In order to allow agencies to encumber future fiscal year funds without affecting current year funds, a future G/L Date can be entered on a Purchase Order. Below are screen shots of where to enter the G/L Date on a Purchase Order entered directly in NIS and where to enter the G/L Date on a Purchase Order generated from a Contract.

Direct Entry of Purchase Order

G/L Date on Purchase Order Generated from Contract

G/L Date on Purchase Order Generated from Contract

Review G/L Date on Purchase Order Generated from Contract

Things to remember when entering a future G/L Date on a Purchase Order:

• It is imperative the future G/L Date on a Purchase Order is not July 1, 2005. Significant encumbrance integrity issues will exist if the G/L Date on the Purchase Order is July 1, 2005. July 5, 2005, should be the earliest G/L Date utilized.

• Do not receive against the Purchase Order on a date prior to the G/L Date on the Purchase Order. Therefore, ensure the G/L date you enter will be prior to the earliest possible date you expect to receive against the Purchase Order. Receiving against the Purchase Order prior to its G/L Date will cause major encumbrance and financial problems. Example: A Purchase Order is entered with a future G/L Date of 7/8/05. The Purchase Order must not be received against until at least 7/8/05.

• Do not enter a G/L Date more than 6 months in the future on a Purchase Order. Purchase Orders with future G/L Dates will be reviewed by DAS Materiel. Purchase Orders with G/L Dates more than 6 months in the future will be cancelled without notification to the agency. Example: A Purchase Order entered on 7/15/05 may not have a G/L Date greater than 12/15/05.

***Purchase Orders dated more than 6 months in the future must be authorized by Paul Carlson, State Accounting Administrator.

• Purchase Orders with a G/L Date in a future fiscal year can be revised by agencies in the current fiscal year. Pending that there has NOT been any receipt activity on the Purchase Order.