Division of Administration - Kristy Nichols, Commissioner - State of LouisianaState of Louisiana - Office of Information Services
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Tel: (225) 342-0900
Fax: (225) 342-0902

Mailing Address:
P.O. Box 94095
Baton Rouge, LA 70804-9095

Physical Address:
Claiborne Building
1201 N. Third Street, Suite 2-190
Baton Rouge, LA 70802
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Prior Fiscal Year/New Fiscal Year


* Why did my payment fail on OPAY with a 637 status? 
* How do I liquidate a prior fiscal year order encumbrance?
* What status flow is used for processing the OPLQ?
* What do I do with a prior year LDO that will not be paid?
* How do I look for PO's with outstanding balances?
* How long do I have to liquidate balances for the prior fiscal year?
* How do I liquidate pre-encumbrances on a requisition?
* Can new fiscal year orders be entered prior to July 1?
* Do I still use status code 435 for purchase orders?
* Prior to July 1st, can I encumber a confirming DPA for the new fiscal year?
* Prior to July 1st, can I process payments for the new fiscal year?
* When will the new Fiscal Year budget be loaded into ISIS?
* Prior to July 1st, can I increase a new fiscal year order using OCHG?
* Prior to July 1st, can I cancel a new fiscal year order using OCHG?
* Prior to July 1st, can I process a SUB order change using OCHG?
* When can I process receipts for new fiscal year orders?
* How do I check to see if my orders accepted in the batch encumbrance?
Why did my payment fail on OPAY with a 637 status?
A common cause for a failed payment when processing payments for a prior fiscal year is that the order shows the prior fiscal year but the receipt date is for the new fiscal year. The fiscal year for the receipt date must be the same as the order fiscal year.

Another common cause for a failed payment during the 45 day close is when an LDO is being processed to pay for purchases made during the previous fiscal year. Accounting Period 13 must be used on OPAY during this period. A new encumbrance cannot be created for the previous fiscal year during the 45 day close.
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How do I liquidate a prior fiscal year order encumbrance?
Process all payments and liquidations by August 1st. Cancel with an order change CNX type, if the order has no payments occurring. Use OPLQ when payments/receipts have been processed.
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What status flow is used for processing the OPLQ?
When the OPLQ is at status 401, change status to a 425, then 435. The status will change to 499. 
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What do I do with a prior year LDO that will not be paid?
First, the invoice on OINV should be reverse posted (660) and canceled (696). Then, cancel the LDO by changing the status on OFST to 490. There is no need to liquidate LDO's because they are not encumbered. 
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How do I look for PO's with outstanding balances?
Use the 2G44 Bundle report or inquire through InfoMaker.
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How long do I have to liquidate balances for the prior fiscal year?
Until Rollover in August, which usually occurs around August 13th.
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How do I liquidate pre-encumbrances on a requisition?
If State Purchasing is listed as the purchasing agency and the status code on RQS4 is 200 or greater, have State Purchasing return the requisition. Bring RQS4 status to a 105, then cancel with a 197 status. 
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Can new fiscal year orders be entered prior to July 1?
Yes, new orders can be entered prior to July 1, but will not be encumbered until your agency budget is loaded into ISIS and a batch encumbrance run takes place.
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Do I still use status code 435 for purchase orders?
Until the agency budget for the new fiscal year is loaded into the system, skip status code 435 and print your order with a status 440 as usual. 
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Prior to July 1st, can I encumber a confirming DPA for the new fiscal year?
No.
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Prior to July 1st, can I process payments for the new fiscal year?
No.
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When will the new Fiscal Year budget be loaded into ISIS?
Look for a notice in ISIS, but your agency budget should be loaded by July 14th. 
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Prior to July 1st, can I increase a new fiscal year order using OCHG?
Yes. The encumbrance will apply with the batch run once budget is loaded.
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Prior to July 1st, can I cancel a new fiscal year order using OCHG?
Yes. You can process most order changes.
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Prior to July 1st, can I process a SUB order change using OCHG?
No. You can not process a substitute order change (SUB) until the order is encumbered.
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When can I process receipts for new fiscal year orders?
Receipts can not be entered into the system for new orders until the budget is loaded into ISIS and the order is successfully batch encumbered.
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How do I check to see if my orders accepted in the batch encumbrance?
View the B043A Bundle report which runs nightly.
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