Purchasing Upgrade Activities

Pre-9.1 Upgrade Activities:

1. Closing POs. Change Orders should be used to bring the PO Amount to that which has been expended. If change orders are not used, reporting off of POs will not be accurate. If agencies do not issue change orders and do not close the POs, the Core-CT staff will close the POs without issuing change orders, which will render your PO reporting to be inaccurate. POs must be closed by the close of business February 25.
2. PO & e-Pro access will be removed on the evening of February 25.
3. Delete pending vouchers. All vouchers not posted by 9:30 am on February 28 must be deleted by the agency. Follow Fiscal Year-End guidelines. If a voucher is approved, but not budget checked, it can still be deleted. If the voucher is budget checked, but not posted, contact the help desk.
4. There will be no bank deposits in the pick list for February 27 and February 28.
5. Manual deposit agencies must stop adding deposits by close of business on February 27. They must not be added unless they can be processed completely.
6. The last day for interfacing vouchers is February 26. Do not send any files until March 4.
7. The last day for billing interface is February 26. Do not send any files until March 4.
8. The system will be unavailable from noon on February 28 until March 4 or further notice.

By noon on February 28, 2013 the following must be completed:

1. All reserved MSRs must be complete to depletion.
2. Process all put-aways into inventory.
3. All bills must be finalized.
4. All deposits in the pick list must be completed, as if this was a month end close.
5. All maintenance worksheets must be completed or deleted.
6. Process all pending/on hold asset transactions into asset management.
7. All GL and budget journal entries must be posted.

Important to all:

1. All users should take screen shots of their run controls. Run controls will be deleted.
2. All asset physical inventories, scans and scopes will be deleted as part of the upgrade.

Post-9.1 Upgrade Activities:

1. Prioritize the re-establishment of replacement POs, keep in mind that if you closed a PO for a project that was completed in 2007 but is not yet audited, re-establishing a replacement PO for this should be of a lower priority vs. you have a bill in Accounts Payable from a vendor that must be paid. When creating the replacement POs the following guidelines should be followed for consistency:
2. To recreate the POs in version 9.1 you can utilize the Copy PO functionality, in conjunction with the information provided on the PO Balance Report.
3. The PO Amount must be for the remaining amount of the PO being replaced.
4. The PO Header Comments field will be used to track re-established POs. The first Header Comment must begin with the BU and PO ID of the PO being replaced - no spaces or extraneous characters and the leading zeroes must be entered. For example, if OSCM1 is replacing PO #12345, the first Header Comment should be OSCM10000012345 Replaced PO. The "Send to Vendor, Shown at Receipt, and Shown at Voucher" checkboxes should be checked in case this PO is inadvertently sent to the vendor. This practice will allow queries to be written to find replacement Pos.
5. The second PO Header Comment should include "This is a replacement PO; DO NOT SHIP" (if you have received the goods or service). The "Send to Vendor, Shown at Receipt, and Shown at Voucher" checkboxes should be checked in case this PO is inadvertently sent to the vendor.
6. With version 9.1 we have tested that agencies will be able to copy a closed PO that has an expired contract into a new 9.1 PO. To accomplish this Core-CT will set the approval status of expired contracts to close. When creating these new Pos you will need to change the Purchase Authority to Cont. PO, and remove the contract number for the contract field on the line details page. On the PO Header Defaults page the PO Type can be MYLR for a Multiple Year PO or GEN for a one time purchase. The expired contract number should be added into the Header comments as the third comment and the “Send to Vendor, Shown at Receipt, and Shown at Voucher" checkboxes should be checked in this case.
7. To ensure that the dispatch method is set to PRINT (this can be changed on the PO main page) the replacement PO should not be automatically dispatched to the vendor via email or fax. And when it is printed, ensure that it is not mailed to the vendor.
8. The PO Obligated Amount should be entered as the remaining balance. For example, if the original PO had an Obligated Amount of $1200.00, and $800.00 had been expended as of 2/25/13, the obligated amount on the replacement PO would be $400. The PO Obligation Start and End dates should be entered as they were on the original PO. 2. While the Office of the State Comptroller strongly urges agencies to enter replacement Pos in the manner prescribed above to comply with encumbrance accounting procedures, it also recognizes the urgency for payments to be made and the processing required to complete transactions. Therefore, the Accounts Payable Division will allow the use of a non-PO voucher through March 31, 2013, with the following conditions:
9. Non-PO vouchers will be allowed for a one-time or final payment to pay for goods and services ordered before 2/26/13 and received by 3/31/13.
10. These vouchers must be entered, approved, budget checked and posted by 3/31/13.
11. The Voucher comments must contain the PO Business Unit and PO ID that had to be closed prematurely for the 9.1 upgrade. (Use the same format described in the replacement PO - no spaces or extraneous characters; beginning in the first position of the comment, enter the BU and PO ID without spaces or punctuation and include the leading zeros.)
12. No other waivers are granted. If the PO that was closed encompasses services to be provided through the end of the year, agencies are urged to set up a replacement PO as soon as PO access is restored after the 9.1 upgrade.

If you have any questions, please call the helpdesk.