Business Office Managers, Budget Staff and Purchasing Staff,
We continue to ask agencies to please review the current spreadsheet: February 2025 Monthly PO Clean up on the Core CT website. Please take the necessary corrective action on each Purchase Order to ensure your budgets reflect the correct amounts.
1. Fully Vouchered POs--these POs will not qualify for PO Roll. These POs must be closed, or funds added so they qualify to roll.
2. No Activity POs--these POs will qualify for PO Roll but haven’t had any recent activity (last 30 days). Please close these to return funds to budgets if the PO is not needed.
3. Over Expended POs--the line on the purchase order that is over expended is required to be closed. We ask that you concentrate on closing over expended PO’s. We have found that because they are over expended, when they do roll, or a change order is created, the funds and budgets are skewed. This will make it difficult for you to reconcile monthly and at fiscal year-end.
4. PO in Budget Error--make the necessary changes to your budgets or PO distribution chartfield information to get the transactions out of budget error. These POs are not qualified to roll. These must be corrected, and budget checked to Valid.
5. Requisition in Budget Error--make the necessary changes to your budgets or requisition chartfield information to get the transaction out of budget error. These must be corrected, and budget checked to Valid.
6. Active POs--a list of all your Active Purchase Orders currently in Core.
We have added the following fields to this report…
• PO Line number, Po Status, PO Start Date, PO End Date, Vendor ID, Vendor name, CT Obligation amount
7. Negative amount POs--POs should never have a negative entry. Discounts should never be entered as a negative entry. If you are unsure how to handle a discount, with your po, please put in a footprints ticket.
• Any PO with a negative line is required to be force closed. Please close these lines and or POs in their current status and do not create a change order before closing.
• If you need assistance with how to Force Close a line, please submit a footprints ticket.
Please check these results carefully and let us know if you find any incorrect information as soon as possible. The results that are contained on the spreadsheet are a snapshot in time when the SQLs were run.
Thank you for your attention to this matter. Should you or your business office have any questions, please create a Footprints Help Desk ticket. Please do not reply to this email.
Sincerely,
Core CT Purchasing Team
February 2026 - Monthly PO Clean Up
New Core-CT Website: https://portal.ct.gov/core-ct