Rollover (Year End Processing) of Open Purchase Orders

The rollover of open purchase orders can be done at any time, and, it can be processed in groups.  Most importantly, once a Purchase Order is rolled over / processed it CAN NOT be undone or rolled back.   Care should be taken in reviewing open purchase orders and processing the rollover of purchase orders.  

Also, the entire balance of the Purchase order must be rolled over.  You can not process a "partial" rollover or a "split" rollover to a payable and an encumbrance.  If you want to "split" the processing of an open Purchase Order, you must crate a new PO (and you can copy the contents from the original Purchas Order, modify the 2 purchase orders and roll the 2 Purchase orders over separately (one to a payable and one to an encumbrance).  

Setting Rollover PO Type:

Generally, the purchase order rollover process if processed in July or August and as such, when you are processing the purchase orders ensure that you are in the proper year (yellow row).  The background should be blue.  The only Purchase order status that can be rolled over are partially paid or posted/printed/emailed.  To do a search for POs that are available to be rolled over, select those status and click the search button.  

You should review all of the Purchase orders and cancel and Purchase Orders that are no longer valid.  In addition, you should review all of the budgetary charge tos for the Purchase Orders and make any modifications necessary BEFORE processing.   REMEMBER, once a Purchase order is rolled over, it CAN NOT be modified (it can ONLY be paid or cancelled).  

Once you have completed your review of the open purchase orders, you will activate the rollover mode.  Click on the Rollover Mode button (highlighted below) and search for Purchase Orders in the partially paid or posted / printed / emailed status.

When you are in the Rollover Mode, a new row will appear in the Search Criteria as well as a new column in your search results.  

To set the rollover type for an individual Purchase Order, click on the selection box and then click on the Set Rollover Type for Checked button

The following pop up window will appear.  Select the rollover procedure that you want to set for the selected Purchase Order(s)

• Do Not Rollover - when the rollover is processed, nothing will be processed for the PO
• Rollover - this will roll the purchase order over into the succeeding year as an open Encumbrance
• Payable - this will charge the PO as an expenditure in the current year and create a balance sheet adjustment to record the payable in 421.  The PO will be rolled over into the succeeding year and when it is paid, the check will be posted against the 421 in the succeeding year. 
• Cancel Balance - when the rollover is processed,  the balance of the PO will be canceled and returned to the respective charge to account.  

Once the Rollover type is set, it will appear in the Rollover Type Column.

Parameters for setting the Rollover Type:

• Type PO can be processed as a rollover or a payable.
• Type Prior Year PO can be processed as a rollover or a payable. 
• Type Prior Year Payable can only be processed as a payable. 

• POs that are charged to a balance sheet CAN NOT be rolled over.  You have the option to create a PO in the New Year and copy the contents from a PO in the Prior Year.  Please utilize this option if you are attempting to roll over a Po charged to a balance sheet account.  
  

Set Up Option

Some Districts only want their Fund 20 Purchase Orders to roll over as Payables.  If you want to activate this guardrail setting, go to the Budget >>>  Set up Tab and check this button:

Processing / Rolling over the Purchase orders to the Succeeding Year

Remember, once a Purchase Order is rolled over / processed it CAN NOT be undone or rolled back.  You CAN NOT change the account number after rollover nor can you change the type of the rolled over purchase order.  BEFORE YOU PROCESS AND ROLL OVER  THE PURCHASE ORDERS TO THE SUCCEEDING YEAR PLEASE ENSURE THAT THEY ARE COMPLETE AND ACCURATE.  

Keep in mind, that you can process the rollover in batches or groups.  This can be done multiple times on multiple dates.  

To process or rollover your purchase orders, select the POs that you want to rollover and click on the Processed Checked Unprocessed Rollover / Payable POs button.  

The following box will appear and it will tell you all of the steps the system will perform. 

Updating the Track Received settings for rolled over purchase orders

After all purchase orders have been rolled over, the district MUST click on the highlighted button below on the Rollover guide:

Keep in mind, that the District can NOT run the Track Received data task for rolled over payables.  Theoretically, the good or services were received in the prior year (and they should have been marked received in the prior year when the respective good / services were received) and the District is paying the vendor in the subsequent year.  So, prior year payables are purposefully excluded from the PO receiving module because the good/services were received before the purchase order was rolled over as a payable.  

Reports to Run after Rolling Over Purchase Orders:

 You can run the following reports to review / monitor the rolled over purchase orders:

• Prior Year Purchase Order Report by Account
• Prior Year Purchase Order Report Detail Report
• Prior Year Purchase Order Report Status Report