Category: Finance

Business Warehouse (BW) Reporting Availability

July 13th, 2012 in Finance, Reporting

Business Warehouse Reporting User

Reminder to share with individuals on your team involved in reporting.

BW Unavailable 5pm Friday July 13th thru 7am Monday July 16th, 2012

The Integrated Planning (IP) budget development program loads are being completed this weekend which require that Business Warehouse (BW) be unavailable for usage.  Business Warehouse (BW) reporting will be unavailable from 5pm Friday July 13th thru 7am Monday July 16th, 2012.

Thank you for your patience as these updates are completed.

Sincerely,

 

Mark Faria

Director, IS&T Reporting

 

Ines Garrant

Director, BUworks Financial Systems

 

Business Warehouse Reporting Updates and Availability

July 11th, 2012 in Finance, Reporting

Business Warehouse Reporting Users

Please note the two important updates below and share with individuals on your team involved in reporting.

(1) Fringe and Facilities & Administrative (F&A) Charges – Posting Errors

Some fringe benefit and F&A posting errors occurred this week that impact activity in both June and July. These have been corrected in our production system and will soon be updated in Business Warehouse (BW) reporting.  These posting errors are expected to be updated in BW reporting and available this Friday morning (7/13/12).

(2) BW Unavailable 5pm Friday July 13th thru 7am Monday July 16th, 2012

The Integrated Planning (IP) budget development program loads are being completed this weekend which require that Business Warehouse (BW) be unavailable for usage.  Business Warehouse (BW) reporting will be unavailable from 5pm Friday July 13th thru 7am Monday July 16th, 2012.

Thank you for your patience as these updates are completed.

Sincerely,

 

Mark Faria

Director, IS&T Reporting

 

Ines Garrant

Director, BUworks Financial Systems

Internal Service Provider Deadline for Billing

July 3rd, 2012 in Finance

Internal Service Providers

We realized this week that Internal Service Providers (ISPs) were unable to bill for fiscal 2012 after June 30th and are in the process of correcting this problem.  However, since we are so close to the end of our first close, we recommend that providers now bill any remaining charges using a Journal Entry upload.     If you have unbilled transactions, please send them in the form of a Journal Entry upload  (format attached) to Jennifer Lapierre, jhoover@bu.edu and we will post them for you.   If the manual reservation number is placed in column J of the journal entry template, the related encumbrance will be relieved when Jennifer posts your entry.

Please send Jennifer your journal entry as soon as possible.  We will process everything we receive by noon on Thursday July 5th so that your charges will be available for viewing by departments in the Business Warehouse (BW) on Friday, July 6th.   If you have any questions, please contact Israel Elmeus, Donna Lane, or Jennifer Lapierre at 353-4266.

We apologize for the inconvenience, and thank you for your help.

Sincerely,

 

Gillian Emmons

Associate VP, Financial Affairs And University Comptroller

 

Ines Garrant

BUworks, Director of Financial Systems

Deadline for Billing from ISP

July 3rd, 2012 in Finance

Internal Service Requestors, Readiness Leaders and Power Users

We have encountered an issue with billing by Internal Service Providers (ISPs).  All charges have not been posted yet.  We have identified a fix and extended the deadline for completing processing of these billings through the close of business (5 pm) on Thursday, July 5.  Internal Service Request (ISR) charges will be available for viewing by departments in the Business Warehouse (BW) on Friday, July 6th.  We apologize for any inconvenience.

Sincerely,

 

Gillian Emmons

Associate VP, Financial Affairs And University Comptroller

 

Ines Garrant

BUworks, Director of Financial Systems

Shopping and Approval Enhancements are Live

June 28th, 2012 in Finance, Procurement

Shoppers and Approvers

The following enhancements are being released today as part of the BUworks Phase 3 implementation:

  1. Product Category selections have been simplified from over 9000 to approximately 100 core selection categories.
  2. Adjustments to Shopping Cart approval paths will improve the accuracy of routing.
  3. Additional supplier Punch-Out Catalogs are available for your convenience (Audio Visual Innovations and W.W. Grainger, Inc.).
  4. Terrier Marketplace includes additional suppliers for expanded one-stop shopping capability.
  5. A new Purchase Order approval process is in place for change orders.

About the New Product Category Selections

Product Categories make it possible to group together similar products or services within a BU business context.  In order to simplify the Shopping Cart ordering process, over 9,000 numerical categories have been consolidated, leaving approximately 100 core selection categories to choose from. The Shopping Cart upgrade will also streamline General Ledger (GL) mapping and improve Business Warehouse (BW) spend management reporting.

About the New Purchase Order Approval Process

Purchase Order changes will route to the appropriate Department or Compliance Approvers whenever the change triggers such an action (e.g. changing a Product Category).  Change Orders will route to department Approvers whenever a new Account Assignment is added to the Purchase Order, or if a Purchase Order increase exceeds $5,000.00.

