Report

The FMS “Expired PO Report for Divisions” is available for assisting Divisions in tracking their subcontracts eligible for closeout. They are either approaching or past their end date/due date. This report is accessed through FMS as follows:

  • Click HERE to go to directly to the EXPIRED_PO_REPORT_DIV query
  • You will be prompted to login with your LDAP User ID and Password if you are not already logged into FMS. You can manually run this FMS query:  EXPIRED_PO_REPORT_DIV
  • Enter your Department ID (like PH for Physics or EEEA for Energy Analysis) and click the “View Results” button. The query takes a minute or two to run. When it is ready, you will be asked if you want to Open or Save the Excel report it generated.

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Expired PO Report Example

How to use the report:  

  • Look for Extended-Term POs that are approaching or past their End Dates. Work with Procurement Specialist/Buyer to provide any requested closeout documents.
  • Look for One-Time POs that are past their Due Dates. Work with the Procurement Specialist/Buyer to provide any requested information for closeout or date revisions.
Click here for further information about the report

When you view the report in Excel, you will see a list of expired POs (those that are past their Due Dates or End Dates) and Extended Term POs that are within 30 days of their End Date. The POs should either be renewed (refer to the Renewal webpage) or the PO Closeout Process will begin automatically. The POs are sorted by the number of Days Past Target Closeout Date (the date by which closeout activities must be completed).

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Example

Here are key closeout-related columns appearing in the report:
    • Description: The description appearing on the first line of a PO.
    • Category: The Item Category appearing on the first line of the PO.
    • Due Date: The date when items are to be shipped to LBNL or when services are to begin. Mainly applicable to One-Time POs.
    • End Date: The date when an Extended-Term PO (Type 2) is scheduled to end.
    • CO Time Standard: The Closeout Time Standard assigned to the PO.
      (Refer to the PO Closeout Policy webpage for further information.)
    • Target CO Date:  The date by which all PO closeout activities are to be completed.
    • Days Past Target Date: The number of days the PO is past the Target Closeout Date.
      • A positive number indicates the PO is past the time it should have been closed.
      • A negative number indicates the days remaining until the PO should be closed.
    • CO Initiated Date: The date entered by Procurement that shows when closeout activities began.
    • CO Activities Complete: The date entered by Procurement that shows when all required PO closeout activities are complete (it is Administratively Complete).
    • Match Status: Indicates the status of a PO’s invoices:
      • Matched The PO has been totally invoiced. Invoices have been received and paid equaling the total amount authorized on the PO.
      • Partially (matched) Some invoices have been received and paid on the PO but they do not add up to the total amount authorized on the PO.
      • To Match No invoices have been received yet from the vendor.
    • Receiving: Shows “Y” if any of the PO lines have been designated in FMS by the buyer as “Receiving Required.” It indicates that items will ship to the Lab which must be formally received by the Receiving department in order for the vendor to be paid.
    • Project: The Project ID appearing on the last line of the PO.
    • WFO Award: Indicates the PO is funded by a Work for Others (WFO) project.