[{"_1":2,"_97":-5,"_98":-5},"loaderData",{"_3":4,"_26":27},"root",{"_5":6,"_17":10,"_18":19,"_20":21,"_22":10,"_23":-5,"_24":-5,"_25":10},"user",{"_7":8,"_9":10,"_11":10,"_12":-5,"_13":-5,"_14":15,"_16":-5},"roles",[],"isAuthenticated",false,"isPremium","planName","subscriptionStatus","featureFlags",{},"insightsBudget","isDevelopmentHost","userPreferences",{},"recaptchaSiteKey","6LcvOJcUAAAAAHsB-gPGfGktcRlKpH7OTIU_dMTD","isImpersonating","impersonation","affiliateStatus","isFreedomPortal","routes/v2/article/layout",{"_28":29,"_30":31},"notFound",true,"relatedArticles",[32,75,87],{"_33":34,"_35":36,"_37":38,"_39":40,"_41":42,"_43":44,"_45":46,"_47":48,"_49":50,"_51":52,"_53":54,"_55":56,"_57":58,"_59":60,"_61":62,"_63":64,"_65":66,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},"mediaId",7311661,"mediaKeyId","5610125-bd4396cc33ffedce71afbd77567c445e","parentId",5610125,"title","Denton City finance and procurement staff set year‑end deadlines, explain accruals and procurement changes","audioSeconds",933,"startMs",616000,"endMs",1549000,"viewUrl","/Search/View?dp=1&key=5610125-bd4396cc33ffedce71afbd77567c445e&start=616&end=1549","thumbnailUrl","https://assets.pipeline.soar.com/5610125-bd4396cc33ffedce71afbd77567c445e/thumbnail_616000.jpg","articleUrl","/articles/7311661/Denton-City/Denton-County/Texas/Denton-City-finance-and-procurement-staff-set-yearend-deadlines-explain-accruals-and-procurement-changes","mediaUrl","https://secure.pipeline.soar.com/7311661-3fa2f63737745f4ec636eeaa1d22ce56/orig.mp4?Expires=1771148741&Signature=O1L5eTmX95Rp6y2qPEsyDMbB3KH4WewBFWaIfRPukNEZ1jU9yYEN9wbiUsTL2~P6wUpLYBdTYQ-1GdhmHUuZHej68ipsW1xBboe7SNSp-FZHeumvOeNNZ-7ztNA9ZSNsOo0b~QOxKIAC5XyWz1CpNJWBL~lPogUNaVaevDRHr6iqmwTdD44-wnDXH3JZ07Q0fgRBmIMTeQBH2cv4ZMsonZyQnN6Wj24yTqqhMQp39URj7nUJat20pEGDEK3UEou1EdsWRnX6yhJmZ4keqwUnIEaNwi7Rnxn65BBDgyIcNa07ivFEqdsS5APlC2bWoOmD27c0Y5RDLBdnt-NdSUTokg__&Key-Pair-Id=KUT5TJCACFTXG","author","Denton","date","2025-08-20T00:00:00Z","article","Matt Hamilton, executive director of finance for Denton City, and city finance and procurement staff outlined year‑end processing deadlines and controls and urged departments to complete receiving and invoice workflows before the fiscal‑year cutoff. The presentation, recorded for staff reference, walked through accounts payable procedures, accrual thresholds, purchase order and requisition rules, and an upcoming statutory change to the small‑purchase threshold.

The immediate, actionable deadlines were front and center. Ashley Adams, accounts payable, said, \"returning in invoices, we need everything by September 29,\" and added that \"September 30, which is a Tuesday, JDE will be shut down for everyone.\" Adams also told departments that check requests, expense reports and travel advances must be submitted by Sept. 22 if they should be charged to the current fiscal year.

Why it matters: receipts and the system receiving date in the city's JD Edwards (JDE) financial system determine which fiscal year records an expense. Becky Pugh, the city controller, warned that missing the receiving cutoff can push costs into the next fiscal year and affect department appropriations. \"You have until 10:00 to go out and receive those,\" Pugh said, explaining that receiving items in JDE is what records the expense. Pugh said the JDE cutoff on Sept. 29 will be followed by a system blackout on Sept. 30 with normal operations resuming Oct. 1.

