Year End Procedures
FY2007-08
Year End Schedule for 2007/2008 
ENCUMBRANCE CLEANUP
Date: March 17, 2008
To: Account Managers
From: Lorretta A. Leavitt, University Controller
SUBJECT: ENCUMBRANCE CLEANUP
As you read in the recent memo sent out to you by Cathy Garcia, Manager, Contract and Procurement Management, outlining changes to the year-end process, only goods and/or services received by June 30, 2008 should be encumbered and paid out of current year funds. Your encumbrances should be reviewed to assure that is the case. Carry forward or re-allocation of any current year funds is subject to divisional policies and practices. You may contact your budget coordinator for guidance on how available current year funds will be treated.
You have been encouraged to perform periodic monthly or quarterly reviews of your open purchase orders to ensure they are being completed in a timely fashion, and that the money is spent within the same Budget year that the Purchase Order was initiated. We realize that has been a challenge as we work through the Oracle r12 Upgrade process. As we approach a new fiscal year with great uncertainty about budgets, it is increasingly important for each of us to know what we have spent so we know what we have available. Your account review should include ALL funds for which you have authority. Most of you only spend from the University Operating Fund 1006, but you may also have access to Lottery funds (Oracle Fund 4810) Continuing Education Funds (Oracle Fund 4411) or some other special or trust fund.
Contract and Procurement Management (CPM) continues to routinely review all open orders, but relies upon you to monitor your orders. Following is a guide for your convenience in reviewing and researching your open orders. If you have questions or need assistance, please contact CPM at extension 45243.
Here are some reports you may find helpful as you perform your review:
From SDSU GL Inquiry responsibility: SDSU Encumbrance Inquiry Report
From SDSU PO Inquiry responsibility: Requests -> Run-> Encumbrance Detail Report
Final Close Request: http://bfa.sdsu.edu/ap/finalclose.htm
Be sure all related invoices are paid before submitting this form!
If you have questions or need assistance, please contact CPM at extension 45243
Have all invoices for the PO been paid?
The final invoice must be PAID before the final close request form can be submitted. If the PO is finally closed before the final invoice has been paid, you'll need to submit a new requisition to Procurement to add a new line to the PO before the invoice can be paid.
How to determine if final invoice for the PO has been paid
If you know the invoice number, use the following method to determine if the final invoice has been paid:
Payables Inquiry > Invoices > Invoices > Invoices: Number > Find > Overview.
Check the Actual Payments section in the lower right side of the Overview window for the check number and date paid. If payment data is shown, the invoice has in fact been paid.
If you do not know the invoice number, use the following method to help determine if the final invoice has been paid:
Payables Inquiry > Invoices > Invoices
To check status of all unpaid invoices for a specific supplier, enter the supplier name into the appropriate field (Supplier>>Name). Select the Invoice Status>>Paid/Unpaid pull down menu, select Unpaid and select the Find button.
Tips for improving your search
- Do not enter the Purchase Order number to search because it will limit your search to ONLY invoices that have been matched to the PO. Entering the PO number may cause you to miss unpaid invoices.
- Always use percentage signs (%) as wild cards when searching by using an invoice number. (example: %1234%)
- Use the Dates fields if necessary to narrow to a specific time period.
- Use the Amounts fields to filter out canceled invoices (by using a .01 – 1,000,000 range). This is not advised if you are also searching for unprocessed credits.
Results
- If invoices have been paid you will see the amount of the payment reflected in the Amount Paid field.
- If the Distribution Total field is populated with red zeros (0.00) then the invoice has not yet been matched to the PO and has NOT been paid.
- If the Distribution Total field is populated with the amount of the invoice, it has been matched to the PO.
- If payment has been issued the Amount Paid field will be populated with the payment amount.
Encumbrance Cleanup Mar 20081.pdf
LAST UPDATED 3-18-08
07/08-08/09 REQUISITION SUBMISSION DATES
Attached are the Contract and Procurement Management Requisition Submission Dates for 2007/2008 and 2008/2009 fiscal year end/beginning requests. Please read the memo carefully, requests for goods and services will be reviewed to determine the appropriate funding year depending on the anticipated delivery date. Requests which will be delivered prior to June 30, 2008 should be charged to the 2007/2008 fiscal year and requests with long lead times extending past June 30, 2008 should be charged to the 2008/2009 fiscal year budget. Consider the delivery time when preparing your requisition. When you contact a vendor and know the delivery date or the lead time involved, please use the appropriate fiscal year funds.
NOTE: The 2008/2009 fiscal year period is now open. Please remember to indicate 08/09 at the beginning of each line on your requisition and update the GL date to 01-JUL-2008.
If you have any questions regarding this process, please feel free to contact me.
Thank You!
Cathy
Cathy Garcia C.P.M.
Manager, Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616
Phone: 619-594-4723
Fax: 619-594-5919
Click on link below for instuction on the 07/08 deadline.
Last updated 3-13-2008
The current fiscal year is FY2007-08, beginning July 1, 2007 & ending June 30, 2008. The next fiscal year is FY2008-09, beginning July 1, 2008 & ending June 30, 2009.
Each year Accounting Services prepares a “Schedule of Events” calendar listing deadlines and cut-off dates to close the fiscal year. Instructions for FY2007-08 are available below:
This page last updated
April 3, 2008
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