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Please note that information on these EFS Updates may have changed since the Updates were issued.
Enhancements were made to the system over the weekend. A complete list can be found here. (pdf)
The Policy Library and Forms Library are up and running.
Thanks for your patience! http://policy.umn.edu/
Policy Library is currently partially down
The Policy Web site is experiencing technical difficulties. You may not be able to access all policies or forms until it is resolved. Portions of the site are not completely available (this includes the Financial policies and Forms library). Technical staff and the Policy Office are working together to completely restore the site. Another message will be sent when it becomes completely available for use.
New Job Aid Available for Creating Combo Codes!
There are a number of factors to consider when creating combo codes within the HR PeopleSoft system. There is a job aid available on the Training Services website that clarifies what steps to take to ensure a combo code will get successfully created. Go to this site and click <Creating Combo Codes Job Aid> to access the pdf file.
Running PO Reconciliation and REQ Reconciliation
PO Reconciliation and Requisition Reconciliation processes will run for the first time in the new fiscal year on Friday September 4th, 2009.
PO Reconciliation - This process identifies orders that have been fully received and fully vouchered canceled, or finalized by the Voucher Final flags. This job sets the order to its last status of COMPLETE. The budget check job run after the PO Reconciliation Job then releases any remaining encumbrance – assuming it was not already released by using the voucher final flag.
Req Reconciliation - This process identifies requisitions that have been sourced to an order or canceled. This job sets the requisition to its last status of COMPLETE. The budget check job run after Req Reconciliation job releases any remaining pre-encumbrance.
Both of these jobs will continue to be scheduled for the last Thursday of each month.
HSAs crossing fiscal years for Cost Share - Update 8/26/09
The cost share HSA issue has been resolved.
Please note that the Effort Certification deadline was extended to Friday, September 4, as referenced in the earlier message regarding this issue (copied below).
System unavailable August 23
PeopleSoft Financials production instance (FSUMPRD) will be unavailable to end users for the majority of the day on Sunday August 23, 2009. Each Sunday morning there is a routine maintenance period from 3:30 a.m. until 12:30 p.m. On August 23 there will be additional maintenance performed that will last until approximately 4:30 p.m.
Planned service outages for PeopleSoft Financials are posted here: http://www.finsys.umn.edu/systemavailability.html
HSAs
HSAs dated 8/5, 8/11, and 8/13 did not post to the general ledger as part of the daily processing. All HSAs for those dates have now been posted to the G/L.
FY10 beginning carryforward balance
Yesterday a message was sent to this listserv alerting the community that an issue had been identified with the calculation of the FY10 beginning carryforward balances for a limited number of funds and ChartField strings. Accounting Services has posted the Journal Entry for the carryforward correction. The FY09 ending balances (as shown on FY09 reports) and FY10 beginning balances (as shown on FY10 pages and reports) should now be the same.
System unavailable August 23, reminder
PeopleSoft Financials production instance (FSUMPRD) will be unavailable to end users for the majority of the day on Sunday August 23, 2009. Each Sunday morning there is a routine maintenance period from 3:30 a.m. until 12:30 p.m. On August 23 there will be additional maintenance performed that will last until approximately 4:30 p.m.
Planned service outages for PeopleSoft Financials are posted here: http://www.finsys.umn.edu/systemavailability.html
FY10 beginning carryforward balance
An issue has been identified with the calculation of the FY10 beginning carryforward balances in a limited number of funds and ChartField strings.
This issue does not affect FY09 ending balances. All ending balance amounts as shown on FY09 reports and carryforward pages are correct.
If the prior year carryforward balance (beginning balance) on an FY10 report or page does not match the FY09 ending balance on an FY09 report or page, use the FY09 ending balance as the correct balance.
We are in the process of making entries to correct the prior year carryforward that is showing on FY10 reports and pages. This should be completed by the end of this week. Another communication will be sent out when these entries have been posted.
HSAs crossing fiscal years for Cost Share
This message has been sent to effort listserv, GMUN, cluster directors, RRC managers, and JE preparers.
