Overview

Follow these steps to prepare purchase orders for the Year-End Rollover in SchoolFunds Online. If you are posting purchase orders in SFO, keep in mind that open purchase orders will not carry over into the new year unless your district has activated this feature.


Before you begin

If you are unsure whether or not you are allowed to carry over purchase orders, please contact your District Administrator.


Steps

If your district does not allow open purchase orders to carry over

  1. Print the Open Purchase Orders Report, found under the Reports menu, for an up-to-date listing of purchase orders that need liquidation.
  2. Go to the Purchase Orders menu.
  3. Liquidate all open purchase orders using your fiscal year-end date as the liquidation date.
  4. Print a Receipts and Disbursements Report using your fiscal year-end date.
    • Do NOT select Exclude Encumbrances.
  5. After liquidating all open purchase orders, confirm the Year-to-Date Encumbrances total in the far-right column equals 0.
    • If you have liquidated all purchase orders and the total is still not 0, submit a support Case.
  6. Reference the Bookkeeper instructions to finish preparing for year-end rollover.
  7. After the district administrator has completed the year-end rollover for your school, re-enter any purchase orders that were open using the new fiscal year date and a new purchase order number.

If your district allows open purchase orders to carry over

  1. Print the Open Purchase Orders Report, found under the Reports menu, to have an up-to-date listing of purchase orders that are open.
  2. Go to the Purchase Orders menu.
  3. Liquidate any open purchase orders that you do not wish to carry over to the new year using the fiscal year-end date as the liquidation date.
  4. Print a Receipts and Disbursements Report using your fiscal year-end date.
    • Do NOT select Exclude Encumbrances.
  5. Confirm the Year-to-Date Encumbrances total equals the total of the Open Purchase Orders Report.
    • If the total is not equal, submit a support Case.
  6. Reference the Bookkeeper instructions to finish preparing for year-end rollover.

Outcome

Your purchase orders are now ready for the new school year.


Troubleshooting

  • The Year-to-Date Encumbrances total is not 0 - If your district does not allow open purchase orders to carry over and the total is still not 0 after liquidation, create a support ticket.
  • The Year-to-Date Encumbrances total does not equal the Open Purchase Orders Report total - If your district allows open purchase orders to carry over and the totals do not match, create a support ticket.
  • You are not sure whether purchase orders can carry over - Contact your District Administrator before continuing.