NUFinancials PeopleSoft Upgrade
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1 NUFinancials PeopleSoft Upgrade December 2013 Agenda Overview Fun Favorites and scrollable grids Training Opportunities Grants Reports Updates GL008 Improvements Cash Receipt Ticket (CRT) Changes Transaction Processing Updates Payment Enhancements Purchasing Procedure Changes 1 Favorites Menu and Navigation Fiscal Year End 2013 PeopleSoft/NUFin upgrade Additional Project Reports 2 1
2 New Scrollable Grids You can scroll vertically and horizontally Column headers can be frozen 3 You can customize your grids Change the grid structure right on the grid Your customizations are saved for that grid 4 Major Report Changes 2
3 What s New with Research Reports Exciting changes that are available today! What s New with Grants Reports GM045 Sponsored Project Budget Statement did not tie out to other reports Transactions Budget checked but not posted Calculated F&A on encumbrances 7 What s New with Grants Reports GM044 Sponsored Project Portfolio updated to run off the same data as the GM045 New column (E) Updated encumbrances (C) 8 3
4 What s New with Grants Reports GM023 Multi-Project Summary Report updated to run off of the same data as the GM045 New column (D) Updated column (C) 9 What s New with GL008 Exciting changes that are available today! What s New with GL008 Need to see all activity for the year in one place? Try the GL008 Year-To-Date! 11 4
5 What s New with GL008 Optionally show budgetary information 12 What s New with GL008 Or hide it! 13 What s New with GL008 Using ChartField1? It s now available on GL008! Display and search 14 5
6 The Latest from Depository Services Deposit Timing during NUFin Downtime Department Deposits Deposits can still be dropped off at either of the DS offices with valid wildcard and paper CRT completed The deposit/bag will be scanned and receipt given It will be the department s responsibility to create and commit any CRT once the upgrade is complete REMEMBER: For check-only deposits, use your remote deposit check scanners during NUFinancials downtime. Save your receipt and details and create the CRT once NUFin is back online. 16 Guidelines from Depository Services 17 6
7 Depository Services during Downtime Depository Services Business Hours We will still conduct business while NUFinancials is down; no reduced hours Tuition payments will be processed Student loan payments will be processed Department deposits will be accepted For self service transactions, please refer to Student Accounts for more information 18 What s New with Cash Receipt Tickets What s New with CRTs Updated look, same process 20 7
8 What s New with CRTs Immediate feedback if there are problems 21 What s New with CRTs 22 What s New with CRTs Explanation of what s wrong for each line Avoid having to correct later No new policy 23 8
9 What s New with CRTs Easily contact committer or enterer 24 What s New with CRTs Need a refresher on how to create a CRT? Easily access the job aid! 25 Transaction Processing and Vendor Process Updates 9
10 NUFin Downtime Vendor Entry Vendor Deadline Vendor code requests received by 10AM on Friday, December 6 will be processed before the upgrade so that once the system is available you will be able to process requisitions/payments. 27 New Required Info for Vendors New vendor code requests for companies must include a fax number or address If the vendor code request is missing this information we will attempt to contact you Missing information will delay processing of your request 28 What s New for Vendors Vendor - Financials can now retain a history of vendor name changes Vendor - Accounting Services can now upload attachments to the vendor record Requisitions - Users can search for a Vendor by Vendor Name on the Requisition Add Items and Services page Online Vouchers - The Advanced Vendor Lookup search can display up to 100 rows (instead of 6) 29 10
11 NUFin Downtime Journal Entry Any journals not fully approved before the upgrade cut-off will be sent back Once upgrade is completed, journal will need to be resubmitted for all approvals 30 What s New for Journals You can now add supporting documentation as an attachment on all journals Attachments are strongly recommended for ISJs (e.g. invoice or statement) and journals that affect Sponsored Programs 31 What s New for Journals New horizontal departmental approval map Accounting Services approval will be applied online for all journal types (previously approval was manual) Journals will post hourly after fully approved Accounting Services is able to post manually, if necessary 32 11
12 What s New for Journals New Agency (AGY) and Balance Sheet (BAL) type NU Actuals Journals 33 What s New for Journals Agency type journals will be used for both new and correcting transactions to agency (Fund 700s) chart strings, typically funding student groups (e.g. SOFO/COFO) This new journal type replaces the use of ISJ journals for agency chart strings The ability to use 700 funds in the ISJ will be disabled 34 What s New for Journals Balance sheet journals will be used when affecting asset and liability accounts (accounts starting with 1 or 2) Access to create balance sheet type journals will be limited by security Users without access will not see the balance sheet option when creating journals 35 12
13 Improved Recharge Center Processing NUFinancials has been enhanced to receive additional information regarding recharge center transactions Centers may provide details based on need and their own upgrade schedules Extended details available via GL008 drill when provided 36 Improved Recharge Center Processing All recharge centers will now have RCG source Journal IDs will be masked with individual center ID (e.g. ITN , UVS ) 37 Payment Enhancements Accounts Payable 13
14 New Functionality for Expenses Corrected Expense Report searching (before): 39 New Functionality for Expenses Corrected Expense Report searching (after): 40 New Functionality for Expenses Visual Workflow (before): 41 14
