July 1, 2019

As FY20 begins, Procurement Services reminds Smart Source users to take note of the accounting date(s) on documents they create, approve and submit through Smart Source. Newly created documents in Smart Source with an accounting/billing date of July 1, 2019 or later, are considered FY20 purchases.

Exceptions require you to update the accounting/billing date in Smart Source to ensure posting to FY19. Details on acceptable FY19 exceptions are outlined below:

1. Invoices where the department never established a purchase order related to FY19:
   • Submit using the Confirming Order Form (After the Fact) via Smart Source with an accounting/billing date of June 30, 2019
2. Payments related to FY19 that are typically submitted via check requests (awards, honoraria, employee reimbursements (non-travel related), licenses, memberships, dues, postage, prizes, etc.):
• Submit via Smart Source with a date of June 30, 2019
3. Highly confidential payments related to FY19 where the department never established a corresponding purchase:
• Submit via paper check request form to acctpay@drexel.edu
4. Employee travel expenses and local business expenses related to FY19:
• Submit to travel@drexel.edu

For pending shopping carts and requests to purchase a good or services created prior to July 1, 2019 and awaiting your approval or submission, update the accounting date to July 1, 2019 (exceptions noted above).

Any FY19 invoices still sitting in a Smart Source approval queue must be submitted now.

The Sourcing Team is working on closing out encumbrance lists returned by departments. If you have not yet submitted an open encumbrance list, please submit immediately to sourcing@drexel.edu

Web*Finance automatically displays FY20 starting on July 1, 2019. To continue monitoring and viewing your FY19 transactions, remember to change the Fiscal Year to 2019.