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General Information ERP Account Information General Ledger Forms Reference Reporting Documents Training Year End Links

Blue Ribbon Account Management ERP Nomenclature Financial Advisory Subcommittee Task Force

Issues/Recommendations needed:

  1. Object codes
    1. Currently 30 characters/GL account in SAP 20 – issues?
    2. HFS uses system that alter names for reporting

i. HFS will need to review current available object codes for use, prepare object forms to establish new object codes or modify names to maintain continuity.

UPDATE: Email sent to business offices and others regarding changes. HFS had several requests and depending on relationships with other departments, changes will be made.

Discuss Solutions

  1. Fund/Account title
    1. Any issues with fund titles?
    2. In SAP, account title is 20 characters. In FIAA, it is 40
    3. Need RFP to modify title for upload possibility
    4. Send spreadsheet to departments requesting modification to 20 characters (non-SPS accounts). Accounts not altered will be truncated.
    5. A modification was made to add a 255 character user field to cost centers in SAP. Long title in FMIS can now be converted.

UPDATE – RFS completed and ITaP has tested. Information Email has gone out to departments with the final spreadsheet for departments to go out the week of May 27 for conversions by the end of June.

Discuss Solutions

  1. DREF reporting
    1. Currently, departments budget and heavily utilize DREF’s  (Continuing Education, Advancement, Ag)
    2. What is necessary now to prepare for implementation? (New accounts, etc)

STATUS –Due to legal reasons, Ag will be allowed to convert current DREF. Other areas will use Statistical Internal Orders in SAP. 

Discuss Solutions

  1. Small balances
    1. 671 accounts - <$1,000? – $200?
    2. Gifts? Non 7xx funds?
    3. Report with account title conversion to business managers.

STATUS – Business as usual.

Discuss Solutions

  1. Inactive accounts
    1. Identify GL accounts not used in the prior two years?
    2. What accounts will be converted in SAP?
    3. Do we need to bother with these?

STATUS – Inactive accounts will be auto purged. If there are accounts to be kept active, email Ken Wilson those numbers.

Discuss Solutions

  1. Year-end accounts
    1. 19x funds/other FMIS year-end accounts
    2. 6/33 balance forwards/reversals at first update.
    3. Posting of transactions

STATUS – Met with SPS regarding A133 issues. We will need a year-end crosswalk table for FY2006 reversals.

Discuss Solutions

  1. September 30 cut-off issues
    1. Documents
      1. Becky White – SPS – Federal/AG year ends and document processing
      2. 9/15 for all FMIS documents to accounting
      3. Use September balances to load
      4. Suspense items? 

PLAN – run 9/30 month end and bring balances into SAP week of 10/2/2006. Essential (cash documents, APC’s, PDC’s) to continue to post until month end. More information regarding process will be forthcoming.

Discuss Solutions

  1. Bursar BRTP Account crosswalk

    1. New accounts after Finance go-live
    2. FMIS account numbers on-going maintenance

Discuss Solutions

  1. Field for CMIP tracking

Discuss Solutions 

  1. Year-end FR entries that create cash

STATUS – Accounting Services needs to ID accounts and do 6/34 entries to clear.

Discuss Solutions

  1. TIF accounts

STATUS – Email has gone out to certain departments to begin spending dollars or CMIP will be cutoff.

Discuss Solutions

  1. Fringe benefit distribution

STATUS – SAP will mimic today’s rules.

Discuss Solutions

  1. Other?

Provide Discussion Topics

 

 


Last Updated on April 04, 2008