August 2024 | 19th Edition
August 2024 | 19th Edition
Hello from Impact23 Insider News! We hope this message finds you well. We are excited to bring you the latest updates and insights to keep you informed and engaged. Program Information. 

Reconcile Outstanding Card Transactions 

As we begin the new fiscal year, it is important to focus on addressing the significant volume of aging card transactions pending allocation to the correct Chart of Accounts (COA). To facilitate the distribution of these charges, we ask that you follow these steps:

  1. Review the Card Aging Report: Access the report in iReport to help you identify aged transactions to be reconciled. Please make it a habit to review this report monthly.
  2. Clear T&E Card and Ghost Card Charges: For expenses incurred on the T&E Card and through Anthony Travel, if the trip has already been submitted and completed, generate a new expense report from the original pre-trip. Include the original Expense Report Number in the notes and explain the circumstances.
  3. Reconcile PCard Charges: Ensure all outstanding charges from prior statements are promptly distributed to the appropriate COA and approved. Department approvers must review and approve these transactions in Concur so they can be submitted to Oracle.

Report FY2024 Cost Share on Manual form for Costs Not Recorded in Project Portfolio Management (PPM), Project -099 by August 30.

We apologize for providing the Cost Sharing Guidance late in FY2024. Therefore, a manual workaround has been created to track these costs. To accurately determine the beginning budget balance for FY2025, please submit this form by August 30, 2024. This will help us correctly reflect the remaining unfulfilled commitment amount for the project. Full notice with instructions here. 

Leave the Buyer Field Blank on Service Requisitions 

Please remember that when creating service requisitions, the Suggested Buyer field must be left blank for any service purchases, regardless of the dollar amount. This applies even if the amount is under $10K. Services are treated as restricted categories requiring procurement services buyer review, and it is crucial to adhere to this guideline. Help text appears on requisitions indicating when to leave the buyer field blank to assist you.

Changes to Email Notifications from Oracle Procurement 

A new UCR subdomain has been implemented, impacting all email notifications from Oracle 

Financials - Procurement. This change was necessary to improve email deliverability and address issues experienced by some campus users. Learn more.

Resource for PO Suppliers Available Now!

The Resources for Suppliers section on the BFS Procurement website has been refreshed! These webpages offer guidance for PO Suppliers, covering topics such as supplier registration, insurance requirements, and invoicing procedures. Take a Look!
Enhancements to the "Concur Approved Cards" Report 
The Concur Approved Cards report is now available in iReport and has undergone several improvements! The latest version features legacy PCard holders, eliminates redundant data, and showcases the last four card numbers, cardholder names, card provider statuses (Account Cancelled, Account Active), and more. Remember, this report provides a weekly summary of approved T&E Cards and PCards for department review.

Leverage the UCR Requisition and PO Approval Rejection Report

To determine why a requisition or purchase order was auto-rejected and where in the workflow the rejection occurred, follow these steps to run the UCR Requisition and PO Approval Rejection Report in Oracle Financials:

  1. Navigate to Tools > Reports & Analytics.
  2. Follow this path to locate the report: Shared > Custom > UCR > Reports > Supply Chain > Procurement > BI
  3. Select "UCR Requisition and PO Approval Rejection Report" to generate the report.
This report provides detailed information, including the rejection reason and the action needed for resolution, and allows sorting by department to help you address issues promptly. Please utilize this report in place of submitting an inquiry. 

Upcoming Planned Maintenance: Oracle Financials
Please be advised that Oracle Financials will be unavailable from Friday, August 16, 2024 at 6:00 PM PST until Saturday, August 17, 2024 at 10:00 AM PST. The disruption period is designated for an Oracle Quarterly Release provided by the supplier to update the application, which requires a temporary interruption of the service. Please plan accordingly!

    Navigating Supplier Registration Series
    The Navigating Supplier Registration Series has wrapped up! This informative series delivered practical advice on the different supplier registration procedures, sharing valuable tips and best practices. You can now access all the presentations and recordings on the website here. 

      Stay Informed with the Known Issues Tracker 

      As we navigate the first fiscal close in new systems, please review the Known Issues Tracker for the latest information on issues affecting financial processes and reports. 

      The lastest news for Oracle Financials (ERP, OFC), Oracle Budget (EPM), Concur Travel & Expense (Concur), Kuali (Research, Build, Sponsored Programs), Financial Boundary Systems and Reporting. Delivering timely information that matters to you!

      Visit Our Website | Read Archived Newsletters

      900 University Ave., Riverside, CA , 92521