Accounting and accrual thresholds: Pugh described the accounting practice of applying accrual thresholds as the city moves away from fiscal year end. She said that for payments made Oct. 1–15 the accrual threshold is $15,000 and that thresholds will rise as the period to close the year lengthens, later reaching $50,000. \"So from October 1 to October 15, that threshold is gonna be $15,000,\" she said, adding that invoices below the threshold may not be accrued into the prior fiscal year even if they were received after the cutoff.

Budget implications: Hamilton noted that the adopted budget is the legal appropriation for the year and departments must avoid exceeding it. He urged departments to close purchase orders and encumbrances and to notify the budget office of any expected large invoices. \"If you have a $5,000 invoice ... it may go into 2526,\" Hamilton said, describing how missed receiving can shift charges across fiscal years and reduce next year's available appropriation for a department.

Procurement deadlines, thresholds and itemization: Laurie Huel, purchasing manager, reviewed purchasing deadlines and rules. She said Sept. 5 is the last day to enter operating‑budget requisitions (ORs) for the current fiscal year; ORs may still be entered for job/project budgets after that date. Huel stressed that departments should leave purchase orders open if goods or services are expected after fiscal close so the PO can be received and closed in the next fiscal year.

Huel described a statutory change raising the noncontract small‑purchase threshold from the current level to $100,000 effective Sept. 1, but she said the city cannot apply the new threshold until the city's purchasing manual and policy are updated. \"The law got passed and it'll go into place September 1, but we actually can't change it in the city of Denton until I get my purchasing manual and my policy updated,\" Huel said.

She also reiterated itemization rules: requisitions and purchase orders generally must be itemized to match quotes or contracts; construction and professional services contracts may remain lump sum. Sole‑source justification forms are valid for one year and should be renewed annually.

Operational guidance and tools: Adams described AP processes and communication channels: invoices should be sent to the city's Scanman inbox in a filename format including vendor name and PO and indicating whether the invoice has been received. She encouraged use of JDE's AP Invoice Viewer and the Q&A queue for official communications about invoices. Pugh and Huel pointed staff to SharePoint resources, JDE user guides, a newly created receiver report shortcut, and the recorded presentation for reference.

Other details mentioned: Adams noted 5–10 vendors provide prompt‑payment discounts of about 2%–5%, which reduce department budgets when applied. Pugh said per diem amounts change Oct. 1 and mileage rates change Jan. 1. Huel encouraged use of the Excel OR import and available guidance on NIGP codes and HUBS to support local and small business participation.

Staff said procurement and finance teams are available for follow‑up questions and will circulate the memo and presentation materials to departmental staff.

Ending: The departments were urged to act now to receive goods and submit invoices before the system cutoff and to contact accounts payable, accounting, or purchasing for clarifications or exceptions. The presentation recording and related documents will be posted for staff review.","mediaType","Video","parentTitle","Denton - Denton Finance End-of-Year","oneSentenceSummary","City finance and procurement staff told department staff that invoices and receiving must be completed by Sept. 29 to be recorded in the current fiscal year, outlined accrual thresholds that will shift after fiscal close, and described procurement deadlines, itemization rules and an incoming statutory increase in the small‑purchase threshold.","taxTitle","Denton City, Denton County, Texas","taxId",2787,"location","headline","","shortSummary",{"_33":76,"_35":36,"_37":38,"_39":77,"_41":78,"_43":79,"_45":80,"_47":81,"_49":82,"_51":83,"_53":84,"_55":56,"_57":58,"_59":85,"_61":62,"_63":64,"_65":86,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6694795,"Denton City issues year-end deadlines for invoices, purchase orders and JDE cutoffs",1509,10000,1519000,"/Search/View?dp=1&key=5610125-bd4396cc33ffedce71afbd77567c445e&start=10&end=1519","https://assets.pipeline.soar.com/5610125-bd4396cc33ffedce71afbd77567c445e/thumbnail_10000.jpg","/articles/6694795/Denton-City/Denton-County/Texas/Denton-City-issues-year-end-deadlines-for-invoices-purchase-orders-and-JDE-cutoffs","https://secure.pipeline.soar.com/6694795-76ebbd05f7b85c6d530496a00d01ffcd/orig.mp4?Expires=1771148741&Signature=n8WYEaTwR7tL~4QYpvfN7~mnRWdsad6RAzZxnKfui3Csw74TQTF8TTd4AXmZzbawYSmoR6UMR~Yl17Sd7Uav~qZlkcUhYApw5qTPVITro1WaeknO3W6Rgu2QdulRTLBSuF~w77CItYGWKpg3t4LOiC1HiOt3GY-md-iNlCpxd~q1UdX6qUj9epx6elm5-od0NfNA2v3mQUZOVJbvgS~Mo8v1mbBvTjuvm4JczS3LYDuiVjgNhdtV2yK3t2mqG0TPKcKj7SoqwiHfF0Lz0xFL3bX0vlGoaAFdXgcGHlwI0KOo2uMbEO9UYTB2d1~kbrms4idbmq7Ep5eXLzz-uH1fNw__&Key-Pair-Id=KUT5TJCACFTXG","Denton City finance and procurement staff advised department personnel on year-end processing and deadlines, emphasizing that invoices and receiving must be completed by Sept. 29 to record expenses in the current fiscal year and that the JDE financial system will be shut down Sept. 30 for year-end processing.

