Fiscal Year End Purchase Order Review and Cleanup

Hello,

At the close of business on Friday, June 21st, all requisitions for purchase orders (POs) will be held in UND Marketplace (Jaggaer) until July 1st to limit the number of purchase orders that need to be rolled to the new fiscal year.

Open purchase orders will be “rolled over” (encumbrance moved from FY24 to FY25) if they are NOT fully receipted with a June 30, 2024 date (or earlier) AND have not completed all invoicing steps by end of day on July 9th, 2024. See the Fiscal Year-End Resources and Deadlines for further information.

Which POs should be reviewed?

An open PO report is saved in UND Marketplace (Jaggaer) which contains an updated list of POs meeting the criteria to be rolled. The report can be easily filtered and exported as needed.
To view the report, go to the UND Marketplace home screen, select the “Reports” tile, then select “Total Purchase Orders:…”.
Departments have the option to manually close POs by until 7/09/2024, after which a PO list will be sent to CTS to roll. Once rolled, any budget errors will be communicated back to the department to address. Departments are advised to review the POs and close POs manually only under these two circumstances:

• The goods/services have been received and all invoicing is complete (in this circumstance the PO would remain open if there is an open balance, e.g. due to price variation).
• The remaining goods/services will not be received i.e. the PO has been cancelled, or partially fulfilled and the remainder of the order is cancelled and all invoicing is complete.

Who can close POs, and how?

• Requestors, Approvers, and PO owners can close a PO using the “Close PO” option under the ‘three dots’ menu in the top right hand corner of any PO.
  • Note: suppliers do not receive notification when POs are closed in UND Marketplace; you must notify the supplier if you are cancelling open orders for which goods/services were not received

Please contact UND Procurement & Payment Services at UND.PPS@UND.edu with any questions.