1. General Ledger (GL) UWSA Problem Solver
Jacque Milski -

2. General Ledger (GL) Agenda
GL WorkCenter
Journal Workflow Approval Framework
Tree Flattener
Business Request and Approval (Chartfield Request)
Statistical Journal (Optional functionality)
GL Subsystem Reconciliation

3. GL WorkCenter Screen Shot
Talk about General Ledger WorkCenter
Main Pagelet Group is comprised of My Work and Links Pagelets
My Work Pagelet is consist of Journal Processing, My Approval and Exceptions Sections
Review some of the key hyperlinks in each Section; Journal Processing Section has ‘Journals Available to Edit’ hyperlink

4. GL WorkCenter Screen Shot
Talk about General Ledger WorkCenter
Main Pagelet Group is comprised of My Work and Links Pagelets
My Work Pagelet is consist of Journal Processing, My Approval and Exceptions Sections
Review some of the key hyperlinks in each Section; Journal Processing Section has ‘Journals Available to Edit’ hyperlink

5. GL WorkCenter Screen Shot
Discuss where things are located on your WorkCenter
Links Pagelet is consist of Journal Journal Create and Process, Pcard, Other Links, DOA STAR Cash Receipts, DOA STAR Misc and DOA STAR Recon
Review some of the key hyperlinks in each Section; Journal Create and Process has ‘Create/Update Journal Entries’ hyperlink

6. GL WorkCenter Screen Shot
Discuss where things are located on your WorkCenter
Talk about Reports/Queries Pagelet Group; which is comprised of Queries and Reports/Processes Pagelets
Queries Pagelet is consist of My Queries Sections. Talk about the ability to add personal queries
Reports/Processes Pagelet is consist of My Processes, Monitor, Journal Reports, GL Subsystem Reconciliation Reports and Other Reports.

7. Journal Workflow Approval Framework
Provides a configurable framework and page interface to implement workflow approval of Journals
Benefits
Allows for decentralized entry and centralized approval
Increases efficiency in journal approval process and reduces paper work
Provides audit trail of approval and denial

8. Journal Workflow Approval Framework Screen Shots
Enter journal details
Journal must have a valid Header and Budget status before it can be submitted for approval
Select Approval tab

9. Journal Workflow Approval Framework Screen Shots
Note Approval Status is ‘None’; because journal has not been submitted for approval
Also, Approval History frame is blank; it will be populated after journal is submitted for approval

10. Journal Workflow Approval Framework Screen Shots
Note Approval Status is ‘Pending Approval’ after journal is submitted for approval
Review journal approval Path…
Divisional approval – first 3 approval for 3 different divisions
OSP approval for Fund Code 133 & 144
1000 series Account approval
Over $500,000 approval
Approval History frame – after the first Division execute approval the transaction Approval Status will change from Pending to Approved.
Log in as Approver to approve journal

11. Journal Workflow Approval Framework Screen Shots
Note journal header information
Selecting ‘View Attachment’ link will display dialog box to open attachment
Selecting Deny button will update journal with a status of denied
Selecting More button will display Pushback and Hold options. Pushback is available after the first approval; Hold option is available any time during approval process
Select Approve button

12. Journal Workflow Approval Framework Screen Shots
Selecting Approval button displays Approve dialog box; you MUST enter Approver Comments before you submit journal for approval
Select Submit button

13. Tree Flattener Tree Flattener
Used to flatten tree data for specified PeopleSoft trees
SFS has a Tree Flattener functionality, which is used to flatten tree data (and delete flattened tree data) for specified PeopleSoft trees. You can use the flatten tree data for reporting purposes.
Benefits:
Facilitate tree maintenance (eg. Combo-edit and Dept id)
Tree data can be exported and imported to other systems
SFS End Users can use PS Query to include flattened tree data and filter data by tree nodes and tree levels
Flattening a tree is essentially running a process which convert values and properties of a tree into data which is stored in a record/table.
WHAT DOES TREES WITH ……Add trees that you cannot flatten

14. Tree Flattener Screen Shots
Here is data produced from flatten UWADM Org Tree. Data set is showing the same information from the tree.
Node 1 represents Nodes on the tree
Node 1 Desc represents description of tree nodes
Dept represents department id values on the tree. There are multiple values for the same department because of different effective date for each value
Max Eff Date represents effective date for each department id value.
Desc represents description of department id values

15. Business Request and Approval (Chartfield Request)
Configurable workflow process for requesting SetID-driven Chartfields for approval
SFS End Users can request additions and/or modifications to field values and submit them for approval
Benefits:
Process saves the new field value and commits changes to corresponding base tables and Trees
Ability to monitor approval process
Ability to attach supporting documents

16. Business Request and Approval Screen Shots
Page that will be used to request addition or update of an Account Code
Monetary Account Type field and all fields with an asterisk (*) are required.
Fields in the ‘Trees’ frame are not required to be completed by Requestor. Approvers will completed this section.
Select Save button

17. Business Request and Approval Screen Shots
After saving Chartfield Request (CFR) page the Request Action box will appear
Select ‘Submit for Approval’ from Request Action drop down list and click Go button

18. Business Request and Approval Screen Shots
Submitting request for approval displays ‘View Approval Flow’ hyperlink
Clicking ‘View Approval Flow’ hyperlink displays the Approval Flow dialog box with the approval graphic flow.

