Year 2021 End of Year Procurement Calendar

Fiscal Year (FY) 2021 - End of Year Calendar Tasks:

Date

Task

4/19/2021

Departments to begin reviewing SpearMart and OMNI POs (non-AUX) and submit change request forms to cancel items no longer needed (ongoing). To close POs, send a spreadsheet with PO number and Supplier Name in PO number order to ChangeOrder@fsu.edu.  A separate Change Request Form is not required to close unneeded POs.

4/30/2021

Last day to request a purchase exceeding $75,000. This includes competitive solicitations, contracts, etc. Requests over $75,000 received after 4/30/2021 may not be processed in this FY depending on the procurement method determined.

Note: For emergency purchases required after this day, please contact Procurement Services directly.

6/1/2021

Last day to request PO Due Date Extension/Roll.

6/7/2021

Last day to request purchases over $10,000 and under $75,000 that require quoting. Requests over $10,000 and under $75,000 received after 6/4/2021 may not be processed in this FY.

Note: For emergency purchases required after this day, please contact Procurement Services directly.

6/15/2021

Contracts not in pending approval status by 5:00 pm may not be processed in this FY.

6/22/2021

Requisitions or Change Order requests not in approved status by 5:00 pm will be cancelled and the requester must create a new Requisition/Change Order requests in the next FY or during pre-entry. FY22 requisitions must only be entered during pre-entry period or in the new FY.

6/23/2021

Pre-entry window for all FY22 requisitions begins at 8:00 AM, including Research Foundation funds, maintenance orders, internal auxiliary requisitions, and SpearMart orders.

6/28/2021

Pre-entry window for FY22 requisitions ends at 5:00 PM and requester and non-procurement buyer roles will be temporarily suspended. Access will be restored on 7/6/2021.

6/28/2021

Last day Procurement Services will process approved FY21 requisitions to purchase orders that were approved by 6/22/2021. Contact Procurement Services for FY21 emergency needs.

7/6/2021

Departments can begin submitting requisitions and Procurement Services to resume normal processing of all SpearMart POs including change orders in the new FY, tentatively.

 

PO ROLL PROCESS

  • Due Date will be used as a criterion for closing or rolling PO’s this FY.
  • Departments should use the available queries (see RESOURCES section below) to review their PO’s as early as possible and send a list of PO numbers to be closed to ChangeOrder@fsu.edu.

How will purchase orders be handled for FY end?

  • At FY 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 FY.
  • As indicated last year, blanket PO changes should be limited to one necessary change only, including extending the due date. Please contact Procurement Services if you require changes to blanket orders.
  • POs that have had no activity for the past fiscal year will not be rolled. If there is a need to roll a PO that meets this criteria, please contact Procurement Services.  This excludes Research and Construction POs. Due to system limitations, PO due dates cannot be extended once the due date on the PO has passed.

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.
  • Must have the Last Activity Date on 4/23/2021 or later.
  • Must not have open distribution lines with closed project chartfields.
  • Must not be fully received and fully matched.
  • POs with Due Date after June 22, 2021 (excluding Research “R” and Construction POs).

How do I review my outstanding purchase orders?

  • Queries are available to help you manage your purchase orders. See RESOURCES section below.

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 6/1/2021 to ChangeOrder@fsu.edu.

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

Contact Accounts Payable (AP)

If a department receives an invoice that is dated after the PO Closed due to year end, and it matches the Purchase Order, the department can proceed to enter a Payment Request Form(eprf) through August 31, 2021. Departments should reference the PO# and Receipt # (when applicable). Questions regarding this process can be sent to CTL-AccountsPayable@fsu.edu.

Contact Procurement Services

If a department receives an invoice that is dated after the PO closed due to year end and it does not match the Purchase Order. Examples: Dates Of Service (DOS) are not within PO dates, Prices do not match PO, Item(s) do not match PO.

Payment Request(s) will be denied if it does not reference Purchase Number or match the Purchase Order.

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.

RESOURCES

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 FY21. You may continue to submit requisitions for any amount through 6/22/2021, 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 FY21 Blanket PO’s by 8/31/2021 unless departments specify that they be closed by request prior to that date.

Procurement Services Contacts can be accessed here.

QUERIES

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 6/1/2021 or your PO may not be rolled.

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

FSU_PO_LN_RECV_WITH_NO_VOUCHER – PO line received without voucher (by Dept. ID and PO date range)

FSU_PO_LN_RECV_W_NO_VCHR – PO line received without voucher (by Dept. ID, PO date range, PO No., Supplier ID, and Processor Code)

PRE-ENTRY

Pre-Entry will be 6/23/2021 - 6/28/2021.  If any urgent need orders are required between 6/23/2021 - 7/2/2021 please contact Procurement Services or use your PCard for allowable purchases. Any of these purchases will use next FY funds.