2. PURCHASE ORDER MANAGEMENT: The Life of a Purchase Order (Open to Close) PO JUN 2013

3. Scenario 1 Beginning Budget Balance $10,000 You want to purchase moving services for $9250 (to be encumbered in PMart) Remaining balance will be $750

4. Enter a Requisition Funds must be available in budget and REQ must be fully approved at all levels in the workflow in order to become a PO.

5. How can I tell when my PO is ready? Go to REQ and click on PR Approvals Tab - Or - Requisitions in Pending Workflow Status (may also narrow this search by Current Workflow step.)

6. Requisition becomes a PO and a number is assigned.

7. PO is posted in Spectrum and your budget is ENCUMBERED Beginning Balance $10,000 Budget Encumb. - 9,250 Remaining Balance $ 750

8. PO sent to Vendor PO received by vendor Order shipped/ or service(s) performed Order/service physically received by Dept. P-Mart receipt created (qty. or cost)

9. 1 st Invoice comes in, but not for the full amount of PO. Sold To: Georgia State University Invoice # 123XYZ 1/4/13 _____________________ Labor for Moving Services $ 1,000.00 Crates $ 399.40 Total Invoice$1,399.40 PO encumbrance is reduced by the amount of the invoice and expense column is increased.

10. Invoicing and Voucher Payments Invoice sent to Disbursements Voucher created for Amount of Invoice Voucher Approval requested from PMart Approvers Invoice Paid by check or EFT

11. PO is continually reduced until the last invoice has been paid. Beg. Budg.Balance $10,000 Budget Encumb. - 9,250 $1,399 Inv. #1 PO balance $7,851 $7,000 Inv.#2 PO balance $ 851 $ 851 Inv.#3 PO balance $ 0 (auto-close) Remaining Budget $ 750

12. When PO and INVOICE are not perfectly matched. POINVOICE

13. Scenario 2: Why is my PO still showing OPEN? Non-catalog PO entered for $98.56 and PO # assigned

14. ( 1) Goods Fully received (2) Voucher created from invoice and paid (3) PO Closed in PantherMart...

15. ... but why is my PO on the Open PO report in Spectrum? PO encumbrances by line total $98.56, but reversals total only $57. Spectrum thinks that you still plan to charge more expenses against your PO since you’ve only used $57 of your $98.56. You must contact Purchasing and have them to manually close your PO. (If not, the $41.56 will remain in limbo and is technically not spent.)

16. Scenario 3: What if Invoice Amount is > PO? Budget account balance is $750 Enter non-catalog PO for $700 Account Balance is now $ 50 Invoice and Voucher = $725 If voucher amount is approved, your account balance will be reduced by an additional $25 Account Balance is now $50 $25, not $50 INVOICE PO

17. Email notifications on? Which ones will be most helpful this time of year?

18. Run Purchase Order Queries Regularly (On the report, please note in the “Status” column, “A” stands for Approved, “D” is Dispatched and “PX” is cancelled.) PantherMart POs only Spectrum POs only GSU_PO_Open_Enc_By_Dept_Range GSU_PO_ENC_AND_VCHR GSU_PO_PAYMENTS

19. Preparing for June 14 th Deadline Consultant and Travel POs PMart Searches = Requisitions in Pending Workflow Status -Enter your Dept#, Check “Pending” box in Workflow Status, click GO and the list will populate - Click on REQ #, then PR Approvals tab POs in Pending WF Status - Enter your Dept#, click on PO Approvals tab Fully Invoiced POs Missing Receipts Travel Auth in Pending WF Status (May also use SHARED SEARCHES)

20. Preparing for June 14 th Deadline Payment Requests PMart Searches: -Payment Requests in Pending WF Status

21. WHAT ELSE DO I NEED TO KNOW ABOUT YEAR END? Q&A Response and Recap (from the Experts)