Welcome to the Impact23 Insider News. This newsletter contains a combination of content from the User Group that was held in March, along with other key updates and changes.  You can expect to see this newsletter in your email on a bi-weekly Monday cadence. Previous newsletters can also be found on the Impact23 website under the Stay Connected tab. More Information link. 

Requisitions & PO's – Procurement system

Ensuring alignment between your order details and the supplier invoice is crucial. When creating a requisition and subsequent purchase order (PO), strive to mirror the supplier’s original quote. This practice helps prevent discrepancies and ensures timely payment of invoices. 

Invoice Hold Report  

We encourage departments to adhere to a regular cadence for the Invoice Hold Report, aiming for a weekly review. Weekly action items should include promptly addressing any holds flagged in the report. 

• Escalation Protocol: In instances where holds persist unresolved, they will be escalated to the attention of the CFAOs (Chief Financial and Administrative Officers) for further review and resolution. 
• Optimizing Procedures: A recommended best practice to minimize invoice holds is the utilization of the PCard (Procurement Card) for purchases below $10,000. By adopting this approach, departments can mitigate the occurrence of holds, contributing to smoother financial operations. More information: 

HOLD NAME

Received Quantity

Ordered Quantity

Price

Cannot execute allocation

Distribution combination

Invalid

AP Communication 

HOLD REASON

Billed quantity exceeds received quantity.

Billed quantity exceeds ordered quantity.

Invoice price exceeds purchase order price for PO.

Allocation generates an invalid amount.

Distribution combination on the invoice is not valid. 

You must either enter a valid distribution combination or enable  the distribution combination. 

Reason documented by AP.  Review comment, take action (if appropriate), write a  comment back to AP, and acknowledge the hold. 

PCard Use Tax Corrections

Updates to PCard-related Use Tax have been integrated into the February ledgers. Corrective measures, including reversals and adjustment journals, have been implemented to rectify tax-related PCard entries up to 1/30/2024. Further corrections for PCards posted to ledgers after 1/30/2024 through 3/15/2024 will be processed in March, coinciding with the adjustments made to streamline the process. Non-C&G corrections have been categorized under the "Other" source type, C&G corrections will be visible in Looker and Financial Transaction Detail reports with a source code of "Projects." (link) 

Financial Planning & Analysis: Oracle Budget 

Budget Process

Our FP&A team is working with Deloitte consultants to refine Oracle Budget reports relating to the Budget Process. Once completed, we will create and then distribute training materials for this year’s Budget Process. CFAOs be notified when training is ready so that analysts may start the FY25 budget process.  Please prioritize Temp budget plans as those are the only values being pushed to execution on 7/1.

New Project-Related Reports in Oracle Budget 

Staffing

Update!

Staffing Detail Report - Issues of duplicate information or incorrect values or positions with distribution percentages under 1.0 FTE or group provisions greater than 1.0 FTE have been resolved. This report is now fully functional and ready for use. 

Contracts & Grants

Sponsor Invoicing

EMF is currently finalizing month-end billing for February. If you encounter any urgent invoicing situations, please reach out to EMF. During this transaction period, we will evaluate documented estimated costs for inclusion. If an award is about to end or has ended, and there are pending expenditures, it’s crucial to communicate with EMF. This information directly impacts final invoicing. Without this data, there’s no guarantee that additional expenditures will be reimbursed.

Unconverted Funds  

Just a quick reminder about unconverted funds. These represent amounts that were fully expended and billed in UCRFS but did not make their way into Oracle. This typically happens during the processing of new amendments, modifications, or NCEs. More info   

For example, let's say an award totaling $100K was split evenly between fund 1 and fund 2 in UCRFS. 

If only fund 2 converted to Oracle, leaving fund 1 unconverted, the $50K from fund 1 represents unconverted funding. To ensure everything stays in sync between Kuali and Oracle, EMF diligently reviews any discrepancies. If you notice any discrepancies, do not hesitate to submit a ticket with all the necessary documentation. EMF will then process a new project code named UNC to allocate the unconverted funds appropriately. 

Supplier Registration

Reminder - Non-PO Suppliers cannot be changed to a PO Supplier without routing through the Central Procurement Office. Requests to change a supplier from Non-PO to PO after the supplier has been spend authorized, is a manual process that could delay PO creation and payments to suppliers.

PO Suppliers

This selection is made when requesting a supplier in Oracle Financials. After entering the Supplier/Payee name and selecting the Procurement Business Unit, then the Request Reason is selected. This is where you indicate what type of supplier the entity/person is intended to be.

Supplier Report

Wondering where a supplier is in the registration process? No need to submit a ticket or call the Concierge, instead the Prospective Supplier/Payee Status Summary report can be run within Oracle Financials to see the status of the supplier request. The report is designed to be run on an ad hoc basis, generating real-time data for immediate insights and analysis.

Concur & ePay: On March 15 the issue with 200 employee supplier records missing supplier names was resolved. The issue was caused by an incomplete file received from UCPath on 2/24/24. Smooth sailing ahead!  More Information link. 

Oracle GL and PPM: Resolved March 15! On March 13, a system error caused a 6x duplicate journal entry in Oracle GL and PPM. Accounting promptly posted reversals to both modules. Though the duplicate data will be seen in Oracle and Looker, end balances should be correct due to the respective reversals. No further action is required. 

• Procure to PayManual
• Manual Non-Payroll Cost Transfers (NCTs)
• Training & Support
• Question & Answer