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Please note that information on these EFS Updates may have changed since the Updates were issued.
Also see Information by Topic.
Procurement Card (PCard) improvements for approvers and reconcilers
The improvements communicated on November 16th to the PCard Reconcile Statement page have been moved to the December release to allow for additional testing. Please look for an updated communication on the functionality to be released in December.
Requisition Name on E-mail for Sourced POs
The Name of the Requisition will now be included in the e-mail that is sent to the requester after the requisition is sourced to a Purchase Order. This will help the requester identify the requisition to the purchase order. The e-mail also includes the requisition number, purchase order number and requested delivery date.
Sourcing Workbench Change
The text on the Sourcing Workbench screen has been updated to eliminate confusion. The screen instructions have been updated. The screen text has been changed to instruct the Proc Spec to change the Error status to Reset / Purge. The reference to Recycle has been removed from the screen instructions.
ACH Remittance Advice email for Employees and Vendors
Currently, the system provides no notification to Employees or Vendors that a payment via ACH has been initiated. The system will now provide both with an email, approximately 2 days prior to deposit, detailing the transaction(s).
View Customer Conversations
The AR monitor role will now have access to view customer conversations via Accounts Receivables menu pages. This will allow Monitors to review documented discussions and conversations with customer contacts, which may be related to invoice and payment issues or other customer inquiries.
New PeopleSoft and UM Report for Sponsored Award Processing Statistics
This new report will provide the user with modification information processed for Sponsored Awards. It is a summary level report that will roll up by budget period and provide counts and totals based on entered run control criteria. The report is flexible in that the users will be able to run it by Modification Issue Date, RRC, ZDeptID, DeptID, Sponsor or PI/COI.
New PeopleSoft and UM Report for Submitted Proposal Processing Statistics
The Submitted Proposal Processing Statistics report will give Proposal level summary information and submitted and awarded Proposal counts and percentages based on entered run control criteria. The users will be able to run the report by Proposal Creation Date, RRC, ZDeptID, DeptID, Sponsor or PI/COI.
Correction to the UM Report - Sponsored Project Detail
The report has been correct to pull data based on the Deptid associated to the Project instead of the Award.
Procurement Card (PCard) improvements for approvers and reconcilers
This communication is to make you aware of coming changes to the PCard Reconcile Statement page affecting both approvers and reconcilers of PCard activity. Please read this summary. These improvements are scheduled for November 22, 2009 but if issues are encountered during final testing, they may not be installed until the December release.
One non-sponsored reporting issue resolved
An issue, announced to this listserv on 11/3/09, with the Transaction Detail for Current Non-Sponsored Funds report has been resolved. The report was displaying duplicate rows on some non-payroll encumbrance transactions. The impact was limited to purchase orders with multiple distribution lines for an individual PO line, and some requisitions which were closed during fiscal year end processing. The duplicate rows were displayed in sequence on the report and were differentiated by one line missing a portion of the description details. Again, this issue has been resolved.
2009 annual report
The University's 2009 annual financial report is available here.
Period 4 Close
Period 4 (FY10) has been closed in the General Ledger (GL).
Final information through Period 4 will be available in the Reporting environment today (Wednesday).
Encumbering and reporting update
It is important that all of those who work with financial data and reporting review this information. (This information is also available in a two page PDF here.)
There have been several issues associated with encumbering and its impact to reporting. The majority of the issues have been identified and corrected over the past week via a Journal Entry in PeopleSoft Financials (details provided below).
CORRECTIONS THAT HAVE BEEN MADE
Corrections to encumbering have been made on Ledger Group KK_DTL_EXP thus far, since this is the Ledger Group that is used for reporting (the KK_DTL_EXP Ledger Group is a group of related tables in PeopleSoft Financials from which data is pulled for reporting for both sponsored and non-sponsored accounts).
Non-sponsored payroll related activity
Non-sponsored non-payroll related activity
Sponsored payroll related activity
Sponsored non-payroll related activity
Reports
Encumbrances and pre-encumbrances should appear correctly on these reports:
REMAINING ISSUES, TO BE ADDRESSED
Report issue
Transaction Detail for Current Non-Sponsored Funds
A problem was just identified with this report and a fix is in progress. The report is displaying duplicate rows on some non-payroll encumbrance transactions. The impact is limited to purchase orders with multiple distribution lines for an individual PO line, and some requisitions which were closed during fiscal year end processing. The duplicate rows are displayed in sequence on the report and are differentiated by one line missing a portion of the description details.
In PeopleSoft Financials: Ledger Groups/pages
The following Ledger Groups have are in the process of being analyzed and corrected for sponsored and non-sponsored activity: KK_EXPENSE, KK_PARENT, and KK_CHILD. Keep this in mind when viewing the online pages 'Budget Overview' and 'Budget Details' (under the Commitment Control menu). We are continuing to work on analysis/correction of these Ledger Groups.
Daily payroll recalculation issue
The daily payroll encumbering recalculation process in Campus Solutions has been on hold since the beginning of September 2009 (so that a modification could be made to include the transactions in the Budget Summary and Transaction Detail reports). This process is scheduled to be fixed on approximately November 22, 2009.
Invalid combo code issue
There are currently inactive/invalid (that is, not supported by a budget) combo codes in Campus Solutions. Current distributions using invalid combo codes need to be cleaned up first (in progress). Once this task is complete, the invalid combo codes will be deactivated. A system process will then be turned on to prevent future occurrences of this situation.
WHO TO CONTACT
What to do if you see an encumbrance that should have been closed
Contact the University Financial Helpline if you see an encumbrance that doesn’t appear to have been corrected when querying the KK_DTL_EXP Ledger Group or viewing reports (in UM Reports or within PeopleSoft Financials).
Please provide the University Financial Helpline (612-624-1617 or finsys@umn.edu) with specific information for any issues associated with encumbering: the name and navigation to the report or page that was being viewed when an encumbering issue was noted, the dollar amount, and the entire ChartField string (Fund, DeptID, Program or Project, Account code, and any optional fields like CF1, CF2, FinEmplID, and CS). If specific requisition or purchase order numbers are known, please include this information as well.