February 26th AP SIG Meeting with WebEx signup

Please join us for our last AP SIG meeting where we will cover important reminders and answer your questions.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  Please Sign-Up here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The new meeting password is: Workday23

Conference call info is included below: Dial in: 1-888-330-3581; Access code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • RFP Check Mail Back Acceptable Reasons
  • Supplier Invoice and Documentation
  • Where to request journal entries
  • Header Memos, Line Memos and other memo-like fields
  • Spend Category Suggestions
  • Help Us Help You
  • Production Support

Posted in Accounts Payable

January 2015 Financial Close – Reporting Now Available

The financial close for January, 2015 in UR Financials (Workday) is now final.  You can now run your monthly ledgers and other reports.

We will be reviewing the new Reporting worklet and be available to answer your questions at upcoming User Call In sessions and Reporting Workshops.   Please sign up on the website if you plan on attending.

February 12th Depositor SIG Meeting with WebEx signup

Please join us for the February Depositor SIG meeting.  This is our last meeting in the Depositor SIG series.  We will cover reminders from the cashiering locations and Treasury, review UR Financials support resources and answer questions about your cash transactions.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  Please Sign-Up here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The new meeting password is: Workday23

Conference call info is included below: Dial in: 1-888-330-3581; Access code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • When is an RC/SC required on my cash transaction?
  • Treasury Reminders
  • Cashiering Location-specific reminders
  • UR Financials Support Resources
  • Lots of time for questions and answers about ad hoc bank transactions posting to your ledgers

Introducing the New Reporting Worklet

Based on user feedback, we have introduced a new Reporting Worklet that contains links to frequently used reports.  This worklet will appear automatically on your Home page.  Additional details will be communicated on the UR Financials website prior to Monday’s release.  We will also be reviewing the worklet at upcoming User Call In sessions and Reporting Workshops.   Please sign up on the website if you plan on attending.

Questions, please send an email using the Contact Us link on the website.   Thanks.

January 2015 Financial Close Schedule Update

As previously announced, the financial close for January, 2015 in UR Financials (Workday) is currently scheduled to be complete by the morning of Tuesday, February 10th.   Until then, we will be running summary reports to validate the results and verify that all interfaces and transactions posted as expected.

Communication will be sent out Tuesday morning announcing that the system is available for running January reports.  If the schedule changes for any unforeseen reason, we will send out communications to notify you.

Questions, please send an email using the Contact Us link on the website.  Thanks.

Supplier Invoice and Document Links

Recently there was a problem with PMM invoice Document Links found in UR Financials via the View Supplier Invoice screen.  It has been determined that theses ineffectual links were integrated prior to Tuesday January 27th, 2015. 

Due to this, you may come across PMM invoices posted in January for which the links don’t work.  An easy way to remember this is that if the Workday Supplier Invoice # is less than 5020859 the Document Link is not likely to work.  In these situations,  please contact AP (AccountsPayable@finance.rochester.edu) to retrieve this documentation for you.

Document Links in UR Financials after this date, should be accessible with active links.

 

January 29th AP SIG Meeting with WebEx signup

Please join us for the January AP SIG meeting where we will cover important reminders and answer your questions.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  Please Sign-Up here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The new meeting password is: Workday23

Conference call info is included below: Dial in: 1-888-330-3581; Access code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • Reminders
  • RFP Check Mail Back Acceptable Reasons
  • Supplier Invoice and Documentation

Updated Crosswalks Available

Several Crosswalks have been updated and are listed below.

When using these tools, you will see that some FRS subcodes have been consolidated under one Spend or Revenue Category. In addition, you will find new Spend and Revenue Categories that don’t currently exist in FRS as subcodes. This is by design as we move to the new Chart of Accounts in UR Financials.

Use the FDC and these Tools: FRS Subcode to Workday Worktags Crosswalk in conjunction with the updated UR Financials Ledger Accounts, Spend & Revenue Category Listing

  • FRS Department to Workday Cost Center Crosswalk
  • FRS Account to UR Financials FAO Crosswalk
  • UR Financials Ledger Accounts, Spend & Revenue Category Listing
  • FRS Subcode to Workday Worktags Crosswalk

UR Financials Live for Certified Users

UR Financials, our new financial system, is running live in our production environment.

