Purchase Order Reconciliation Process

Last revised May 5, 2025

What is PO Recon?

PO Recon is a Reconciliation Process closes purchase orders. For this Fiscal Year End 2025, PO Recon will close Purchase Orders that have had no invoices or change orders since July 1, 2024.

Will I be able to see a list of POs that are going to be affected by PO RECON?

Yes. Click the link below, then click the Download button on the page, then skip the logins and click the link underneath that says Continue to Download.

Here are screen shots and instructions for how to download. You do NOT have to login to Dropbox and do not click the Continue button, just the link underneath.

Please call 352 392-1335 for assistance.

Click here for a list of POs to be closed for Departmental Review.

How to Use the Spreadsheet After Downloading:

Each department will be able to review the list by downloading the list above and filtering by PO Business Unit in Column A. For example, if you are in Chemistry, you can filter by PO Business Unit = 1612. You may also click on the By PO BU tab in the Excel Spreadsheet, then go down the column called Find Your PO Business Unit, then double-click on the number on the right to show a list of PO Lines in your PO Business Unit.

Note: The PO Open, PO Closed and PO Total Amounts on the PO Lines are not the invoiced amounts. They only show closed distribution amounts, open distribution amounts and total distribution amounts on POs.

For additional information in reviewing this report and evaluating whether or not to keep any POs open, please use the following reports:

1. In myUFL, please run the query UF_PO_OPEN_PO_BY_BU and enter your PO Business Unit (first four digits of your Dept ID). This PO has all open POs for your PO Business Unit and provides Supplier and Description, which may helpful. You may do a vlookup with POs to Close to identify which POs are on the list.
2. Enterprise Analytics > Access Enterprise Analytics > Click the Menu Icon then click on Content > Team Content > Financial Information > Purchasing > PO Detail Activity Summary
   • Enter date range
   • Enter PO Status = Dispatched
   • Enter PO Business Unit
   • Click Finish at the bottom
3. For POs created after November 2019, you can use myUF Marketplace search by PO to find invoice totals. Then use the settings wheel to add column headings for Invoice Total and Voucher ID. Export as Screen to export and Excel with Invoice Totals and Voucher IDs. Do a vlookup to identify which of these POs will close and see which POs have unpaid balances.

This report has PO lines as well as voucher IDs and voucher amounts. You may do a vlookup with the to identify POs to close and see total voucher amounts, if any.

Please call the Procurement Support Team at 352 392-1335 for assistance.

I want a PO to stay open, but it is on the PO RECON list. How can I make a request to keep a PO out of the PO RECON process and not be closed?

Please email procurement@ufl.edu with PO RECON in the subject. Please include the four-digit PO Business Unit, PO number, and a valid reason the PO should not be closed. These requests must be submitted to procurement@ufl.edu by Monday May 12, 2025.

An example of a valid business reason is “the equipment is still backordered”. UF is still going to receive and pay for the equipment in the future.

How can I see the status of a PO in myUFL?

1. To see the status of a PO, navigate in myUFL to Main Menu > Financials > Purchasing > Purchase Orders > Review PO Information > Purchase Orders and enter your PO Business Unit, which is the first four digits of your Dept ID. Here you will find all POs regardless of their status or age. POs in Complete status are closed and cannot be used to pay a vendor and have been relieved of encumbrance. POs in Dispatched status are open to have invoices paid against them. Completed POs do not appear on Enterprise Reporting Open Encumbrance reports.
2. If you have the UF FI Query Viewer role in myUFL, you can use this query to find your open purchase orders: UF_PO_OPEN_PO_BY_BU  Enter your PO Business Unit to get results.

Can my completed purchase order be reopened?

Reopening POs is rarely appropriate and is not a request that can be submitted via change request. If you have questions about policy, email procurement@ufl.edu.

My department has a multi-line PO that has been vouchered and has gone through PO RECON, but one line remains open for vouchering and is holding encumbrance. Why isn’t the last line closed?

POs that have multiple lines can be vouchered without using all lines of the PO. For example, a 5 line PO is used in a voucher. PO Lines 1-4 are vouchered against and Lines 1-4 are finalized. Line 5 has never been used in a voucher. When PO lines 1-4 were finalized, Line 5 was not affected. myUFL does not close Line 5 or release encumbrance since there is no indication the line is not wanted. So, it remains open with encumbrance. To request the “line 5” be closed and the PO be completed, you may close the PO in myUF Marketplace using this guide. Remember closed POs budget check overnight in myUFL to release encumbrances.

During the year-end process, do I need to finalize a voucher if my PO has already been closed by PO reconciliation?

No. POs that are closed should be relieved of all encumbrance. If an encumbrance appears to still be associated with a closed encumbrance, email procurement@ufl.edu with the PO BU, PO number, and a screenshot or attachment showing the encumbrance that was not relieved. Please put “Open Encumbrance” and the PO number in the subject of the email.