Transaction Pause Dates / Transition Period

In preparation for deployment of the Transform Purdue projects, there will be changes in our normal operating paradigm to reduce our overall data conversion risk.  Transaction pause dates and schedules were determined by transaction lifecycles and compiled via a collaboration between the Transform Purdue project team and several areas across campus including Human Resources, Procurement and other support departments. Our goal is that operations will not be negatively impacted or impeded, however careful planning and understanding by staff, faculty and researchers is critical to ensure a smooth transition. Business offices are encouraged to work with the Subject Matter Expert (SME) from each department to walk through questions, transaction details and down-time processes.

Key points: 

  • Pause dates indicate the last day a transaction can be performed or approved through our current process and system.
  • SAP functionality will cease Friday, June 29 at 5  p.m., when SAP is down for the upgrade to SAP S/4 Hana.
  • Human Capital Management (HCM) project deploys with an upgrade to SAP SuccessFactors. Go-live date yet to be determined.
  • A single table format containing the financial activity pause / cutover dates  is available to print. 
Click to view process or department specific information.
  • Thursday, June 15, 2018, is the last day to complete and process a master data form for a new cost/fund center, fund, internal order or WBS element.
  • Friday, June 22, 2018, is the last day to process all Journal Vouchers (JV) and Intramural Invoice Voucher.

Wires/ACH/SUA

Thursday, June 28, 2018, is last day to process accounts payable wires, Automated Clearing House (ACH), Single-Use Account (SUA) invoices for fiscal year 2018. It is also the last day to complete an AP Check Payment Run.

Direct Invoices

Friday, June 1, 2018, is the deadline for invoices to be received in Accounts Payable to ensure posting in FY18.

  • All DIV and ZV60 documents received must be ready to key. “Ready to key” includes:
    • Vendor is set up
    • Tax coding is complete
    • Account string is valid
    • Invoice and appropriate back documentation are included
    • Invoice is due on before July 6, 2018
      • Invoices due after July 6 need to be held and processed after conversion. DO NOT submit ZV60s for them.
Bursar Refunds

Friday, June 22, 2018, is the last day Banner bursar refunds will post to invoices in SAP.

Accounts Payable questions can be forwarded to Judy Ewbank at jewbank@purdue.edu.

Public Section Collection and Disbursements (PSCD)
  • Monday, June 11, 2018, is the last day to request and create Business Partner (BP) master data.
  • Friday, June 15, 2018, (by 3 p.m.) is the last day to manually enter changes to PSCD.
    • Starting at 5 p.m. departments will have ‘view only access.'
  • Monday June 18, 2018, is the final day for an invoice run.
  • Thursday, June 21, 2018 (by 1: p.m.) is the last day to process a refund.
    • It is also the last day to request a business partner cancellation (by 3 p.m.)
ILab
  • Thursday, June 14, 2018, by 4 p.m. is the last day for the ILab upload and Departmental upload.
Biller Direct
  • Monday, June 25, 2018, is the last day to utilize the online payment portal.
  • Wednesday, June 27, 2018, at 9 p.m. the Biller Direct Payment Portal closes.

Attribute maintenance performed through Manager Self-Service will pause June 15, 2018. This includes requesting fiscal, departmental and SPS Pre-Audit approval changes, as well as the Invoice Reconciler attribute. Please contact Kim Hoebel with further questions.

  • June 25 is the last day Banner bursar refunds will post to invoices in SAP.
  • June 28 after 5 p.m., Banner will be unavailable until the following morning, June 29 at 8 a.m. This allows for data conversion in preparation for the new financial structure implementation.
  • Human Resources (HR) interface pauses (the HR file uploads the person, degree and appointment (salary) from SAP. The interface resumes July 7
  • COEUS user entry stops on June 28.
  • COEUS remains operational with modules such as Regulatory, through June 29 until 5 p.m.
  • COEUS resumes Monday, July 2

June 29 at 5 p.m. the OnePurdue SAP Portal that houses ESS and MSS functionality will pause until the SAP upgrade is complete. Those utilizing ESS to request time-off will be unable to access the system starting June 29 through the following week.

