PantherSoft Financials 9.2 Upgrade Webinar Office of the Controller Using Adobe Connect Your computer speakers must be on or use headphones to hear this presentation. Submit Your Questions Overall Changes - Favorites Favorites will migrate into 9.2. The only exception that we are aware of is any navigation that pointed from the Main Menu to Vendor. Vendor is now Suppliers in 9.2. Overall Changes – Global Search Global Search - Global Search enables you to take actions directly from your search results based on context without navigating through the menu to find the pages and data that you are looking for. Overall Changes – Global Search Advanced Search – Search PantherSoft by keywords, phrases or exclude words Overall Changes – Global Search Global Search – Last Search Results Overall Changes – Embedded Help Embedded Help – Click on the question mark. Overall Changes - Workflow Workflow Improvements will allow users to see the status of transactions throughout 9.2. For examples, the approvers for Requisitions, Travel Authorizations and Expense Reports. Overall Changes – Inner Scroll Inner Scroll - The nested inner scroll is perfect for viewing a long row of content such as a chartfield. Overall Changes - Personalization Personalizations – Dropdown Menu Sort Order Turning off Auto Complete is also found under My Personalizations (not new but you want to know how to turn it off) Overall Changes - Personalization Personalizations – Dropdown Menu Sort Order. Must click on Main Menu Overall Changes – Move Columns Moving Columns - Users can now personalize grids by dragging & dropping column headers into an order that suits them. Click the name of the column header and drag it to a new position. In the example shown the Description field is being moved to the left. Attachments Overall Changes - WorkCenters WorkCenters – WorkCenters are designed for specific operation roles — General Ledger, Accounts Payable, Buyers, etc. Users can perform their daily tasks without navigating from the WorkCenter. PantherSoft Financials 9.2 Travel & Expense Travel & Expense - Destination Default Location label change to Destination Travel & Expense – Benefit to FIU Comment field label change to Benefit to FIU or Project Travel & Expense – Expense Types Updated expense types list. Travel & Expense – Payment Type Additional payment type added: Prepaid Expenditures Travel & Expense – Urgency Urgency lights will show for all approvers that go through Manager Self-Service for pending TAs, Cash Advances or Expense Reports. Travel & Expense – Expense Report Travel & Expense – Expense Report Travel & Expense – Expense Report Travel & Expense – Submit Expense Expense Report Certification Withdraw Expense Report - Withdraw option in Expense Report when it’s in approval process Travel & Expense – Quick Fill Quick Fill in Expense Report only. Select this link to access the Quick Fill Window where you can select multiple expense types and whether the expense type was incurred for one day or all days of the date range. Travel & Expense – Expense Report Complete an Expense Report from an approved Travel Authorization Travel & Expense – Expense Report Complete an Expense Report from an approved Travel Authorization Travel & Expense – View Analytics After an Expense Report is submitted using the Summary and Submit link , a hyperlink to View Analytics will appear. Here you can see three tabs: Expense by Day, Totals by Department, and Totals by Project /Activity. PantherSoft Financials 9.2 Requisitions Requisitions – Budget Check Requestors have the ability to Budget Check a Requisition after it has been submitted. Requisitions - Approval Manager Self Service > Procurement > Manage Approvals OR Purchasing > Requisitions > Manage Requisition Approvals Approvers must do a budget check before they can approve a requisition. Requisitions - Approval Approvers Requisitions – Approval Justification Approval Justification Requisitions – IT Commodity IT Commodity Approval is now required for all requisitions of Audio Visual, Network and Data Processing items. DATA PROCESSING CODES Code Category Description 20429 Data/File Security Hardware/So 20455 Microcomputers\ Multi-Processo 20785 Systems Environmental Monitor 99906 OCO-DATA PROC EQUIP-TELECOM 99907 OCO-COMPUTER PC-$5,000 & OVER 92002 Access Services\ Data 92021 Data Entry Services 92022 Data Preparation and Processin 92024 Data Conversion Services 92039 Processing System Services\ Da 92040 Programming Services\ Computer 20836 Data Processing Software\ Micr 20840 Driver and Hardware Support Pr 20842 EDI (Electronic Data Interchan 20881 Software For Computer