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UR Financials
Administration and Finance

UR Financials Newsletter Vol. 10 10.16.2023

In this issue:
  • Workday Expenses (University only, excluding affiliates)
    • Expense report dates enhanced
    • Expenses user group meetings
  • Accounts Payable (University only, excluding affiliates)
    • EFT payment questionnaire training session (October 18th)
    • Payment status for purchase order invoices and supplier invoice requests
    • Change orders for Workday purchase orders
  • UR Financials Walkme Help Assistant

Workday Expenses

  • Expense report dates enhanced
    You can now change the Expense Report Date on the Header page. The accounting date is the posting date, Workday uses the Expense Report Date on the Header page, page 1, to determine the accounting date.

 

 

Example: The header EXP date is used to determine accounting date (not evaluated until fully approved).

EXP11000000,  on 6/9 WD took the 6/3 date and looked to see if June was open, it was, so it used 6/3 as the accounting date.

EXP12000000, was fully approved on 7/18, at that time WD said it wanted to try 6/7 as the accounting date but found June was no longer open, so WD picked the first day of the first open period it could find…July 1.

The accepted Expense Line, Departure, Arrival dates have been updated.  These dates cannot be more than 2 years in the past or more than 6 months in the future to detect typos. When the date entered is outside of the range a Page Error is triggered.  To remove the Page Error, check all dates for typos.

Thursday, October 26, 2023, 2:00pm-3:00pm
Thursday, November 16, 2023, 2:00pm-3:00pm
Thursday, December 21, 2023, 2:00pm-3:00pm

Accounts Payable

  • Upcoming training session
    AP will be holding quarterly training sessions on EFT Payment Questionnaire.  We encourage all users who are involved in this process to join.  This will not only give you a refresher to ensure that you are following the correct process, but it will also give you an opportunity to ask questions and to provide feedback which we may be able to use to enhance these processes in the future.  Kristina Mano, Accounts Payable Manager, will send an invite to users who should attend based on recent usage of the EFT Questionnaire.

  • Payment status for purchase order invoices and supplier invoice requests
    Departmental users have visibility to payment status for Purchase Orders and Supplier Invoice Requests they create. The guides below should be utilized.Finding Payment Status for Invoices on a PUR POFinding Payment Status for Supplier Invoice Requests
  • Change orders for Workday purchase orders
    We are noticing an increase in unaddressed requests by departments in regards to change orders needed to allow us to process your invoices.  If you receive an email from Accounts Payable staff letting you know we cannot process an invoice due to the PO being out of funds or an item is not listed on the PO, it is your responsibility to submit that change order A.S.A.P. to avoid delays with payment, which affect our relations with suppliers.

UR Financials walkme Help Assistant

The UR Financials walkme Help Assistant is located in the right corner of UR Financials and can assist you with many Procurement and Financial processes.  This in-the-system-help tool provides step-by-step guidance whenever needed, without contacting a colleague or the help desk.  It’s also a great way to learn about new features within UR Financials, like our Searching and Saved Categories Tour and Viewing My Tasks Tour.

Don’t see it in UR Financials?  Here’s how to set up the Help Assistant in your browser

Below is a listing of UR Financials (and Procurement) assisted guidance that is available for use:

Procurement

    • Approve/Review Requisition
    • Create Supplier Invoice Request
    • Create Requisition: Non-Catalog Goods/Services
    • Create Supplier Request
    • Find Supplier
    • Validate Supplier Name
    • Verify Procurement Card Transactions walkthru

Finance

    • Create Journal
    • Request News FAO with Affiliates and Automation

Note: based on your system role, you may see different assisted guidance in the Need Help? menu list.