changes for fiscal year fy15 may 2014. implementation of a new chart of accounts enhancements to...
TRANSCRIPT
Changes for fiscal year FY15
May 2014
Princeton Prime and Voyager
Why are we here?
Implementation of a new Chart of accounts Enhancements to the university’s financial
reporting and business processes Upgrade of financial systems and tools
Some changes with FY15
Funds◦ Changes in fund types◦ Changes in some reporting funds◦ Changes in use of reporting funds
Vendors◦ Must have necessary documentation in place to
be paid.
How does it affect my work?
Chartfield Business unit
Department
Fund Account Program Site
What it represents
University as a whole
Who (the department : Library) Formerly 690
The university fund paying the item
How it is classified
What is being acquired
Location
New value PRINU 41001 A0007 665x and 666x. For example, 6652=print6653=elec-tronic
GU255 GU440GU441For exampleGu255- general funds
LIB
Relationship to Voyager values
This value is hard coded into the voucher feed
This value is hard coded into the voucher feed
Single value for now
Comes from reporting fund –material being paid
Comes from allocated fund type
Single value (Library considered 1 location)
The Chartfield and the library
Voucher feed to Accounts Payable
Voucher feed to Accounts Payable
Voucher feed breakdown
Voucher feed breakdown
Voucher feed breakdown
Voyager values to chartfield values
New reporting funds Removal of the replacement reporting fund Change in policy on usage of certain
reporting funds
Fund changes in Voyager
Reporting fund Code
Rare map rmap Rare monograph rmon Rare score rscore
New reporting fund types
Rare material in ledger
Replacement reporting funds disappear with FY15
◦ Fund code must map correctly into People Soft
◦ Mapping needs to describe FORMAT of material
◦ Replacements will be purchased on the reporting fund that describes the item purchased – monograph, video, map, etc.
Goodbye, replacements.
Ejournals vs. subscriptions
Until now, charged on monograph reporting fund
Now to be charged on subscription reporting fund
UNLESS
We are buying a serial publication which will be cataloged monographically.
Serial single orders
Serial single issue charged as monograph
Some standing orders for scores have mono series or standing order reporting funds.
From now on they will be charged as scores. The reporting fund that we feed into Prime must describe the format of the material.
Music Scores
Changes to vendor records
◦ Describe payment terms
◦ Indicate inactive vendors that must be established in People soft before we use them again
◦ Support automation of previously manual special processing
Vendor records
Vendor types and payment terms
Vendor types
Inactive vendors not used in some time will have a type “Vendor inactive”
New vendors will have to be established at the earliest possible point
Paperwork must be in place to pay them.
New vendors and inactive vendors
New automatic processing of special invoices
Foreign and domestic wires
Questions???
A work in progress