Transcript Purchasing Updates

Purchasing and Distribution Services
Procurement Updates
FAR Meeting – August 26, 2015
Open Purchase Order
Encumbrances
• Open PO Encumbrances from FY14 and FY15
–
All PO’s created in FY14 will be closed by 8/31, prior to
new fiscal year
–
PO’s created in FY15 (between 9/1 to 6/30) and not
identified to keep open will be closed by 8/31, prior to
new fiscal year
• The manual encumbrance entry booked early in
FY2015 for FY2014 PO’s has been reversed in
conjunction with other clean-up activity
PO’s Not Completed by Year
End
• Purchasing staff is working diligently to complete (dispatch)
all orders before year end.
• An assessment of orders will be evaluated at noon on 8/31,
and those PO’s that can’t be completed (dispatched) by end
of day will be closed.
• Departments will be contacted regarding the status of the PO
before it is closed, and will be requested to resubmit a new
requisition on 9/1.
• Requisitions can be copied from previous documents, this
includes copying a closed requisition.
PO Encumbrance Roll to FY16
• Starting 8/31, Purchasing Office will begin rolling purchase
order encumbrances to FY16
• DTS will be unable to pay vendors August 31 and may be
unable to pay vendors September 1
• Balance roll forward will be based on remaining available
funds, excluding encumbrances and pre-encumbrances
PO Encumbrance Roll to FY16
Continued
• Some purchase orders may not roll into the new fiscal year
based on system criteria
– Status of receipt, payment and match exceptions
• Purchase orders not qualified to roll into new fiscal year will
be manually evaluated and adjusted
• Departments maybe notified if a purchase order cannot be
corrected to roll into new fiscal
– Possibility of creating a new requisition for remaining balance
Copiers – New and Renewals
• Starting 9/1, the Purchasing Office will centralize copier
purchases.
– Establish a purchase order consistency to meet vendor and payment
requirements
– Assist with prompt payments and avoid match exceptions
• A new process will be communicated to campus requisition
creators outline how to create a copier requisition
• Stay tuned!!!
Contact Information
• Primary: send an e-mail to Purchasing at
[email protected]
• Contact department assigned Procurement
Specialist (click here for list)
• Contact Front Desk at ext. 4060
Resources:
• Purchasing Website:
http://www.utsa.edu/purchasing/index.cfm
• Purchasing PeopleSoft Forms:
http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm
• Purchasing PeopleSoft Instructional Guides:
http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm