Frequently Asked Questions

UF Procurement

The staff at Procurement Services is dedicated to excellence in customer service in support of the purpose and goals of the University of Florida. Please do not hesitate to contact any purchasing coordinator with questions you may have. For contact information, please see the Procurement Staff page.

For information about vouchering or travel, please visit the Disbursements web page.

For PCard FAQs click here.

Purchase Orders

Change Orders

Vouchering


Purchase Orders

When can I use an Amount Only PO for Goods?


To assist UF departments with certain recurring purchases from some of our most frequently used vendors, Procurement Services allows the use of Amount Only POs for Goods (formerly known as Blanket Purchase Orders).

In myUF Market, these orders are created using the Amount Only PO for Goods form (guide to appropriate form use). Amount Only POs are NOT allowed for myUF Market Enabled Vendors.

The minimum amount for which an Amount Only Purchase Order for Goods will be opened is $1,000.

Suggested language for Amount Only Requisition Description:
“Amount Only PO for the purchase and delivery of lab supplies such as gloves, petri dishes and pipettes, with a unit price of less than $1,000 each.
Effective: 7/1/13 – 6/30/14
This is for encumbrance purposes only, releases will be made as needed by authorized department personnel to include: Dr. A Gator, Dr. Ima Genius, Grad U. Ate”

Remember: Amount Only POs for Goods are for non-capital (non-Asset) supplies only. Services should be procured with the services form.

How do I see when and how my PO was dispatched?


In myuf Market, use the Search drop-down menu to look up the PO in question. When the PO comes up, on the right hand side, in the section marked Document Status, it will show how and when the PO was dispatched to the vendor. You can get more information by clicking on the History tab.

How much is left to be paid on a purchase order?


In myUFL, navigate to Accounts Payable > Review > Interfaces > Purchase Order Inquiry. Click on advanced search and enter your business unit and PO number.

This screen displays the PO by line (make sure you click on ‘View All’ to see multiple lines), including any change orders to the original PO amount and any vouchers and/or receipts input against the purchase order. Don’t forget to remove the amounts for deleted vouchers.

This screen will also tell you if a PO has been finalized at a voucher. The finalized voucher will have a ‘Y’ under the heading ‘Finalized Distribution’.

There are also 2 Enterprise Reports to assist you with identifying open POs:

1. Delivered reports are placed under the Enterprise Reporting menu item in myUFL each month. Hover over the report types to see the funds included.
2. Or you can run the prompted Open Encumbrance Summary report at Enterprise Reporting > Access Reporting > Public Folders > Monthly Financial Reports. Choose the type of report that best describes your budgetary cost center (department report, fund report, sponsored program report, etc.). Complete the prompts and click OK to run the report. This report is updated every couple of days.

To learn more about reporting tools available to assist with monthly reconciliation, attend training on PST130 Departmental Reconciliation’s by signing up through the Training and Development link under My Self Service in myUFL. For more information on training and development, visit the HR website under Learn and Grow.

Why can’t I finalize a PO that has been ‘Fully Liquidated’?

A Liquidated PO is no longer encumbering any money. You can’t finalize it because the PO has already released all the funds back to your budget. This means the PO has either been closed, cancelled, or finalized on the last voucher.

Why can’t I get my PO to complete?

In myUFL, POs are completed (closed) through the PO Reconciliation Process. For more information on this process, please refer to the PO Reconciliation page.

PO Activity Summary is not an appropriate tool to see if your PO is open or closed. This screen is connected to AP and will only show the difference between the original amount of the PO and the vouchered amount and should not be used to see your open or closed POs.

For Active POs that have not been vouchered against: For an active PO that has not been vouchered against please send a change request form to Procurement asking that the PO be cancelled. There is a two business day turn over time for processing requests.  Rush requests should be sent to procurement@ufl.edu with a valid business reason.

For Active POs that have been vouchered against: If your active PO has been vouchered against, please finalize the last voucher on the PO to release any remaining money. For help with the finalization process please contact Disbursements at disbursements@ufl.edu.

For Active CYFWD (Carry Forward) POs: If you have a CYFWD PO still holding an encumbrance and you no longer need it, please use the change request form to complete this PO. Mark the Box that says “Complete this CYFWD PO…” and fax or email the form to Procurement. There is a two business day turn over time for processing requests.  Rush requests should be sent to procurement@ufl.edu with a valid business reason. Money from your CYFWD PO will be released into your current year CYFWD account.

If your PO is already closed/cancelled/finalized, but is still showing in KK or on your Open Encumbrance Report please contact procurement@ufl.edu for help.

Where can I see the statuses of all purchase orders in My Business Unit in myUFL?

Navigate to: Procurement > Purchase Orders > Review PO Information > Purchase Orders. Enter the Purchase Order Business Unit and click search.
To narrow to a specific status (such as to see all POs that are Complete in a given BU) drop down the PO status menu and choose a status. Then click search.

How do I change chartFields on encumbrances (purchase orders)?
Changing the chartfield on an encumbered voucher to something different from the chartfield on the purchase order causes problems with commitment control, budget errors and causes data integrity errors in reporting.

Best business practice is to establish an encumbrance on the specific chartField string which will be used to make the payment. When this is not possible, there are two options:

1. Voucher the payment on the encumbered chartfield string. Then process Journal Entry to move the expenditure to the appropriate chartfield string. For information on processing Journal Entries, contact gahelp@admin.ufl.edu.
2. Cancel the encumbrance and create a new one on the correct chartfield. Be sure to use the Confirmation Purchase Request form and supply a valid justification and, in this case, the original PO number.

“This PO replaces PO XXXX-XXXXXXXXXX – Original PO set up on wrong chartfield.”

Please remember that a PO created using the Confirmation Purchase Request form will not be sent to the vendor.

How can I add a contract to my PO?

Contracts may be added to a requisition in myUF Market by selecting a supplier with an associated contract. To search for a contract using the search field in Shop at the Top in the Home page, use the instruction guide Using a Contract in myUF Market. Each contract contains helpful ordering instructions.
To browse contracts, use the instruction guide, Browsing Contracts in myUF Market from the Contracts Menu to use the icon on the menu on the left. Most contracts will be automatically added to the cart per the supplier selected. To select a contract when a supplier has more than one, use the guide, Selecting a Contract Within a Cart in myUF Market.
For more guidance, please see the Contracts page.

Change Orders

How do change orders work?

To request changes to existing Purchase Orders in myUFL, complete the Change Request form available within myUF Market; on the Home Page, click on the Change Order Request form at the top. Please take care in completing the form. In order to ensure changes are made appropriately, each request must include the action to be taken, the vendor, and complete contact information. Requests are generally processed within 2-3 business days. Change Order Instruction Guide

What you can change: Quantity, unit price, total amount, due date, and description.

What you cannot change: Vendor, any chartfield information (this includes account code, department id, flex code, project number, etc.), or business unit.

To change the vendor, cancel the PO and create a new requisition.

You also cannot:

  • Add PO lines or distribution lines to existing purchase order.
  • Cancel a PO that has been vouchered against (finalize and budget check the last voucher in order to have the encumbrance released; contact disbursements@ufl.edu for help with the finalization process).When requesting a purchase order be cancelled, please make sure there are no receipts or vouchers against that PO. To release the remaining encumbered funds on a PO that has been vouchered against, finalize the last encumbered voucher paid and then budget check the voucher.

For help with finalization of vouchers please contact disbursements@ufl.edu or call (352) 392-1241.

What do I do if my PO has the wrong chartfield information?

Changing the chartfield on an encumbered PO or voucher to something different from the original chartfield on the purchase order causes problems with commitment control, reporting, and budget errors.

Best business practice is to establish an encumbrance on the specific chartfield string, which will be used to make the payment. When this is not possible, there are two options:

1. Voucher the payment on the encumbered Chartfield string. Then process a Journal Entry to move the expenditure to the appropriate Chartfield string. For information on processing Journal Entries, contact gahelp@admin.ufl.edu.
2. Cancel the encumbrance and create a new one on the correct chartfield. Be sure to use the Confirmation Purchase Request form in myUF Market (see the Guide to Appropriate Form Use for help) and to enter into the description area the justification:

“This PO replaces PO XXXX-XXXXXXXXXX – Original PO set up on wrong chartfield.”

Please remember that a PO created using the Confirmation Purchase Request form will not be sent to the vendor.

What do I do if my PO has the wrong vendor?

Please read this entire answer before proceeding.

Once the PO has been sent to the vendor, the vendor on that PO cannot be changed.

First, determine if you need to contact the vendor or not to cancel the order. If so, contact the vendor that the PO was originally made out to and cancel the order, then cancel the encumbrance (by submitting a PO Change Request) and create a new requisition to the correct vendor.

If you have already received your order, then be sure to use the Confirmation Purchase Request form in myUF Market (see the Guide to Appropriate Form Use for help) and to enter into the justification field:

“This PO replaces PO XXXX-XXXXXXXXXX – Original PO set up to the wrong vendor.”

Please remember that a PO created using the Confirmation Purchase Request form will not be sent to the vendor, but will only make an encumbrance to pay against. If you need to place a new order, please use the appropriate form for what you are buying (see the Guide to Appropriate Form Use for help).

Can I use the PO Change Request Form to make changes to travel authorizations?
No. A PO Change Request form can only be used to make changes to existing POs. Please contact travel@ufl.edu to make changes to TAs.

Can I use one Change Request Form to make changes to multiple POs?

No. Please use a separate form for each PO you wish to change. If you are going to only close multiple POs at once, you may use the PO Excel Template for Closing Multiple POs to list them, instead of submitting multiple forms. Please send completed spreadsheet to procurement@ufl.edu.

How will I know my change order has been processed and how long will my request take?

Navigate in myUFL to Procurement > Purchase Orders > Review PO Information > Purchase Orders and search for your PO by business unit and PO number. Next to the PO number you will see the change orders have been done against that PO and you can also see the new total(s) on the PO. Change Requests are generally processed within 2-3 business days.

 

Vouchering

Whose charge is this? (Erroneous vouchering of POs)

*Before navigating through PeopleSoft, make sure that you have the appropriate role of UF_FI_UNIVERSAL_INQUIRY. If you do not, you will not be able to follow the navigation. Contact your DSA and have this role added for you.

In myUFL navigate to Accounts Payables > Vouchers > Entry > Regular Entry. Enter the voucher number under the Find Existing Value tab and click search. Click the link ‘Voucher Attributes’ to find the UFID of the person who created the voucher.

If the voucher truly doesn’t belong to you, you will need to contact the Disbursements Department at disbursements@ufl.edu for assistance.can