  • Online leave requests will auto-approve on June 29, prior to SAP going down.
  • Requests to update Supervisor or Chief must be approved prior to 5:00 pm, June 29. All unapproved supervisor and chief requests will be declined and must be re-entered once SAP is available on July 9.

There will be no financial aid database activity, such as entering or approving, June 11 – July 5. The (paper) form 79 can be used in emergency circumstances in order to manually enter information into Banner by the Division of Financial Aid.

Please contact Ellen Barbour  with further questions.

Wednesday, June 27 by noon, is the last day to submit actions through the online Student/Grad Action dashboard.

It is important the June Monthly Payroll calendar is followed.

  • Time entry for BW14 starts June 25.
  • The last Off-Cycle runs Wednesday, June 27.
  • Thursday, June 28, 2018, is the last day payroll checks will run.

**It is vital all June-dated actions and leaves are entered ASAP.**

Review the Interim Purchasing Process Overview document and How To Buy webpage for detailed procurement pause information. The Procurement Best Practices PowerPoint was reviewed during April meetings across the West Lafayette campus.

There are several important pause dates related to procurement, dependent on the complexity of the requisition.

May 31, 2018

  • Catalog Orders: Orders should be processed and fully approved in Ariba by 5 p.m. on May 31, 2018. See the list of Catalog Suppliers. The interim purchase process for our catalog suppliers will begin June 1, 2018. The interim processes require extensive resources and manual effort; therefore, orders should be made only for essential items during the pause period. Orders needing placed before July should be ordered now.

May 9, 2018

  • Non-Catalog Orders: Orders should be processed and fully approved in Ariba by 5 p.m. on May 9, 2018. The interim purchase process for non-catalog suppliers will begin May 10, 2018. The interim processes require extensive resources and manual effort; therefore, orders should be made only for essential items during the pause period. Orders needing placed before July should be ordered now.
The following task pause dates have passed:

May 2, 2018

  • New vendors or missing suppliers, part numbers or non-U.S. suppliers for non-catalog requisitions (less than $10,000) should have been received by Procurement no later than May 2, 2018.
  • Routine catalog orders greater than $10,000 should be processing by May 2.

April 18, 2018

  • Requests for Purchase (RFP)  >$10,000 submitted through the Central mailbox for competitive bidding by Procurement that need to be processed and paid by June 27, 2018 should have been received by Procurement no later than April 18, 2018.
    • RFP >$10,000 received after April 18 will continue to be processed and worked through. However, the procurement agent will provide guidance if any special processes need to be followed.  
Pause Processes – Interim Information:

Interim Order Method Guide: 

Interim Order Method Guide:

  • Requests for Purchase $10,000 and over: The process for purchase requests $10K and over has not changed. Requests should be submitted to Procurement at: Requests for Purchase $10,000 and over.  Procurement Sourcing Staff will review your request and advise on next steps.
  • Capital Equipment: Procurement will obtain approvals (except for academic and departmental fiscal approval) for orders using the Interim PO process. Departments must obtain approval via email from Property Accounting BEFORE placing a Pcard order (Orders between $5K - $10K). 

Interim Purchase Methods:

  • Pcard:  Purdue Catalog suppliers will have websites/call-in instructions (to be provided) established for order placement using Pcard. Non-catalog orders over $5K up to $10K should utilize the Credit Card Form where applicable. This form contains Purdue’s standard terms & conditions for purchases.
  • Interim PO (Form 12):  The Interim PO Process utilizes a Form 12 document. To be used for orders where a supplier requires a PO and doesn’t accept Pcard. May also be used for purchases over $10,000.
  • Direct Invoice Voucher (DIV):  If a supplier does not accept Pcard and doesn’t require a purchase order they may ship based on verbal authority from the department. Some areas do this today based on existing arrangements. Payment will be via DIV or ZV60. This option is not intended for orders $10K and above, or for suppliers with no existing Purdue relationship. In those cases, use the Interim PO (Form 12) process.
  • Quantity Purchase Agreements (QPA’s): (Details to be provided)
  • Xerox (Print Services): Orders should be created in WebCRD. Credit card info should be called into Xerox.
  • University Stores (Gases):  will be accepting the Form 100
  • Fisher Storerooms: will be accepting Pcard.
  • Knowledge Services (Temporary Staffing): Use the DIV process. Contact Roxie at: cobler@purdue.edu
  • Express Air Coach: Use DIV or Pcard
  • Cannon IV (MFD’s, Copiers, Printers): The current process for requesting devices should be followed. Complete the Copy/Print Questionnaire and email to copyprint@lists.purdue.edu for a quote. Orders to be placed using Pcard.

