Purpose: The year-end close process ensures the County’s financial statements accurately reflect the financial position at the end of the fiscal year. Additionally, by reviewing these purchasing transaction items, we are prepared to fulfill the requirements of our suppliers efficiently.
Need assistance?
Please email ALL requests to Help.Munis@deschutes.org
Timeline:
Department Clean-Up: (May 17, 2024 through June 28, 2024)
Departments clean-up/close any outstanding requisitions, purchase-orders, contracts, or invoices. The following will outline how to clean those up before year-end.
Requisitions
Departments review their requisitions to determine if any are in a status of “rejected”, “created” or “allocated”. If these requisitions are no longer needed in FY 2024, they should be deleted.
Delete Requisition - Go to ‘Requisition Entry’ module in Tyler ERP and search requisitions by creator name or department. To delete these items, isolate each requisition individually (search by individual requisition number), then click the delete button (trash bin symbol).
Purchase Orders
If all the invoices are paid on a PO for the year and/or will no longer be used, cancel or close the PO. Canceling a PO is used when nothing has ever been spent on a PO. Closing a PO is used to reduce lines that have already been spent and have remaining funds. Do not close POs that may have a pending payment due for June 2024.
Cancel PO – Go to ‘Purchase Order Change Orders’ within Tyler ERP and search for the PO to cancel. Once you have opened the PO on your screen that you want to cancel, hit the “Cancel PO” button in the menu.
Close PO – Go to ‘Purchase Order Change Orders’ within Tyler ERP and search for the PO to cancel. Once you have opened the PO on your screen that you want to close, hit the “Close PO” button in the menu.
Note: If there is an outstanding invoice that is in process, you will be stopped from cancelling. Be careful not to cancel any PO’s for FY2024 expenditures that you expect to receive corresponding invoices after June 30, 2024.
Purchase Order Receiving - Enter receiving records based on the actual date goods or services were physically received and attach support verifying physical receipt. Be sure to use date received and not date entered into Munis.
- Items received prior to 06/30/2021 will be expended against the FY 2021 budget.
- Items received on or after 07/01/2021 will be expended against the FY 2022 budget.
Outstanding Orders - If an item is on order and not yet received or paid, the PO should remain open unless the order is formally canceled. Trouble shoot items that have been on order for a long time, but not received. Work with your Procurement Department Liaison if you need to cancel a pending order.
Department Clean-Up: (May 17, 2024 through June 28, 2024)
Contracts
Departments review contracts to determine if any are in “rejected” or “created” status that need to be deleted. Additionally, if a contract has been fully spent down and the Department will not be doing a change order, then those contracts need to be “closed”. Contracts rolledover to the next fiscal year (contract rolls) are detailed below.
Delete Rejected/Created Contracts – Go to ‘Contract Entry’ within Tyler ERP and isolate, by search, for a specific contract number. Contracts to delete will have a rejected/created status. Once isolated, click the delete button (the red X). This can be repeated for change orders in the ‘Contract Change Order’ screen. Prior to deleting, ensure that you no longer need the contract.
Close Contracts – Go to Contract Change Orders and isolate, by search, for a specific contract number. Then select “more” and choose “close contract”. Prior to closing, verify that you are finished with the contract.
Invoices
Departments should review their open invoice batches for stale/unnecessary invoices in Fiscal Year 2024 that DO NOT need to be paid.
Delete Invoices – Go to ‘Invoice Entry’ in Tyler ERP, browse for all AP batches, and select a specific batch based on clerk. View the Batch, and the specific invoice. Once the specific invoice is isolated, click the delete button (the red X).
Early FY25 Entry Allowed (June 1, 2024 through June 28, 2024)
Beginning June 1st, departments may enter Fiscal Year 2025 requisitions, purchase orders, contracts, or invoices in advance of the new fiscal year. However, transactions submitted in advance to FY 2025 will not be processed for payment until the County has a legal budget in place to spend funds (July 1, 2024).
Requisitions – Departments may create requisitions for FY2025 by selecting Fiscal Year 2025 in the Requisition Entry module. REQs may be submitted into workflow for approval.
