Purchasing Year End and Migration to Jenzabar

The end of the 2023/24 fiscal year is just around the corner, and so is our go-live with Jenzabar! To ensure continuity of operations during the cutover from RogueNet to Jenzabar, the Business Office and Contract & Procurement Office need your help.


End of Fiscal Year 23/24 (July 1, 2023 through June 30, 2024)

Help us prepare for the final data cutover by checking the status of outstanding purchase orders (POs) and Travel Requests (TRs) regularly now through July 11, 2024.

  • Follow up with vendors to get an invoice as soon as possible.
  • Any purchase order or travel reimbursement for FY23/24 not requested in RAPS by July 8, 2024, will not be reimbursed.
  • You must turn in all FY23/24 receipts for reimbursement by July 8, 2024.
  • No reimbursements or payments to vendors for FY23/24 will occur after July 18, 2024.
  • If a purchase order is no longer necessary, contact the Contract & Procurement Office to have it closed.
  • If all items listed on a purchase order have been received, but the system does not reflect it, contact Shipping & Receiving for instructions on how to resolve this issue.
  • The last day to order for 23/24 is June 3, 2024. Exceptions will be evaluated based on lead time; check with the Procurement Office.
  • Individual departments placing orders should ensure the vendor is aware that orders must be delivered no later than 5 p.m. on June 28, 2024. Any order received after June 28, 2024, will be charged to the department’s 2024/25 budget!
  • Reach out to the Business Office (Tammy Canady or Debbie Dice), Budget Office (Natalie Herklotz) or VP of Operations/CFO (Lisa Stanton) if you need a budget adjustment as a result of ordering supplies sooner than normal.

Please see the linked document for a printer-friendly version of instructions on how to check the status of a PO.


Purchasing for Fiscal Year 24/25 (July 1, 2024 through June 30, 2025)

No Purchase Orders for FY24/25 will be created until after the go-live in Jenzabar on Aug. 12, 2024. Start preparing for the 24/25 summer term now by ordering any supplies you need using the FY 23/24 RAPS year. The last day to place orders is June 3, 2024.

  • No reimbursements or payments to vendors for FY24/25 will occur until Aug. 12, 2024. This will include travel per diems, mileage and/or other reimbursements.
  • Follow the protocol above to ensure POs are wrapped up and invoices are received in order to close out RogueNet and cut over to Jenzabar.

Stay tuned for updates on travel in Jenzabar. In the meantime, for registrations that need to be paid before we are live in the new system, we will use our current process through July 8, 2024.

2023/24 Year End Schedule
TaskDate
Last day to order items for 23/24 (Exceptions based on item availability)06/03/24
Last day items can be received & charged to 23/24 budget06/28/24
Last day to create a PO or travel request for 23/2407/08/24
Last day to turn in an invoice or receipt for 23/2407/08/24
Jenzabar Go Dark/Final Pass07/18/24
First day to create a PO for 24/25 in Jenzabar*08/12/24
     *Stay tuned for updates due to Jenzabar implementation 

We are working on plans for emergency procurement situations during the July 19-Aug. 12 blackout period. If you have any questions or concerns, please reach out to Jodie Fulton at jfulton@roguecc.edu (Contract and Procurement Director), Tammy Canady at tcanady@roguecc.edu (Business Office Director) or Lisa Stanton at lstanton@roguecc.edu (CFO/VP of Operations and Finance).