Liquidating Encumbrances

Finalizations = AP

or

Cancellations = Purchasing

When requesting finalization of a PO that has already been vouchered in AP, you must also provide the last voucher number (largest voucher number) listed.  If there are multiple lines on the PO, you must reference the appropriate last voucher number for the respective lines. If there is a PO line(s) without AP voucher activity, the PO line(s) must be cancelled by Purchasing.

Below we are providing you with a more detailed description of the information you need to provide AP, and how to navigate to retrieve that information.

The following is an excerpt from page 67 of the *BUSINESS MANAGER TRAINING MANAGING ENCUMBRANCES Participant Guide.

THE RECEIPT, INVOICE AND MATCHED QUANTITIES ARE EQUAL, BUT THE DOLLAR AMOUNT INVOICED IS LESS THAN (<) THE PO LINE AMOUNT ON ANY OF THE PO LINES:

The last Invoice (Voucher) can be finalized by AP to relieve the remaining encumbrance amount for that PO Line. Therefore, the Department should return the final Invoice to AP with a note requesting them to finalize the Voucher. If the Invoice was returned and the Department was not aware that it was the final Invoice, contact AP via e-mail to request that the Voucher be finalized.

The users should note the following scenarios prior to contacting AP:

• For PO Lines distributed by Quantity, there will be an automatic finalization process instituted that will finalize the Vouchers by month end (at the end of each period). Therefore, the user would only need to be concerned with the PO Lines distributed by Quantity towards the end of the Fiscal Year. And, for any PO lines that do not reflect any voucher activity, cancellation requests should be addressed to Purchasing.

• For PO Lines distributed by Amount (generally Blanket or Standing POs), the Department should return the final Invoice to AP with a note requesting them to finalize the Voucher. If the Invoice was returned and the Department was not aware that it was the final Invoice, contact the AP Manager via e-mail to finalize the Voucher as these will not automatically finalize by month end. Still, if any of these PO lines do not reflect voucher activity, cancellation requests should be addressed to Purchasing.

The following is the navigation to use to access PO ACTIVITY SUMMARY:

Purchasing>Purchase Orders>Review PO Information>Activity Summary

You will be prompted for PO number, key in PO number

Click Search

On the Activity Summary Panel, click on the tab titled "Invoice". Once selected, click the envelope/$ icon on the far right to view the listing of voucher ID's. If more than one voucher has been paid, the last one paid will be the largest assigned number. Click on the hyperlinked voucher number to see the details pertaining to the payment.