CU Finance Systems
Concur, Marketplace, and other finance systems.
- How to Fix Encumbered POs
- Concur Report Naming Conventions
- How to Create Travel Requests
- Financial Forms
How to Fix Encumbered POs
What is an encumbered PO?
How do I find the order?
Anyone with Marketplace access can look up any PO, regardless of who entered the order.
How can I tell which part of the PO was not fulfilled?
- The item price decreased.
- The item price increased.
- There was a substitute item(s) that had a different price.
- The item hasn’t shipped yet.
- A different quantity was shipped than the quote/invoice have on it.
- The supplier’s invoice is incorrect.
- *The order was for $10,000 or more and has not been received.
How do I fix this and close out the order?
A. If the encumbrance is caused by a pricing issue (price increase/decrease/substitute item) use the instructions below to contact Change Order.
B. If the quantity is more (or incorrect) than the original order/invoice, you will need to get an updated invoice from the vendor and add it to the PO in Marketplace by making a comment and attaching the new invoice. Comment: “Attaching updated invoice with increased quantity to close out the PO”. Once this is complete, use the instructions below to contact Change Order. See below.
C. If the quantity is less than ordered/invoiced, you will need to get a Credit Memo (refund) from the vendor showing the amount of the refund being issued. Use the same method above to make a note and attach the Credit Memo to the PO. Comment: “Attaching Credit Memo for reduced quantity to close out the PO”. Once this is complete, use the instructions below to contact Change Order.
D.For an order costing $10,000 or more it needs to be received before it can be closed out. To receive an order, click the three dots in the top right corner of the PO and then click “Create Receipt”.
Send Email to Change Order (needed for all except $10K+ encumbered POs)
Template to copy and paste:
-
Change Order,
We have received everything for PO# [PO# Here] and need to close the order to remove the encumbrance. [Enter issue and resolution. See list below]
Thank you for your assistance.
Concur Report Naming Conventions
When submitting reports in Concur, the University requires the name of the report to follow the conventions outlined below:
P-Card:
[Year]-[two-digit month]_[Last name][First letter of first name]-[PCard]
Example: 2024-09_KovacA-PCard
Travel:
[Year]-[two-digit month]_[Last name][First letter of first name]-[Conference name]
Example: 2024-09_KovacA-SfN
CU Med (if applicable):
[Year]-[two-digit month]_[Last name][First letter of first name]-[CUMed]
Example: 2024-09_KovacA-CUMed
How to Create Travel Requests
Getting Quotes
IF YOU DO NOT ATTACH AIRFARE QUOTES FROM CONCUR, YOUR REQUEST WILL NOT BE APPROVED BY THE UNIVERISTY.
- Airfare quote (Concur)
- Lodging quote (Meeting Hotel cost estimation)
- Registration Cost (Meeting Registration Cost)
Personal and Business Travel
- You'll need a comparison quote from Concur (domestic) or CBT (international) to document the cost of the business-only fare.
- Compare the cost of the combined trip airfare with the cost of the business-only airfare. If the extended trip results in a higher cost, you need to reimburse the University the difference in airfare as soon as possible after the purchase occurs.
- If necessary, Austin will help youreimburse the University.
- Whether you need to reimburse the University or not: Retain a copy of the comparison quote to attach to the trip expense report.
Note: Personal travel days are not covered by risk management.
Example: I have a conference in Switzerland, with the nearest airport being in Geneva. Before I go to the conference, I want to do some personal travel in Vienna. Iwant to fly from Vienna to Geneva for the conference once my personal travel has concluded. When the conference is over, I’m going to fly from Geneva back to Denver.
Submitting Your Travel Request
Make sure that you have all of your quotes, Speedtype(s), and other documentation before you continue.
- Event invitation/agenda
- Airfare quote
- Rental car quote if necessary
If other attachments related to your travel are available, please attach them. The more information that you can provide, the easier it will be to receive approval from the Dean’s office.
Adding Expenses
BEFORE ADDING EXPENSES, ENSURE YOU HAVE ALL YOUR QUOTES READY. QUOTES WILL NEED TO BE ATTACHED TO THE SUBMISSION MATCHING THE EXPENSES YOU ENTER.
Adding Attachments
Once all your data has been entered and all your attachments have been added, click “Submit Request”.
If you have any questions, please contact Austin for additional information.