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

Sign Up for Demo Days

Please join us for the final Demo Days events offered on February 18/19/20.  This last series will focus on the January Close Progress, Reporting Enhancements, Training Update, Workday 24 and Award Budgets.  We will also demonstrate saving report filters in Workday.

Please review the presentation materials prior to the session.

We are pleased to offer three identical sessions to make it easier to attend.

  • Wednesday 02/18 Alumni and Advancement Center Seminar Room 101

For those partaking in this meeting via WebExClick Here and enter your name and e-mail if prompted. The meeting password is: workday

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

  • Thursday 02/19 : River Campus, Schlegel room S207, 3 – 4 PM
  • Friday 02/20 : Medical Center, Class of ’62 Auditorium room G-9425, 3 – 4 PM

There are still open seats left! Please sign up for an option of your choice.

Multiple FAO data in One Scheduled Report Run for Cost Center Users

As you know, within UR Financials you have the ability to schedule and run month end reports that replace your previous monthly ledger and monthly transactions reports you received in COGNOS.

These include the follow reports:

  • FAO Budgetary Balance Summary – Monthly Ledger Printable URF0941
  • FAO Available Balance Summary (NCL) URF0905
  • FAO Available Balance Summary by UR Project (NCL) URF0908
  • Monthly Transactions Printable URF0942

A new Workday feature now allows Cost Center Financial Analysts to create a Report Group which will report on multiple FAOs in one scheduled run.

When using this feature, it is important to configure your Report Group for three FAO types, if needed:

  1. Operating Programs
  2. Gifts
  3. Projects

With this feature, you can manually choose which of the three to set up and re-use the scheduling set-ups each month just by changing the run dates.

Instructions on how to create a Report Group can be found on the Reporting FAQs page of UR Financials website and on the Training Materials page Under the NCL Reporting section.

We strongly encourage participation in the User call-in session and Report Workshops as they will devote periods of time for those who wish to have assistance in this set up. All set up activity must be completed by the user who will be setting up the report grouping and scheduling of the runs.

 

Join Us For February 18/19/20 Demo Days

Please join us for the last installation of Demo Days focusing on January Close Progress, Training Post Go Live, Workday 24 and Award Budgets. 

We have heard your feedback and are pleased to be offering three identical sessions to make it easier to attend. 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: workday

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.

  • January Close Progress
  • Issues with Processing Transaction
  • Award Budgets
  • Training Post Go Live
  • Saving Favorites
  • Workday 24
  • Q&A

Reporting Changes and the Monthly Ledger

You may have noticed that some of your UR Financials reports have changed.

Updates to Reporting:

  • Unique Identifiers added to report names (URF0945, URF0941 etc.)
  • Common Financial Report worklet added to the Workday home page
  • Additional filtering prompts in the FAO Budgetary Balance Summary – Monthly Ledger report
  • Print Friendly Reports

These new features have been added to assist you with your reporting needs.

Unique Identifiers have been added to some report names and can be used to quickly search for reports – just type in the URF and number in the search bar in Workday.

A Worklet has been added to your home page with recommended reports that you may find helpful as you manage your account activity.  Also included are report descriptions for users to quickly understand the purpose for running.

The Monthly Ledger report has been updated as last seen in your report training class and is now entitled FAO Budgetary Balance Summary – Monthly Ledger Printable (NCL)URF0941.
Previously, you could refine your reporting criteria by only three fields; Company, Organization and Period. This updated version now contains a more robust set of report search criteria.  More filtering options have been included such as; Fund, Cost Center, and most FAOs (Operating  Program, Debt Service, Gift, Loan Program and Project). Please know that If you have added this report to your favorites worklet, the name will update automatically. Any saved filters should not be affected.
Tip:  Use the additional filtering prompts if you want to pull out one or a few OPs from all FAO(s)/Cost Center(s) that you have access to in this report.

Another benefit recently added to some reports in UR Financials is a “printable” option as indicated in the name. Reports could always be printed, but this version has better formatting with cleaner printouts that are easier to reconcile against.

Remember:  Once you have refined your report to pull the data you need, save your filters at the bottom of the report prompting screen.

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.

 

Sign Up for URF Training Now While Seating is Available

Classes for this implementation’s training rollout are running until mid-February, 2015.  To get access to our new financial system and learn how to run reports against financial transactions, sign up for the class today!

  • UR Financials Non Company Level Reporting classRequired for UR Financials access.  Seating is limited to one registration per person with either a half-day, or full-day session option.
    TIP:  If your session is not available, but a seat for the day is, sign up for that open spot and in the comments, list if you would need to stay the “FULL DAY”, or “HALF DAY”
  • Excel for UR Financials. Optional, 2 hour class

 

Remember: Training Certification is required for access to the UR Financials system.
To gain access to UR Financials the following MUST be completed:

  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 tests for non company level users.

After this Training rollout, NCL Report training will be offered again on a monthly basis starting this Spring.

We hope you enjoy class.

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

Post Go Live Support: January Close

For the month of January and beyond, your financial transaction data will be accessible using UR Financials (Workday).  Use the monthly ledger type report or transaction detail type report to access financial data you need.  If you need help finding the correct report, use the Report Crosswalk Tool, or sign up for a Workshop.

Workshops are designed to review tools and reports created to support the transition to the new Financials Data Model as well as well as finding Workday reports. There are several times offered.  Sign up for one if you need hands on support.

Updated Financial Form Ready for Use – Journal Entry Form

Before you use any financial form, visit the Finance Form page to download the latest version.  These forms may be updated frequently as indicated in the effective date column.

The Journal Entry form has been significantly updated to include printing fixes and required information for Grant journal entries .

Printing has been modified to include printing all data on one page as originally designed.  Adding journal lines to the form may increase pages printed.

Journal entries that impact Grants now have additional required information at the bottom of the form. Two clarifying questions have been added for these transaction types.

Please know that the Budget Date should be the date that the charge was incurred (date the service was provided, or materials/supplies delivered) and should be included on the form for all transactions.  This is additional guidance to the video training provided.