{"id":92521,"date":"2015-05-18T14:27:21","date_gmt":"2015-05-18T18:27:21","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=92521"},"modified":"2024-05-08T10:45:58","modified_gmt":"2024-05-08T14:45:58","slug":"finance","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/support\/buworks\/help\/finance\/","title":{"rendered":"Finance Help Resources"},"content":{"rendered":"

BUworks<\/strong> Finance is\u00a0the University’s\u00a0financial accounting\u00a0system built on\u00a0a SAP<\/strong> platform.\u00a0 The system is made up of sub-components of Financial Accounting (FI) modules such as general ledger, accounts payable, accounts receivable, budget, operational procurement, funds management and research accounting functionality.<\/p>\n

It supports financial planning and transactional functions for the\u00a0University and provides data for internal and external reporting. It provides an integrated infrastructure that supports budget, finance, procurement and research administration\u00a0to faculty and staff.\u00a0\u00a0It is designed to improve the University’s ability to plan, manage, and\u00a0handle financial data. <\/b><\/p>\n

\n

Process Guides<\/strong><\/p>\n

The <\/span>Process Guides\u00a0provide an introduction to the\u00a0elements of BUworks via\u00a0<\/span>introductory videos and workflow visualizations categorized by business functions.<\/p>\n

Finance<\/h1>

Journal Entries<\/a>
Accounts Payable<\/a>
Accounts Receivable<\/a>
Managing Budgets<\/a>
Manual Funds Reservation<\/a>
Grants Management<\/a><\/p>\n

<\/div>\n<\/div>\n

Ordering Goods and Services - ISRs<\/h1>

\nProcurement<\/u><\/b><\/p>\n

Please visit the Sourcing & Procurement website<\/a> for systematic guides and video tutorials on the procure-to-pay process. Requisitioners and Approvers should attend both Purchase Requisition and Approval Training<\/strong> and Invoice Approval and Exception Training <\/strong>to be successful in\u00a0Guided BUying<\/strong>. Sign up for training on the Sourcing & Procurement Training page<\/a>.<\/p>\n

Requisitioners and Approvers can stay up to date on training and helpful hints by subscribing to the Sourcing & Procurement newsletter here<\/a>.\u00a0If you have any questions about purchase requisitions, please submit a ticket to Sourcing & Procurement via the Financial Affairs Customer Service Portal<\/a> and browse our knowledge-based articles. Questions about the invoice payment process or invoice status should be directed to the Accounts Payable Department via the Financial Affairs Customer Service Portal<\/a>.
\n
Internal Service Requests<\/a><\/p>\n

<\/div>\n<\/div>\n<\/p>\n

\n

Navigating and accessing within the WebGUI (tab) ECC System (sub-tab) in the BUworks Central portal.<\/p>\n

Introductory to WebGUI (Finance)<\/h1>
<\/p>\n

How to navigate in WebGUI ECC System?
<\/a><\/strong>Navigating within WebGUI – Work Instruction<\/a>
Logon and Logoff WebGUI via SAP portal – Work Instruction<\/a>
Create Mulitple Sessions in WebGUI – Work Instructions<\/a>
Create Favorite in WebGUI – Work Instruction<\/a>
Create Personal Variant in WebGUI – Work Instruction<\/a>
Changing Display on Worklist – Work Instruction<\/a>
Set Default Printer WebGUI – Work Instruction<\/a>
Worklist User Guide – Work Instruction<\/a><\/p>\n

Training Lab Resources<\/a><\/p>\n

<\/div>\n<\/div>\n\n

The Account XWalk<\/strong> functionality is used to translate our old legacy system accounting codes to the new SAP master data and cost object and vise versa.\u00a0 It is utilized when there is a need to obtain legacy accounting codes for other sub-system that are not currently on the SAP system.<\/p>\n

Account Crosswalk (X-Walk)<\/h1>
<\/p>\n

How to use the Account XWalk?<\/strong>
<\/a>Using the Account XWalk – Quick Reference Guide<\/a><\/p>\n

