PURCHASING ISSUES END OF THE YEAR/BEGINNING OF NEW YEAR PROCUREMENT PROCEDURES

5/3/17

Departments should follow these instructions concerning end of fiscal year and beginning of new year procurement procedures. For questions, contact Purchasing at x3600.

New Year Requisitions

The NEW YEAR requisitions for standing orders, maintenance orders, and/or any New Year requisitionsthat need some lead time for bidding purposes, may be entered in the Banner System starting Monday, May 15.

Many Standing Blanket Orders for the coming fiscal year may now be handled on the Procurement Card. Departments will probably want to continue using Standing Blanket Orders for Maintenance Agreements and for Construction Contracts where there is an hourly labor rate.

Please be sure to follow these steps on the Requisition Form (FPAREQN) in order to charge New Year requisitions to the 17-18 budget years:

When entering a New Year Requisition in Banner:

  • Make theTRANSACTION DATE: July 1, 2017.
  • For Standing Orders Make theDELIVERY DATE: June 30, 2018
  • For Regular Purchase Orders Make the DELIVERY DATE: July 3, 2017, or any date thereafter, within the coming fiscal year.
  • In the DOCUMENT TEXT type: "New Year". Please do not type, New Year, or Standing Order, in the Line Item Text.

New Year Standing Orders & MaintenanceStanding Orders

Please follow these steps for entering standing orders for the New Year:

In the “Notes To Purchasing” section please type the following: “Last Year’s Purchase Order Number:” (then type in this year’s current Purchase Order Number).

For standing orders or maintenance orders, if the monthly dollar amount is known:

  • Enter the number of months in the QUANTITY field
  • Enter the dollar amount per month in the UNIT PRICE field
  • Use STN (standing order) as the UNIT OF MEASURE

For all standing orders for miscellaneous supplies,or for maintenance standing orders, when the monthly dollar amount is unknown:

  • Enter the total estimated dollar amount for the year in the QUANTITY field
  • Enter the amount of $1.00 in the UNIT PRICE field
  • Use STN (standing order) as the UNIT OF MEASURE

Be sure to provide the following information on your equipment maintenance orders:

  • description of equipment
  • model number and serial number
  • property tag number
  • use last year's maintenance prices as an estimate (Purchasing will verify and update the prices with the vendors after we receive your requisition)

Entering Current Year Requisitions

June 12th is the last day for entering current year requisitions in Banner for purchases over $1,000.00,as Purchasing will need time to send out quotes. Legal bids, construction bids, and contractsmay also require additional lead time.

June 15this the last day for entering all requisitions from the current year’s budget. All requisitions entered after June 15thwill beNEW YEARrequisitions and the TRANSACTION DATE needs to be set by you to read: July 1, 2017.

No Change Orders will be done on Old Year Purchase Orders after June 23, 2017,that is until the Controllers Office announces that further changes can be done.

Procurement Cards

The Procurement Card is to be used on all Guy Brown/Staples Orders. Please do NOT enter a “Guy Brown/Staples” Standing Order. The ProCard should be used for most purchases under $1,000.00. ProCard applications can be downloaded from

Last date to make accounting changes in SDG2 for current fiscal year 2017 is June 29th(postdate).

All charges with a post date of June 18th through June 24th will be uploaded into Banner on June 30th and these charges will be in 2017 fiscal year.

All charges with a post date of June 25th through July 1stand after will be charged in 2018 fiscal year.

Computer Orders

First step in ordering a computer is to create, but do not complete a requisition. Go to:

Standard computer laptops are on the website under the link “computer hardware standards.” For nonstandard equipment, if you wish to complete your requisition on or before June 15th and have the money encumbered from current year funds you will need to start this process at least two weeks prior to June 15th.

Go to

and select “steps to speed computer orders.”

If you have any questions, please call Purchasing at extension 3600.