Issue
Effort coordinators attempting to move salary from a non-sponsored ChartField string onto a Cost Share ChartField string, or reduce Cost Sharing by moving it to a non-sponsored ChartField string, are finding that the HR system is not allowing the transaction through. These HSAs are failing with a message that the fiscal year is not valid.
Update 08/13/09
HRMS, OIT, and the Controllers Office are working on a technical fix to this issue. The fix is projected to be in place by Sunday August 23rd. Starting Monday, August 24th system users will be able to process HSAs indicated in the issue above.
What To Do
SYSTEM SLOW/ODD ERRORS THIS MORNING
PeopleSoft Financials experienced a slow/odd error period for a brief time this morning--something occurred on the database so it got very busy dealing with/resolving the issue. Meanwhile application services/processes from end users clamored for the database's attention. The database felt it was too busy and asked them to go away for a time while it resolved its issue. So end users saw slow processing, got timed-out, were unable to access screens, received "jolt" or "sql" errors, etc. The database is again paying full attention, and things should be returning to their normal pace of processing shortly. Logging out/logging back should resolve any lingering issues. The system support teams are monitoring the system as usual and will continue to immediately address issues as they arise. Contact the University Financial Helpline 612-624-1617 or finsys@umn.edu if you have questions or concerns.
Period 1 (FY2010) has been closed in the general ledger.
Final information for Period 1 will be available in the Reporting environment tomorrow (Wednesday) morning.
HSAs crossing fiscal years for Cost Share
Effort coordinators attempting to move salary from a non-sponsored ChartField string onto a Cost Share ChartField string, or reduce Cost Sharing by moving it to a non-sponsored ChartField string, are finding that the HR system is not allowing the transaction through. These HSAs are failing with a message that the fiscal year is not valid.
We are working on a correction to the system OR a procedure for a work around. A communication will be sent next week with a status update and potential work around.
HSAs moving funds to or from a sponsored ChartField string (Fund 3xxx) appear unaffected by this issue.
HSAs moving funds between non-sponsored ChartField strings in the prior fiscal year are not allowed (the deadline for this activity has passed).
Note: this message is also being sent to RRC managers, Effort Coordinators, and JE preparers.
Combo Code clean-up
This message has been sent to RRC managers, cluster directors, JE preparers, and JE approvers.
The University is working to clean up invalid Combo Codes in Student Financials and HRMS. Invalid Combo Codes occur when corresponding ChartField strings in PeopleSoft Financials have no supporting budget line. After units have the opportunity to review and act on a list of the potentially affected Combo Codes, those that are truly invalid will be deactivated in Student Financials and HRMS. This will reduce budget checking errors when transactions are fed to PeopleSoft Financials.
Both Student Financials and HRMS will be sending separate communications to all RRCs and HRMS key contacts later this week with instructions and a list of the values expected to be deactivated. Each unit will be responsible for reviewing the list to identify whether they have invalid Combo Codes and must take action as defined in the communications.
Stay tuned for more details from Student Financials and HRMS.
System Unavaialble Two Sundays in August
PeopleSoft Financials production instance (FSUMPRD) will be unavailable to end users for the majority of the day on both Sunday August 9 and Sunday August 23, 2009.
Each Sunday morning there is a routine maintenance period from 3:30 a.m. until 12:30 p.m. On August 9 and 23 there will be additional maintenance performed that will last until approximately 4:30 p.m. both days.
Planned service outages for PeopleSoft Financials are posted here
Budget checking errors
Many units are experiencing issues with budget lines not being set up in FY2010. Some state that an assumption was made on their part that if a budget line was used in FY2009, it would automatically be set up in FY2010. That's not the case. Each year a budget line is needed the line has to be set up either as part of the budgeting process or by entering a budget JE (for both the Budget_Fin ledger and the KK_Expense ledger).
Period 913 carryforward balances
Period 913 carryforward balances have been posted. They can be viewed on the carryforward page in Production. They will be available on UM Reports tomorrow (Friday).
Period 913 for FY2009 has been closed in the general ledger!