Software 20887 Tools\ Programming and Case 20888 Software\ Monitoring 20928 Communications: Networking\ Li 20937 Data Processing Software\ Mini 20938 Database Software 20943 EDI (Electronic Data Interchan 05067 Racks\ Drying (Portable and St 20425 Controllers\ Tape: Tape Subsys Account 711916 711916 773304 721401 721404 772110 772110 772110 772110 772110 772110 773303 773303 773303 773303 773303 773303 773303 773303 773303 773303 773906 711916 Alt Acct 71100 71100 77300 72100 72100 77200 77200 77200 77200 77200 77200 77300 77300 77300 77300 77300 77300 77300 77300 77300 77300 77300 71100 Account Description Computer Equip under $5,000 Computer Equip under $5,000 Computer Supplies Data Processing Equipment DP Workstation Information Tech. Services Information Tech. Services Information Tech. Services Information Tech. Services Information Tech. Services Information Tech. Services Information Technology Supplie Information Technology Supplie Information Technology Supplie Information Technology Supplie Information Technology Supplie Information Technology Supplie Information Technology Supplie Information Technology Supplie Information Technology Supplie Information Technology Supplie Other Materials and Supplies Computer Equip under $5,000 AUDIO VISUAL CODES Code Category Description 99903 OCO-AV EQUIP-$5,000 AND OVER 721302 Account Alt Acct Account Description 72100 Audio Visual Equipment 20775 Projection Devices and Accesso 773304 77300 Computer Supplies 84014 Audio Equipment and Accessory 711903 71100 F&E under $5,000 84020 Broadcast Equipment\ Televisio 711903 71100 F&E under $5,000 84055 Switchers\ Audio and Video 711903 71100 F&E under $5,000 84057 Teleprompters and Accessories 711903 71100 F&E under $5,000 84066 Television-VCR Combination Set 711903 71100 F&E under $5,000 84067 Video Camera Recorders\ Digita 711903 71100 F&E under $5,000 84076 Video Projectors\ Accessories 711903 71100 F&E under $5,000 84084 Video and Audio Systems\ Acces 711903 71100 F&E under $5,000 84086 Video Systems (For Studio Qual 71100 F&E under $5,000 711903 NETWORKING CODES Code Category Description Account Alt Acct Account Description 20458 Modems\ External\ Data Communi 711916 71100 Computer Equip under $5,000 20464 Network Components: Adapter Ca 711916 71100 Computer Equip under $5,000 20827 Communications: Networking\ Li 773303 77300 Information Technology Supplie 28029 Communications/Telecommunicati 711185 71110 Communication Charges Other 83832 Communication Devices\ Multi-F 711182 71110 Communication Equipment 83833 Communications: Networking\ Li 711182 71110 Communication Equipment 83834 Communication Security Systems 711182 71110 Communication Equipment 83835 Communication Systems\ Integra 711182 71110 Communication Equipment 83839 Consoles and Racks\ Security 711182 71110 Communication Equipment 83868 Recycled Telecommunication Equ 711182 71110 Communication Equipment 83881 Telecommunication Equipment (V 711182 71110 Communication Equipment 83883 Telecommunication (Internet Pr 711182 71110 Communication Equipment 83885 Telecommunication Parts and Ac 711182 71110 Communication Equipment 83900 TELEPHONE EQUIPMENT\ ACCESSORI 711182 71100 Communication Equipment 83912 Accessories\ Telephone (Not Ot 711182 71110 Communication Equipment AND MORE…………………………………….. Requisitions - Workbench Requester’s Workbench - Navigation changed Requisitions - Buyer Workbench Buyer’s Workbench Requisitions – Select Lines Ability to Search for specific lines within a requisition and you want to avoid scrolling through multiple pages. Requisitions – Pre-Encumbrance Pre-Encumbrance Balance Requisitions – Pre-Encumbrance Pre-Encumbrance Balance Requisitions – Name & BPO Requisition Name & New Origin Code ‘BPO’ for Blanket Purchase Orders PantherSoft Financials 9.2 Credit Cards Credit Cards – PDF Attachments Beginning with the 12/31/2014 billing statement (scheduled to load into PS 9.2 on 1/5/2015), a scanned receipt and supporting backup documentation must be attached to each transaction line; this will be mandatory during the reconciliation process. This new business process will improve record retention efficiencies by providing easy electronic access to view and print the receipts and supporting documentation of all card activity. Credit Cards –Attachments PDF files are preferred. If you need to attach multiple scanned documents for a single transaction line, click the + button. Credit Cards – Reconcile PantherSoft Financials 9.2 Accounts Payable Accounts Payable Changes to Invoice Processing ● Invoices should be submitted to Accounts Payable directly ● E-mail is the preferred method of delivery. o