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. 

We are pleased to announce the launch of two new queries in the Financial and Human Resources Information Library, under a new PROCURE/PAYMENT category:

• PO’s not Vouchered by Org - Lists Purchase Orders where no PO vouchers have been created.
• Unpaid PO Vouchers by Org - Lists Purchase Order vouchers that have not been paid.

These queries are available to users with Management Report Security at the OrgID level or above. You can access the Information Library from either the Financial Information Library or Human Resources Information Library link on the Campus Information System. Check out the query details from the “Description” tab.

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.

You can now make a request to send excess surplus property to University Surplus and Salvage online.  An Online Form has been added to University Surplus and Salvage’s website to allow online request.  The new form is located on the University Surplus and Salvage Department FAQ  page.  This will make it easier to communicate your needs to University Surplus and Salvage.

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.

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.

If you pre-register for the upcoming Small Business Supplier Showcase by Friday, May 4, you could win two airline tickets along with various other prizes! Choose ONE of the links below to register for either the “Supplier Showcase Only” or the “Supplier Showcase with Business Forum”:

2007 Supplier Showcase Only
2007 Supplier Showcase with Business Forum

If you prefer to register via email or phone, please send the following information to pcard@purchasing.utah.edu or call 581-7241:

• Employee ID Number, Name, Department, Email Address, Phone number, and whether you are attending the “Supplier Showcase Only” or “Showcase with Business Forum”.

The University utilizes several different methods and tools in helping faculty and staff procure and pay for small dollar items. The P-Card is one of these tools, which has proven to be an efficient and cost-effective method for many departments within the University. A new memo from the Associate Vice President for Financial & Business Services encourages university business officers to look for opportunities to use the P-Card even more, where it is possible and practical to do so. Please click here for more details.