Purchase Order Reconciliation Process

Last revised February 18, 2026

What is PO Recon?

PO Recon is a Reconciliation Process where PeopleSoft closes purchase orders which have had no activity, meaning invoices or change orders, for a certain period of time.  Reminder: Purchase orders should be closed or rolled annually. Closed POs in PeopleSoft are then sent back to myUF Marketplace to update the status there. This process usually runs once a year at Fiscal Year End. In preparation for Workday, PO Recon will run more often. This year it will run February, April and August of 2026. In 2027, it may run more often.

PO Recon Schedule for February 2026 – results are for POs with no activity (no invoices or change orders) since May 19, 2025 and on previous fiscal years.

• Tuesday February 17, 2026: The PO Recon POs to Close List will be posted on this website. Because of the high volume of POs to Amazon, a separate report with Amazon POs will also be posted. Most POs are from previous fiscal years.
• Wednesday February 18: PO Recon ZOOM at 2 pm for campus to demo reviewing the list, using resources and answer any questions
• Wednesday February 25: Deadline for Campus to send in Keep Open POs emails to procurement@ufl.edu
• Friday February 27: UF IT runs the PO Recon process
• Monday March 2: The process to send Closed POs to myUF Marketplace begins

Procurement Reconciliation Process Q and A

Will I be able to see a list of POs that are going to be affected by PO RECON?

Yes. UF Procurement will send out announcements, including on the Home Page of myUF Marketplace, and place a blurb on the CFO Spreadsheet Newsletter, the dates that PO Recon will run. The list of POs to close will be posted on this page for campus review. A Zoom for campus will be offered to answer any questions and to demo reviewing the list of POs.

PO RECON REPORT for Campus February 17 2026

PO RECON Amazon Only

1. Downloading the list and filtering by PO Business Unit.  For example, if you are in Chemistry, you can filter by PO Business Unit = 1612.
2. Amazon POs are listed on a separate tab due to the volume of Amazon purchase orders; please filter by PO Business Unit as well to review. Note: Most Amazon purchase orders on this list are from previous fiscal years and should be closed.

I want a PO to stay open, but it is on the PO RECON list. How can I make a request to keep a PO out of the PO RECON process and not be closed?

Email procurement@ufl.edu with PO RECON KEEP OPEN in the subject. Please include the four-digit PO Business Unit, PO number, and a business reason the PO should not be closed. Please only include POs on this list. Please do not send screen shots. 

An example of a valid business reason is “the equipment is still backordered. UF is still going to receive and pay for the equipment in the future.”

How can I see the status of a PO?

The best way to research a PO is to search for it in myUF Marketplace and click the Invoices tab. Scroll to the bottom and you’ll see the amounts vouchered and the amounts still open on a PO.

To review a purchase order in PeopleSoft myUFL, navigate in myUFL to Main Menu > Financials > Purchasing > Purchase Orders > Review PO Information > Purchase Orders and enter your PO Business Unit. Here you will find all POs regardless of their status or age. POs in Complete status are closed and cannot be used to pay a vendor and have been relieved of encumbrance. POs in Dispatched status are open to have invoices paid against them and can receive change orders. Completed POs do not appear on Enterprise Reporting Open Encumbrance reports.

If you have the UF FI Query Viewer role in myUFL, you can use this query to find your open purchase orders: UF_PO_OPEN_PO_BY_BU

Navigate to Menu > Financials > Reporting Tools > Query > Query Viewer to find queries.

Enter your PO Business Unit to get results. PO Business Units are the first four digits of your Dept ID.

For a full list of PO Business Units, please use the query UF_PO_BUS_UNIT_TBL.

Other useful queries are:

KF_PO_CHARTFIELDS

UF_AP_PO_VOUCHER_LOOKUP

UF_AP_PO_VOUCHER_ACTIVITY

For any questions or assistance on TEAMS reviewing the PO Recon List, please email procurement@ufl.edu

Thank you!