Year End Instructions Susan Banasiewicz Aasis Service Center

Fiscal Year-End Deadlines All agencies must clean up purchasing documents before year- end to properly reflect their procurement spend for FY 2014 by: ▫Eliminating unwanted Purchase Orders (POs) ▫Closing open Purchase Requisitions (PRs) ▫Reducing open Funds Reservations ▫Deleting PO lines with discontinued account assignments (those carrying Cost Center, WBS Element, and/or Internal Order), which will no longer be valid in the new fiscal year ▫Held and Blocked POs ▫Held PRs

AASIS Service Center (ASC) will carry forward open commitments where there is sufficient budget and/or appropriation in the new fiscal year to cover the commitment. NOTE: Agencies should be aware that POs and commitments carried forward into FY 2015 must pass a FY 2015 budget validation or they will be reversed and deleted in FY 2014 by ASC prior to the system being available for normal operations on Monday, July 7, 2014.

Exclusions from carry forward: No held or blocked POs will be carried forward from FY 2014 to FY No PRs will be carried forward from FY 2014 to FY Unless they are 45 day eligible, no POs created prior to FY 2014 will be carried forward, even if line items were added in FY POs created in FY 2014 will be carried forward only if sufficient budget and/or appropriation exists in FY 2015 to support the entire document.

A Goods Receipt (MIGO) transaction must not be keyed unless goods or services have actually been received. An Invoice Receipt (MIRO) transaction must not be keyed unless invoice has actually been received. POs which require account assignment information changes (Cost Center, Internal Order, WBS Element, Asset number, and/or G/L Account)in order to close out not carry forward ▫Delete existing line with incorrect data ▫Add new line for desired account assignment

Agency Responsibilities Clear by posting or deleting all parked, saved as complete, held or blocked documents and invoices prior to June 30, Any documents remaining in parked status on June 30, 2014 prior to the start of the final payment run will be deleted by DFA – Office of Accounting. GR/IR items should be reviewed. Any old items should be researched and processed to completion through an invoice receipt or through the reversal of receipts (if paid in another manner), etc. This activity should be completed early in June If you have done a Goods Receipt but paid via Direct Invoice, contact your CAFR liaison to do a separate transaction. Document this within your PO

If your Outline Agreement has a validity date later than 6/30/2014, it will show on the transparency website. If that is not correct, make your edits. POs containing assets will not be carried forward ASC will close any PO with assets that has only a goods receipt or has been otherwise capitalized

End of Year calendar Monday, June 30 DFA personnel will be conducting year end related activities during this time period. Agency personnel will be locked out of the AASIS system. Monday, July 7 AASIS Service Center opens FY2015 period 1 for posting AASIS Service Center unlocks user roles by 7:00 AM to begin normal operations.

CRITICAL TRANSACTIONS ZOPENREQ – list of open PRs MB5S – Display list of GR/IR balances ZPO_OPEN_INV – list of PO with open invoices ZPO_PARTGR_IR – PO partially received and/or invoiced ME52N – close or delete PR ME22N – close PO ME2K – Purchasing Documents per Account Assignment ME5K – List Display of Purchase Requisitions

ZOPENREQ OPEN PRs

MB5S GR/IR BALANCES

ZPO_OPEN_INV PO WITH OPEN INVOICES

ZPO_PARTGR_IR - PO PARTIALLY REC’D AND/OR INVOICED

ME52N CLOSE OR DELETE PR

ME22N CLOSE PO

Additional Transactions used for yearend cleanup: Outline agreements must be output in ME9K Outline agreements must have validity dates opened in order to close outstanding POs and then changed back. If Outline agreement has validity date passed 6/30/2014, it will show on the transparency website. – Change OA ME32K Call OSP buyer if a statewide contract Where Do You Go To Look At Your Budget And View The Commitments? The Actual Budget report - Transaction Y_BCS_ The Open Commitment Item report – Transaction ZCMT

What Reports Can You Run To View Your Open/Held Purchase Requisitions? List Display Of PRs – Transaction ME5A List Display Of Open PRs – Transaction ZOPENREQ What Reports Can You Run To View Your Open/Held/Blocked POs? Display List Of GR/IR Balances – Transaction MB5S Purchasing Document Per Document Number – Transaction ME2N Purchasing Documents Per Account Assignment - ME2K

What Reports Can You Run To View Outline Agreements and their Release POs Purchasing Document Per Document Number – Transaction ME2N OSP B--Annual Minority Report - Transaction ZMM12 What Reports Can You Run To View Expiring Outline Agreements Purchasing Documents Per Document Number - ME3N POs With An Open Invoice – Transaction ZPO_OPEN_INV POs That Have Been Partially Received and/or Invoiced - ZPO_PARTGR_IR. What Reports Can You Run to Find Invoicing Errors? Vendor Line Item Display Report – Transaction FBL1N PO Vendor Payment Report – ZPOVP

What Reports Can You Run to Find Open AP Documents that are committing budget in error? Open Commitment Report – Transaction ZCMT Display Parked Document Report – Transaction FBV3 Parked Vendor Invoices – Transaction ZFI_PARKHELD_RPT Open Item AP Report – Transaction ZOPENITEMAP The Actual Budget Report – Transaction Y-BCS_ Change PR – ME52N Change PO – ME22N Delete Parked Invoice Documents – FBV0 Delete Parked Invoice Documents – Transaction FBV2 Reversing A Posted But Unpaid Direct Vendor Invoice Or A Direct Vendor Credit Memo – Transaction FB08 Reversing A Posted But Unpaid Logistics Vendor Invoice Or A Logistics Vendor Credit Memo – Transaction MR8M. Clearing Vendor Open Items For A Logistics Invoice – Transaction F-44 Change An Unpaid Logistics or Direct Vendor Invoice Or A Logistics or Direct Vendor Credit Memo – Transaction FB02 What Reports Can You Run To View Vendor Status, i.e. Blocked/Deleted - Display Vendor - Transaction XK03

Points of Contact Click on the “Help” section Select “AASIS HELP” Enter “POVIC” in the “Terms” field. Click “search”

Points of Contact For AASIS courseware regarding PO and Invoice Clean-up : ▫ESS is found at ▫Go to Learning, Arkansas State Employee Training Program, AASIS training, Materials Management, Procurement, POVIC (PO and Vendor Invoice Cleanup),Reference materials – procurement, open items: POVIC, user manual If you have any questions regarding AASIS transactions, please call the AASIS help desk at (501) or log a help desk ticket.