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Account Code Dimension Attention
USXS/Inventory Overview Sessions
Useful links:
Ready or Not, Here it Comes….the STRS Advance!
June will be here before you know it! Please keep in mind it’s never too early to begin running and reviewing your STRS Advance reports - the Advance Fiscal Year To Date Report, Advanced Positions Report, Non-Advanced Positions Report. By generating and reviewing all three STRS advance reports now allow changes, if necessary, to be made before it’s too late.
Helpful STRS Advance Resources:
Getting Ready for FYE - Options for Closing Purchase Orders
If you have purchase orders that will no longer be needed or used, you may want to close these purchase orders so that the account encumbrances are not carried forward into FY2025. Depending on the Rules of your district, there are different options to close purchase orders.
Users may create an AP Invoice in the current/open posting period to cancel the remaining encumbrance amounts. Select PO item(s) and select Cancel_Full for Item Status.
Open purchase orders that have never been invoiced may also be Amended. By Amending the PO, the user may cancel the PO line item(s) by clicking on the Cancel button and selecting a date in an Open posting period.
The user also may have the option to change the Status on a previously paid AP Invoice if the last partially paid invoice is dated in an open posting period, or if the posting period can be reopened per district rules. To do this, locate the last partially paid invoice by sorting the AP Invoice grid, viewing that Invoice and clicking to update the Status from Partial to Full.
Remember … July 1 (FY25) requisitions may be prepared now!
Once a future Posting Period has been Opened, users may enter future requisitions by using a future date. Therefore, your FY25 requisitions may be prepared now and dated in the future with a date such as 7/1/2024. Also keep in mind that a requisition, by default, does not require an account number; thus, allowing an account number to be added at a later date prior to the conversion to a Purchase Order. Upon conversion to a Purchase Order, USAS will convert these requisitions utilizing the date of the requisition (i.e. 7/1/2024) and the encumbrances will be posted as of that date, in July, against your FY25 budget accounts.