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Follow this link for resolutions to common issues and messages for end users of PeopleSoft Financials 8.9.
Is the CF2 field similar to the current Sub-Org field?
The CF2 field is similar to the current Sub-Org field in that it is optional, defined at a local level, and adds additional tracking detail.
What are Reversing Journal Entries and what are they being used for?
Any entry made at FY2008 year-end in CUFS that should be reversed in FY2009 (in PeopleSoft) should be marked as a reversing entry—that is, the transaction number should end with an 'E' (example: JV 565CM6698E). The entry should also be marked with the date that the reversal should be processed—for example, 7/1/08.
Accounting Services will process the reversing entries in PeopleSoft. A query will be run searching for all journal entries with transaction numbers ending with an 'E' that were entered in CUFS in Period 12 or Period 13. These entries will be reversed in PeopleSoft on the date indicated on the original journal entry. If no date is indicated, the entries will be reversed on 7/1/08. The entries will be reversed on the same PeopleSoft Chartfield string to which the original transaction was mapped.
If a department does not want a reversing entry processed by Accounting Services, it should not have an 'E' at the end of the transaction number. The department would then be responsible for processing the reversal at the appropriate time in PeopleSoft. Accounting Services will process the reversing entries in PeopleSoft.
How will the "lockbox" functionality work?
Bills entered at the cluster level will include the revenue distribution chart string for each item. When payments are received at the lockbox, AR Services will apply the payment based on the revenue chart string the billing preparer included on the bill.
Are there certain types of transactions handled only at the cluster level?
Yes. Functions that are clustered include:
In addition, some chancellors, deans, and VPs have expressed interest in clustering payroll/HRMS and budget processing. Many other activities will remain at the department (or local) level, including purchasing, vendor/customer relations, travel authorization and expense reporting, journal reconciliation, and EGMS proposal prep.
Previously, we budgeted to the line item; in the new financial system, are we budgeting down to the individual?
Although it is not required, there is the potential to budget to an individual employee if it meets the needs of a unit.
Previously, we didn't revise a budget during the fiscal year. Will we be able to do so in EFS?
Once a fiscal-year budget is submitted, it is final. No modifications may be made.
What information was converted from the old systems to the new?
For sponsored awards/contracts that were active on June 30, 2008 (including inactive child accounts), inception-to-date transactions were converted from JDE to the Projects module.
For all non-active sponsored accounts and for all non-sponsored accounts, the summary balances were converted into the new financial system GL as of fiscal year 2008.
Where does voucher processing take place?
Voucher processing for internal and external vendors is a clustered function. PeopleSoft Accounts Payable functionality allows the University to implement a standardized, streamlined approach for University Accounts Payable, including one point of entry for all Accounts Payable transactions. Users complete a voucher by entering information on the first one or two pages. Many of the other pages automatically default information into the voucher from the Payables control hierarchy. Payments are processed daily and express payments are used for on-demand check requests.
What is imaged at the local (cluster) level?
Documentation related to vendor payments and journal entries are imaged at the cluster level. The invoice is imaged at the cluster and then the appropriate preparer will enter the transaction from the image. To learn more about scanning locations, follow this link.
How can I get training for ImageNow Version 6.1?
An online tutorial is available for ImageNow 6.1. This tutorial covers the same material as the ImageNow Basics 6 classroom course, but without the hands-on learning. The classroom course has been in high demand and many people have found themselves on a wait list. With the online tutorial, you can view the content whenever it is convenient for you. Though this tutorial from UTTC is not EFS specific, it does cover most of the basic tasks and features that ImageNow users need to know. Many of the topics are broken out into subtopics as well, so you can view only those topics you need to learn about, and in any order. You can view the tutorial at http://uttc.umn.edu/training/tutorials/imagenow/. To learn more about financial imaging, follow this link.
Where do I find new policy updates?
The UWide Policy Library features major updates on their home page at http://www.policy.umn.edu/.
After receiving has been done, what does the department do with the packing slips?
After the receipt has been created in the system, retain the packing slip locally for one fiscal year. For any document retention questions, visit the Records Retention Schedules at the Records Management Web site.
What is the threshold for getting signatures on Contracts for Professional Services?
Contracts for Professional Services (CPS) under $25,000 will not require signatures by the department or the vendor. Requisitions for CPS under $3000 can be initiated after work has been completed and the invoice has been received.
Do we have to use requisitions/POs for all purchasing?
All purchases except those on the non-PO related list or charged to the University's Procurement Card will be initiated in the financial system as a requisition.
Can I still use my PCard?
Yes. PCards are processed through the new financial system, with some changes to the workflow and approvals process. These changes will be apparent to cardholders only if they reconcile their own accounts. Also, the PCard is now be known as a Procurement Card, instead of a Purchasing Card.
Are all requisitions to be encumbered?
Yes.
Can you add attachments to requisitions or purchase orders? What about to Contracts for Professional Services (CPS)?
Any transaction that starts as a requisition has the option for adding attachments from outside PeopleSoft. This includes POs and all types of contracts for professional services
Can we make a purchase without use of a purchase order? Can you pay an invoice without a requisition?
There will be a non-PO voucher option, but that will be restricted to items approved by policy.
How are local purchase orders handled?
The intent is to discontinue alternate methods of purchasing. PeopleSoft requisitions or the PCard (where feasible) is to be used instead.
