PO Reconciliation Process Criteria

Overview

The Purchase Order Reconciliation (PO Recon) process is a weekly M-Pathways system process that:

  • Completes and closes an eligible PO to relieve any remaining encumbered funds.
  • Restores any remaining funds to the associated supplier contract, if applicable.
  • Prevents additional invoices from being paid against that PO.

Only those POs that meet the process criteria outlined below are eligible for the PO Recon process. This process runs every Saturday morning.

PO Recon Process Criteria

A PO's eligibility for closure with the PO Recon process is determined by the values in the following fields:

  • Budget Check Status = Valid
  • Due Date > 30 days prior to the current date
  • Hold = none
  • Last PO Activity Date (i.e., date the PO was last updated online or by system process) > 30 days prior to the current date.
  • Match Status PO (PO or PO line) = fully Matched/Received or Partially matched
  • PO Amount
  • PO Status = Dispatched or Cancelled
  • Voucher Status = Posted, Deleted, or Closed

In general, if a PO has a Match Status PO value of “Matched” and a Last PO Activity Date > 30 days, it is eligible to be closed. 
A PO with a Match Status PO value of “Partially” and where no further invoicing is expected is eligible for closure if:

  • It’s an M-marketsite PO with a Last PO Activity Date > 365 days. 
  • For Special Request and PeoplePay POs:
    • PO was never invoiced and has a Last PO Activity Date > 365 days.
    • PO was invoiced, but all PO voucher(s) status is “Deleted ” or “Closed”, and the Last PO Activity Date > 365 days.
    • PO was invoiced, but the sum of the all PO voucher distribution line(s) is $0.00, and the Last PO Activity Date > 365 days.
    • PO Amount invoiced at ≥ 97% of the total and a Last PO Activity Date > 120 days.

Questions?

If you have questions regarding a specific PO that is eligible for the weekly PO Recon process, please contact Procurement Services for assistance (phone: 734-764-8212, email: procurement.services@umich.edu). If you worked with a buyer to establish the PO, you may also contact that buyer directly.