Account XWalk Process<\/strong>
<\/a>Account XWalk Enhancement Feature – Quick Reference Guide<\/a><\/p>\n

Training Lab Resources<\/a><\/p>\n

<\/div>\n<\/div>\n\n

The Journal Entry<\/strong> functionality is used as part of the process for managing accuracy of expenses charged to cost objects within the general ledger financial system.<\/p>\n

Journal Entry<\/h1>

Process Guide:<\/strong>
Journal Entries<\/a><\/p>\n

How to create a journal entry and initiate workflow?<\/strong>
Create a Journal Entry and Initiate Workflow- Work Instructions<\/a>
Create a Journal Entry FV50 – Quick Reference Guide<\/a><\/p>\n

How to create and park a journal entry?<\/strong>
Create and Park a Journal Entry – Work Instruction<\/a><\/p>\n

How to work with grant related journal entries?<\/strong>
<\/a><\/strong>Create a Non-Salary Cost Transfer form ZGM_CSTR_REQ – Quick Reference Guide<\/a><\/p>\n

How to display a journal entry?<\/strong>
Display Journal Entry FBV3 – Work Instruction<\/a>
Display Journal Entry FBV3 – Quick Reference Guide<\/a><\/p>\n

How to change a journal entry?<\/strong>
Change journal entry FBV2 – Work Instruction<\/a>
Change or delete journal entry FBV2 – Quick Reference Guide<\/a><\/p>\n

How to work with journal entries in WebGUI?<\/strong>
<\/a>Editing Option – Update parked Doc to always Saved as Complete in FV50 – Quick Reference Guide<\/a>
Attach document to journal entry FBV2 – Work Instruction<\/a>
<\/strong>Processing Options – Add Document Type and Display Period fields in FV50 – Quick Reference Guide<\/a>
Tree On Functionality – Quick Reference Guide<\/a>
<\/a><\/strong><\/p>\n

Demo Video<\/strong><\/p>\n

Journal Entry_Parked Documents_demo video<\/a> – PowerPoint Slides
Journal Entry Parked Document – Office Mix demo video<\/a>
You must log into your Office 365 account. For best results, use Firefox or Google Chrome to view the demo video embedded in the PowerPoint document.<\/p>\n

Training Lab Resources<\/a><\/p>\n

FAQs<\/a><\/p>\n

<\/div>\n<\/div>\n\n

JV Upload<\/h1>

How to Create a JV Upload and initiate workflow?<\/strong>
Create JV upload file in Workflow_ZJVUPLOAD – Work Instruction<\/a>
Create JV Upload file in workflow_ZJVUPLOAD – Quick Reference Guide<\/a><\/p>\n

How to change a JV upload entry?<\/strong>
Change a JV upload entry FBV2 – Quick Reference Guide<\/a><\/p>\n

How to display a JV upload entry?<\/strong>
Display a parked JV upload document FBV3 -Quick Reference Guide<\/a><\/p>\n

How to delete a JV upload entry?<\/strong>
Delete a JV upload entry FBV0- Quick Reference Guide<\/a><\/p>\n

What’s the status of my JV upload file?<\/strong>
JV Upload Workflow Process Enhancement – Quick Reference Guide<\/a><\/p>\n

Training Lab Resources<\/a><\/p>\n

FAQs<\/a><\/p>\n

<\/div>\n<\/div>\n\n

Journal Entry Workflow<\/h1>

How to Review journal entry workflow status?<\/strong>
Track journal entry workflow FBV3 – Work Instruction<\/a>
Track journal entry workflow FBV3 – Quick Reference Guide<\/a><\/p>\n

Workflow Process<\/strong>
2nd Enhancement – Unit and PAFO Approval add – QRG <\/a>
3rd Enhancement – PAFO tier and Budget Approval add – QRG<\/a><\/p>\n

