Importing Open Purchase Orders for Conversions

For all districts converting to SchoolFi, open Purchase Orders will be imported and rolled over into the new school year.  The process will be as follows:

1.  The District should download the Microsoft Excel template for importing purchase orders.  The template, along with instructions and Helpful Tips can be found here :  Import Purchase orders from Excel File.  

2.  The District will create 2 Excel files.  One for Purchase orders that will roll over as an Open Encumbrance and a separate file for Purchase Orders that will roll over as Accounts Payable.  As you will see in the import template article, there will be 2 tabs in each excel worksheet.  One for Purchase Orders with a single budgetary charge to account and one for Purchase Orders with multiple budgetary charge to accounts.

3.  After you complete a template,  you will create a Freshdesk Help Ticket.  Please ensure the title of the ticket is either "Purchase Order Import:  Rollover Encumbrance" OR "Purchase Order Import:  Rollover Payable".   The District will then attach the template to the Help Ticket.  

4.  Please ensure that each of the two templates are complete and accurate.  Once an item is imported and rolled over, it CAN NOT be changed.  It can only be paid, partially paid or canceled.

5.  After Genesis receives the Freshdesk Help Ticket, we will import the information into SchoolFi.  The Purchase orders will be imported into the 2022-23 (current) school year.  The Help desk will let you know when the import is complete.  

6.  To review the imported Purchase Orders, go to the Purchase order tab, select 2022-23 in the yellow bar and set the Paid Status to Filling Form and click the Search button.  The District can then review all of the imported Purchase Orders.  

If you need to modify a Purchase Order, you can click on the Purchase Order number and make the modification, or, if you need assistance modifying a Purchase Order, please add a comment to your Help ticket and the Help Desk will assist in the modification.  

7.  After The District has reviewed and verified the imported Purchase Orders in SchoolFi and when the District is satisfied that the import is complete and accurate, the District will comment on the ticket letting us know that the imported Purchase Orders can be rolled over into 2023-24.  

6.  Genesis will roll over the Purchase Orders into 2023-24 and we will comment on the Help Ticket letting the District know the roll over is complete.  The district can commence processing payments against the rolled over Purchase Orders.  Remember, rolled over Purchase Orders can only be paid, partially paid or canceled.  They can not be adjusted in any form.  

7.  If you want to run a report of the rolled over Purchase Orders, go to the reports tab and perform the following search.  There are three reports that you can use to review and monitor rolled over Purchase Orders.

To run one of the reports, click on the Schedule button and all reports should be run for the 2022-23 School Year.  This is because the Purchase Orders were rolled over from the 2022-23 school year into 2023-24.  Review the other parameters of the report that you are running and click on the Schedule Report button to ren the respective report.