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
- General buyWays Questions: cubuyways@clemson.edu
- Supplier Registration Inquiries: supplier@clemson.edu
- Invoicing/payment questions: disbursements@clemson.edu
- Concur Travel & Expense questions: clemsontravel@clemson.edu