Purchase Orders – Departments may modify FY2025 purchase orders (i.e. approved requisitions). Purchase Orders may be submitted into workflow for approval.
Contracts – Departments may create new contracts with line items for Fiscal Year 2025. Contracts may be submitted into workflow for approval.
Early FY25 Entry Allowed (June 1, 2024 through June 28, 2024)
Invoices – Departments may submit invoices against FY2025 for payment (first AP check run is July 3, 2024).
This is accomplished by:
- Using an Invoice Batch that has an effective date of 07/01/2024 or later AND,
- Entering “FY2025” in the FIN Only box (screenshot below)
- Release invoices into workflow for approval.
No NEW Requisitions in Fiscal Year 2024 (June 24, 2024 through June 28, 2024)
Finance will review and ask questions about outstanding FY2024 requisitions, purchase orders, contracts, or invoices. This will allow the Department to make any necessary changes prior to year-end.
Department end-users are blocked from inadvertently creating requisitions against the ending fiscal year. A system-wide stop will be put into place in Tyler ERP. Exceptions will be granted for Departments by request (Contact Jana if needed).
Living in Two Fiscal Years (July 1, 2024 through August 2, 2024)
The intent of this period is to allow Departments to process against either Fiscal Year for select transactions. Only Invoices can be processed against the previous fiscal year.
Requisitions – Fiscal Year 2025 processing ONLY.
Purchase Orders – Fiscal Year 2025 processing ONLY.
Contracts – Fiscal Year 2025 and beyond processing ONLY.
Invoices – Fiscal Year 2024 OR 2025 processing BOTH.
Fiscal Year 2024 Batches – Ensure that the effective date is prior to July 1, 2024. For the year end period, ensure they are set to 2024 and period 12. Also make sure the “due date” is prior to July 1, 2024.
Fiscal Year 2025 Batches - Ensure that the effective date is July 1, 2024 or later. For year end period, ensure they are set to 2025 and period 1. Make sure the “due date” is July 1, 2024 or later. Enter FY2025 into the FIN Only box.
Final Clean-Up and Contract Roll (July 29, 2024 through August 2, 2024)
The intent of this time period is to allow Departments to notify Finance of any contract balances still remaining in Fiscal Year 2024 that they want “rolled” to Fiscal Year 2025 for spending. Furthermore, this will be a second review performed by Finance to ensure all 2024 requisitions, purchase orders, contracts and invoices have been handled properly. Finance will coordinate with each department to determine the appropriate action for all items.
Requisitions – All FY24 requisitions still pending workflow approval will be deleted by Finance.
Purchase Orders – All FY24 purchase orders still pending workflow approval will be deleted by Finance.
Contracts – All FY24 contract line amounts will be rolled to Fiscal Year 2025 line amounts by Finance. Departments will be consulted on which amounts can be cancelled.
Invoices – All FY24 invoices will need to be either deleted or through approval workflows by August 2nd.
Day Prior to Year-End Close (August 2, 2024)
Any activity related to FY24 or FY25 requisitions, purchase orders, contracts, contract change orders, and invoices not in the “Posted” status as of this day will have to be DELETED.
Only Fiscal Year 2025 Open (Starting August 5, 2024)
The new fiscal year 2025 is officially open and is the only option for all Department transactions except invoices.
FY24 Invoices received between August 5, 2024 and August 29, 2024:
If you receive an invoice for goods/services provided in FY24, we can still process these through AP using FY24 period 13.
Fiscal Year 2024 Batches – Ensure that the effective date is prior to July 1, 2024. For the year end period, ensure they are set to 2024 and period 13. Also make sure the “due date” is prior to July 1, 2024. Enter FY2024 into the FIN Only box. Our last dual fiscal year AP run will be August 29, 2025.
FY24 Invoices received after August 29, 2024:
If you receive an invoice for goods/services provided in FY24 and the invoice is greater than $25,000, please notify Finance. Please email these to Help.Munis@deschutes.org.
For questions, assistance removing unnecessary Tyler ERP items or documents, or workflow permission requirements, please send the details in an e-mail to Help.Munis@deschutes.org.