Month-End Processes - Department Level

This guide helps department staff quickly find and resolve unposted, rejected, or unnecessary transactions that are still encumbering funds—requisitions, purchase order change orders, contracts, and invoices. Following its checks and actions (activate, post, delete, close, or cancel) prevents inaccurate encumbrances and cleans up ledger activity before month-end close. Use it to free funds, correct statuses, and ensure accurate GL reporting.

Makenzy Cervantez
54 steps
44 minutes

Requisitions

First, we will check for open requisitions. Navigate to "Requisitions"

Click "Advanced Search"

Search by Clerk or Department.

Click "Status " to sort the column.

You are looking for Requisitions that are "Created," "Rejected," or "Allocated." Note that "Allocated" requisitions DO encumber funds. You will need to determine if the requisitions are still needed or need to be deleted.

To edit or delete a rejected requisition, click "Activate." Note that this step will change the requisition status to "Allocated" and will encumber funds. If you need to check approver comments, click "Actions/Approvers."

If your requisition is no longer needed, you may click "Delete" to clear it and unencumber the funds.

Requisitions that are "Created" or "Allocated" can be continued or deleted if they are no longer needed.

Purchase Orders/Change Orders

Click "Purchase Order Change Orders"

Click "Search"

Enter your Department code and click "Accept."

Click "Browse"

Click "Is Change Order" to sort the column.

Any entries marked "Yes" have not been posted and should be reviewed.

If the change order is valid and still needs to be applied to the purchase order, click "Post and Reprint."

Click "Continue Continue posting journal(s) with their current year/period."

Select "Save" and click "OK"

If the change order is no longer needed, click "Delete" to remove the entry.

Back at the Purchase Order Change Order browse screen, you can also check for purchase orders that need to be closed. Click PO Status to sort the column.

Review PO's with a status of "Posted" or "Printed" to ensure there are no outstanding PO's that are no longer needed but are still encumbering funds.

If the PO is no longer needed and ready to close out, click "Cancel PO"

Enter journal information and click "Accept."

You can also review the encumbrances on your GL accounts via Account Inquiry.

Click search to look up your org code or specific account.

In this account, $290.00 is being encumbered. If you click the folder icon next to the encumbered amount, you can view the transactions.

Double-click a line to view more information on the PO if needed.

Contracts

Navigate to "Contract Entry"

Click "Search"

Search by Department or "Entered by"

Click "Browse"

Click the "Status" icon to sort the column.

Look for Contracts or Change Orders with a status of "Created," "Rejected," or "Pending."

If your unapproved/unposted entry is no longer needed, click "Delete." Otherwise, you can also make updates as needed. If your contract is rejected, you may need to click the "Activate" skittle to make edits.

If you have a contract that is posted but is no longer needed, click "Close Contract" from the Contract Change Orders screen to end it and unencumber the funds.

Invoices

Navigate to "Invoice Entry (Claims)"

Click Search, then search by clerk name (your username).

Open and old batch and click "View Batch." Look for invoices that are Voided, On Hold, Rejected, etc. If your invoice is Rejected, you will need to set it to On Hold to update it.

Invoices that are On Hold and are no longer needed can be deleted.

Invoices that are voided can be cleared by Output-Posting the batch. To clear Voided invoices, click Output Post from the batch information screen.

Click "Accept"

Select "Save" and "OK"

Click "Yes" to post the voided invoices. Once posted, the invoices will not show up on the GL accounts, but they will still be accessible from Invoice Central to view as voided records.

Payment Entry

Navigate to Payment Entry.

Click "Search"

Enter your department code or lookup by clerk name (your username).

$0 batches created in error or with reversed receipts can be cleared by clicking Output Post.

Click "Yes" to settle the batch.