15 New Functionality for Expenses Visual Workflow (after): 42 New Functionality for Expenses Visual Workflow (after): 43 New Functionality for Expenses Visual Workflow (after): 44 15
16 New Functionality for Expenses New Lines stay where you insert them (before): 45 New Functionality for Expenses New Lines stay where you insert them (before): 46 New Functionality for Expenses New Lines stay where you insert them (after): 47 16
17 New Functionality for Expenses Expense Transactions only use Expense accounts 48 New Functionality for Expenses Approvers must approve all lines (before): 49 New Functionality for Expenses Approvers must approve all lines (after): 50 17
18 New Functionality for Expenses Travel Authorizations using multiple chart strings are now routed to all appropriate approvers Workflow routes are grouped by chart string 51 New Functionality for Expenses Workflow routes are grouped by chart string 52 New Functionality for Expenses Workflow routes are grouped by chart string 53 18
19 New Functionality for Online Vouchers 54 New Functionality for Online Vouchers The Advanced Vendor Search has been modified to return more search results and to display the results within one grid 55 New Functionality for Online Vouchers The Online Voucher denial notification now provides more information to the submitter about options and next steps 56 19
20 A/P Deadlines for NUFin downtime December 6: Expense Report documentation must reach Accounts Payable by 5:00 p.m. to guarantee final approval before NUFinancials is taken down December 6: Online Vouchers received in the Accounts Payable Approval Inbox by 5:00 p.m. are guaranteed approval before NUFinancials is taken down December 10: NUFinancials down at 6:00 p.m. December 16: All items in workflow must be resubmitted 57 A/P Deadlines for NUFin downtime December 10: All items not fully approved will be taken out of workflow (Not Deleted) December 16: All items taken out of workflow will need to be resubmitted 58 New - Expenses Attachments You will be able to attach documents at the header of Expense Reports (ER) Procedure: 1. Create the ER 2. Print it 3. Obtain traveler s and supervisor s signatures 4. Scan ER and receipts 5. Attach scan to electronic ER 6. Submit ER into workflow Approvers can add attachments (such as Exception Forms) to ER in workflow 59 20
21 Attachment Processing Recommendations Review all scans for legibility Review all scans to ensure there are no skewed images Put a description of the attachment in the Description box AP will return ERs with illegible or badlyskewed images 60 Attachments for Expense Reports 61 Attachments for Expense Reports 62 21
22 New Voucher Related Documents Page This new tab within the Regular Voucher provides information about a voucher in one place, including: Payment Details Purchase Order Information Receiver Information 63 New Voucher Related Documents Page 64 New Information about Receipts Receipts will no longer be necessary for NEW Purchase Orders under $500 If an invoice for a Purchase Order under $500 should not be paid because of a dispute with the vendor or some other valid reason, contact Accounts Payable at or at a-payable@northwestern.edu Accounts Payable will put the Voucher on hold and will release it when the department approves it 65 22
23 Match Exception Notifications Update Previously, departments received exception notifications only when receipts were needed Departments will now receive notifications for all match exceptions, including: Invoice price or amount exceeds PO price or amount Invoice quantity exceeds received quantity 66 Match Exception Notifications Update 67 What s new in Purchasing Resource Services 23
24 New Functionality for Requisitions Search for a Vendor by Vendor Name on the Requisition Add Items and Services page 69 New Functionality for Requisitions Ability to enter a Negative Dollar amount on a Requisition Line Discounts Trade-ins 70 New Functionality for Requisitions Ability to enter and pass Requisition Line Comments to ibuynu Suppliers that are enabled to receive Line Comments Note: Not all ibuynu Suppliers will be able to receive Line Comments 71 24
25 New Functionality for Requisitions Ability to Cancel a Requisition Line from the Manage Requisitions page 72 New Functionality for Requisitions More Request Status search options available for identifying the Status of a Requisition or PO on the Manage Requisitions page All But Complete Approved Canceled Complete Denied Open PO(s) Canceled PO(s) Completed PO(s) Created PO(s) Dispatched Partially Received Pending Received See Lines 73 New Functionality for Requisitions Ability to Create and Save a Requisition Template or Favorite without actually saving the Requisition that was partially entered to create them You can also save the originating Requisition and use it to create/save the Template and/or Favorite FAMIS WO and FAMIS Part ID added to the Requisition Approval page This information is also included on the View Printable Version 74 25
26 PO Change Order Request Process PO Change Order Requests can now be created, submitted, approved, and tracked within NUFinancials PO Changes that require Departmental Approvals can be routed through the same Workflow Routing that is applied to Requisitions Once a PO Change Order Request is fully Approved, changes will be applied directly to the PO 75 PO Change Order Request Process 76 PO Change Order Request Center 77 26
27 PO Change Order Request Center 78 Select the PO to Change 79 Enter Reason for PO Change Order 80 27
28 Provide Additional PO Change Details 81 POC has been Saved and Submitted 82 PO Change Order Approval/Workflow 83 28
29 Approval Inbox View 84 Approval Status is Displayed 85 Review Processed PO Change Requests 86 29
30 Life Cycle Viewer for PO Change Orders 87 Hold PO from Further Processing Approval 88 Hold PO from Further Processing Approval 89 30
31 Hold PO from Further Processing Approval 90 Questions 31
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