One Purdue

Finance FAQs

Below are some of the finance-related questions asked during the April 2006 OnePurdue town hall meetings, with answers from University Comptroller John Shipley. To watch a video of the town hall meeting, go to the Finance and HR presentations page.

Questions

  1. Will historic data in place today be pulled forward into the new system?
  2. Will there be parallel systems for legacy systems? If so, for how long?
  3. Will signature delegation change? Will deans be able to delegate signature approval to staff?
  4. How will the legacy bursar system, which is part of the software applications going live later, be interfaced with the new finance system?
  5. Recharge facilities use external systems like CARS (centralized accounts receivable system). Will there be an SAP equivalent with OnePurdue?
  6. Will PageCenter still exist?
  7. How are procurement cards changing?
  8. Will the DREFs contain the same information (numbers and/or letters) as it does now, and will we just need to have something else added to it, or will the numbers/letters completely change? Some have asked if zeros could be added in front of the current DREFs to make up the 10+ characters so that nothing else would have to change. If not, who will assign the changes to them, you or us?
  9. We have a lot of DREF allocations that carry over every fiscal year. Will these allocations automatically be carried over into the new system or will the department have to manually enter these after Finance goes live?
  10. What is a “Clearing Date”?
  11. Is there a Clearing Date on the FBL1N — Vendor Line-Item Display?
  12. What is a “document type”?
  13. Which fields are required when posting a transaction in the OnePurdue system?
  14. What reports do I use to review account balances (replace SMURS)?
  15. Is Ariba going away? If so, when?
  16. Should I do anything now to prepare for this?
  17. What exactly will happen after Ariba shuts down at 5 p.m. on January 26?
  18. I work at Calumet, Fort Wayne, or North Central. Will the downtime be the same for all of us?
  19. What if I need to order something during the downtime?
  20. I know the OnePurdue system goes live February 6. When will I be trained in how to order in the new SRM system?

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Answers

  1. Will historic data in place today be pulled forward into the new system?

    No. The system known as DSS (Decision Support System) will continue for historic data. The Enterprise Reporting Advisory Committee will define how longitudinal data will be obtained for reporting in the future.

    Back to questions


  2. Will there be parallel systems for legacy systems? If so, for how long?

    Yes, definitely until the finance applications go live. We will maintain two sets of the Chart of Accounts during that period. This doesn’t mean we will run the two financial systems in parallel; it refers only to maintaining accounts and interfacing multiple systems.

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  3. Will signature delegation change? Will deans be able to delegate signature approval to staff?

    For academic signatures, deans and department heads will continue to determine the extent of authority delegated to their staffs to meet their business needs. Those individual preferences, however, will not be built into the workflow.

    Fiscal signature delegation, such as business office signatures, will be streamlined to three levels: $2,500, $50,000, and $250,000 across all campuses.

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  4. How will the legacy bursar system, which is part of the software applications going live later, be interfaced with the new finance system?

    The legacy bursar system will have to be interfaced with the new finance system. We will maintain conversion tables for the differences in the account structure between the old accounting system and the new OnePurdue system.

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  5. Recharge facilities use external systems like CARS (Centralized Accounts Receivable System). Will there be an SAP equivalent with OnePurdue?

    Yes. Public Sector Collections and Disbursements (PSCD) will be part of the first software release. It will replace the CARS system.

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  6. Will PageCenter still exist?

    The financial reports generated by the legacy system will remain in PageCenter once Finance goes live. Examples include SMURs (Standard Monthly User Reports) and FSSRs (Financial Summary Status Reports). The new financial data from the OnePurdue system, however, will not appear in PageCenter. There are other reports currently in PageCenter that will continue to be produced until those systems are decommissioned. For example, you will continue to find payroll charge reports in PageCenter until HR/Payroll goes live in 2007. New financial reports will be produced and accessible within OnePurdue after Release 1.

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  7. How are procurement cards changing?

    There will not be a lot of change in how they are used, but the reconciliation process will be easier.

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  8. Will the DREFs contain the same information (numbers and/or letters) as it does now, and will we just need to have something else added to it, or will the numbers/letters completely change? Some have asked if zeros could be added in front of the current DREFs to make up the 10+ characters so that nothing else would have to change. If not, who will assign the changes to them, you or us?

    SIOs (Statistical Internal Orders) are 10-digits long and system-generated. Click here to view a document about the account structure. (PDF)

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  9. We have a lot of DREF allocations that carry over every fiscal year. Will these allocations automatically be carried over into the new system or will the department have to manually enter these after Finance goes live?

