A new WEB Server now hosts the University Financial Applications (Management Reports, Chartfield Lookups, etc.). This change should be transparent to the End-User.

Please contact someone in Financial and Business Services immediately if you experience any problems. 

Financial and Business Services is excited to announce the addition of the “Payment Card Acceptance/eCommerce” pages to its Web Presence.  You can view the new content at http://fbs.admin.utah.edu/index.php/payment_card.  This additional information will be helpful for departments across the University,  as they engage in business transactions using either Payment Cards or eCommerce.

Two new FORMS pages have been added to the FBS web presence.  This will enable visitors to have access to all the FBS forms in one place.  The forms are sorted alphabetically and by department.  A FORMS link on the top row of the FBS website has been added.  This will make it easy to find the form you need especially if you are not sure which department to look in for that form.  This is similar to the FORMS pages in the FBS pagelet in CIS.  On September 15, 2008, the FORMS links on the FBS pagelet will be changed to direct users to the new FBS FORMS pages.

It has been discovered that when creating multiple Journal Entries, that the auto-numbering feature may not work correctly.  If a user is creating Journal Entries and clicks “Reset Form” after the first form is complete, the next form does have the correct number.  Hitting “Reset Form” after the second form is complete, may cause the auto-numbering feature to reuse the second number.  This duplicate problem may cause confusion when posting the Journal Entries to the General Ledger.    This is happening in Internet Explorer 7 and not in Firefox.

A setting in Internet Explorer 7 can cause “Auto-numbered” forms to reuse previously used numbers.  Please follow these instructions to ensure that Internet Explorer 7 has the proper settings when you use “Auto-numbered” forms.

Documents in Management Reports are now being displayed in PDF format.  The PDF images are clearer and easier to read. 

A new added feature is the ability to view documents where there are duplicates.  If a duplicate exists, more than one link will be available at the top of the page.  Just click on the other links to view the duplicates.

As a reminder, the Purchasing Department will automatically close all annual blanket, lease, and maintenance purchase orders valid through June 30, 2008.  It is not necessary to submit an on-line closure request for these purchase orders.  They will be closed on July 17, 2008, before the June 2008 accounting calendar closes.  Please contact Purchasing, x1-7241, with any questions.

Effective April 23, 2008, we are pleased to announce the new ability to easily request purchase orders be closed through your Encumbrance Management Report.  Confirm and submit your request to close unused or outdated purchase orders without filling-out or printing any forms.  Requests are electronically documented, tracked, and submitted to allow for timely purchase order closure and disencumbrance.

This new feature is accessed by clicking on the ‘Close PO’ link found in the ‘Close Date / Action’ column of the Encumbrance Report.  Simply click on the link corresponding to the purchase order to be closed and follow the easy on-screen instructions to guide you through submitting your request.  You even have the ability to cancel a closure request if you change your mind.  Purchase orders with a status alert, denoted in red text, are not currently eligible to be closed.  Additional information regarding alerts and other help topics are available through the Encumbrance Summary Help section.

The Purchasing Department and Grants and Contracts Accounting are encouraging departments with general and scholarship/fellowship purchase order encumbrances to begin using this new paperless procedure right away.  Paper and e-mail requests to close purchase orders will still be accepted during a brief transition period.

Take advantage of this simple, yet powerful new feature to save time and paper, ensure accuracy, and clean-up both your Activity and Project Encumbrance Reports.  You may contact the Purchasing Department, x1-7241, with further questions.

Accounts Payable replaced two document scanning machines in the fourth quarter of 2007. A little known setting on the new machines was not updated during the installation process resulting in large images that Microsoft’s Internet Explorer browser cannot open. The large images will display a red ex (‘X’ in a box) in the upper left corner of the image, no image will appear and the system will not return an error message that the image cannot be found or to contact Accounts Payable. The resolution was adjusted when we became aware of this limitation and most images are retrievable through the Management Reports. For those few that display the red ex try retrieving the images using the Mozilla Firefox browser. Feel free to call Accounts Payable if Firefox is not available.

All Financial WEB systems will be unavailable this Sunday, November 4, 2007, from 2:00 AM until approximately noon. This includes the WEB Management Reports and other Financial links located on the Financial & Business Services Pagelet of the CIS.

Tax Services would like to announce the following personnel changes:

Randy Durney has been promoted to Senior Accountant. Randy’s responsibilities will include preparing payroll tax deposits, preparation of employment tax returns, handling student FICA exemption issues, payroll tax questions, and coordination of Form W2 processing.

Wendy Kwan, formerly a part-time employee, has accepted the position of Accountant, beginning July 23rd. Wendy will meet payroll and other deadlines with respect to garnishments, tax levys, child support, voluntary wage assignments, educational assistance garnishments and will review monthly sales tax returns.

Please join us in congratulating Randy and Wendy on their new appointments!

Accounts Payable would like to announce the following personnel changes:

Judy Chan has returned to Accounts Payable as a supervisor over our support services areas. Her responsibilities include check distribution, document imaging, Escheat and 1099 reporting audits, payment management, quality control, the reception area and vendor master maintenance.

Vickie Allen is an Associate Accountant processing vendor invoices for payment. Vicki has worked in AP since August 2005 as a scanner for the Fortis imaging system. Vicki is a Junior at the University studying Health Promotion and Education.

You can learn more about Accounts Payable personnel in the Accounts Payable web directory. Please join us in congratulating Judy and Vicki on their new appointments!