19. Business Request and Approval Screen Shots
NEED SCREEN SHOT OF WORKCENTER

20. Business Request and Approval Screen Shots
Approval of Request
Navigate to GL WorkCenter
Select ‘Chartfiled Request Pending My Approval’
Chartfield Request Pending My Approval page appears in the WorkCenter Task Area
Select ‘Attachments’ hyper-link to review any supporting document
Select Request ID you wish to review before approval

21. Business Request and Approval Screen Shots
From ‘ChartField Request Approval’ page Approvers can …
Review business Justification for the CFR
Change Field Value
Add tree information
Etc.
Select OK button and return to the ‘Manage Business Request Approval’ page

22. Business Request and Approval Screen Shots
After CFR is reviewed Approver can approve request by checking the Select Box and clicking the Approve button

23. Statistical Journal
Enter and use statistical data to facilitate financial analysis and reporting
Can form the basis for allocating expenses based on defined statistical data
If statistical data is used for Allocations, Institutions will be responsible for setting up their own allocations
Benefits:
Statistical journals can be used to track non-monetary data and used for analysis and/or allocations

24. Statistical Journal Screen Shots
To enter statistic journals you MUST use…
Ledger -- STATISTIC
SOURCE – XST
Click Lines tab

25. Statistical Journal Screen Shots
The following fields on the lines page are required for statistic journal entry…
Account
Stat Amt
UOM
Note that no budget checking is required
After successfully entering and saving journal journal. It must be edited and posted.

26. GL Subsystem Reconciliation
Compares transactions from SFS modules to GL, to identify what has not posted to GL
Displays a list of transactions from one or more SFS modules, both posted and unposted
Provides ability to run a report for transactions posted/unposted
Provides drill down inquiry into subsystem’s accounting line inquiry page
Benefits:
Ability to identify outstanding transactions

27. Subsystem Reconciliation Screen Shots
Steps to perform Subsystem Reconciliation
Load Subsystem Reconciliation Data
Review Reconciliation Data
Create Subsystem Reconciliation Reports
Load Subsystem Reconciliation Data – This process Loads data for selected business units, fiscal periods, system sources and Chartfield to reconciliation tables.
Review Reconciliation Data -- The GL Reconciliation page allows one to view subsystem accounting lines and General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines.
Create Subsystem Reconciliation Reports -- Report gives detail or summary information on reconciliation data between GL and other subsystem or third part interfaces to General Ledger

28. Subsystem Reconciliation Screen Shots
Load Subsystem Reconciliation Data – This process Loads data for selected business units, fiscal periods, system sources and Chartfield to reconciliation tables.
Data will be loaded to reconciliation table for…
Fiscal Year = 2018
Accounting Period between 1 and 10 – Note the periods for which we are selecting data to review
System Source = Accounts Payable
Chartfield = Account
Click Save button
Click Run button to initial process; Process Scheduler Request dialog box will appear

29. Subsystem Reconciliation Screen Shots
Review Reconciliation Data -- The GL Reconciliation page allows one to view subsystem accounting lines and General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines.
Select portion of data loaded to reconciliation table
Very data in Reconciliation Overview page
Note period 1 thru 10 data was loaded to reconciliation table but only period 7 day will be reviewed for Expense Account Codes.
After completing search criteria click Search button; Reconciliation Overview page will appear

30. Subsystem Reconciliation Screen Shots
There is a breakdown of what each data point represents on the Reconciliation Overview page, but the main take away from this page is as follows…
You can readily identify data posted in Sub-modules (AP, AR) but NOT posted to Ledger (Not Distributed Amount)
You can readily identity journals entered in GL but NOT posted to Ledger (Journal Amount Not Posted)
Clicking the ‘Detail’ icon will provide details such journal ids or voucher ids
Clicking the ‘Documents not yet Posted’ hyperlink will display the Subsystem Reconciliation page and show transactions entered and NOT processed (posted/updated) in submodules as yet
Click Documents not yet Posted hyperlink; Subsystem Reconciliation page appears

31. Subsystem Reconciliation Screen Shots
In this example we see Accounts Payable Payments and Vouchers entered but not posted to GL as yet

32. Questions?
UWSA Problem Solver
Jacqueline Milski -

33. Expenses
UWSA Problem Solver
Sharon Schwartz -

34. Expenses Agenda Expense Reports Travel Authorizations Cash Advances
Workflow Approvals
Expense WorkCenter

35. Expense Reports Fluid pages will be used to enter Expenses online
Users have option to enter and approve expenses on their tablets
Benefits:
Each expense line information is contained on one page. No need to click on Details link.
More user friendly

36. Expense User Home page, where user can select Expense tile to get into Travel and Expense functions

37. Under Expense Tile user can
Enter a new expense report,
Enter expenses into wallet for later user
View Expense history

39. Wallet Entry
Wallet entry allows users to store a single expense for future use. User can pull the wallet entries while creating an expense report.

