Accounts Payable Self-Service Information Updated

There are many ways to view Accounts Payable activity.  Here are the top 3 methods.

  1. Non Company Level (NCL) users can see for themselves if an invoice has been entered into UR Financials by using the report Find Supplier Invoice Lines (NCL) URF0992. Company Level users can access the Find Supplier Invoice Lines – with Saved Filters URF0355 report which produces an output specific to their needs. Outlined below are features of the Find Supplier Invoice Lines (NCL) URF0992 report.

Find Supplier Invoice Lines (NCL) URF0992 report:

a.)  Results from this report may now show a colored “flag” in the Supplier Invoice column indicating a Document Link or Attachment is present. Sup Inv rpt 2
Each colored flag represents a different type of supporting documentation on the transaction.flags

b.)  Payment Date and Transaction Reference fields will have data when Payment has been sent (those fields are blank if the payment has not yet been sent). Paid/Not Paid is also designated by a Green Checkmark (Paid) Checkor Red X (Not Paid) X in the Payment Type field.

Payment type

c.)  By Drilling into the Supplier Invoice to see the details, users can further click on the Payment tab to view the Reconciliation Status. (Right click on the related actions icon next to the Supplier Invoice located in the first column and choose See in New Tab).
Reconciledthe payment/check has been cashed
Unreconciledthe check is still outstanding

Supplier Invoice

 

2) If you do not have security to view the Supplier Invoice Document Links, this request form allows the user to view stored PDFs of Supplier Invoices within UR Financials: Supplier Invoice Viewing Permission Form

3) Still have questions, contact AccountsPayable@finance.rochester.edu for routine inquiries.  This is the best approach, rather than emailing a specific AP staff member.  Emailing the department mailbox with questions and requests will be managed by the AP team and are continually processed.

If you prefer to speak to someone, call Accounts Payable at 275-3483.  Please listen to phone prompts as they were updated in July.

Financial Data Model Crosswalks updated

The following three (3) crosswalks and one (1) job aid listing has been updated on the Tools page as of September 1st, 2015.

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

These crosswalks are used for FAO, Worktag, Ledger Accounts and Spend / Revenue Category reference. Each have their own guidance and disclaimers as noted on the Tools page.

Sign Up for August’s User Group Meeting

Sign up for this month’s UR Financials User Group meeting.
August’s meeting will begin with announcements, followed by updates on Reporting Workshop results, Training strategy and Workday 25 new user interface. Spotlight topic will be on Accounts Payable.

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

Meeting date/time:
August 19th
from 1:30 – 2:30 PM.

Locations: 

  • In person participation
    Medical Center:  School of Nursing, Loretta C. Ford Education Wing, 1W502 Classroom
    (directions – at bottom of linked page)
  • Remote participation
    WebEx
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Presentation materials will be posted on Resource>User Group page.

Join Us – User Group Meeting on August 19th

Please join us for this month’s UR Financials User Group meeting.
This group has been created to inform, discuss, and share UR Financials practice with one another for continued learning and support.  August’s meeting will begin with announcements, followed by updates on Reporting Workshop results, Training strategy and Workday 25 new user interface. Spotlight topic will be on Accounts Payable.

Meeting date/time:
August 19th from 1:30 – 2:30 PM.
Sign-up to participate in person, or remotely.

Locations: 

  • In person participation
    Medical Center:  School of Nursing, Loretta C. Ford Education Wing, 1W502 Classroom
    (directions – at bottom of linked page)
  • Remote participation
    WebEx
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Reporting Workshop Summary
  • Training Strategy
  • UR Financials Functionality Enhancements
  • Accounts Payable
  • Upcoming Events

Presentation materials will be accessible through this link.

Financial Data Model Crosswalks updated

The following three (3) crosswalks and job aid listing has been updated on the Tools page as of July 23, 2015.

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

These crosswalks are used for FAO, Worktag, Ledger Accounts and Spend / Revenue Category reference. Each have their own guidance and disclaimers as noted on the Tools page.

UR Financials Planned Outage tonight at 11:00 PM EST

The UR Financials systems (Sandbox and Production) will be unavailable this evening, June 29th, at 11:00 PM while fixes are being applied by Workday.  Service should be back online at 2:00AM on June 30th.

As a precautionary measure, system monitoring will take place to verify overnight integration have not been impacted.