Approvers will receive email notifications for PO Approval requests, just as they do for Shopping Cart Approval requests.  The link in the email notification will bring the Approver to his or her SAP worklist.  The actual approval steps will be very similar to those used to approve other SAP documents.  Change Orders will not be sent to the vendor, nor will invoices that do not match the initial PO be processed until the Change Order is fully approved.

Questions?

If you have any questions, please contact the Buyers at Sourcing and Procurement.

 

Richard Stack

Director of Sourcing and Procurement

 

Ines Garrant

BUworks, Director of Financial Systems

Shopping and Approval Enhancements Coming Next Week

June 19th, 2012 in Finance

Shoppers and Approvers

Several enhancements are being released as part of BUworks Phase 3 implementation.  These enhancements include:

·   Product category selections simplified from over 9000 to fewer than 100 core selection categories

·   Adjustments to Shopping Cart approval paths, improving the accuracy of routing

·   Additional supplier punchout catalogs for shopping convenience

·   Terrier Marketplace includes additional suppliers for expanded one-stop shopping capability

·   Purchase Order approval process for change orders

Stay tuned for the release of these improvements on June 28.

Best Regards,

 

Richard Stack

Director of Sourcing and Procurement

 

Ines Garrant

BUworks, Director of Financial Systems

Purchase Order Close Out Report

June 12th, 2012 in Finance

Shoppers and Approvers

With Fiscal Year end approaching, it is important that shoppers review all open purchase orders to identify those that can be closed and any remaining encumbered funds which can be released and returned to appropriate budgets.  Before closing purchase orders, shoppers must contact their supplier to ensure that there are no payments awaiting payment against their purchase order.  Once a PO has been closed, it cannot be re-opened

This new report provides users the capability to examine purchase orders by:

  • Identifying all purchase orders which have been marked as paid
  • Allowing comparison of quantity ordered and quantity invoiced
  • Allowing comparison of the value of items ordered and the value of the items invoiced

The data in the report is refreshed overnight, therefore the detail for a PO created today will be available the next day.  Once open purchase orders have been identified for closing, the Sourcing and Procurement Office should be notified, sourcing@bu.edu, so the POs can be closed.

For detailed work instructions, please refer to the How to Run – Open SRM PO Close Out Report work instructions in the Reporting folder.  Click to access.  If you have any questions, please contact the IT Help Center at ithelp@bu.edu or 617-353-4357.

Sincerely,

 

Ines Garrant

Director, BUworks Financial Systems

 

Richard Stack

Director, Sourcing and Procurement

Boston University

Reminder to Designate a Substitute to Approve Worklist Items

June 12th, 2012 in Finance, Human Capital Management

Payroll Coordinators and Managers

Please be sure to assign an appropriate Substitute for Approvals when you are going on vacation. Without a Substitute, requests will be stuck in your Worklist, which can result in missed deadlines and delayed transaction processing (e.g., approvals for creating positions, time off requests, personnel actions and payroll).

For detailed work instructions on assigning a Substitute, please refer to the Worklist User Guide (Substitutions) in the Human Resource folder. If you have any further questions please contact the IT Help Center at ithelp@bu.edu or 617-353-4357.

Thank you,

Shridhar Kulkarni
Director – Human Capital Management

Fiscal Year End Closing

May 7th, 2012 in Finance

Readiness Leaders and Power Users

This message contains the recently distributed fiscal year closing memo and links to webinars and training.

Fiscal Year End Closing Memo

The memo below has been distributed today covering our upcoming fiscal year closing process and deadlines.

Fiscal Year End Closing Memo – May 2012

Fiscal Year Closing Webinars – (Optional) Highlight the Year End Closing Process and Deadlines

Web sessions have been scheduled to review the year end closing process, deadlines, preparation and to answer participant questions.  These sessions will be hosted jointly by representatives from BUworks Training, Financial Affairs, Budget, and Sourcing & Procurement Offices.  The sessions are identical, so please register for only one date and time. Registration limit is 100 employees per session.  Based on interest, additional sessions may be added.

To register to attend a webinar, please visit this page.

 

May-June Training Schedule — Includes Funds Management (FM) Reporting and Journal Entry Processing Workshops/Labs

Additional and more detailed training sessions are also available covering how to use FM reports and process journal entries.  To access the current schedule click.

Shoppers to Receive Automatic P.O. Email Notifications

April 27th, 2012 in Finance, Reporting

New Feature: Shoppers to Receive Automatic P.O. Email Notifications

We have received feedback from many shoppers requesting notification when a purchase order is sent to the vendor. We are pleased to announce that effective April 27, shoppers will automatically receive email notifications when a purchase order is generated and transmitted to the vendor.  The P.O. notification contains basic information including P.O. number, value and shopping cart number.

Click for more information.