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Finance Monthly - November 2006
25th Edition
Systems
1. Month End Reports
2.
Inquiry -
New Look and New
Portfolio Link
3.
Inquiry Tip
- Populating the
Vendor Number Field
Deadlines
4. Accounts
Payable -
Thanksgiving Deadlines
5.
Payroll -
Thanksgiving Deadlines
6.
Commercial Card
Other News
7. Purchasing News -
Copier
News
8.
Faculty and Staff Directories
9. Placing Ads in the Argus
10. Who to Contact? -
Welcome Chris Andrews
1. MONTH END REPORTS
The October month end jobs have successfully run and
the reports are currently available on Eprint. Users
can access Eprint through the Administrative
Applications area in their employee portfolio and by
using their FRS operator number as the UserID and FRS
Password as the Eprint password.
Fiscal 2006 is officially closed. If you monitor any
general ledger accounts, all beginning balances have
been carried forward.
2. INQUIRY -
New Look and New
Portfolio Link
By now everyone should have
had the chance to preview the new Inquiry platform. For
those of you who could not attend one of the two
workshops that were held previewing the new system,
below are a few basic items of note:
- Pivot tables - Due to a change in the column headings,
pivot table templates that are currently used with the
new system need to be reformatted.
- Enhanced help screens - Take a look!
- Total number of pages - You now know the total number
of pages returned and a separate total report appears at
the bottom of each page indicating the grand totals of
the report.
- No more drills - Now the number itself is a link to
additional detail
- Enhanced search features - The percent signs are no
longer needed as a wildcard when searching the lookup
tables to the right of the selection field. Now just
typing any part of a word will bring up all instances.
- Excel download:
*Menu
option is at the bottom of the screen.
*The
download to excel results in a CSV file format. Be sure
to save as an Excel file to retain consistent Excel
functionality
*Gone are
the extra rows and extra columns that always had to be
deleted (be sure to turn off those macros!).
*The
Autosum feature now selects the entire column rather
than stopping at the first zero.
*Green
triangles - Do you get green triangles in some of the
cells? Excel is trying to alert you of an
inconsistency. To
get rid of them choose "Tools/Options/error checking"
and de-select "Inconsistent Formula in Range".
As of Thursday, November 2, the menu options on your
portfolio will change. Previously, the "Inquiry" option
brought the user to the version that is being phased out
and "New Inquiry" related to the new platform. As of
November 2, "Inquiry" will bring the user to the new
platform and "New Inquiry" will become "Old Inquiry".
Both systems will be available until November 30.
However, we encourage all system users to use the new
platform as much as possible during this transition
period and not wait until last minute to transition any
pivot table templates you might have.
3. INQUIRY TIP -
Populating the Vendor
Number Field
Do all of those zeros in the
vendor numbers make you dizzy? Here are two shortcuts
to populate the Vendor Number field in Inquiry:
1) Use LIKE and type in V%1550 for Fed Ex. It works well
for vendors with 5 or 6 significant digits ... in this
case V%01550 would work better. Try it and you'll see
why.
2) Click on the PopUp icon to the right of the Vendor #
field and type in 1550, then select the vendor you want
and it will be populated on the prior screen.
4. ACCOUNTS PAYABLE DEADLINES -
Thanksgiving Deadlines
On Thursday and Friday,
November 23 and 24, the University will observe the
Thanksgiving Holiday. All Accounts Payable vouchers
that must be paid on Wednesday, November 22 must be
received in the Accounts Payable office no later than
Tuesday, November 14, at 4:00 p.m.
Any AP checks marked
for pick up on November 22 must be picked up by 12:00
noon on that day or they will be mailed to the payee on
the check.
All Accounts Payable Vouchers
that must be paid on Friday, December 1 must be received
in the Accounts Payable Office no later than Monday,
November 20 at 4:00 p.m.
Just a reminder that the Accounts Payable department can
not pay or reimburse from copies or fax copies.