Matt Hamilton, executive director of finance, opened the presentation by saying the session would cover \"year end procedures related to finance, and procurement.\" Ashley Adams of accounts payable told attendees that \"All invoices can be sent to Scanman\" and that departments should format submissions with the vendor name and PO number and indicate whether items have been received. She also said the department uses the Q&A function inside JDE as its formal communication channel for invoice questions.

Becky Pugh, the city controller, explained how receiving items in JDE affects which fiscal year records expenses. \"You have until 10:00 to go out and receive those,\" Pugh said of items to be recorded in the current year. She warned that accrual thresholds applied after the fiscal cutoff can move expenses into the next fiscal year: from Oct. 1 to Oct. 15 the accrual threshold is $15,000, and later in the year the threshold rises (Pugh said it moves to $50,000 as the city progresses further from year-end).

Hamilton and the budget staff reiterated that the adopted budget is the legal appropriation for the year and cautioned departments not to assume operating revenue can be carried forward. Hamilton said closing purchase orders and encumbrances helps the budget office anticipate potential appropriation issues and avoid midyear amendments to the city council.

Laurie Huel, the purchasing manager, reviewed procurement deadlines and rules. She said Sept. 5 is the last day to enter requisitions (ORs) charged to the operating budget for the current fiscal year; ORs for capital jobs may still be entered after that date. Huel asked departments to leave purchase orders open if goods or services have not been received and the department expects them soon, because leaving the PO open preserves the audit trail and allows the expenditure to be recorded in the next fiscal year when received. She also noted a forthcoming change in the dollar threshold for noncontract purchases: state law raised the quote threshold from $50,000 to $100,000 effective Sept. 1, but the city must update its purchasing manual and policy before the city can apply the higher threshold internally.

Huel described itemization requirements: all ORs and purchase orders must be itemized to match quotes or contracts (construction and professional services contracts may remain lump-sum). She said sole-source justification forms are valid for one year. She also advised departments to use the Excel OR import, JDE grids and queries, the contract database, and the NIGP coding guides to speed processing. Huel noted a vendor pricing update: Cintas provided revised pricing that departments should review on existing POs.

Logistics and other reminders included: check requests, expense reports and travel advances must be submitted by Sept. 22 to be charged to the current year; per diem rates change Oct. 1 (use fiscal-year 2026 rates for travel on/after Oct. 1; use 2025 rates for travel before Oct. 1); mileage rates change Jan. 1; JDE will be unavailable during the shutdown and is expected to resume Oct. 1; and staff will circulate the presentation and related memos after the session. Presenters also provided contact points and named procurement and budget staff who can assist with ORs, vendor setups and contract questions.

