Transform Purdue announces Procurement pause dates

Data preparations are underway for the July 1 go-live for the General Ledger (Finance) transformation project, and the transformation team wants to make faculty and researchers aware of the upcoming Procurement pause dates (the last day a transaction can be performed or approved through the current process and system).

Pause dates are being implemented to reduce data conversion risk. Departments are requested to review the pause dates and adjust their finance activities accordingly. Here are some key dates to consider when planning purchases:

* For purchases that need to be made during this fiscal year, May 9 is the last day to process routine catalog order requisitions through Ariba. Requisitions must be fully approved by 5 p.m. May 9. All open requisitions should be approved or denied. Purdue will pay vendors and close purchase orders by June 27.

* Ariba is expected to be available again after conversion activities are complete.

Additional procurement-related pause dates are available for review on the Transform Purdue Finance Cutover / Pause Dates webpage. A single document outlining all financial activity pause dates is also available, as well as a list of procurement-related frequently asked questions.

Other important deadlines: 

* June 1: Deadline for invoices to be received in Accounts Payable to ensure posting in FY18.

* June 15: Deadline for completed travel expense reports. Expense reports not approved by this date cannot be processed until after July 1.

* June 15: Deadline for wire transfers.

* June 29: Deadline for work orders. Emergency work orders will be submitted through Fixit after this date.

Adhering to the pause dates and reducing the amount of open transactions is critical for a successful data conversion. Failing to reduce the number of open transactions increases the risk for an increase in errors, an extended data conversion period and potentially delayed payments.

Critical purchases during the pause will follow an interim process. Work directly with the Procurement department and business offices.

Questions can be directed to the Procurement help desk at pshelpdesk@purdue.edu.