Purchase order closures and change orders suspended July 1 – 12, 2023

    June 7, 2023

    Summary

    • Action required: All requisitions and change orders must be fully approved by Friday, June 30, 2023, for inclusion in the FY23 commitments and obligations.
    • Departments should not submit or approve change orders between July 1 - July 12, 2023.
      • Change orders in progress as of 3 p.m. on Friday, June 30, 2023 will be canceled.
      • Departments are encouraged to create new purchase orders (POs) rather than change orders when a service line PO has exhausted available funds or requires different COA segments.
    • Procurement will not close FY23 purchase orders between July 1 - July 12, 2023.
    • Procurement performed a mass close of fully paid purchase orders last week for POs created prior to April 2022 and with no changes or invoice activity since July 13, 2022. If you find that a closed PO must be reopened, send a request to Procurement by Friday, June 23, 2023.  Purchase orders cannot be reopened after June 30.
    • Procurement will roll forward any FY23 PO with an open balance after 5:00 p.m. on Wednesday, July 12, 2023.

    Details

    To prevent potential accounting issues, Procurement will not close FY23 purchase orders between July 1 - July 12, 2023.  A new validation will prevent Department business offices from submitting or approving change orders during this period. Change orders in progress as of 3 p.m. on June 30, 2023, will be canceled by Procurement. Suspending closures and change orders will maintain the accuracy of obligation ledgers as the fiscal years are changing. 

    After 5 p.m. on Wednesday, July 12, Procurement will roll forward any PO with an open balance created prior to July 1 to the new fiscal year. This will make the PO’s Budget Date July 1, 2023. Departments should not approve any Procurement transactions (e.g., requisitions, supplier invoices, etc.) between 5 - 11 p.m. on July 12.

    Procurement will resume closing purchase orders beginning Thursday, July 13, 2023. 

    As grants commonly close as of June 30, departments are encouraged to create new purchase orders with new COA segments for service line POs tied to expiring grants. New purchase orders, rather than change orders, are also recommended in cases where a service line is increased by a substantial amount.

    Procurement performed a mass close of fully paid purchase orders last week for POs created prior to April 2022 and with no changes or invoice activity since July 13, 2022. To review POs that were closed, run the Find Purchase Orders by Cost Center – Yale report with the criteria below:

    • PO Status = Closed
    • Payment Status = Fully Paid
    • Last Functionally Updated On or After 05/30/2023, 12:00 AM
    • Last Functionally Updated On or Before 05/30/2023, 14:00 (2 PM)
    • Uncheck the Exclude Closed POs checkbox

    If you find that a closed PO must be reopened, send a request to Procurement by Friday, June 23, 2023. Purchase orders cannot be reopened after June 30.