invoices@fiu.edu – this e-mail address should be used for invoices ONLY, no inquires of any kind. This e-mail account will interface directly with our payable system and will NOT be monitored by AP staff. Do not use the body of the e-mail for questions/comments or other correspondence. o PDF format only. One invoice per PDF. o All other correspondence can be sent to payables@fiu.edu PantherSoft Financials 9.2 Commitment Control Commitment Control – Budget Transfer Commitment Control – Budget Transfer Commitment Control – Payroll Accounts Auto Override for Payroll Accounts Payroll Accounts are set to Override. After running the edit and budget check processes, the journal will have a “warning”, but Journal and Budget Status will be marked valid (V V Status). Month end process will be completed faster for Activity Numbers and Projects set to Control, since you no longer have to manually override payroll transactions PantherSoft Financials 9.2 General Ledger Journal Workflow Journal Upload The new Journal Upload template will be available on January 5, 2015. Email controller@fiu.edu Journal Upload – Error Message Error message for the GL Journal Upload feature in 9.2 Snapshot of the JrnlLog Ledger Inquiry by ChartField Value Set Inquire by ChartField Value Set as opposed to individual ChartField PantherSoft Financials 9.2 nVision nVision If you currently have access to App Designer/nVision in PantherSoft 9.0 you will want to install a new version for 9.2. Email controller@fiu.edu to get instruction on how to install the App Designer/nVision 8.53 All nVision layouts in Production have been tested and will be in 9.2. If you have personal nVision layouts on your desktop please email controller@fiu.edu and attach your layout to have it converted. PantherSoft Financials 9.2 Queries Queries Reporting Database queries will be available at Go-Live as a copy of Production. Only Production queries will be available in the Reporting Database. All Public queries will be available in 9.2 Production at go-live Private Queries will be available in 9.2 Production as of April 2014 If you are missing any Private or Public query from Production or the Reporting Database, email controller@fiu.edu with the name of the query and whether from Production or Reporting Important Dates Travel & Expense - Deadlines Travel and Expense Deadlines All Travel Authorizations, Cash Advances and Expense Reports must be in an “Approved” or “Paid” or “Open” status prior to the upgrade. Reports that have a status of “Submitted for Approval”, “Pending”, or “Approval in Process” will be deleted from the system to ensure a smooth transition. In order to plan accordingly, see the deadline dates listed below: December 15, 2014 – Users will have the ability to create and modify TAs, Cash Advances and Expenses Reports but will only have the option to save for later. They will not be able to submit. December 28, 2014 – Last day for all Travel transactions to be approved by Managers. Other Deadlines December 15, 2014 Ability to submit Smart Proposals and Smart Bills for approvals will be removed the University community December 30, 2014 – After 5PM All Requisitions, Smart Proposals, Smart Bills and Payroll Transfers should be in Approved status. Any POs that are in Pending Approval, Open, or Initial status will need to be either Approved, Dispatched or Deleted All Account Payable Pay cycles should be fully completed All in-process Access Request should be denied. PantherSoft will execute the script to deny them as part of the go-live. After 5:00 p.m. the PeopleSoft Financials system will be unavailable to the user community. January 5, 2015 – GO LIVE! The upgraded system will be available to the user community for processing. 9.2 Training in December Classroom Topics Dates at W6 Fundamentals December 16 & 18 Procure to Pay December 16 & 18 Credit Card December 17 Travel & Expense December 17 & 19 9.2 Open Labs in January GL274 W6 Monday Jan 5th 9:30 – 12:30 Tuesday Jan 6th 1:30 – 3:30 Wednesday Jan 7th 9:30 – 12:30 Thursday Jan 8th 1:30 – 3:30 Friday Jan 9th 9:30 – 12:30 Tuesday Jan 13th 9:00 – 12:00 Getting Assistance Financials 9.2 Upgrade – Presentations, important dates, etc. http://panthersoft.fiu.edu/projects-2/financials-9-2-upgrade/ Training Registration – Signup for training, Webinar http://finance.fiu.edu/controller/TrainingRegistration.html Office of the Controller – Purchasing, Credit Cards, Travel, etc. http://finance.fiu.edu/controller/index.html Training PowerPoints Decks – Updated for 9.2 http://finance.fiu.edu/controller/FinSysandSup2.html Financials Call Center 305-348-7200 (7-7200) Questions