Purchase Order Reconciliation Process

Last revised 6/3/2019

What is PO Recon?

PO Recon is a process within myUFL which closes or completes purchase orders that meet specific criteria.  The criteria include POs that have been fully vouchered, fully matched and POs where the due-date has passed.  Additionally, POs which have had no activity for a certain time-frame will complete.  UF Procurement selects the date ranges (see below).

Prior to running the process, Procurement Services notifies campus of the schedule, criteria, and provides a list of POs that will be completed for review in advance of PO Reconciliation running.

PO Reconciliation Process Schedule

PO RECON will run several times during the year. The process will only complete POs with a due date in the past and have had no activity for quite some time. Purchase Order due dates should reflect when goods or the services are due or to be complete. The last activity date is shown for each scheduled reconciliation.

PO Reconciliation Run Date

PO Due Date Before

Last PO Activity* Date Before

PO List for Review

Tuesday,

February 12, 2019

2/11/2019 6/30/2018

Thursday,

April 4, 2019

4/3/2019

9/16/2018

Rescheduled
Monday,

April 15, 2019

4/14/2019

9/16/2018

Thursday,

June 6, 2019

 

6/5/2019

 

11/25/2018

PO_RECON_PREVIEW_LIST

***Cancelled***

Thursday,

June 20, 2019

6/19/2019 12/2/2018

*PO Activity is when a PO in myUFL/PeopleSoft is used by an activity in the Procure to Pay cycle like a change request or a voucher using the PO/PO lines.

Procurement Reconciliation Process Q and A

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

A list of POs to be completed in the process will be available on the Procurement Services website at least 5 days before the scheduled Recon date. Email notifications will be sent to multiple listservs such as UFACC, Requestor and Financial Approvers as well as posted in the myUF Market Organizational message. To sign up for the UFACC, visit this site http://www.fa.ufl.edu/departments/general-accounting/staying-informed/.

I want a PO to stay open, but it is on the PO RECON PO list. How can I make a request to keep a PO out of the PO RECON process?

Email procurement@ufl.edu with PO RECON in the subject. Please include the PO business unit, PO number, and a valid reason the PO should not be completed in the body. If applicable, provide a new due date. The due date should reflect when you expect the goods to be delivered or the services to be complete. Based on your request, the core office will update the PO Activity Date so it will be skipped by PO RECON. These requests must be submitted to procurement@ufl.edu by noon on the day PO RECON is going to run.

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. A new due date should be provided to the new estimated delivery date.

A purchase order from my department is on the list for PO reconciliation and isn’t needed anymore. What do I need to do?

Nothing! POs on the list will be completed by the reconciliation process and any remaining funds will be released. No action is required if you want the PO to close.

How can I see the status of a PO?

To see what status a PO is in, navigate in myUFL to Procurement > Purchase Orders > Review PO Information > Purchase Orders and put in your Business Unit. Here you will find all POs regardless of their status or age. POs in Complete status can’t be used to pay a vendor and have been relieved of encumbrance. POs in Dispatch status are open to have invoices paid against them. Completed POs do not appear on Enterprise Reporting Open Encumbrance reports.

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.

What happened to the funds that were encumbered on my PO before it was completed PO?

The funds should have released the encumbrances when the PO Recon process ran.

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 not indication the line is not wanted. So, it remains open with encumbrance. To request the “line 5” be closed and the PO be completed, send a Change Request to complete the PO in myUF Market (http://training.hr.ufl.edu/instructionguides/myufmarket/change_request_requesting.pdf) or wait until the remaining PO line ages enough for PO RECON to determine it should be completed based on age.

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

No. POs that are Complete should be relieved of all encumbrance. If encumbrance appears to be still 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.