Batches that are in proof or rejected with a dollar amount that is no longer valid will need to be cleared by first reversing all receipts in the batch. Steps for reversing receipts can be found here: [[[https://scribehow.com/o/EiPtfl9ISFy7HT6munFWtQ/viewer/ERP__Reversing_a_Receipt_in_a_Rejected_Batch__f9Bz5DOxT0S3jzC33tMbNA?referrer=workspace]]](https://scribehow.com/o/EiPtfl9ISFy7HT6munFWtQ/viewer/ERP__Reversing_a_Receipt_in_a_Rejected_Batch__f9Bz5DOxT0S3jzC33tMbNA?referrer=workspace)

Cashiering

Navigate to "Cashiering"

To clear batches with receipts entered in error, you will need to void the receipts. Click the three dots next to the batch, then click "Virtual Tape."

Click the three dots next to the transaction and select "Void."

Select "Error by the user" as the reason and click "Void."

Once the batch is zeroed out, return to the batch screen. Click the three dots next to the batch and select "Balance Drawer."

Verify all amounts are 0 and click "Ready to Deposit."

Click "Finalize."

Month-End Processes - Department Level

Makenzy Cervantez
54 steps
44 minutes

Requisitions

First, we will check for open requisitions. Navigate to "Requisitions"

Click "Advanced Search"

Search by Clerk or Department.

Click "Status " to sort the column.

If your requisition is no longer needed, you may click "Delete" to clear it and unencumber the funds.

Requisitions that are "Created" or "Allocated" can be continued or deleted if they are no longer needed.

Purchase Orders/Change Orders

Click "Purchase Order Change Orders"

Click "Search"

Enter your Department code and click "Accept."

Click "Browse"

Click "Is Change Order" to sort the column.

Any entries marked "Yes" have not been posted and should be reviewed.

If the change order is valid and still needs to be applied to the purchase order, click "Post and Reprint."

Click "Continue Continue posting journal(s) with their current year/period."

Select "Save" and click "OK"

If the change order is no longer needed, click "Delete" to remove the entry.

Back at the Purchase Order Change Order browse screen, you can also check for purchase orders that need to be closed. Click PO Status to sort the column.

Review PO's with a status of "Posted" or "Printed" to ensure there are no outstanding PO's that are no longer needed but are still encumbering funds.

If the PO is no longer needed and ready to close out, click "Cancel PO"

Enter journal information and click "Accept."

You can also review the encumbrances on your GL accounts via Account Inquiry.

Click search to look up your org code or specific account.

In this account, $290.00 is being encumbered. If you click the folder icon next to the encumbered amount, you can view the transactions.

Double-click a line to view more information on the PO if needed.

Contracts

Navigate to "Contract Entry"

Click "Search"

Search by Department or "Entered by"

Click "Browse"

Click the "Status" icon to sort the column.

Look for Contracts or Change Orders with a status of "Created," "Rejected," or "Pending."

If you have a contract that is posted but is no longer needed, click "Close Contract" from the Contract Change Orders screen to end it and unencumber the funds.

Invoices

Navigate to "Invoice Entry (Claims)"

Click Search, then search by clerk name (your username).

Open and old batch and click "View Batch." Look for invoices that are Voided, On Hold, Rejected, etc. If your invoice is Rejected, you will need to set it to On Hold to update it.

Invoices that are On Hold and are no longer needed can be deleted.

Invoices that are voided can be cleared by Output-Posting the batch. To clear Voided invoices, click Output Post from the batch information screen.

Click "Accept"

Select "Save" and "OK"

Click "Yes" to post the voided invoices. Once posted, the invoices will not show up on the GL accounts, but they will still be accessible from Invoice Central to view as voided records.

Payment Entry

Navigate to Payment Entry.

Click "Search"

Enter your department code or lookup by clerk name (your username).

$0 batches created in error or with reversed receipts can be cleared by clicking Output Post.

Click "Yes" to settle the batch.

Cashiering

Navigate to "Cashiering"

To clear batches with receipts entered in error, you will need to void the receipts. Click the three dots next to the batch, then click "Virtual Tape."

Click the three dots next to the transaction and select "Void."

Select "Error by the user" as the reason and click "Void."

Once the batch is zeroed out, return to the batch screen. Click the three dots next to the batch and select "Balance Drawer."

Verify all amounts are 0 and click "Ready to Deposit."

Click "Finalize."