Wesleyan Financial System Training

Welcome to the central site for information regarding training on the new Wesleyan Financial System. Below is the training schedule. As the sessions are announced, the schedule will be posted here.

Schedule for October 2009

Hands-On Courses. Requires registration.

1-Oct	Thursday	10 - 11 AM	105 - Using Purchasing Cards in WFS
6-Oct	Tuesday	10 - 11:30 AM	101 - Entering AP Vouchers & PO's
13-Oct	Tuesday	10 - 11 AM	105 - Using Purchasing Cards in WFS
22-Oct	Thursday	10 - 11:30 AM	101 - Entering AP Vouchers & PO's
29-Oct	Thursday	10 - 11 AM	105 - Using Purchasing Cards in WFS

All training will take place in PAC 100. This training room is limited to 20.

Class Descriptions

101 Entering AP Vouchers and Creating Purchase Orders
102 General Ledger Journals
103 Deposit Transmittals
104 Entering Grant Proposals
105 Using Purchasing Cards in WFS
106 Workflow for Approvers

Please direct any questions about training to WFShelp@wesleyan.edu

101 Entering AP Vouchers and Creating Purchase Orders

Introductory course on completing new on-line AP vouchers and Purchase Orders, including how approvals are obtained. 90 minute course.

Overview of Smart Docs
Overview of Workflow
Overview of new chart of accounts and how to look up a Smart Key

AP Voucher
Required fields
Submitting Invoices and documentation
Multiple line vouchers
Budget checking
Submitting to Workflow

Purchase Orders
New business process requirements for purchases greater than $5,000
Required fields
Using a P.O. to request purchasing assistance from Olga
Budget checking
Submitting to Workflow

Requirements for maintaining original documentation for vouchers and P.O.'s

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102 General Ledger Journals

Introductory course in completing G/L journals to transfer funds using the new on-line G/L Journal page. 1 hour course.

Overview of Smart Docs
Overview of Workflow
Overview of new chart of accounts and how to look up a Smart Key
G/L Journals
Required fields
Balancing requirement
Submitting to workflow
Charge back journals

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103 Deposit Transmittals

Introductory course on how to make cash and check deposits through the Cashier's Office using the new on-line Deposit Transmittal form. 1 hour course.

Overview of Smart Docs
Overview of new chart of accounts and how to look up a Smart Key
Deposit Transmittal page
   Required fields
   Multiple line deposits
   Delivering funds to the Cashier's Office

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104 Entering Grant Proposals

This course will review the Grant Proposal Checklist and the Grant Budget Documents in detail. These Smartdocs are used by faculty and staff to propose a grant to the Foundation and Corporate Relations (FCR) Office.

� Completing the Grant Proposal Checklist
Understanding the decisions that must be made to propose a grant
Completing the budget for a grant
Attaching the full proposal and other supplemental information for a grant

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105 Using Purchasing Cards in WFS

This training is recommended for all Purchasing Card holders and designated re-allocators. J.P. Morgan�s Smartdata On-line (SDOL) will no longer be available to users after July 6, 2009. Re-allocation will be done in WFS.

Overview of P-Card module in WFS
Using Smartdocs to electronically submit your monthly statement
Changing Smartkey and account
Using a P-Card to pay a Purchase Order
Researching P-Card payments to vendors

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106 Workflow for Approvers

This course is designed for individuals who will be responsible for approving Vouchers and Journals in the Financial System.

Overview of Smart Docs
Overview of Approval requirements for transactions
How to access your Workflow In-Box
Workflow actions and how to make comments
Assigning proxy for your Workflow responsibilities

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