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X/PTR Production Implementation Date Change (09/13/2001)
The date for the installation of the new X/PTR software referenced in the ITS Technical Bulletin 01253-841 has been moved from September 16 to September 30, 2001.


X/PTR and JHS Release 3.9 Production Implementation Rescheduled(09/11/2001)
Please read this Technical Bulletin from ITS regarding the next release of X/PTR and JHS.


MM170 Report (09/10/2001)
The AP-R002A report for July reconciliation was rerun for NC23 region only. This report can be found in Systemware under MM170-1. If your agency uses this report in your reconciliation process please use the 09/07/2001 version to do so.


New Purchasing Reports (09/05/2001)
Two new reports have been created to assist agencies in identifying purchase order lines that are closed to invoicing but remain open to receiving. The reports are generated each night during the NCAS production cycle and are located in X/PTR (Systemware) under the report title OSCOP* MM120-9 PS RECEIPTS EXCEP. Both reports contain the same data but provide two different sorts. The first report is "List of Open Purchase Order Lines Closed to Invoicing, Sorted By Buyer". The second is "List of Open Purchase Order Lines Closed to Invoicing, Sorted By Purchase Order Number".

Where possible, agency personnel should identify whether the items on these reports that were ordered and paid for were actually received. The receipts should then be recorded on the RSU screen of the NCAS Purchasing Module. If this determination can no longer be made, then the purchase order line should be closed to receiving using the zero receipt method.

Unlike Signature and Payment basis purchase order lines, Receipt basis lines that are closed to invoicing but open to receiving are not programmatically closed at the end of each month. In fact, until they are closed to receiving, they will not be purged from the PO data files.

If an agency has a significant number of open documents, then it should review its receiving and invoice matching procedures and correct any deficiencies that exist. It is critical for Receipt Payment Basis purchase orders to have receiving activity processed before invoices are matched to the PO's and paid. If an agency is having difficulty enforcing appropriate internal control procedures related to the receiving process, contact the OSC for assistance at 875-4357.