Purchase order year-end process (form)

Article
03/25/2015

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click General ledger > Periodic > Fiscal year close > Purchase order year-end process.

Use this form to close purchase order encumbrances in the fiscal year that is being closed, and then re-establish them in the new fiscal year. The purchase orders remain open, and only the purchase order encumbrances are closed and then re-established. You can select how to process the purchase order encumbrances, and also select which purchase order encumbrances to process.

If you’re in the public sector and you use general budget reservations together with purchase orders, see also Finalize a general budget reservation (Public sector) and Carry forward general budget reservation information to a new fiscal year (Public sector).

Note

General budget reservations are available only if the Public Sector configuration key is selected and if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with the following hotfix: KB3047235

Tip

Closing purchase order encumbrances is a separate process from closing a fiscal year, and is usually performed before a fiscal year is closed. For more information, see Fiscal year closing checklist.

Task that uses this form

Process purchase orders at year end

Navigating the form

The following tables provide descriptions for the controls in this form.

Buttons

Upper pane

Button	Description
Batch	Schedule the year-end processing to run at a later date and time. Note If you select 10 or more purchase orders, this process runs as a batch job. After the process has been completed, you can view a report of the process in the batch log file.

Lower pane

Button	Description
Retrieve purchase orders	Open an inquiry form where you can select purchase orders. For more information, see Inquiry (form). The purchase orders are listed in the lower pane in this form. You can then review purchase order details and select the purchase orders to include in the year-end process.
Include all	Select all of the purchase orders in this list to include in the year-end process.
Exclude all	Clear your selections.
View subledger journal	Open the Subledger journal form, where you can view subledger journal lines for the selected purchase order.
View purchase order	Open the Purchase order form, where you can view details for the selected purchase order.
Process	For the selected purchase orders, close purchase order encumbrances in the closing fiscal year and re-encumber them in the new fiscal year.

Fields

Field	Description
Year-end option	Select an option to process purchase order encumbrances. For information about each option, see Process purchase orders at year end. Process and do not carry forward budget Process and carry forward budget The year-end processing option that you select is used for encumbrances on all of the purchase orders that you select. If the Public Sector configuration key is selected, you can override this selection and substitute a different year-end processing option for specific funds that you select in the Funds form. For more information, see “Funds (form) (Public sector)” in the Public sector Help. If you run the year-end process as a batch process, any warnings are included in the batch log file.
Original budget code	If you selected the Process and carry forward budget year-end option, you must select a budget code that has a type of Original budget. This code is used for budget adjustments that are made in the closing fiscal year. The code that you select must not have a workflow selected, because workflow stops the year-end process for approvals. For more information, see Budget codes (form).
Carry forward budget code	If you selected the Process and carry forward budget year-end option, you must select a budget code that has a type of Carry-forward budget. This code is used for budget adjustments that are made in the new fiscal year. The code that you select must not have a workflow selected, because workflow stops the year-end process for approvals. For more information, see Budget codes (form).
Calendar	The fiscal calendar that includes the fiscal year that is being closed. Tip You can click the calendar name to open the Fiscal calendars form, where you can view a description of the fiscal calendar, and the fiscal years that are included in the fiscal calendar.
Fiscal year	Select the fiscal year to close.
(Closing parameters) Accounting date	The closing date to use for budget validation and encumbrances for purchase orders. This is the last day of the selected fiscal year and cannot be changed.
Type	Select a period type of either Operating or Closing. An operating period is one that can be used to record accounting transactions. Closing periods can be created to separate the closing entries. For more information about closing periods, see Key tasks: Fiscal calendars, fiscal years, and periods.
Closing fiscal period	If you selected a period type of Closing, select the closing period to post the closing entries to. For more information about closing periods, see Key tasks: Fiscal calendars, fiscal years, and periods.
(Opening parameters) Accounting date	The opening date to use for budget validation and purchase order encumbrances. This is the first day of the opening fiscal year and cannot be changed.
Period	The period to post the opening entries to. This is the first period that has a type of Operating in the opening fiscal year. This type of period is used to record accounting transactions. The period cannot be changed.
Include	Select each purchase order to include in the year-end process.
Purchase order	The name of the purchase order.
Vendor account	The vendor account for the purchase order.
Vendor name	The name of the vendor for the purchase order.
Purchase type	The purchase type for the purchase order. This is usually Purchase order. For information about purchase types, see About purchase order types.
Status	The status of the purchase order, such as Open order, Invoiced, or Received. For more information, see About purchase order types.
Balance	The amount of the purchase order that has not been invoiced.