Bridges Advisory #38 - Dec 02, 2004
Printable versionThe University of Florida is committed to a keeping you informed as we continue our transition to the new myUFL systems. To help you with the transition, each week you will receive a Bridges Advisory.
CHANGING CHARTFIELDS ON ENCUMBRANCES (Purchase Orders). The business process regarding ChartField changes to encumbered transactions has changed. Initially, users were trained that ChartFields could be changed when vouchering. We have since determined that this will cause problems with commitment control and budget errors.
Best business practice is to establish an encumbrance on the specific ChartField string which will be used to make the payment. When this is not possible, there are two options:
- Voucher the payment on the encumbered ChartField string. Then process an E2E correction voucher to move the expenditure to the appropriate ChartField string. For information on processing E2Es, see the instruction guide Expense to Expense Vouchering.
- Cancel the encumbrance and create a new one on the correct ChartField.
FINANCIALS - SCHEDULED MONTHLY CLOSINGS. The university closed several periods in the last two months in order to get back on a regular monthly close schedule. In October we closed the July and August subsidiary ledgers (i.e. Accounts Receivable, Billing, Accounts Payable, and Expense). In November we closed the July and August General Ledger periods as well as all September ledgers (i.e. subsidiary and general ledgers).
We closed all October subsidiary ledgers early Wednesday morning (12/1) once the batch schedule for November 30 completed. We are targeting to close the October General Ledger by the end of next week (12/10). The only exception to this relates to asset depreciation (i.e., Asset Management or AM), which will occur the week of December 13th for all months through October.
Going forward you should expect all months to close at the end of the nightly batch schedule after the last day of the month for all subsidiary ledgers followed by five (5) business days later with the General Ledger (GL) closing. The only exception to this will be the Purchasing subsidiary ledger, which will remain open throughout the fiscal year.
NEW CHARTFIELD VALUES POSTED ON BRIDGES WEB SITE. The following ChartField resources have been updated for colleges and department administrators to use when creating or modifying new ChartField stings:
REQUESTING ROLES FOR NON-EMPLOYEES. Currently, non-employees will not be found in ARS until they have been manually added by the Bridges Security team. After their GatorLink ID has been created and the proper relationship entered into the Directory, the DSA will need to submit a Help Desk ticket requesting that the non-employee be added to ARS. Information necessary for this request to be processed includes the name, UFID, and DeptID for the non-employee. The Help Desk can be reached at 392-HELP or helpdesk@ufl.edu.
INSTRUCTION GUIDES. new or updated Instruction Guides are available:
- AR/Billing: Receiving Funds from DSOs (Updated)
- AR/Billing: Cash Expense Refunds (Updated)
- AR/Billing: Express Deposits for Invoices (Updated)
For frequent updates about the project, subscribe to the UF Bridges pagelet on the myUFL portal. For a quick tutorial on how to use myUFL, visit: http://wla.erp.ufl.edu/media/PersonalizeContentLayout.html.
For more information about the transition, visit the Bridges Web site.
For help or support in using the new systems, including the portal, contact the UF Help Desk at 392-HELP or helpdesk@ufl.edu.
