Purpose of this Article: This solution article provides the recording and answers to questions from the PO Liquidation Workshop Live Event held Thursday, May 16, 2024. The deck presented is attached at the bottom of this article.
Audience: SF Procurement Users
Author: Jessica Berkley
Version/Update Date: 1.0 / May 2024
Recording
Please click the image to view the recording:
Questions & Answers
Question: What happens if you did not check the "amount only" flag and you have already receipted against the invoice and you still need to receipt against that same line?
Answer: Once Received and Vouchered, the PO line cannot be updated to Amount Only. A new PO line needs to be created with the Amount Only checkbox checked. Determining if a PO line is Amount Only or Quantity is a very important decision in PO set up.
Question: I thought we reduce to .01 in PO as a reductive change order and then close, so we aren't doing that anymore?
Answer: You should do a Reductive Change Order if released from a Supplier Contract. Use the Buyers Workbench to close the PO if not released from a Supplier Contract. Please refer to the following job aid: Understanding PO Encumbrance Liquidation Options
Question: What needs to be done when an RQ is turned into a PO but still shows up as pre-encumbrance on General Ledger?
Answer: The PO needs to be Finalized to liquidate the remaining Requisition Pre-Encumbrance. Please refer to the following job aid: Understanding Cancel/Close/Finalize Processes for Requisitions
Question: I didn't find anything about doing a reductive change order with an expired contract. Do you have recommendations on how to do that?
Answer: You should do a Reductive Change Order if released from a Supplier Contract. Please refer to the following job aid: Understanding PO Encumbrance Liquidation Options
Question: Can you please advise what the proper procedure is for POs in mid-roll? I was informed we cannot.
Answer: The issue that you reported is caused when POs are stuck in Mid Roll status during the PO Roll process. There is no resolution for POs stuck in Mid Roll status and these POs can’t be liquidated. You could request a manual carryforward from AOSD for your department’s POs that got stuck in Mid-Roll status during this last PO Roll process if these POs included Annual Funds.
Question: Where will these workshop recordings be posted?
Answer: The PO Liquidation Workshop recordings will be posted in the Knowledge Center.
Question: Where exactly is the "Knowledge Center" in the Employee Portal? Can you provide screenshots and/or the pathway to access it?
Answer: Go to the SF Employee Gateway and click the SF User Support tile:
Enter PO Liquidation Workshop in the search field and click on the search results:
Click the image to view the recording:
Additional Questions?
If you have additional questions, please reach out to the SF Employee Portal Support Team by submitting an SF Procurement Support Re