As a reminder, the Purchasing Department will automatically close all annual blanket, lease, and maintenance purchase orders valid through June 30, 2008. It is not necessary to submit an on-line closure request for these purchase orders. They will be closed on July 17, 2008, before the June 2008 accounting calendar closes. Please contact Purchasing, x1-7241, with any questions.

Effective April 23, 2008, we are pleased to announce the new ability to easily request purchase orders be closed through your Encumbrance Management Report. Confirm and submit your request to close unused or outdated purchase orders without filling-out or printing any forms. Requests are electronically documented, tracked, and submitted to allow for timely purchase order closure and disencumbrance.

This new feature is accessed by clicking on the ‘Close PO’ link found in the ‘Close Date / Action’ column of the Encumbrance Report. Simply click on the link corresponding to the purchase order to be closed and follow the easy on-screen instructions to guide you through submitting your request. You even have the ability to cancel a closure request if you change your mind. Purchase orders with a status alert, denoted in red text, are not currently eligible to be closed. Additional information regarding alerts and other help topics are available through the Encumbrance Summary Help section.

The Purchasing Department and Grants and Contracts Accounting are encouraging departments with general and scholarship/fellowship purchase order encumbrances to begin using this new paperless procedure right away. Paper and e-mail requests to close purchase orders will still be accepted during a brief transition period.

Take advantage of this simple, yet powerful new feature to save time and paper, ensure accuracy, and clean-up both your Activity and Project Encumbrance Reports. You may contact the Purchasing Department, x1-7241, with further questions.