In order to close out FY2014, it is requested that all invoices, receivers, purchase order releases, and TR-1’s be forwarded to Financial Services no later than 5 p.m. on June 25. If items are received in the department after this date, please process them as soon as possible.
Invoices received in Accounts Payable after June 25 will still be posted in FY2014 if services were rendered or goods were received on or before the close of FY2014. However, any invoices received after July 17 will be posted to FY2015, even if services were rendered or goods were received in FY2014. Please do not hold any invoices.
For those departments currently sending their receivers to Financial Services to be processed, all receivers must be initialed and dated with the date the goods were received. This is especially important during the months of June and July.
Departments currently entering their own receivers electronically should have all of them entered by 5 p.m. on June 30. After June 30, departments will not be able to process receivers electronically; they will need to be forwarded to Financial Services for processing. Departments can resume entering receivers electronically on July 21 for FY2015.
If you have any encumbrances that need to be closed, please email firstname.lastname@example.org in Procurement Services. Blanket encumbrances will automatically be closed as a part of the year end process.
Also, please check all invoices that are forwarded to Accounts Payable to make sure they include the correct purchase order numbers. Invoices with incorrect or missing purchase order numbers will delay the payment process. If you have any questions or concerns, please contact Vanessa Whitman at 501.569.8617 or email@example.com.
Thank you for helping us better serve your department and closing out the fiscal year.