannot be changed.

First, determine if you need to contact the vendor or not to cancel the order. If so, contact the vendor that the PO was originally made out to and cancel the order, then cancel the encumbrance (by submitting a PO Change Request) and create a new requisition to the correct vendor.

If you have already received your order, then be sure to use the Confirmation Purchase Request form in myuf Market and to enter into the justification field:

"This PO replaces PO XXXX-XXXXXXXXXX - Original PO set up to the wrong vendor."

Please remember that a PO created using the Confirmation Purchase Request form will not be sent to the vendor, but will only make an encumbrance to pay against.

If you need to place a new order, please use the appropriate form for what you are buying (see the Guide to Appropriate Form Use for help).

Can I use the PO Change Request Form to make changes to travel authorizations?
No. A PO Change Request form can only be used to make changes to existing POs. Please contact travel@ufl.edu to make changes to TAs

Can I use one Change Request Form to make changes to multiple POs?
No. Please use a separate form for each PO you wish to change.

How will I know my change order has been processed and how long will my request take?
Navigate in my UFL to Purchasing > Purchase Orders > Review PO Information > Purchase Orders and search for your PO by business unit and PO number. Next to the PO number you will see the change orders have been done against that PO and you can also see the new total(s) on the PO. Change Requests are generally processed within 2-3 business days.

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Vouchering

Whose charge is this? (Erroneous vouchering of POs)
*Before navigating through PeopleSoft, make sure that you have the appropriate role of UF_FI_UNIVERSAL_INQUIRY. If you do not, you will not be able to follow the navigation. Contact your DSA and have this role added for you.

In myUFL navigate to Accounts Payables > Vouchers > Entry > Regular Entry. Enter the voucher number under the Find Existing Value tab and click search. Click the link 'Voucher Attributes' to find the UFID of the person who created the voucher.

If the voucher truly doesn't belong to you, you will need to contact the Disbursements Department at disbursements@ufl.edu for assistance.

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Purchasing Reconciliation Process

See the PO Reconciliation page for informaiton on this year's scheduled reconcilliations and lists of targeted POs each month.

During the year-end process, do I need to finalize a voucher if my PO has already been completed by PO reconciliation?
No, finalizing vouchers against completed POs will have no effect because all remaining funds were released when the PO was closed.

How can I tell what the status of my PO is?
To see if your PO is complete, go to Purchasing > Purchase Orders > Review PO Information > Purchase Orders and put in your Business Unit. Here you will find all POs regardless of their status. The status is shown at the header as Compl if it has been completed by the reconciliation process.

My purchase order is on the list for PO reconciliation and I don't need it anymore. What do I need to do?
Nothing! POs on the list will be completed by the reconciliation process and any remaining funds will be released. No action is required if you want the PO to close. If you want to keep it open, see below.

I finalized a multi-line PO on a voucher and it did not release the funds on all the lines. Then the PRP process completed all but the one line that still is encumbered. Why?
Finalizing a purchase order on a voucher only finalizes the lines that were copied into that specific voucher. If a PO line has never been vouchered against then a change order is required to cancel that individual line. The PRP process saw that the line that was not finalized didn't meet all the criteria for completion and so left that one line available for future vouchering.

I don’t want a certain PO to be completed even though it meets criteria. How can I make sure it doesn’t get picked up by the process?
Contact purchasing@ufl.edu and provide the business unit, PO number, and a valid reason. The core office is able to prevent completion. This action will be reserved for those with valid business reasons why a certain PO must be left in dispatched status despite meeting all completion or cancellation criteria.

How can I look at the information on cancelled or completed purchase orders?
The purchase order information can still be reviewed at: Purchasing > Purchase Orders > Review PO Information.

I've been using a blanket/amount only PO to a vendor for the last year and the reconciliation process completed it even though funds were still left on the PO. Why?
Amount only purchase orders that are vouchered with a quantity in the distribution line are considered matched. Most often the PO has a quantity of 1 lot and the associated vouchers also have a quantity of 1 on the distribution line. In order to prevent this, proper distribution by amount should be indicated on the PO and the vouchers (there should be no quantity on any voucher).

Can my completed purchase order be reopened? What happened to the funds that were still encumbered on my completed/cancelled PO?
These POs cannot be reopened. The reconciliation process releases any remaining funds on POs marked as complete or cancelled by the process.

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