As we approach the one-year mark since implementing a new Purchase Order (PO) closure process, the Controller’s Office and Procurement Services want to remind departments about how this process works in both OMNI and SpearMart and how it impacts necessary reviews and procedures at fiscal year-end.
Since July 1, 2024, each PO has had two statuses, reflected in OMNI and SpearMart:
- SpearMart Status (new field) – Determines if the PO is available for changes. This status automatically updates to closed on the PO due date.
- PO Status (existing field) – Determines if the PO is open for entering receipts and processing payments. By default, this field remains in dispatched (open) status for 12 months after the PO due date.
POs with a SpearMart status of closed, whose due date was June 30, 2024 or earlier and an OMNI status of dispatched, will not roll during the year-end processes next month.
Departments are strongly encouraged to regularly utilize the FSU_DPT_PO_ENCUM_BY_DEPTID_RVW query to:
- Review POs with a status of closed in SpearMart with a due date of June 30, 2024, or earlier and dispatched in OMNI. This will assist in identifying open POs for which goods have been received, no invoice has been submitted, and a follow-up request for an invoice from the Supplier is necessary. Note: If an invoice is received after the PO is closed in OMNI, a new PO will be required.
- Close open POs that are no longer needed, which will free up encumbered funds for other priorities.
Important: Payment requests cannot be processed for a PO that is closed in OMNI. Departments are responsible for reviewing and managing their POs to prevent delays and disruptions.
This updated closure process has enhanced invoice payment efficiency—ongoing utilization of the query will help maintain these benefits.
For PO-related inquiries, reach out to Procurement or x44850. For payment questions, contact Accounts Payable. For year-end deadlines, please refer to the Year-End Calendar.
