How to Lift PO Commitments in OFC


Overview


This article will describe how to lift PO Commitments in OFC before they lift automatically

Critical Concepts


Steps to Take


Navigate to the PO Balances Report

  1. Go to https://bah.ucsd.edu 
  2. Click Budget & Finance
  3. Click Procure to Pay Panoramas
  4. In UCSD-DSH Procure to Pay Panorama, click Run Report
  5. Click PO Balances

Filter the Transactions

Note: To filter for transactions with open commitments, the PO Status filter should be Closed for Receiving

  1. In the desired field, click the down arrow
  2. In the dropdown, once it is finished loading, uncheck All Column Values
  3. Scroll and select your desired criteria or click More/Search
  4. In Select Values, search for the desired criteria
  5. Click the desired criteria
  6. Click the right arrow to move it to the Selected section
    1. If any unwanted criteria are in the Selected section, such as All Column Values, remove it by clicking the unwanted criteria and the left arrow
  7. Once all desired criteria are in the Selected section, click OK
  8. Once all filters in the report have been set, click Apply

Review the Transactions

  1. Any POs with the status Closed for Receiving have open commitments
  2. There will be one commitment for each line on the PO, and each line of the PO needs to be evaulated separately
  3. If the Net Ordered Quantity is populated, then this is a quantity-based  line  item
    1. Quantity-based line items are closed (lifted) by reducing the quantity of the line item to the Net Invoiced Quantity via change order
    2. The amount does not need to be changed on a quantity-based line item in order to close it (lift the commitment)
  4. If the Net Ordered Quantity is not populated, then this is an amount-based line item
    1. The example in the screenshot is amount-based, because the column is not populated
    2. Amount-based line items are closed by reducing the amount of the line item to the Invoiced Amount via change order

Navigate to the Requisition

Only the person who submitted the Requisition can process a Change Order. If you are not the person who submitted the Requisition, you must reassign it to yourself before initiating the Change Order.

  1. Note the Requisition Number referenced on the PO
  2. On the OFC homepage, click Procurement then Purchase Requisitions
  3. Above the search bar on the OFC Procurement homepage, click Manage Requisitions
  4. In Entered By, remove your name
  5. In Requisition, enter the Requisition Number
  6. Click the desired Requisition Number

Initiate the Change Order

  1. If only one PO was generated on the Requisition:
    1. On the Requisition, at the top right, click Actions
    2. Click Edit Order
  2. If multiple POs were generated on the Requisition:
    1. On the Requisition, above the Line items, click Actions
    2. Click Edit Order

Match the PO to What has been Invoiced

  1. For Amount-based POs, in Base Price, reduce the Amount on each line to what has been invoiced
  2. For Quantity-based POs, in Quantity, reduce the Quantity on each line to what has been invoiced
  3. In Description, enter Close PO
  4. Click Submit

If you still have questions or need additional assistance, please submit a ticket or call the IPPS Solutions Team at (858) 534-9494