1. Purchasing and Distribution Services Procurement Updates
FAR Meeting – August 26, 2015

2. 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

3. 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.

4. 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

5. 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

6. 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!!!

7. Contact Information
Primary: send an to Purchasing at
Contact department assigned Procurement Specialist (click here for list)
Contact Front Desk at ext. 4060

8. Resources: Purchasing Website:
Purchasing PeopleSoft Forms:
Purchasing PeopleSoft Instructional Guides: