In preparation for the FYE18 closing processes in AFIS and the FY19 Roll Period in ProcureAZ, the AFIS Operations Group has published two Excel lists under AFIS Information on the GAO website.
- Open FY16 RQPZ1s & POPZ1s
- Open FY17 RQPZ1s & POPZ1s
These lists contain open Requisitions (RQPZ1s) and Purchase Orders (POPZ1s) originally created in ProcureAZ by posting lines. It is imperative that agencies follow the instructions listed below to ensure these documents are timely and properly closed in both AFIS and ProcureAZ.
This list contains RQPZ1s and POPZ1s that were originally created in FY16 in ProcureAZ and are still open in AFIS. These documents can no longer be closed in ProcureAZ because the deadline to close them, which was Friday, May 19, 2017, has already passed. Furthermore, these documents are systematically stuck in ProcureAZ and cannot be used directly in AFIS for payments. The AFIS Operations Group will be liquidating these documents directly in AFIS by Friday, June 8, 2018. Agencies are not required to take action on these, but will be asked to fix the chart of account (COA) errors as needed in order for the GAO to successfully liquidate them.
This list contains RQPZ1s and POPZ1s that were originally created in FY17 in ProcureAZ and are still open in AFIS as of May 31, 2018. Agencies have until 8:00 p.m. Friday, June 15, 2018 to close them by either canceling, issuing payment, or recreating them in FY18 using the initial chart of account elements used on RQPZ1s and POPZ1s in ProcureAZ. If your agency is planning to recreate them in FY18, please be aware that in anticipation of the cutover to the new Arizona Procurement Portal (APP), your agency is asked to process RQPZ1s and POPZ1s in ProcureAZ only as needed during the transition period. Any remaining balances must be canceled directly in ProcureAZ because they cannot be converted to APP due to incomparable COA structures and integrations.
Beginning Monday, June 18, 2018, the FY19 Roll Period will be turned on in ProcureAZ to allow for FY19 RQPZ1s and POPZ1s processing. This means any open RQPZ1 and POPZ1 originally created in FY17 in ProcureAZ will be stuck in ProcureAZ, and the only way to cancel them is to liquidate them directly in AFIS.
Agencies are asked to review the OPEN FY17 RQPZ1s & POPZ1s LIST as soon as possible and close them in ProcureAZ before the 8:00 p.m. Friday, June 15, 2018 deadline. Any open RQPZ1 and POPZ1 after this deadline will be liquidated directly in AFIS. Agencies will be asked to fix the chart of account (COA) errors as needed in order for the GAO to successfully liquidate them.
If your agency runs into integration errors when liquidating RQPZ1s and POPZ1s in ProcureAZ, contact your AFIS liaison, not the ADOA ProcureAZ Help Desk, as soon as possible so the AFIS Operations Group can work with you on the liquidation process. Any liquidation completed directly in AFIS will not integrate back to ProcureAZ. Please contact your AFIS liaison if you have any questions.