Do we have to do U-Stores orders through PeopleSoft?
Yes. All U-Stores orders go through the PeopleSoft requisition process.
Do non-financial staff and faculty have to take training to order from U-Stores?
An online tutorial called Purchasing from U-Stores is available for nonfinancial staff and faculty meeting certain criteria. The University is taking a long-term, strategic view of purchasing, with a goal of someday being able to maximize our purchasing power by reducing the number of vendors and negotiating reduced prices. With the current 120,000 vendors, the University's purchasing power is severely diluted.
Do I need an approval to place a U-Stores order?
Yes, for orders over $100. U-Stores orders use the standard requisition form in the new financial system, so they follow the same process as external orders.
What are reports like in the new system?
Reports and inquiry screens are available in the system and will vary by module in terms of what types of reports are available. There is an online tutorial on viewing the inquiry screens and reports from the perspective of a faculty member or PI. Go to Enterprise Systems Training Web site for more information about this tutorial.
Are there preset queries? Will we be able to write queries?
Queries will be available in the Reporting Instance. There are preset queries delivered that all you need to do is "run" them; you don't have to do the coding of them. These also vary by module. We will have a class available after go-live on query writing in PeopleSoft, which is very robust and kind of fun. This is similar to the point-and-click process used in the Data Warehouse, although slightly more complex in PeopleSoft. Go to Enterprise Systems Training Web site for more information about this tutorial.
How do I gain access to the system?
Access is granted based on completion of training and assessments along with the completion and submission of an access request form and required attachments.
Is there any sequence required in the order of courses taken?
There are some courses that have a definite sequence and others that do not. Most classes require the Chart of Accounts and Basic Accounting classes as prerequisites.
A list of EFS distributed and clustered classes, is available at the Enterprise Systems Training Web site.
What is the difference in the training for preparers versus approvers?
Preparers are those who do entry in the system. Their training is very hands-on in the system, learning how to fill in the online fields. Approvers have to view information in the system and click "okay." The training for approvers is focused more on what you are viewing and how to approve or deny a transaction.
How will the tests be administered?
All tests will be administered online, even if the training class is instructor-led. The tests will be available 24/7, except when there is system downtime for UMConnect. Follow this link to view the UMConnect message center.
What do I have to score to pass?
80 percent or better is a passing score.
What if you don't pass the assessment?
You get three attempts to pass the assessment itself. Within the assessment, you get two tries for the correct answer with each question—we call these teachable moments. If a person does not pass an assessment after two attempts, they need to work with their supervisors to determine next steps, such as additional training. If a person does not pass an assessment after three attempts, there might be some duties that are rearranged or mentoring and coaching that goes on. After a period of time (currently six months), you could take the assessment again.
Where should we go to verify that we have passed the assessment?
You receive a popup message at the end of completing an assessment that alerts you whether you passed or failed. You are then able to view a record of what assessments you've taken, along with your scores, through UMConnect via the MyU portal.
Do employees who only enter payroll and appointments need to complete the EFS Basic Accounting and COA training?
Employees who enter payroll and appointments will need the COA class in order to ensure that they understand the new COA and can find the right ChartField strings to charge.
Will there be training on searching the system, simple and advanced?
There is a basic navigation course that covers the search features in the system. This covers the different ways you can search and view screens.
Can worksheets be done by support staff?
Yes, as the Expense Worksheets continue as an offline form. They are required for both sponsored and non-sponsored expenses.
Can a preparer or proxy enter documents for more than one person?
A preparer may enter documents for multiple people.
Will we use the Expense Worksheet and the Expense Report for non-employees?
No. The Expense Worksheet is only for employee reimbursements.
How many different types of approvers are there?
There is one primary approver and one backup approver per DeptID per module. In addition, there is one Certified Approver and one backup Certified Approver per DeptID.
Are approvals parallel or serial?
Both options are supported by PeopleSoft. Most transactions utilize the parallel routing when possible.
Do transactions requiring central approval route automatically to central?
Central approvals, where needed, are programmed in and route automatically.
How are approvers notified that they have something waiting for approval?
Part of the user profile setup will identify if an approver want notices by e-mail, worklist, or both. It is assumed most people will want both. Some central or cluster staff may choose to deselect the e-mail option, since they will be in their worklist many times a day anyway. One exception is PCard approvals, which does not have e-mail notification or worklists except for on transactions requiring certified approval.
Does the responsibility for switching out primary and alternate approvers reside at the Cluster/RRC level, with the Cluster Director, for example, making this change in the system?
Making changes to primary and alternate approvers involves changing security and user profiles, which is initially going to be performed centrally in OIT. An access request change form will need to be completed.
How has the Certified Approver process changed?
Certified Approvers (CAs) are going to be a separate approver in the system. The process remains similarly to how CAs worked in the legacy system.
Why can't CAs prepare in one module and approve in another—as department approvers can?
CAs can approve and prepare in the same module but not within the same Dept ID. CA s can also be a preparer in one module, and an approver in another module.
Is the single Certified Approver assignment for DeptID level for ALL modules for the DeptID, or at the module level within a DeptID?
Only one Certified Approver can be designated for a DeptID and for ALL modules within that DeptID; the Certified Approver is the same person for all modules within a single DeptID.
Visit the EFS archive pages to view glossaries of various terms.
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