Restricted Commodity approval is required for all interim purchase methods PRIOR to order placement.  Details to be provided.

Restricted Commodity
Process Clarifications:
  1. All orders MUST have accurate “need-by” dates. If you anticipate an order you are placing to be delivered 8/1/2018 then the need-by date should be 8/1/2018. Accurate “need by” dates reduce GRIR issues.
  2. The process of Receiving and Reconciling should be done in a timely manner.
    • If the order is delivered to Purdue, it should be received in Ariba.
    • If the PO is invoiced, the invoice should be reconciled in Ariba.
      • Our goal is for PO’s that have been delivered/invoiced to be received/reconciled in Ariba by “noon” on June 27, 2018 however we know that may not be possible for all orders. Departments should NOT be prematurely receiving in Ariba nor requesting & paying invoices if the product has not been delivered.

  3. Departments should NOT cancel Ariba PO’s based on the “state” they believe the PO will be in on June 27, 2018. PO’s should only be canceled if you truly need to cancel the order.
  4. This information is for reference only: Depending on the “state” of the PO when the system is shut down on June 27, 2018 will determine the conversion effort required after the system is brought back online.
    • NOTE: Conversion for PO lines with moderate/most effort we anticipate a rise in invoice failures that would be fixed as they are today by Procurement & AP. Any other cleanup required would use the same processes as today.Conversion for PO
  5. Contracts and Grants: Questions regarding purchases on sponsored program funds can be directed to your business office or your Sponsored Program Services account manager.  The date goods are received and paid could conflict with the grant project period and should be reviewed if there are questions.
  • The Fix-it Portal pauses at noon on June 27.

  • The property accounting forms will be inaccessible starting June 15 after 5 p.m. The forms will become available once the SAP upgrade is complete.
  • Although departments will not be able to submit forms during this time, they can continue to review/approve/process forms through email links.

Recharge Center – PSCD activity – Pause Date is Thursday June, 14, 2018, by 4 p.m.

  • For recharge centers that bill through PSCD, but do not use iLab.

Recharge Center – iLab External Billings and Corrections

  • External Billing Pause Date - Thursday June, 14, 2018, by 4 p.m.
  • Corrections Pause Date – Thursday June 21, 2018, by 3 p.m.

Recharge Center – iLab Internal Billings

  • Internal Billing – Last day to create billing event is Monday, June 4, 2018 by 5:00pm.

Recharge Center – iLab Internal Corrections

  • Corrections - Thursday, June 14, 2018, by 4 p.m.

Recharge

Recharge Center questions can be sent to Melissa Martin at mart1038@purdue.edu.

  • Tuesday, June 19, 2018 after 5:00 is the last day to process Summer Pay through the application.

Thursday, June 28, 2018, (by 5 p.m.) is the last day to establish a grant.

  • Friday, June 15, 2018, is the last day travelers can submit and fiscal approvers approve expense reports to ensure reimbursements that need to be recorded in FY18.
  • Thursday, June 21, 2018, is the last extract for Concur for FY18.
    • Expense reports that miss the deadline will need to be deleted and re-created because the ‘old’ data will be assigned to them.
  • Wednesday, June 27, 2018, is the last day for travelers to submit trip requests

When SAP goes down June 29, 2018, at 5 p.m., please do not create/submit travel requests or expense reports through Concur..

Friday, June 22, 2018, is the last day Treasury will receive wire requests. All wire transfers must be approved through DocuSign and in the Office of the Treasury by this date.

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