Purchase Orders Year-End Process – Encumbrance Roll Forward and Update Posting Dates in SR 365

Summary

At fiscal year-end, encumbrances on Purchase Orders must be rolled forward to the new fiscal year to prevent transactions from being receipted in the prior year. This involves two steps in SR 365:

1. Encumbrance Roll Forward – update encumbrance dates to the new fiscal year.

2. Update Posting Dates on Purchase Orders – ensure purchase orders reflect the correct fiscal year posting date.

Both steps must be completed to avoid system errors.

Resolution

Part 1: Encumbrance Roll Forward

1. In the Search field, type Update Encumbrance Dates on Purch. Orders and select it.

2. The Update Encumbrance Dates on Purch. Orders window opens.
   

3. In Options, select the New Encumbrance Date from the drop-down list.

   • This date must be greater than the current encumbrance date.

4. (Optional) Enter a New Effective Date, or leave blank to default to the current day.

5. In the Purchase Encumbrance Entry section, use filtering options to select the purchase orders to update.

   • Example filter: Encumbrance Date = 010124..123124
     

6. Click OK.

7. A confirmation message appears: Do you want to assign new Encumbrance Date to Encumbrance Entry? Select Yes.

   

8. Review the updated entries under Budget Encumbrance Entries and Detailed Encumbrance Ledger Entries.

Part 2: Update Posting Dates on Purchase Orders

1. In the Search field, type Update Posting Dates on Purch. Orders and select it.

2. The Update Posting Dates on Purch. Orders window opens.
   

3. In Options, select the New Posting Date in the new fiscal period.

4. In the Purchase Header section, filter to identify the purchase orders to be updated.
   

5. Click OK to update the posting dates, and accept the prompt yes to update the exchange rate.

Additional Information

• the Both parts must be completed to finalize year-end rollover.

• If you skip Part 2, users may encounter the error:
  "You have lines with Encumbrances in the future, please change either your posting date or the Encumbrance date and release your document again."

• Always review and reconcile entries after processing.