Fiscal Year End Reminders

Purchase Orders
  • Use the queries in buyWays to find any open PO’s that have been received but not invoiced. You will either need to contact the supplier for an invoice or submit a request to have the PO closed. 
  • Review the saved query in buyWays:  Search All Orders > My Searches Tab > Manage Searches > Clemson Shared Folders > AP Fiscal Year End. Open the query and then filter the results by department number.  
  • Open PO’s with a remaining balance over $2500 will be rolled over.
Invoices   
  • When invoices are in the AP approval folders, remember to associate/connect the invoice to the PO.  Not doing this will cause errors in PeopleSoft and delays in payment being made. 
    • Click here for instructions for connecting/associating the invoice to the PO.
  • Zero-dollar lines should be removed prior to approving an invoice.  
  • Negative dollar line amounts are ONLY allowable on credit memos. All discounts, etc. that show as a negative amount on an invoice should be factored out of the line-item price. (i.e., A $200 discount on a line item of $1500 should be corrected to reflect a line item of $1300.) 
  • Always verify that the invoice amounts are correct before submitting or approving an invoice.  It is important to check these items: 
    • Supplier invoice number
    • Supplier invoice date
    • Supplier remit address
    • Shipping amount
    • Taxes (correct type and amount) (if nontaxable, remove the taxable flag from the line item)
    • Line totals
    • Subtotal 
    • Total
  • Check out the Enhanced Search Guide if you do not remember how to search. 
Change Requests 
  • Utilize the Change Request option on the PO to complete the following for non-punchout orders: 
    • Update accounting codes (can be modified for punchout orders)
    • Add/remove contract 
    • Add non-catalog item 
    • Edit quantity of the original item 
    • Click line description to modify quantity & unit price
    • Edit tax qualification of new items 
    • Add internal/external notes at line level 
    • Add comment and/or attachment to document the reason for the change request
  • Change requests cannot be completed if there is a pending invoice against the PO.
  • Contact cubuyWays@clemson.edu  for training and access to the change request. 
Data Warehouse Reports   
  • The data warehouse has queries available such as PO budget check errors and Voucher errors. 
  • If you have a voucher budget check error and a correction is necessary to clear the error email disbursements@clemson.edu with the voucher # and specific guidance on changes required.
PCards   
  • Amazon invitations will be delayed until after FYE. 
  • Charges with a purchase date on or before June 30, 2023, will be posted in the Fiscal Year 2022-23.
  • Charges for goods and services received after June 30, 2023, should be charged to FY 2023-2024.
  • All charges for the current fiscal year should be added to an expense report, submitted and fully approved by 4:30pm, July 10, 2023.
Concur
  • Non-travel related P-Card Charges with a purchase date on or before June 30, 2023 should be submitted in Concur and fully approved by 4:30pm, July 10, 2023.
  • Travel that occurred in Fiscal Year 2023 should be submitted in Concur by June 30, 2023.
  • All employee reimbursements occurring in Fiscal Year 2023 should be submitted in Concur by June 30, 2023.
  • Charges related to future travel should be held and submitted when the travel is complete.
  • P-Card charges with a purchase date on or after July 1, 2023 will post in the next fiscal year.

Other Fiscal Year End Information and Schedules  

Contact Procurement