Finance Upgrade Training

 

 

Online Training

 

 

 

Conference Room Training

 

Scheduled with each college/division beginning February 16.

 

Hands-On Training

 

Scheduled with each college/division beginning February 23.

 

 

Chartfield 1 Fact Sheet

 

 

1.                  Optional, additional chartfield.

 

2.                  Not part of the official cost center.

 

3.                  Not budgeted.

 

4.                  Entered on journals, vouchers, and requisitions.  Not entered on budget journals.

 

5.                  Does not appear on payroll, student, or other feeds into financial system.

 

6.                  Two-digit code (A0-Z9) entered or selected from menu, which translates to a value defined the department.

 

7.                  Translated value appears on printed transaction reports (1074, section 3).

 

8.                  Each DeptID can have up to 260 values associated with it.

 

9.                  College/Division Administrators will determine who can update the table of Chartfield 1 values for each DeptID in their college/division.

 

10.              Designated individuals will receive training and security to maintain the table.

 

Key Changes in the Financial System After the Upgrade

 

1.                  Departments will enter budget journals online, instead of on an Excel spreadsheet. 

 

2.                  Chartfield 1, a new, optional chartfield, may be entered on vouchers, journals, requisitions, and purchase orders, and will appear as a separate field on printed reports to further classify transactions.

 

3.                  Budget reference (e.g., BP2004) will no longer appear on transactions for fund 5 cost centers.  When you enter a fund that starts with a 5, the budget reference field will be blanked out automatically.  For other funds (1, 2, 3, 4, 6, 7, 9), budget reference will default on all transactions based on the accounting date.

 

4.                  Reports and processes will run on a central server, instead of your computer.  They will not print automatically.  You will select them from a list of your reports and can view them online or print them.

 

5.                  You can change budget-checked chartfields on vouchers, journals, and requisitions and re-budget check the document.

 

6.                  You print vouchers, journals, and requisitions by clicking a link, instead of running a separate process.

 

7.                  Encumbrance journals (for telephone and postage) will be one-sided journal entries.  For example, to decrease postage encumbrance you would:

 

¡¤        Select Encumbrance as the Budget Adjustment Type on the Header page

¡¤        Credit account 52800 and the cost center (do not debit account 20999)

 

8.                  When you click the Process button with Edit Journal selected, the journal will be edited and budget checked at the same time.  The journal should then be printed, signed, and sent to General Accounting for final approval and posting.

 

9.                  Encumbrance journals are not posted.  They are only edited and budget checked.  However, budget checked encumbrance journals must be sent to General Accounting for review and retention.

 

10.              You can delete a budget checked (not posted) journal entry.

 

11.              You can set default cost centers to appear on requisitions and the Process Edit step is no longer needed.

 

12.              Open Commitments = budget checked POs + budget checked encumbrance journals

 

13.              Soft Commitments = budget checked Requisitions + budget checked (not posted) vouchers + budget checked (not posted) regular journals

 

Processing Documents Before, During, and After Finance Upgrade

 

 

Before Upgrade

 

March 8: Deadline for submission of purchase and travel vouchers to Accounts Payable to be paid by March 12

 

March 8: Deadline for submission of purchase requisitions to Purchasing for formal bids or a PO to be issued by March 12

 

March 11 and 12: Local check runs to pay all vouchers due through March 25

 

During Upgrade, March 15-19

 

Cash Deposits and Credit Card Transactions

¡¤        Create journal entry on Excel Journal Entry Request Form: http://www.uh.edu/finance/Forms.html

¡¤        Submit JEs for cash deposits to Student Financial Services and JEs for credit card transactions to General Accounting.

¡¤        General Accounting will create a journal in FSPRD after the upgrade.

¡¤        Departments should not submit other journal entries, such as reallocations or corrections, on Excel spreadsheets to General Accounting.

 

Emergency Accounts Payable Checks

¡¤        College/Division Administrator faxes signed memo to Samantha Yurus at x38709 explaining need for emergency check.  Include vendor, amount, cost center, account, and who to contact to pick up the check at the Treasurer¡¯s Office.

¡¤        Samantha reviews and, if approved, sends a request to Treasury to issue a manual check.  Manual checks will only be issued for true emergencies.

¡¤        Accounts Payable will create and approve voucher in FSPRD after the upgrade.

 

FSRPT (reporting) will be available during the upgrade to view transactions and run reports as of March 12.

 

After Upgrade, March 22

 

Completed and budget checked version 7 documents submitted to Accounts Payable, General Accounting, and Purchasing during the upgrade will be approved and processed when the version 8 database becomes available on March 22.

 

Documents started, but not finished, in version 7 before the upgrade can be completed in version 8 after the upgrade.