To: Department Business Offices
From: Joseph F. Vellali, Director - University Research Stores (Medical and Kline)
Date: May 15, 2013
Subject: New YSM and Kline Stockroom Default Project
For Distribution: You are encouraged to forward this message to staff members as appropriate.
Over the next 3 months, the YSM and Kline Stockrooms will be phasing in the use of a new
University-wide Stockroom default account. During this time, the stockroom will contact
departments to obtain correct PTAEOs and fix cards and/or invoices with invalid charging.
After the initial 3 month period, any Stockroom purchases made with an invalid PTAEO will result
in the invoice or payment request being placed on “hold”. The Stockroom billing staff will enter the
problem purchase transaction in the University-wide unpaid hold project, 1072345 linked to a GA
award, charged to the department’s code as an expense. Example: Project 1072345; Task 00;
Award 0001AM; Expenditure Type Code: (appropriate value for transaction) and departmental
Organization Code.
Monthly monitoring of the Stockroom default account should be done through the Account Holder
Report. All Stockroom invoices that are on hold should be cleared for each month-end reporting
cycle, as part of the monthly financial review process. The department designee is asked to
research the transaction and prepare an Oracle JSA to relieve the AHR of the hold.
Departmental Business Offices are ultimately responsible for ensuring each PTAEO is correct and
valid for the transaction. It may be helpful to maintain a list of the department’s valid PTAEO’s
associated with each card.
- A valid PTAEO is not valid unless the project, task, award and organization are all open
at the time of the billing transaction.
- Make sure the expenditure item date (EID) falls within the PTA start and end dates.
- Make sure confirmation of a project/award linkage has been received before using a
PTAEO.
- Use the PTAEO validator as needed to confirm the validity of a PTAEO.
- Make sure PTAEOs included on Stockroom card request forms are correctly recorded
and legible.
We are providing you with a Stockroom card report for your Department and/or Org(s). This Excel
report can be used to correct invalid PTAEOs (and other information if applicable) for each card.
Please mark your calendars as this phased in change will commence with the May month-end close.
Feel free to contact me directly with any questions or concerns you may have.