The PO Rollover process for FY 2009 has successfully completed.

To assist UF departments with certain recurring purchases from some of our most frequently used vendors, Purchasing and Disbursement 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. Please see the myUF webpage for more information.

Because Amount Only POs do not provide detailed purchasing information, the University's use of them will limit Purchasing and Disbursement Services' ability to negotiate the best possible prices from our vendors.

The staff at Purchasing and Disbursement 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 informaiton please see the Purchasing Staff page

The life cycle of a requisition to purchase order is as follows:

The Shopper and/or Requestor initiates a requisition and Places the Order. Then the Financial Approver approves the requisition. Depending on what is being purchased, the requistion may then go to Buyer Sourcing (Purchasing Approval). For more about system workflow please see the HR Toolkits website for myUF Market.

Under IDEAL conditions and normal workload the buyer will work the requisition the day after the department approved it. Once the buyer has worked the requisition and approves it, the myUF Market system will validate budget and if passed, it will assign a purchase order number, distribute the PO to the vendor and import the PO into the myUFL system.

Then during an overnight process the myUFL system will budget check the PO and make an encumbrnace in Commitment Control.

Therefore under IDEAL conditions if a department approves a requisition on Monday, the Purchasing Buyer will work and approve no later than Tuesday, and the myUF Market system will create and dispatch a purchase order Tuesday. If the vendor has requested a hard copy purchase order via US Mail, the purchase order will be placed in an envelope and transmitted to UF Mail Services within 2 business days.

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Where Can I See the Statuses (Active, Closed or Cancelled) of All Purchase Orders in My Business Unit in myUFL?
revised 8/31/09

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.

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These Alert Notices are updated continuously and will help you stay apprised of important issues and status of the PS system.

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Purchase Orders
revised 8/31/09

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 infomraiton by clicking on the History tab.

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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 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. Please see the alerts page for the latest update.

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

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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 has already been finalized on the last voucher.

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Why Can't I Get My PO to Complete?

In MyUFL, PO's are completed (closed) through the PO Reconciliation Process. For more information on this process, please refer to the PO Recon page of the Purchasing website.

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 yer 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.

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What Do I Do if My PO Has the Wrong Chartfield Information?

Changing the chartfield on an encumbered voucher to something different from the 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 an E2E correction voucher to move the expenditure to the appropriate Chartfield string. For information on processing E2Es, see the instruction guide Expense to Expense Vouchering.

2. Cancel the encumbrance and create a new one on the correct charfield. Be sure to use the Confirmation 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 form will not be sent to the vendor.

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Can I Use the PO Change Request Form to Make Changes to Requisitions or TA's?

No. A PO Change Request form can only be used to make changes to existing POs.

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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.

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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. If you click 'Select' box next to the line the change was made to and then click on Line Comments you can see when the change was made.

Change Requests are generally processed within 2-3 business days.

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Vouchers

Whose charge is this?? (Erroneous vouchering of PO's)

*Before navigating through PeopleSoft, make sure that you have the appropriate role of UF_AP_INQUIRER. If you do not, you will not be able to follow the navigation. Contact you 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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Commitment Control (KK) and Enterprise Reporting
revised 8/31/09

For more information on Commitment Control and Reporting please attend the classes PST130 Departmental Reconciliations and PST050 Budget and Commitment Control available through the myUFL portal under Self Service > Training and Development.

When I run my Open Encumbrance Details, it doesn't agree with what KK is telling me. Which is correct?

Commitment Control is always your most up-to-date source for information.
Enterprise Reporting (Open Encumbrance Details and/or Summary) depending on the data type, is updated at different times. There is a timestamp directly under the title line at the top that tells you when the data 'cube' was last updated. Please see the Alerts page for the latest updates.

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