The original back up must be included in order to
process. This is for audit purposes. Please make sure
that the back up you are attaching are original before
sending them to us for payment. If they are not
originals when we receive them, we will be sending them
back.
With the exception of the above mentioned holiday
deadlines, all vouchers received by 4:00 pm on Thursdays
will be processed for payment in the following week's
Friday check run.
The Accounts Payable department has been updating their
web pages with helpful information. Please save the
site as a favorite for quick answers to questions you
might have.
http://www.wesleyan.edu/finance/financeDept/accounts/
Contact Tammy Harley, x 2843 or Regina Sipples,
x2842 with any questions.
5. PAYROLL -
Thanksgiving Deadlines
Please see the attached
document for various payroll deadlines.
6. COMMERCIAL CARD
Statements and receipts for the billing period
ending October 20th are due to the Finance office,
attention Tami Sabo, by November 20, 2006. The
statement requires the signature of both the cardholder
and their supervisor/fiscal manager. Failure to comply
with this policy may result in termination of cardholder
privileges.
Expenses on the Commercial Card are not eligible for
reimbursement on a travel expense report. Please see
Commercial Card policies at
http://www.wesleyan.edu/finance/financeDept/accounts/travelPolicy.html#2.%20Credit%20Cards%20-%20Corporate%20/%20Personal
Contact Tami Sabo, x2958, with any questions.
7. PURCHASING NEWS
Please see two documents attached related to various
purchasing initiatives. The first document "Purchasing
News.doc" presents key purchasing initiatives as well as
information on copiers, office supplies, travel and
information destruction. Key points to note regarding
color copying are as follows:
- The cost per copy for black and
white is $0.0035 vs. color copy is $0.47.
- Departments who have a color
copier should be defaulted to print black and white.
- The color copier machines have
a security code that tracks the number of color copies
per user.
The second document contains detailed instructions on
ordering supplies and requesting service.
8. FACULTY AND STAFF DIRECTORIES
The Faculty and Staff Directories for 2006/2007 have
been distributed campus-wide. The Human Resources
Office has a limited supply for newly hired employees
which are distributed at the time of hire. If you
require additional copies of the printed directory,
please contact the computer store by sending an email to
store@wesleyan.edu. The cost of each directory is
$7.50. Please include an account number in the email.
Directories are not available for distribution outside
the Wesleyan Community. The information contained in
the directory is privileged and not to be used for
commercial solicitation of any sort.
9. PLACING ADS IN THE ARGUS
The Wesleyan Student Assembly (WSA) office, in
collaboration with ITS and Finance and Administration,
has implemented new procedures to help student group
leaders manage their miscellaneous income. Effective
immediately, an 877xxx INCOME account number will be
used to record miscellaneous income.
Departments placing advertisements in The Wesleyan
Argus should remit payment using a Simple Journal
Entry and should transfer funds into account number
877274-0360. Please do not transfer funds
into the 866xxx account. The last three digits identify
the student organization and should remain the same.
An updated advertising invoice will be disperse soon.
Meanwhile, if you received an old invoice asking you to
remit payment to the 866xxx please cross out the account
number and transfer funds into 877274-0360.
10. WHO TO CONTACT -
Welcome Chris Andrews
We are pleased to announce
that Chris Andrews has joined the Finance office as a
Budget and Data Analyst.
Do you need assistance on an issue or problem and don't
know who to contact? Find your contact by clicking on
the following link:
http://www.wesleyan.edu/finance/misc/contactInformation/
SUBMISSIONS FOR FINANCE MONTHLY
What topics would you like to see included in this
monthly communication? Do you have a system tip you'd
like to share? Finance Monthly will be e-mailed on a
monthly basis, corresponding with the availability of
month end financial reports. Items for inclusion are
due five business days before the end of each month and
can be submitted to Valerie Nye, vnye@wesleyan.edu.
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Payroll Holiday schedule.doc 
Purchasing News.doc 
Purchasing Supplies procedures1.doc 