Training Lab Resources<\/a><\/p>\n

FAQs<\/a><\/p>\n

<\/div>\n<\/div>\n\n

The Cashier\u00a0Upload <\/strong>file <\/strong>workflow process is used to record and account for\u00a0cash, credit card, and petty cash deposits made to University accounts.\u00a0 The upload process imports the data into the General Ledger system for workflow approval.<\/p>\n

Cashier Journal Entry Upload File <\/h1>
<\/p>\n

<\/strong>Cashier Upload File – Help Resources – Website Page <\/a><\/p>\n

<\/div>\n<\/div>\n\n

The Internal<\/strong><\/em> Service<\/em><\/strong> Request<\/strong><\/em> process is used to request for goods or services from an internal service provider (internal vendor).<\/p>\n

Internal Service Request<\/h1>

Process Guide – Ordering Goods or Services<\/strong>
Internal Service Requests<\/a><\/p>\n

How to Create an Internal Service Request?<\/strong>
Create ISR form – Work Instruction<\/a>\u00a0\u00a0\u00a0\u00a0\u00a0
Create ISR form – Quick Reference Guide<\/a><\/p>\n

Create FSR – Work Instruction<\/a><\/p>\n

How to Display an Internal Service Request?<\/strong>
Display ISR form – Work Instruction<\/a><\/p>\n

How to maintain Internal Service Requests?<\/strong>
Earmark Fund Journal S_P99_41000147 – Work Instruction <\/a>
Display Fund Reservation – FMX3 – Work Instruction<\/a><\/p>\n

Listing of Internal Service Request Provider<\/strong>
ISR Provider Listing with G\/L Recovery Acct<\/a><\/p>\n

How to Reconciling your ISR’s and FSR’s in WebGUI<\/strong>
Reconciling ISRs and FSRs – S_P99_41000147 – Quick Reference Guide<\/a><\/p>\n

Training Lab Resources<\/a><\/p>\n

FAQs<\/a><\/p>\n

<\/div>\n<\/div>\n\n

The ISR<\/strong> Provider<\/strong> Fulfillment<\/strong> process is use for posting (billing) charges to the General Ledger system for goods and services that were provided to another Boston University (internal) department.<\/p>\n

Internal Service Request Provider Fulfillment<\/h1>

How to fulfill (charge) a single Internal Service Request?<\/strong>
<\/a>ISR Fulfillment Single Entry – Work Instruction<\/a>
ISR Provider Fulfillment – Quick Reference Guide<\/a><\/p>\n

How to fulfill (charge) multiple ISR forms?<\/strong>
<\/a>ISR Fulfillment Upload – Work Instruction<\/a>
<\/a>ISR Provider Upload Template Instructions<\/a>
ISR Provider Upload File Template<\/a><\/p>\n

How to Display an Internal Service Request?<\/strong>
<\/a>Display ISR form – Work Instruction<\/a><\/p>\n

How to maintain Internal Service Requests forms?<\/strong>
<\/a>Display Fund Reservation – FMX3 – Work Instruction<\/a>
<\/a><\/a><\/p>\n

Open ISR Report – ZFI_OPEN_ISR – Work Instruction <\/a>
Earmark Fund Journal S_P99_41000147 – Work Instruction<\/a>
Display All Posting – FMRP_RFFMEP1AX – Work Instruction<\/a>
FMRP_RFFMEP1AX – Quick Reference Guide All Posting Report<\/a>
<\/a><\/a><\/p>\n

How to Export an Excel file in WebGUI_Quick Reference Guide<\/a><\/p>\n

Listing of Internal Service Request Provider<\/strong>
<\/a>ISR Provider Listing with G\/L Recovery Acct<\/a>
ISR Provider Fulfillment Enhancement – Quick Reference Guide<\/a><\/p>\n

ISR Provider Fulfillment Upload File Template and Instructions<\/strong>
ISR Provider Upload Template Instructions<\/a>
ISR Provider Upload File Template<\/a><\/p>\n

