Form updated: Nov 19, 2018
Requests to liquidate purchase orders are usually needed when invoices submitted for payment are not an exact match to the PO. In these cases, the purchase order remains open until a formal request to liquidate the PO is submitted to Accounts Payable. Since encumbrances affect the available balance of a fund, POs with remaining encumbrances must be liquidated in a timely manner to ensure that fund balances accurately reflect financial activity.
Before submitting this form:
Be sure to reconcile - compare/validate all invoices (including credits) per PO and confirm with the Fund Financial Manager/Principal Investigator that the order is complete.
To verify the status or to see the activity associated to a purchase order and the remaining encumbrance balance
- Query the Banner form FGIENCD (view the How to Use Banner page)
If "O" appears in the Status indicator field, the PO is Open
If "C" appears in the Status indicator field, the PO is Closed
To review invoices and credit memos processed against a PO:
- Query the Banner form FOIDOCH (view the How to Use Banner page) or
- Query the Minerva menu option View Document (view the How to Use Minerva page)
Should you have further questions, email apinfo [at] mcgill.ca.
NOTE: For purchase orders issued in the current Fiscal Year, and where the goods/services are NO longer required and NO invoices were ever applied against the P0, complete and submit the PO Cancellation Request Form found on the Procurement Services website.