Procurement Services Auxiliary Services

Fiscal Year Close Activity

The following purchasing, travel, accounts payable, tax and master data activities need to be completed by the listed dates to close the fiscal year. 

 

Deadline

Category

Activity/Instruction

May 31 Purchasing

Departments should review outstanding commitments by using the Outstanding PO/Commitment Report in the BI located under Boiler Insight > Standard Content > Procurement. Choose FM or GM when running the report to view all outstanding POs for your financial unit.

See Outstanding PO / Commitments Report Boiler Insight QRG (PDF) for instruction. Some information may no longer apply.  Follow Receiving in Ariba QRC (DOCX) for canceling PO or reverse receipt instructions.

May 31 Purchasing Deadline for Ariba requisitions > $10,000 must be sent to purchasing agent for approval to be charged on current year funds. Contact the appropriate purchasing agent to determine timing.
May 31 Accounts Payable

Departments should review outstanding parked documents. Refer to the email sent out by cmdt-all@purdue.edu for all parked documents.

  • All Parked documents still left in the system from period 1 – 6 (July 2019 – Dec. 2019) will be automatically deleted during May month end close.
  • All others will be deleted during June month end close. If your document is deleted, you will be responsible for rekeying it if it is needed after the new fiscal year.
June 5 Purchasing Deadline for Ariba new vendor requests to be submitted using the Docusign New PO Supplier Request Form for approval to be charged on current year funds.
June 5 Accounts Payable, Tax, Master Data

Deadline for New/Change Vendor Forms to be submitted using Docusign.

  • Be sure to include wire transfer information if applicable.
  • Format the first “Name” box in Docusign as "Name Vendor Name"
  • For a RUSH:
    • Format the first “Name” box in Docusign – RUSH Name Vendor Name
    • Include the justification for the RUSH
June 12 Purchasing Deadline for Ariba requisitions < $10,000 with no supplier on any line, part # field is blank on any line, non-US supplier or shipping terms field is blank on any line must be to purchasing agent for approval to be charged on current year funds.
June 19 Tax Deadline for ZV60 submission for tax review and approval.
June 25 Approvers

Deadline for ZV60 Fiscal Approvals to be complete.

  • Approvers need to be prepared to review and expedite approvals.
  • Ensure backup is available in the event an approver is unavailable.
  • Carefully review the vendor name, vendor address, invoice number, invoice date, baseline date, banking details if applicable, payment method, payment terms and backup documentation.
June 26 Purchasing Deadline for Ariba requisitions to be charged on current year funds for routing catalog orders (< $10,000). All requisitions need to be fully approved by 5 p.m. EDT June 26, 2020.
June 26 Travel Complete and accurate expense reports must be submitted by the traveler, approved by the fiscal approver and received in the Central Travel Office no later than 5 p.m. EDT June 26, 2020 to ensure the payment of travel reimbursements that need to be recorded in FY20.