June

June 13, 2013

Accessibility
PROCUREMENT REQUIREMENTS
for Nonvisual Access technology

State technology must be

accessible to the visually
impaired.

Its the law - and has

been since 1999.

Whose responsibility is it?

Yours!

What are the standards to

meet?
State standards issued by DIS
Federal standards
Section 508 of the
Rehabilitation Act of 1973 and
Workforce Investment Act of
1998

Americans with Disabilities Act

How can I tell if its accessible?

Voluntary
Product
Accessibility
Template

Where can I learn more?

www.dis.arkansas.gov
Section508.gov
www.BuyAccessible.gov

Year End Instructions

Susan Rojas
AASIS Service Center
sue.rojas@dfa.arkansas.gov

Fiscal Year-End Deadlines

All agencies must clean up purchasing documents before
year-end to properly reflect their program activity level
for FY 2013 by:

Eliminating unwanted Purchase Orders (POs)

Closing open Purchase Requisitions (PRs)
Reducing open Funds Reservations
Deleting PO lines with discontinued account
assignments (those carrying Cost Center, WBS
Element, and/or Internal Order), which will no
longer be valid in the new fiscal year

 AASIS Service Center (ASC) will carry forward the

following open commitments where there is
sufficient budget in the new fiscal year to cover the
commitment.
NOTE: Agencies should be aware that POs and
commitments carried forward into FY 2014 must
pass a FY 2014 budget validation or they will be
reversed and deleted in FY 2013 by ASC prior to the
system being available for normal operations on
Friday, July 5, 2013.

Exclusions from carry forward:

No held or blocked POs will be carried forward
from FY 2013 to FY 2014.
No PRs will be carried forward from FY 2013 to
FY 2014.
No POs created prior to FY 2013 will be carried
forward even if line items were added in FY
2013.
POs created in FY 2013 will be carried forward
only if sufficient budget exists in FY 2014 to
support the entire document.

 A Goods Receipt (MIGO) transaction must not

be keyed unless goods or services have actually
been received.
An Invoice Receipt (MIRO) transaction must not
be keyed unless invoice has actually been
received.
POs which require account assignment
information changes (Cost Center, Internal
Order, WBS Element, Asset number, and/or G/L
Account)
Delete existing line with incorrect data
Add new line for desired account assignment

Agency Responsibilities
Clear by posting or deleting all parked, saved as
complete, held or blocked documents and invoices
prior to June 28, 2013. Any documents
remaining in parked status on June 28, 2013
prior to the start of the final payment run
will be deleted by DFA Office of
Accounting.
GR/IR items should be reviewed. Any old items
should be researched and processed to completion
through an invoice receipt or through the reversal of
receipts (if paid in another manner), etc. This
activity should be completed early in June 2013.

 If your Outline Agreement has a validity date

later than 6/30/2013 it will show on the
transparency website. If that is not correct, make
your edits.
POs containing assets should not be carried
forward

End of Year calendar

Friday, June 28
DFA personnel will be conducting year end related
activities during this time period. Agency personnel will
be locked out of the AASIS system.
Friday, July 5
AASIS Service Center opens FY2014 period 1 for posting
AASIS Service Center unlocks user roles by 7:00 AM to
begin normal operations.

CRITICAL TRANSACTIONS
ZOPENREQ list of open PRs
MB5S Display list of GR/IR balances
ZPO_OPEN_INV list of PO with open
invoices
ZPO_PARTGR_IR PO partially received
and/or invoiced
ME52N close or delete PR
ME22N close PO

ZOPENREQ OPEN PRs

MB5S

GR/IR BALANCES

ZPO_OPEN_INV
PO WITH OPEN INVOICES

ZPO_PARTGR_IR
PO PART RECD AND/OR INVOICED

ME52N

CLOSE OR DELETE PR

ME22N

CLOSE PO

Additional Transactions used for yearend cleanup:

Outline agreements must be output in ME9K
Outline agreements must have validity dates opened
in order to close outstanding POs and then changed
back. If Outline agreement has validity date passed
6/30/2013, it will show on the transparency
website. Change OA ME32K
Where Do You Go To Look At Your Budget
And View The Commitments?
The Actual Budget report - Transaction YBCS_80000046
The Open Commitment Item report Transaction
ZCMT

What Reports Can You Run To View Your

Open/Held Purchase Requisitions?
List Display Of PRs Transaction ME5A
List Display Of Open PRs Transaction
ZOPENREQ
What Reports Can You Run To View Your
Open/Held/Blocked POs?
Display List Of GR/IR Balances Transaction
MB5S
Purchasing Document Per Document Number
Transaction ME2N
Purchasing Documents Per Account Assignment ME2K

What Reports Can You Run To View Outline

Agreements and their Release POs
Purchasing Document Per Document Number Transaction
ME2N
OSP B--Annual Minority Report - Transaction ZMM12
What Reports Can You Run To View Expiring Outline
Agreements
Purchasing Documents Per Document Number - ME3N
POs With An Open Invoice Transaction ZPO_OPEN_INV
POs That Have Been Partially Received and/or Invoiced ZPO_PARTGR_IR.
What Reports Can You Run to Find Invoicing Errors?
Vendor Line Item Display Report Transaction FBL1N
PO Vendor Payment Report ZPOVP

What Reports Can You Run to Find Open AP Documents that are
committing budget in error?
Open Commitment Report Transaction ZCMT
Display Parked Document Report Transaction FBV3
Parked Vendor Invoices Transaction ZFI_PARKHELD_RPT
Open Item AP Report Transaction ZOPENITEMAP
The Actual Budget Report Transaction Y-BCS_80000046
Change PR ME52N
Change PO ME22N
Delete Parked Invoice Documents FBV0
Delete Parked Invoice Documents Transaction FBV2
Reversing A Posted But Unpaid Direct Vendor Invoice Or A Direct Vendor
Credit Memo Transaction FB08
Reversing A Posted But Unpaid Logistics Vendor Invoice Or A Logistics
Vendor Credit Memo Transaction MR8M.
Clearing Vendor Open Items For A Logistics Invoice Transaction F-44
Change An Unpaid Logistics or Direct Vendor Invoice Or A Logistics or Direct
Vendor Credit Memo Transaction FB02
What Reports Can You Run To View Vendor Status, i.e. Blocked/Deleted Display Vendor - Transaction XK03

Points of Contact
For AASIS courseware regarding PO and Invoice
Clean-up:

ESS is found at https://www.ez.arkansas.gov

Go to Learning, Arkansas State Employee Training
Program, AASIS training, Materials Management,
Procurement, POVIC (PO and Vendor Invoice
Cleanup), Reference materials procurement, open
items: POVIC, user manual

If you have any questions regarding AASIS

transactions, please call the AASIS help desk at
(501) 683-2255 and log a help desk ticket.