Final information through Period 913 will be available in the Reporting environment tomorrow (Thursday, July 30th).
Updated carryforward balances (through Period 913) will be posted tomorrow morning.
Crystal Reports are Slow
Crystal reports in the reporting instance of PeopleSoft (FSUMRPT) is experiencing a slow processing time. A fix is being worked on and it's expected to be resolved in the near future.
Update - FY 2009 Payroll Encumbrance balances
As of Friday, July 24th, all payroll related encumbrance balances have been adjusted to a zero balance for Fiscal Year 2009 on the commitment control ledger.
As a result of these corrections to the Ledger, the following UM Reports will reflect a zero encumbrance balance for payroll related accounts (salary and fringe):
GL Account Budget Status for non-sponsored funds
GL Chartfield String Budget Status for non-sponsored funds
The GL Transaction Detail for non-sponsored funds report may still have some inaccurate encumbrance balances reported for payroll accounts due to issues with the report. These issues are scheduled to be corrected in the EFS August release.
RELEASE NOTES (7/26/09)
Year end receiving for quantity orders
We have a fix from Oracle for the above problem on Quantity based PO’s that have receiving associated with them. This means that Procurement Specialists will no longer need to enter the quantity receipts. Casual receivers will be able to receive quantity based Rolled POs.
This fix does not apply those orders that were accidently received already and locked. Voucher Specialists will need to process vouchers with an override for No Receipt Found error. For these, be sure the item is received and forward any asset information to Inventory Services
New Requisition Printing Option
Distribution information will now be included when a requisition is printed from the View Printable Version link. This link is available to Procurement Specialists on the Maintain Requisitions page in the Purchasing Module. (Purchasing > Requisitions > Add/Update Requisitions > Find An Existing Value > Maintain Requisitions)
Requisition Category Fix
When requesters use the Look Up for Category on the 'Create Requisitions' page, the categories are no longer displayed in duplicate.
Attachment Issue
Recent attachments created in Internet Explorer and Microsoft 2007 or greater have not been viewable. This issue has been resolved and users now have the ability to use the two products in tandem. Attachments created in these versions are now viewable.
Chartfield string on Expense Reports
A change has been made to the hard-copy expense report to display chartfield information for each distribution line of the report. The layout of the new expense report is very similar to that of the existing report except that it also contains a new distribution line section listing the chartfields right below the expense line section. The new report format can be accessed at the following path: Travel and Expenses > Travel and Expense Center > Expense Report > Print
Accounts Receivable Direct Cash Journals
Financial Inquiry users will now be able to “Drill to Source” when reviewing Accounts Receivable Direct Cash journals from the Journal Inquiry Details page. The AR source information includes source module accounting entries and deposit id.
Participant Information
The links for the notes field and the donor intent have been enabled on the Participant Information page for Financial Inquiry users. Users may now review notes to an endowment and the donor intent.
Printing Journals
The Print Journal functionality on a General Ledger journal now displays the optional chartfield information on the report.
Sponsored PeopleSoft Reports and Sponsored UM Reports
Sponsored Project Detail, Sponsored Award Overview, Sponsored Pre-Award Project Detail and Sponsored Pre-Award Overview reports were modified;
Sponsored Award Summary report was modified;
Sponsored Pre-Award Summary report was modified;
NOGA report has been modified to state the correct budget amount on the first page of the report
Award Modifications page has been changed to allow general users view access to the Comments Icon/pushbutton on the Award Modifications page
Production EFS unavailable Sunday
This Sunday, July 26, important updates will be made to the system that require an extended maintenance period. The production instance of PeopleSoft Financials will not be available to end users until after 4 p.m. on Sunday. The regular maintenance period for production and the reporting instance are listed here.
Reminders for Period 913 journal entries
1) Entries must be dated 6/30/2009. This is required for proper inclusion on departmental reports.
2) *No* sponsored activity is allowed during Period 913.
Any entries with incorrect dates or sponsored activity will be deleted/reversed by Accounting Services.
Thanks for your understanding and assistance.