The presentation was informational; no formal actions or votes were recorded during the meeting. Staff directed departments to follow the stated deadlines and to request any exceptions through the purchasing inbox so procurement can route them for approval.","Denton City finance and procurement staff told department personnel to meet Sept. 29 and Sept. 30 year-end deadlines for receiving goods and shutting down the city'9s JDE system, warned of accrual thresholds that can shift expenses into the next fiscal year, and outlined procurement and purchase-order practices ahead of the fiscal-year close.",{"_33":88,"_35":36,"_37":38,"_39":89,"_41":90,"_43":79,"_45":91,"_47":92,"_49":82,"_51":93,"_53":94,"_55":56,"_57":58,"_59":95,"_61":62,"_63":64,"_65":96,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6694790,"Denton City staff outline year-end finance and procurement deadlines",1547,1557000,"/Search/View?dp=1&key=5610125-bd4396cc33ffedce71afbd77567c445e&start=10&end=1557","/articles/6694790/Denton-City/Denton-County/Texas/Denton-City-staff-outline-year-end-finance-and-procurement-deadlines","https://secure.pipeline.soar.com/6694790-1b588f4a8dbc1caf522fbf3a24d04b1c/orig.mp4?Expires=1771148741&Signature=LztPrUuMryFdDW-p8yYeag42Ft0qNOCgbSZXW5qJYqU5OLh9n5TjMNZqunsSjSNiiNlcpWAPRvb53itC0UDA5Xy8xBuSvdh7ACHU1STpbHv-4alb2NOyBXkAj7x3gd0gVBou4fjfaKRKPiLVpQYuNSPHesie~p0HinwZMg817-~x8ZfXIhGcY3F2s005b88I9kOODDe56nksd4gEsiuQ2X2sL4FHsZLNyfL4zTwOA1kBgoZziXuaCIsC~ZHuBZKXcVmPJnBZudJUGPQZrqLrhbQqZgrOaVbC6-dXvI0lRQIyrBlKK8h02rYnZ8ul~QdArqiWwEnc0q8H9NZDrVv-6w__&Key-Pair-Id=KUT5TJCACFTXG","Denton City finance and procurement staff on an afternoon meeting reviewed year-end deadlines and procedures staff must follow to record expenses in the current fiscal year, including invoice receiving, purchase order handling, and cutoff dates for requisitions and payments.

City officials said these steps matter because missed receivers or late invoices can shift expenses into the next fiscal year and affect departments' budgets and the city's legal appropriations. “Returning in invoices, we need everything by September 29,” Accounts Payable staff member Ashley Adams said, summarizing the primary receiving cutoff. Controller Becky Pugh added, “You have until 10:00 to go out and receive those,” referring to the JDE receiving action that records expenses to the fiscal year.

Staff emphasized a sequence of deadlines and practices that departments must follow. Invoices should be sent to the Scanman invoice intake (per the presentation), and if a department uses JD Edwards (JDE) they should use the AP Invoice Viewer layout to review invoice images and status. Adams advised using the JDE Q&A for formal communications about invoices. For expense items that require check requests, expense reports or travel advances to be charged to this fiscal year, staff must submit them by September 22.

Accounting staff explained how accrual thresholds affect whether late invoices remain in the current year. Pugh said the office applies thresholds when preparing accruals: from October 1–15 the accrual threshold is $15,000; later year-end thresholds rise (staff noted a $50,000 threshold as the next step). Pugh gave an example that a $5,000 invoice not received by the receiver cutoff might not be accrued into the current year and could therefore be charged to the next fiscal year.

Procurement staff outlined purchase-requisition and purchase-order practices tied to year-end accounting. Purchasing Manager Laurie Huel said departments should not close POs for goods or services they still anticipate receiving; “If you haven't received the good or service and thinking you might or you think you might get it right there at the October and it could be accrued back, please leave that purchase order open.” Huel also set an operating-budget requisition deadline of September 5 for entering ORs (requisition forms) against the current operating budget; ORs for jobs/projects can still be entered after that date.

Huel noted an upcoming change in the city’s procurement quote thresholds: non-contract purchases from $3,000 up to $50,000 are currently processed through quotes/hubs; a recently passed state law will raise that upper limit to $100,000 effective Sept. 1 but the city must update its purchasing manual and policy before the city can apply the higher threshold locally. Staff said the policy update and implemenation timeline are not final and could take about two months.

Other year-end points: per diem rates change Oct. 1 and mileage rates change Jan. 1; vendors that offer early-payment discounts (roughly 2–5 percent for some vendors) should be paid promptly; POs and ORs must be itemized to match quotes or contracts (construction and professional-service contracts may remain lump-sum); and staff recommended using the Excel OR import and JDE queries/grids to streamline multi-line POs. Procurement also flagged a recent vendor price update for Cintas and advised departments to review affected POs.

The presentation materials and a recording will be distributed to city staff. Staff invited departments to contact finance, accounts payable or purchasing teams with questions or for help using JDE, the Q&A tool, the SharePoint guidance, or the contract database.

","City finance, accounts payable and purchasing staff reviewed key year-end deadlines and procedures for invoice receiving, accruals, requisitions and purchase orders to ensure expenses are recorded in the correct fiscal year.","actionData","errors"]

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Denton City finance and procurement staff set year‑end deadlines, explain accruals and procurement changes

Denton City issues year-end deadlines for invoices, purchase orders and JDE cutoffs

Denton City staff outline year-end finance and procurement deadlines