 

2015 Fiscal Year-End Finance Announcements

There has been an update to the 2015 Fiscal Year-End Finance Schedule.  Please see change highlighted inline below.
______________________________________________________

As the University’s fiscal year end approaches for June 30, 2015, there are special timing considerations and actions required on your part in order to ensure that all financial transactions are recorded properly and in the current fiscal year.

FORMS:

Request for Payment (F-4) and Student Expense Report for University Business (F-34) must be received in Accounts Payable no later than 4PM on Friday, June 12, 2015. Please send to Accounts Payable, RC Box 278958.

Payroll Reallocation Changes – Requests for payroll reallocation changes on Form 800 should be received no later than 4PM on Friday, June 12, 2015. Please send your materials to Laura Bardossi, Box PERC.

Employee Expense Reports (F-3) – must be received in Accounts Payable no later than 4PM on Tuesday, June 23, 2015. Please send to Accounts Payable, RC Box 278958.

All journal entry forms and 312 requisitions (non-purchasing) due in divisional office / central finance by 4PM on Wednesday, July 1, 2015

REPORTS:

Preliminary reports available on the morning of Thursday, July 9, 2015

Final reports available at 12:00 noon on Wednesday, July 15, 2015

NOTE: If you should have any questions, or need further clarification:

  • Fiscal year end closing, please contact Karen Lombard-Bryce (5-8350).
  • Request for Payments & Employee Expense Reports, please contact Marta Herman (5-7880).
  • Payroll Reallocations should be directed to Laura Bardossi (5-7027).

UR Financials Live for Certified Users

Provided is a list of Certified Users as of August 5, 2015 9:53 AM.  After achieving certification, access to UR Financials should be provided 1-2 business days later.

Certified users have completed the following:

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

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

OnBase Outage Update

OnBase will not have an outage tomorrow at 6:00 AM as originally communicated in last Friday’s UR Financials Newsletter.  This has been rescheduled (tentatively), for 5:00 PM on Thursday, June 11th. The OnBase outage window will be for 1 hour and will be back online at 6:00 PM.

Workday will be operational, even though Supplier Invoices will not be during this time.

Check back here for any further updates on this effort.

User Group Meeting Today

Please join us for the first UR Financials User Group meeting – held today, May 20th.
We will kick off the meeting with an update on accomplishments post go live, followed by a discussion on Reporting Workshops and UR Financials Communications. Also highlighted will be a review of Workday enhancements to come.

Please review the presentation materials prior to the session.

For those partaking in this meeting via WebExclick here and enter your name and e-mail if prompted. The meeting password is: Workday24

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

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

Sign up for Inaugural User Group Meeting

Please join us for the first UR Financials User Group meeting.  This group has been created to inform, discuss, and share UR Financials practice with one another for continued learning and support.  May’s meeting will focus on UR Financials Communications and Reporting.

Please, sign-up here to participate in person, or remotely on:
May 20th from 1:30 – 2:30 PM. (This group meets once a month)

For those partaking in the meeting via WebEx – click hereand enter your name and e-mail if prompted.
The meeting password is: Workday24
Conference call info is included below:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Reporting Workshops
  • UR Financials Communications
    • Newsletter
    • Financial Close Notifications
  • UR Financials Functionality Enhancements
  • Upcoming Events

Presentation materials will be accessible through this link.

Quick Reference Card for Viewing Supplier Payments and more

To continue UR Financials learning, new and updated Quick Reference Cards (QRC) can be found on the Training Materials page.

New/Recently Updated Quick Reference Cards:

These pdf documents have been designed to provide brief, step by step guidance on commonly performed tasks and reports. Updates are based on feedback from users and updates to the UR Financials system.  New QRCs are being developed for common reports and frequently asked questions.

Look for more Quick Reference Cards to come on the Training Materials page.

Inbox viewing in Workday: Full view upon selection

Your Workday Inbox viewing has slightly changed.  No longer will an arrow be used to select and view your entire message.

inbox wd24

Now your message will automatically appear to the right of the screen once selected from your Inbox.

  1. To expand the message view, select the Full screen Viewing Mode icon (double headed arrow) next to the gear Actions icon Inbox expand
  2. Select the icon once more (toggle) to return the message size to its original size

For more tips, please visit the Tips and Tricks section of the UR Financials Newsletter emailed to users every Friday.