Production EFS unavailable Sunday
This Sunday, July 26, important updates will be made to the system that require an extended maintenance period. The production instance of PeopleSoft Financials will not be available to end users until after 4 p.m. on Sunday. The regular maintenance period for production and the reporting instance are listed here.
THIS HAS BEEN FIXED: UMReports & period 913 on non-sponsored reports
Including period 913 when running the non-sponsored versions of EFS reports in UMReports results in no data returned. This is due to a problem in UMReports. A fix is in progress.
The Reporting instance of PeopleSoft (not UMReports) will return results when period 913 is included in the parameters. Login here:
https://fsrpt.psoft.umn.edu/psp/fsumrpt/?cmd=start
Information on the using the reporting instance, for reference.
UM Reports and period 913
Non-sponsored reports run with parameters that include period 913 of FY2009 are not currently returning any results (blank).
The problem has been identified and should be resolved tomorrow.
The University Financial Helpline experienced a brief outage today due to a fire alarm in WBOB (from approximately 1:00 p.m. to 1:20 p.m.). If you left a voice message during that time, your inquiry is either being researched or a response has already made.
Period 12 has been closed
Period 12 has been closed. Final information will be available in the reporting environment tomorrow morning (7/15/09).
Period 913 has been opened. (Remember that all journals should be dated 6/30/09.)
Preliminary FY09 carryforward (as of Period 12) will be posted tomorrow morning (7/15/09) and can be viewed on the carryforward page or via a ledger inquiry.
Audience: Receivers, Procurement Specialists, and Cluster Directors.
Casual Receivers:
Please do NOT receive on any rolled purchase orders. If you receive on rolled purchase orders, you can cause the PO to not be able to be received again later.
Only Procurement Specialists should initiate receipts on all rolled orders.
How do you tell if the PO is one that rolled over from last year? Based on a review of the starting ePro documents in FY 10, it appears that any purchase order numbers less than PO # 0000156780 would be a rolled purchase order.
Sales tax changes, clarification
The new state sales tax rate must be combined with any applicable local taxes to arrive at the total rate imposed. The state sales tax rate increased from 6.5% to 6.875% effective July 1, 2009. For total tax amounts see information on the Tax Web site.
Sales of alcoholic beverages to the University are subject to sales tax effective July 1, 2009.
InventoryNeed copies of the forms? Look for "Forms for fiscal year end" on this Web page.
Accounts Receivable
Accounts Payable and unrecorded expenses
Capital/Operating Leases
Intangible Assets
Soon we will begin more targeted communications. If you wish to receive all the notices about system-related issues, procedure changes, and other minutia, you are already subscribed to this listserv--you don't need to do anything else. Find out more.
If you do not wish to receive the emails about all the detail, un-subscribe from the list either by following instructions posted here or email finsys@umn.edu and ask to be removed from the EFS listserv.
REMINDER: un-subscribing does not mean you won't receive any communications. You may still be sent messages if you hold access to a module experiencing problems, if there is an issue with a business process related to your access in the system, or if there are major policy changes/system issues. We will use the access profiles in PeopleSoft Financials to identify who should receive these communications.
Departmental Deposits
Late last month it was noticed that a number Departmental Deposit journals had failed to post to the GL. The issue causing the problem has been identified. All Departmental Deposits that were affected have successfully posted to the GL.
Payroll Encumbrance Posting Delays and Reporting Impacts
The posting of payroll encumbrances continues to be delayed due to FY 2010 payroll activity for which budget lines have not been completely set up in EFS. We are working centrally to identify and enter these missing budget lines in order to get the transactions posted to the commitment control ledger. Transactions should post within 2-3 days, however, delays may continue until the number of missing lines diminishes. Long term actions to improve processing and to minimize this type of delay are in progress with changes scheduled for release in August.
The delay in posting will have the following primary reporting impacts to end users:
1. The Total Encumbrances/Commitments as well as the final Balance on the UM Carry forward page will be impacted by the unposted payroll encumbrance activity.
