Departmental Year End Preparation Guide - FY19

Fiscal Year (FY) 2019 - End of Year Calendar Tasks:

Date Task
5/3/2019 Last day to submit requisitions exceeding $75,000 or require internal or external approvals. Requisitions over $75,000 received after 5/3/2019 may not be processed in this FY. Note: For emergency purchases required after this day, please contact Procurement Services directly.
6/7/2019 Last day to have fully completed PCard application and training to ensure receipt of card before year end.
6/7/2019 Last day to enter requisitions over $10,000 and under $75,000 that require quoting and internal approvals. Note: For emergency purchases required after this day, please contact Procurement Services directly.
6/21/2019 Requisitions and Change Order requests not in approved status by 5:00 pm will be cancelled and the requester must create a new requisition in the next fiscal year or during pre-entry.
6/24/2019 Pre-entry window for all FY20 requisitions, including Foundation funds, opens. (maintenance orders, internal auxiliary requisitions, and SpearMart orders)
6/26/2019 Pre-entry window for FY20 requisitions ends at 5:00 PM and requester and non-procurement buyer roles will be temporarily suspended. Access will be restored on 7/1/2019.
6/26/2019 Last day Procurement Services will process approved FY19 requisitions to purchase orders that were approved by 6/21/2019. Contact Procurement Services for FY19 emergency needs.
7/1/2019 Procurement Services to resume normal processing of all SpearMart POs including change orders.
7/1/2019 Departments can begin submitting requisitions in the new year.


Complete FY end Calendar can be accessed here.

Deadlines stating "Last Day” refer to the last day in which we may be able to guarantee processing in FY19. You may continue to submit requisitions for any amount through 6/21/2019, but there is no guarantee that they will be processed.

If something is critical, please contact Procurement Services and we will work with your department on any urgent requests. Solicitation processes will still continue; however, the requisition will be entered next FY if the solicitation hasn't been awarded prior to the posted year end dates for requisition processing.

Procurement Services will close FY19 Blanket PO’s by 8/31/2019 unless departments specify that they be closed by request prior to that date.

Procurement Services Contacts can be accessed here.


Due Date will not be used as a criterion for closing or rolling PO’s this FY.

Departments should use the available queries to review their PO’s as early as possible and send a list of PO numbers to be closed to


FSU_PO_ENCUMBRANCE_BY_PO_ID – Obtain a list of POs with encumbrance summed by PO ID

FSU_PO_PENDING_RECEIPTS – All items not yet received by Department ID

FSU_DPT_PO_WITH_RECVRS_VCHRS –Detailed information about all POs on a chartfield combination.

FSU_PO_AMT_BY_DEPTID_DATERANGE – Identifies all POs in all statuses for a particular department ID

FSU_PO_PAST_30_DAYS – Identifies POs 30 days or more past the due date. Check with your supplier to ensure that the goods and services will be received prior to 6/1/2019 or your PO may not be rolled.

FSU_PO_DTLS_W_TYPE – Details about POs and current status of receipts, payments, etc.


Pre-Entry will be 6/24/2019 - 6/26/2019.  If any urgent need orders are required between 6/24/2019 - 6/26/2019 please contact Procurement Services or use your PCard for allowable purchases.


How will purchase orders be handled for year-end?

At year-end, OMNI will be used to roll “qualified” purchase orders forward to the new fiscal year. PO Rolling means that the remaining dollar amount of the existing purchase order will be encumbered in the new fiscal year.

Which purchase orders will qualify to be rolled?

  • Must be in dispatched status and successfully budget checked.
  • Must not have a receipt imbalance (in either quantity or amount) with a voucher. i.e., all vouchers and receipts must have been associated by an exact match.
  • Must have an encumbrance balance greater than $100 OR must have the Last Activity Date on 4/26/2019 or later.
    Must not have open distribution lines with closed project chartfields.
  • Must not be fully received and fully matched.

How do I review my outstanding purchase orders?

  • Queries are available to help you manage your purchase orders for year-end. See Queries available above.

What do I do after reviewing my purchase orders?

  • Please submit a complete list of all PO’s to be closed and not rolled through COB 6/21/2019 to

What should I do if I get invoices for POs that were closed or cancelled?

  •  Please submit a payment E-PRF to Accounts Payable and reference the cancelled or closed PO number.

What should I do if it is past the deadline to submit a requisition and I have an urgent procurement need?

  • If an urgent need arises during the period that requisitioning is closed, please contact Procurement Services or use your PCard. PCard purchases must follow University guidelines. Contact PCard Administrator to obtain a waiver/exception for emergency situations.