Fiscal Year End Purchases

It’s that time again!  Don’t wait to get your requisitions and purchase orders completed before the end of the fiscal year.

All items and services MUST BE ON A PO AND RECEIVED by close of business on Monday, August 31st in order to be paid with FY 2014-2015 budget dollars.

The members of the budget control and purchasing departments will work diligently to meet all your procurement needs – ACT NOW before the end of the year rush!

Important dates for the end of Fiscal Year 2014-2015

All requisitions related to FY 2014-2015  must be approved by all required approvers before the close of business on Wednesday, August 26, 2015.

All requisitions related to FY 2014-2015 must be for goods DELIVERED (not just on order) or services RENDERED on or before August 31, 2015.  Grant-funded accounts are governed by their respective grant calendar.

If you use Banner form FOAUAPP for approvals you may approve out of order by un-checking Next Approver and then next block.
If you use SOS for approvals you may approve out of order by selecting “All documents which you may approve”.

If you have any questions, please do not hesitate to contact anyone in Contracts & Purchasing Services for assistance or email us at contracts.purchasing@sjcd.edu.
 

Purchasing Notice and Tips

Important dates for the end of Fiscal Year 2014-2015

 

All requisitions related to FY 2014-2015 must be approved before the close of business on Wednesday, August 26, 2015.

  All requisitions related to FY 2014-2015 must be for Goods DELIVERED or Services RENDERED on or before Monday, August 31, 2015.

If you use Banner form FOAUAPP for approvals you may approve out of order by un-checking Next Approver and then next block.

If you use SOS for approvals you may approve out of order by selecting “All documents which you may approve”.

Even if you approve out of order all approving authorities must complete the approval process.

Any requisitions related to FY 2014-2015 not fully approved by 5:00 PM on August 26, 2015 will be disapproved and thereby cancelled. *

* Only requisitions / purchase orders utilizing Bond funds and some Grant budgets are exempt from these restrictions.

PCARDS

All P-Card transactions (card swipes) through 08/31/2015 will be posted to the FY 2014 – 2015 budget. Transactions occurring on or after September 1st, 2015 will be charged to the FY2015-2016 budget.

 

How to Close Existing Purchase Orders FY15

In order to close the books of the College, all existing Open Purchase Orders will have to be examined to determine if the Purchase Order is awaiting payment or has a residual amount to be closed.

 

The Originator will make that determination through the following process:

 

  1. Banner Form FPIOPOF – Open Purchase Orders by FOAPAL Form.
  • Enter your Fund and Organization codes at the top of the form and Next Block. This will list all the open purchase orders under the above Organization and Fund. Write down the document numbers of these open purchase orders.
  1. Banner Form FGIENCD – Detail Encumbrance Activity Form.
  • Enter each open PO number from above. This form will indicate that the status is ‘O’ for open.
  • Enc: is the original amount of the purchase order.
  • Liq: is the liquidated or paid amount of the purchase order.
  • Balance: is the remaining balance of the purchase order. This is the most important field. If there is an amount greater than 0 (zero) in this field, then the following decisions have to be made:

Are there outstanding invoices equal to this balance to be paid?

  • If the answer is yes, then you must submit the invoices to Accounts Payable for payment and make sure that a receiver has been completed if this is a regular purchase order. The receiver is not required for a standing purchase order.
  • When approving a final invoice you may write OK To Pay And Close on the invoice.  Accounts payable will pay the invoice, close the PO which returns any remaining balance back to the original budget.
  • If you do not expect any further invoices, please e-mail the appropriate buyer and ask them to close the purchase order. The buyer can be found using Banner Form FPIPURR and entering the purchase order number. The buyer is listed on the first screen next to the Buyer Code on that form.

 

Below is contact information for the buyers in the Purchasing department

Randi Faust, Manager                    281.998.6106              Randi.Faust@sjcd.edu

Charity Simpson, Buyer                  281.998.6328              Charity.Simpson@sjcd.edu

Angela Klaus, Buyer                      281.998.6327              Angela.Klaus@sjcd.edu

Genevieve Scholes, Sr. Buyer       281.998.6349              Genevieve.Scholes@sjcd.edu