Year End Deadlines for 2011
Posted by David Worth | 22 Nov, 2011A list of year end deadlines for circulation to all SAP Users by Finance Dept., but I think it's important that all our staff know what's happening here.
* * * * * * * * * Individuals most likely to be affected are
those expecting to need subsistence or travel monies,
or any other cash advances in the New Year. * * * * * * *
Please note that SAP will be unavailable from 12h00 Thursday 5th January 2012 to 08h00 Wednesday 11th January 2012.
YEAR END PROCESSING DEADLINES
Please note that NO purchase orders can be placed from Sunday, 1st January until Wednesday, 11th January 2012. Refer to the note below for the emergency purchase order procedure.
NB Please ensure that all Subsistence and Travel allowances and advances required for travel at the beginning of January 2012 are processed before 9th December 2011. Emergency purchase orders (EPOs) may NOT be used for reimbursements, Subsistence and Travel allowances or cash disbursements from 1 January to 10 January 2012. To ensure prompt payment, please ensure that all forms submitted are duly authorised.
DATES TO DIARISE
| 1 | Purchase orders & invoices for payment in 2011 | Friday | 9th December 2011 |
| 2 | Invoices for payment by Creditors in 2011 | Friday | 9th December 2011 |
| 3 | Journals for processing in 2011 | Thursday | 15th December 2011 |
| 4 | Purchasing card transactions in 2011 | Friday | 30th December 2011 |
| 5 | Debtors invoice requisitions for 2011 processing | Thursday | 15th December 2011 |
| Debtors receipt requisitions for 2011 processing | Friday | 6th January 2012 | |
| 6 | HR forms deadline for January 2012 | Thursday | 5th January 2012 |
1. PURCHASE ORDERS
Closing date for processing of purchase orders for payment in 2011 is Friday, 9th December 2011.
Period before 9th December 2011
Ensure all purchase orders are placed AND invoices received by the Creditors Section (2 Rhodes Ave) by Friday, 9th December, for processing in 2011.
Period from 9th December to 31st December 2011
SAP will allow purchase orders to be placed in this period for goods/services actually ordered from vendors, but they will not be processed for payment in 2011.
All goods received/services rendered in 2011 MUST be goods receipted on SAP in 2011. However, ONLY process a goods receipt for goods physically received or services actually rendered before 31st December 2011. This is important and has significant implications for year end accounting and audit purposes.
Period from 1st - 10th January 2012
If you need to place an URGENT order (genuine emergency) during this period, your departmental purchaser will need to use an Emergency Purchase Order (EPO).
http://web.uct.ac.za/depts/sapweb/help/fsg/uctze/overview__emergency_purchase_orders.html
EPO form MM016 : http://www.uct.ac.za/depts/sapweb/forms/mm016.doc
NOTE: Emergency Purchase Orders can NOT be used for reimbursements, Subsistence and Travel (S&T) or cash disbursements
NO cheques can be printed during the period 1st to 10th January 2012.
2. CREDITORS PAYMENTS
Closing date for 2011 invoices: Friday, 9th December 2011
Last payment run for 2011: Wednesday, 21st December 2011, for payment on Friday, 23rd December 2011
Last cheque run for 2011: Thursday, 22nd December 2011
To ensure that all transactions are reflected in the 2011 financial year, all invoices must be received by the Creditors Section (2 Rhodes Ave) by Friday, 9th December 2011.
3. JOURNALS
Closing date for 2011 journals: Thursday, 15th December 2011
To ensure that all transactions are reflected in the 2011 financial year, all journal requests must be received by the General Ledger Section (Bremner) by Thursday, 15th December 2011.
4. PURCHASING CARD
Closing date for 2011 transactions: Friday, 30th December 2011
All unapproved Purchasing card transactions, especially where the funding period is ending, MUST be processed by card processors before Friday, 30th December 2011. More detailed communication to card holders and processors will follow.
5. DEBTORS PROCESSING
Closing date for 2011 transactions:
Invoice Requisitions: Thursday, 15th December 2011
Receipt Requisitions: Friday, 6th January 2012
To ensure that all transactions are reflected in the 2011 financial year, all invoice and receipt requisitions must be received by the Debtors Section (2 Rhodes Ave) by the above dates.
6. HR DATES FOR JANUARY 2012
Closing date for all HR forms for January payrun: Thursday, 5th January 2012
The December 2011 payday is Friday, 23rd December 2011.