Training Lab Resources<\/a><\/p>\n

FAQs<\/a><\/p>\n

<\/div>\n<\/div>\n\n

The Fund Reservation<\/strong> functionality is used as part of the process for managing budget projections within the general ledger financial system.\u00a0 It allows for commitment (encumbering) of future planned costs eliminating the need for shadow systems.<\/p>\n

Funds Reservation<\/h1>

Process Guide:<\/strong>\u00a0
Manual Funds Reservation<\/a><\/p>\n

How to create a manual funds reservation?<\/strong>
Create fund reservation FMX1 – Work Instruction<\/a>
Create fund reservation FMX1 – Quick Reference Guide<\/a><\/p>\n

How to change a manual fund reservation?<\/strong>
Change fund reservation FMX2 – Work Instruction<\/a>

How to maintain (reduce, close or manage) reserved funds?<\/strong>
<\/a>Reduce fund reservation FMX6 – Work Instruction<\/a>
<\/strong>Reduce fund reservation FMX6 – Quick Reference Guide<\/a><\/p>\n

All Posting Report FMRP_RFFMEP1AX – Work Instruction<\/a>
<\/a>All Posting Report FMRP_RFFMEP1AX – Quick Reference Guide<\/a><\/p>\n

Earmark Fund Journal S_P99_41000147 – Work Instruction <\/a><\/p>\n

Display Commitment Actual Totals – FMRP_RFFMTO10X – Work Instruction<\/a>
Budget Lines vs Commitment Actual FMB_PL01_PBET – Work Instruction<\/a>
Year End Closing Display Carryfwd Cmmts FMJ_Display – Work Instruction<\/a>
<\/a><\/a><\/p>\n

How to Export an Excel file in WebGUI_Quick Reference Guide<\/a><\/p>\n

How to\u00a0display\u00a0reserved funds?<\/strong>
<\/a><\/strong>Display Fund Reservation – FMX3 – Work Instruction<\/a>
<\/a><\/a><\/p>\n

Training Lab Resources<\/a><\/p>\n

FAQs<\/a><\/p>\n

<\/div>\n<\/div>\n\n

The PO Invoice workflow<\/strong><\/em><\/em><\/strong><\/strong><\/em> process is utilized to allow for the review and approval of incoming Purchase Order vendor invoices that are associated with shopping cart orders.<\/p>\n

PO Invoice Workflow<\/h1>

Process Guide:
<\/strong>Accounts Payable<\/a>
\n<\/strong><\/p>\n

Procure to Pay Process<\/strong>
<\/a>Procure to Pay Process – Quick Refernce Guide <\/a>
<\/a>PO Invoice Workflow Process – Quick Reference Guide<\/a><\/p>\n

How to display PO vendor invoice payment?<\/strong>
<\/a>Display Document with Additional Information FB03 – Work Instruction<\/a>
Display Finance Document FB03 – Work Instruction<\/a><\/p>\n

Vendor Payment Lookup Demo Video<\/a> – PowerPoint Slides
Vendor-Payment-Lookup-Demo Video<\/a>
You will need to login to your BU\u2019s Microsoft Office 365 account; use your User name and Kerberos password.<\/p>\n

How to review and display PO invoice information?<\/strong>
Display Invoice Document MIR4 – Work Instruction<\/a><\/p>\n

How to add the Reference No. Field to transaction code FB03 for Vendor Invoice Lookup<\/strong>
Editing Options_How to add Reference no. field to FB03 – Quick Reference Guide<\/a><\/p>\n

Working with Business Warehouse Reports<\/strong>
BW-How-to-View-Increased-Detail-via-WebGUI-Transaction-FB03<\/a><\/p>\n

Training Lab Resources <\/a><\/p>\n

FAQs<\/a><\/p>\n

<\/div>\n<\/div>\n\n","protected":false},"excerpt":{"rendered":"

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