    DREFs will not be converted into SAP.

    Back to questions


  10. What is a “Clearing Date”?

    A Clearing Date is when a check to a vendor is actually cut — not when the vendor has cashed it. A Clearing Document is generated and Clearing Date is assigned at this time.

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  11. Is there a Clearing Date on the FBL1N — Vendor Line-Item Display?

    There is a clearing date available. Although it’s not on the current default layout, it can be added through the "Change Layout" feature. The field name is “clearing date.”

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  12. What is a “document type”?

    Similar to the legacy entry codes, OnePurdue’s financial systems use document types as a way to identify a group of similar documents. Documents of the same type contain common information that is relevant to posting and updating the value fields in the database. Click here to view a list of common document types that Purdue will use. (Excel)

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  13. Which fields are required when posting a transaction in the OnePurdue system?

    For balance sheet GL accounts, 100000-399999, both fund and business areas are required. Do not include a business area for income statement GL accounts, 400000-599999. GL accounts in this range require a fund and one cost object (either a cost center, real order, or WBS element).

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  14. What reports do I use to review account balances (replace SMURS)?

    For "budgeted" funds, use AIMS-FM, a report that contains budget, income, expense, and commitments, or fmrp_rw_budget (budget overview), which has drill-down functionality.

    For non-budgeted funds, use T-Code GR55/report group Z100 trail balance by fund. The Z100 report group contains assets, equity, revenue, and expense.

    Here are some other useful reports:

    • T-Code: GR55/report group ZOPS operating statement. ZOPS contains income/expense by period and YTD totals.
    • T-Code: S_ALR_87013018 SIO report/total plan vs. actual.
    • LTD on legacy 116, 117, and 202 funds use AIMS-FM and select multiple years.
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  15. Is Ariba going away? If so, when?

    Yes, Ariba ended at all campuses at 5 p.m. on January 26.

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  16. Should I do anything now to prepare for this?

    Planning ahead would be very helpful to you. If you can, ask the people you serve for their ordering needs, making them aware that Ariba is ending January 26. By making them aware, you also can let them know that during the transition from Ariba to the OnePurdue Supplier Relationship Management system, known as SRM, the ordering process will slow down somewhat.

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  17. What exactly will happen after Ariba shuts down at 5 p.m. on January 26?

    From 5 p.m., January 26, until 8 a.m., February 6, there will be no electronic way to place orders. This downtime, while inconvenient, is necessary to make the switch from Ariba to the OnePurdue SRM system.

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  18. I work at Calumet, Fort Wayne, or North Central. Will the downtime be the same for all of us?

    Yes. If you have an emergency need to place an order, please call the purchasing office on your campus.

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  19. What if I need to order something during the downtime?

    If you have an ordering need at the West Lafayette campus during this period, University Stores operations will be open for walk-up trade during the transition from Ariba to the OnePurdue SRM system. University Stores will continue to operate and process orders by using paper Form 100. You can find Form 100 online at www.purdue.edu/universitystores. You can also contact your business office to determine if a P-Card can be used to order low-cost items. For higher-cost items, please call the Purchasing Help Desk at 49-47279. The Help Desk will direct you to the appropriate purchasing agent. If you work at Calumet, IPFW or North Center, please call the purchasing office on your campus.

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  20. I know the OnePurdue system goes live February 6. When will I be trained in how to order in the new SRM system?

    We hope you’ve already started. SRM courses are available now and others are being added soon. Your training coordinator already has enrolled you in all the courses you need and will notify you when they become available. The first course, which is available now for self-paced learning, is “FISRMAP 100” (Purchase to Pay Process Overview). This two-hour online course explains OnePurdue’s Supplier Relationship Management (SRM) and Accounts Payable modules.

    Additional SRM courses, in the order they must be taken, are:

    • “FISRM 200” (Create Shopping Carts). This two-hour online course is on the requisitioning process. It provides demonstrations and practice of required activities.
    • “FISRM 210” (Approve Shopping Carts). This one-hour online course is on the shopping cart approval process. It provides demonstrations and practice of the required activities in the shopping cart approval process. These include finding, reviewing, and approving shopping carts.
    • “FISRM 230” (Confirm Shopping Carts). This one-hour online course teaches the receiving process. It provides demonstrations and practice of the receiving process, the goods-receipt process, the impact of goods-receipt on the end-to-end purchasing process, and the execution of a goods receipt (confirmation of a shopping cart).

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