2. The Pre-encumbrance/Encumbrance and Available Balance amounts on the following UM Reports will be impacted:
Account Budget Status Report for Current Non-Sponsored Funds
ChartField String Budget Status for Current Non-Sponsored Funds
Transaction Detail Report for Current Non-Sponsored Funds
3. The Pre-encumbrance/Encumbrance and Available Balance amounts on the following nVision reports will be impacted:
UM_FGL_AVAIL_SPEND_PP.xnv
UM_FGL_BUD_ACT_ACCT_BAL.xnv
UM_FGL_BUD_ACT_CF3.xnv
UM_FGL_BUD_ACT_DEPT.xnv
UM_FGL_BUD_ACT_PRG.xnv
UM_FGL_BUD_ACT_PROG.xnv
UM_FGL_DEPT_PROG_AVAIL_BAL.xnv
UM_FGL_REV_EXP_SUM.xnv
UPDATE ON YEAR END PO ROLL
This portion of the message is directed to: Cluster Directors, Procurement Specialists, Receivers
1. YEAR END RECEIVING BUG
An issue in PeopleSoft was identified during the PO Rollover process. The problem is that rolled purchase orders are acting similar to last year’s converted orders--the Procurement Specialist needs to receive them.
For QUANTITY Orders:
We have a fix from Oracle for the above problem on Quantity based POs that have receiving associated with them. This fix is scheduled to be implemented as soon as possible.
This means that Procurement Specialists will need to enter the receipts starting July 6 and continuing until the fix is applied. After the fix the department’s casual receiver will be able to receive these Rolled POs.
This does not affect asset receipts. If the receipt is for an asset, the Procurement Specialist still needs to receive it regardless of the date.
For AMOUNT Only Orders:
Oracle did not have an immediate fix for this receiving problem on rolled orders that are Amount Only (the CPS and blanket order type orders). Module Support will continue to work on this but until further notice these types of orders will need to be received by the Procurement Specialist.
2. YEAR END SPREADSHEETS--BY WEDNESDAY
There will be two PO Rollover spreadsheets posted on the finsys Web site by Wednesday of this week:
Rolled POs: This identifies all POs that rolled.
Closed POs: This identifies all POs that were closed either by PO Recon jobs or by central staff after the 6/19 deadline.
This listserv
Soon we will begin more targeted communications. If you wish to receive all the notices about system-related issues, procedure changes, and other minutia, you are already subscribed to this listserv--you don't need to do anything else. Find out more: http://www.finsys.umn.edu/news/listserv.html
If you do not wish to receive the emails about all the detail, un-subscribe from the list either by following instructions posted here: http://www.finsys.umn.edu/news/listserv.html or email finsys@umn.edu and ask to be removed from the EFS listserv. REMINDER: un-subscribing does not mean you won't receive any communications. You may still be sent messages if you hold access to a module experiencing problems, if there is an issue with a business process related to your access in the system, or if there are major policy changes/system issues. We will use the access profiles in PeopleSoft Financials to identify who should receive these communications.
Single Payment Vendor Payments Procedure – Effective Immediately
Procedures for making accounts payable payments using a single payment vendor number (SPV) have been published and are available in the U-wide policy library here.
The procedure has three related appendices:
Journal Entry Analysis Type job aid
Here is the link to the updated Journal Entry Analysis Type job aid. This is to aid preparers and approvers when processing and approving journal entries for sponsored projects including cost share.
Payroll JEs
The nightly processing of HR/Payroll transactions did not occur last night in PeopleSoft Financials. This means that payroll transactions for the first pay period of Fiscal Year 2010 have not yet been posted to the ledger and will not appear on any Financials reports today. All payroll actuals should be posted by tomorrow morning, July 3, 2009, along with any payroll actuals transactions from tonight. Therefore, you will see accounting dates of both July 1, 2009 and July 2, 2009 for these transactions for the first pay period in Fiscal Year 2010.
Payroll encumbrances for the new fiscal year on non-sponsored funds may take longer to appear on non-sponsored reports since many FY 2010 budget lines are missing in Commitment Control and will need to be manually added. Sponsored reports, however, already show the new fiscal year encumbrances.