All certified users can log into the system at this time.  This refers to users that have completed the following:

  1. Have a Workday Access Form submitted
  2. Passed all necessary training assessments in Blackboard.
    1. This includes the Introduction to UR Financials eLearning
    2. AND the Non Company Level Reporting class and test for non company level users.

If you have not completed the above items, please do so now.

Provided is a list of Certified Users as of February 25, 2015 PM.  After achieving certification, access should be provided 1-2 business days later.

If you have any questions, please contact your local Project Champion.

December 18 Depositor SIG Meeting with WebEx signup

Please join us for the December Depositor SIG meeting where we will discuss important deposit timing updates and cashiering location-specific reminders and updates.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  Please Sign-Up here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The new meeting password is: Workday1

Conference call info is included below: Dial in: 1-888-330-3581Access code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • Project Updates
  • Documentation recap
  • Journal Sources recap
  • When is an RC/SC required on my cash transaction?
  • Cash Close Timing – IMPORTANT Updates
  • Banking Entry Form and Treasury site recap
  • Automated Postings
  • Cashiering Location-specific reminders/updates
  • Key Dates

FRS Subcode to Workday Worktags Crosswalk — UPDATED

Back in September we replaced the structure of this existing spreadsheet with a new layout. This crosswalk spreadsheet now has two tabs to represent Integrations that flow through Workday (January 1, 2015) and the Converted Balances that we are migrating to Workday (July 1 – December 31 2014). Note that each tab includes both SL & GL subcodes. Utilize filtering to perform searches.

Converted Data will be translated from FRS to Workday terms using the “Balance Conversions” tab for July 1 thru Dec 31 2014 balances. Starting in January 1, 2015, all transactions will use the “Integrations” tab for the second half of FY2015 and ongoing. The major differences with these two tabs are how Property, Plant & Equipment are handled.

Visit the Tools page and scroll down to the FRS Subcode to Workday Worktags Crosswalk section to access this crosswalk. Once opened, use this spreadsheet to look up favorite FRS subcodes to determine the corresponding Workday Spend Category, Revenue Category and Ledger account. As additional subcodes are added to FRS, the UR Financials project team will update the cross reference to reflect these changes.

Data represented from Cognos as of November 7, 2014 (FY2014 and FY2015 with New subcode description or attribute change)

Some FRS subcodes have been consolidated under one Spend or Revenue Category. There are also new Spend and Revenue Categories that don’t currently exist in FRS as subcodes. This is by design as we move to the new Chart of Accounts in UR Financials.

The FRS Account to UR Financials FAO Crosswalk – Now Updated

The preliminary cross reference between FRS accounts and Financial Activity Object (FAO) is available for use. The Excel spreadsheet allows users to look up their FRS accounts and determine the corresponding UR Financials FAO. As additional accounts are added to FRS, the UR Financials project team will update the cross reference to reflect the changes.

FRS Accounts pulled from Cognos as of 11/19/14 (Open, Frozen status) — Does not include Net Investment in Plant (NIP) FRS accounts.

Refer to the crosswalk spreadsheet here.

Feedback or questions, please use the Contact Us link on the UR Financials website

The Updated Request for Advance Travel Tickets (F2) Form is Ready for Use

Starting with travel arrangements being made this week, you should download and use the latest version of the Request for Advance Travel Tickets (F2) form located on the Finance Forms page.

The F2 forms has been slightly updated to reflect the new Financial Data Model (FDM) utilized by UR Financials. This is the first of several forms that will be updated to accommodate the FDM.

Check back here for more announcements on other updated forms, as they become ready for use.

Please contact us if you have any questions.

December 3rd AP SIG Meeting with WebEx signup

Please join us for the December AP SIG meeting where we will cover material pertinent to our AP activity transition that has already in progress.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  Please Sign-Up here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The new meeting password is: Workday1

Conference call info is included below: Dial in: 1-888-330-3581Access code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • Project Updates
  • Documentation recap
  • Journal Sources recap
  • Header Memos, Line Memos and other memo-like fields recap
  • Go-live transition dates recap
  • SOLO Spend Categories

November 20 Depositor SIG Meeting with WebEx signup

Please join us for the October meeting where we will start to discuss more details regarding what is changing for depositors.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  Please Sign-Up here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The meeting password is: Workday2

Conference call info is included below:
Dial in: 1-888-330-3581Access code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.