Lapse/Roll Pre-Selection Tips:  FYE2024

The process of Pre-Selection, which will take place after the COB cycle on June 30, 2024, will capture all accounting lines with open amounts on FINALIZED transactions in CORE.

• All PENDING Version 1 transactions must be approved and in a ‘Final’ status by 5:00 p.m. MST on June 30, 2024 in order to appear in the RLPSD table.

• All PENDING transactions and updates to accounting lines in Pre-Selection between July 1, 2024, and July 19, 2024, with a Version 2 or higher must also be approved and in a ‘Final’ status by the COB on July 19, 2024. If a transaction is not in ‘Final’ status, the system will not lapse or roll their associated updated accounting lines even if they are selected to do so in the RLPSD table.

• Any transaction that has new accounting lines added to it AFTER June 30, 2024 will not be available in the Pre-Selection Table to be lapsed or rolled on July 19, 2024.

  • The system will only roll or lapse accounting lines with open amounts that were created AND finalized by 5:00 p.m. MST on June 30, 2024.

• RQS transactions referenced by Encumbrance (Award) transactions that are in a PENDING status will not lapse, even if the RQS is in a FINAL status and identified to be lapsed in the RLPSD table.

  • If you have an RQS that needs to be lapsed but the associated PO is in a PENDING status, you will need to Reject and Delete or Cancel the Encumbrance transaction before July 19, 2024.

• Accounting line amounts set to lapse or roll on the Pre-Selection table can be increased or decreased anytime between July 1, 2024 and July 19, 2024. However, the displayed amount of these accounting lines on the Pre-Selection table will not be updated as a result of these changes and will reflect the June 30, 2024 original amount.

The following Preselection scenarios provide a breakdown of the information detailed above:

Accounting Lines That Cannot Be Lapsed or Rolled

• Accounting lines on RQS transactions that have already been Copied Forward to accounting lines on an Award (like a PO) for their FULL AMOUNT cannot be lapsed as the act of copying them forward for the full amount will liquidate them entirely and they will not show up on the RLPSD table.

  • An exception to this rule is if the amount on the RQS was only partially copied forward to an award transaction and the ‘Ref Type’ on both the Commodity line and Accounting line of the associated award is established as ‘Partial’ on the Award.

• ‘$0 dollar’ accounting lines cannot be rolled or lapsed. They will not show up on the RLPSD table. 

Contract Roll Information

• Accounting lines associated with Multi-Year CT’s (Contracts)/PO’s (Purchase Orders)/DO’s (Delivery Orders), and GAE’s (General Accounting Encumbrances) do not have to be selected to roll as part of the Pre-Selection process, but ‘Outyears’ associated with these accounting lines must have an Event Type of PR08 in order for the Contract Roll job to identify them.

  • Like any other transaction, transactions with ‘Outyears’ must be in a status of ‘Final’ by COB on June 30, 2024, in order for them to be updated during the Contract Roll process.

• Accounting lines established for ‘Outyears’ with an incorrect ‘Reserved Funding’ setting of ‘No’ will process properly during the Contract Roll job.

• If possible, the Reserved Funding setting on lines established with this incorrect setting should be updated with a Reserved Funding setting of ‘Yes’ before the Contract Roll job takes place on July 1, 2024 to ensure no payments are made against this accounting line before the new fiscal year begins.

  • COAX entries will NOT be applied to any ‘Outyears’ that are rolled as part of the Contract Roll process.

• If an Appropriation Unit needs to be updated on an ‘Outyear’ accounting line, it will have to be done manually, either before or after the Contract Roll job.

RQS and Unawarded Solicitations

• RQS transactions associated with Solicitations that are currently Open or Closed, but not yet awarded MUST be rolled in order to allow the award to be created and linked to the RQS.

  • Allowing the standard lapse of an RQS in these instances will result in the following error when attempting to Validate and Submit an award: "Cannot reference an Accounting Line that has been Closed (A1600)".

• If the award created from the RQS only used a “Partial” reference, you will still want to roll the RQS if you feel you might need to raise the amount on the associated award in the future after the Lapse/Roll process.

SRQ/SRQ1 Limitations

• SRQ and SRQ1 transactions cannot be lapsed as CORE will not allow it and will not be rolled as part of this year’s roll activities. Preventing Additional Errors on Rolled Accounting Lines/Transactions

• Chart of Account elements or element combinations that are available on FY2024 accounting lines being rolled to FY2025 must also be active in FY2025 or the rolled version of the transaction will error out.

  • These elements/element combinations must be in place by July 19, 2024, in order to ensure a successful roll.