Proposed Monthly Close Process for POs, Requisitions

Procurement & Supplier Diversity Services is showcasing a proposed monthly requisition close process to finance partners across UVA, and responses have so far been positive.  The process would mean less cleanup at the end of the fiscal year and alleviation of the confusion caused when change orders reopen requisition commitments. 

• Requisitions that are fully sourced

• Requisitions in draft status with no activity for 30 days

• POs that are fully sourced and fully paid with no activity for 30 days

• POs that are in draft status and have had no activity for 30 days

• Change orders that have an "In Progress" status and have an initiation date greater than 30 days prior to the date of closing activity.

Finance partners across Grounds have welcomed the proposed change, citing the fact that it will make commitment reporting more accurate and will also prevent confusion and alleviate efforts to clean up this activity at the end of the fiscal year. 

Currently, Workday Finance users close their own fully-sourced purchase orders.  In the proposed process, while users across Grounds will retain that ability,  they will no longer be solely responsible for closing POs.  Central procurement staff would close requisitions and purchase orders on a monthly basis as follows: 

Barring any unforeseen circumstances, the first monthly close of POs/Requisitions would take place on October 1, covering all transactions from July 1 to August 31.  For more information on the process and a list of frequently asked questions, access PSDS' presentation slides on the UVAFinance website.  

Contact us via askfinance@virginia.edu with questions and concerns.