SOFTWARE THAT WORKS | SINCE 1984
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I have a Purchase Order that should have been closed, but it is still in the active files after BUDGET CLOSE. What should I do?

Assuming the Budget Year was 2016, do the following:
1. Make sure all the Voucher entries for the Purchase Order are marked “P”aid and have a valid date (PRIOR TO THE BEGINNING OF THE NEW BUDGET). The purchase order was probably not closed because one or more vouchers did not have a date OR were not marked “P”aid.
2. Click on the Browse button in the Voucher Form. Enter the Purchase Order Number in the “FROM ” and “TO” value ranges to select that Purchase Order. Click “BROWSE NEW FILTER”. Enter a capital “Y” in the PREYEAR field and “2016” in the BUDGETYR field for all vouchers associated with the 2016 Purchase Order. This must be done on the BROWSE screen.
3. You must remove the “Y” from the “Carryover Funds?” field in each 2016 voucher record. You can only do this on the data entry screen. From the BROWSE screen, press CTRL+W to select the record. Click EDIT and remove the “Y” from the “Use Carryover Funds?” field. Click SAVE.
4. Go to the Maintenance menu and select “Recalculate Current Balances”. Select “Yes” to recalculate the Carryover Amount in the Expenditure Master File.
5. You must now remove the CARRYOVER AMOUNT from the Purchase Order record. Open up the Purchase Order form and locate the 2016 purchase order. You can locate the Carryover purchase orders quickly by selecting “Previous Year” as the P.O. Status on the P.O. Browse Selection screen. Select the purchase order record, click EDIT and remove the CARRYOVER AMOUNT (enter ZERO). Click SAVE.
6. Click on the Browse button in the Purchase Order Form. Enter “2016” in the BUDGETYR field for the 2016 Purchase Order. This must be done on the BROWSE screen.
7. Go to the Maintenance menu and select “Recalculate Current Balances”. Select “Yes” to recalculate the Carryover Amount in the Expenditure Master File.
8. Go to the Maintenance menu and select “Recalculate YTD Totals for a Previous Year”. Select 2016 as the Budget Year. This procedure will recalculate the YTD totals and move the 2016 purchase order and voucher records from the Active Files to the Previous Year Transaction files.