42. Once you’ve entered your expenses, you can either Save the report for later, or Review and Submit.

43. Next we’ll click on the Expense tile to look at our Expense Reports.

44. When we click on My Expense Reports.

45. We can view all of our expense reports, and we can take action on them by clicking on the arrow to the right of the report.

46. Travel Authorizations
Use Fluid delivered functionality
Benefits:
Simplifies entry to request Travel Authorizations

47. We access Travel Authorizations through the tile on the Homepage.

48. Click Add Travel Authorization to add a new TA.

49. When you’ve completed the required information, click Submit.

50. We can also review our Submitted travel authorizations.

51. Cash Advances
Cash Advances and Travel Authorizations are no longer linked
Delivered functionality will be used
Benefits:
Both the Cash Advance and Travel Authorization do not need to be approved at the same time to get paid the cash advance
Institutes may decide that the traveler will not need to create both a cash advance and travel authorization

53. Link is on Expenses WorkCenter to request a cash advance

54. Link is on Expenses WorkCenter to request a cash advance

56. Workflow Approvals Expense workflow by campus is not changing
Use delivered classic pages for workflow approvals
Approvers can still see alert bubbles, funding etc.
Fluid User Interface for workflow will be reviewed in future
Benefits:
Approvers can now add attachments
Approver links will be done thru Expenses WorkCenter

58. Expenses WorkCenter
Approvals will be done thru the Expenses WorkCenter

59. Questions?
UWSA Problem Solver
Sharon Schwartz -

60. SHARE Supplier
UWSA Problem Solvers
Laura Parman -

61. SHARE Supplier Agenda SHARE Suppliers (formally known as 'Vendors')
Supplier Information Form
Custom SHARE Supplier Request Page
Changes to Supplier Entry
Central SHARE Supplier Approval Team
Supplier Crosswalk
Supplier Audit
SHARE Supplier Conversion

62. SHARE Suppliers Sharing Suppliers (formally known as 'Vendors')
Suppliers consolidated into a single 'SHARE' SetID
Will be used across all entities with the exception of UW Madison, UWDPD (Service Center), and Bursar’s
 Benefits:
Provides a single source of supplier information for processing transactions
Enforces consistency among institutions
Provides supplier analytics for reporting
Reduces the number of suppliers and eliminates duplicates
Consistency – In line with the 2020 Vision

63. Supplier Information Form – Substitute W9
We will use a Supplier Information Form (Substitute W9) when creating a new Supplier
Used to Check IRS e-services online tool for matching
Benefits:
Enforces supporting documentation required for 1099 reporting and audits
Secure Attachments to manage collection of W9 and banking information

65. Supplier Information Form – Substitute W9

66. Custom SHARE Supplier Request Page
Used to create new SHARE Suppliers Only (not used by UWMSN, UWDPD, or Bursars)
One Page for ease of entry
Must follow Supplier Entry standards as used in past
Reject if duplicate TIN entered elsewhere
Secure Attachments (new) for Substitute W-9 and Deposit Info
Submit for Approval to a Central Approval Team
Benefits:
Simplifies requests for Suppliers
Enforces supporting documentation required for 1099 reporting and audits
Secure Attachments to automate and manage the collection of W9 and banking information

68. Changes to Supplier Entry
New Custom Entry Page for SHARE Suppliers
Clean Address Functionality
Location/Payables Link - Payment Plus to be entered as ACH Payment Method (not PPL) with Payment Plus (PPL) Layout
External Suppliers default to CTX Layout when selecting ACH
Supplier updates made on delivered Supplier Page

69. Central SHARE Supplier Approval Team
Central Group at UW-System
Review Supplier Entry for Standards and required Attachments (Substitute W-9 and Deposit Form if necessary)
Timely Responses
24 hour response dependent on accurate data entry and attachments
Approve or Deny (comments required for Deny)
Requester can resubmit if denied

70. SHARE Supplier Crosswalk
Crosswalk provides search to find Suppliers that were converted
Includes list of all Suppliers that were merged to make up one SHARE Supplier

72. SHARE Supplier Audit Supplier changes can be made by any Institution
Any and all SHARE Supplier changes will impact ALL SHARE institutions
We will be auditing changes including
Who made the change
The change that was made
Date and time of the change
Central Approval Team will review SHARE supplier changes upon request
Audit includes other SetIDs (UWMSN, UWDPD and Bursars)

73. SHARE Supplier Conversion
All institutions except UWMSN, UWDPD and Bursars
Clean Address Run
Suppliers with activity since July 1, 2016 (Fiscal Year)
Supplier Address converted using most recent effective dated row
Purchase Orders
All open, approved or dispatched POs
Past two years closed POs (for copy PO functionality)
Converted SHARE Suppliers numbered starting with
Did not convert Employee or Student Classification
Suppliers with Activity since July 1, 2016 (Fiscal Year)
Supplier Address converted using most recent effective dated row. If the same address is used at multiple institutions, using the oldest current effective date

74. Questions?
UWSA Problem Solvers
Laura Parman -

75. Accounts Payable
UWSA Problem Solver
Beth Vereb -

76. Accounts Payable Agenda
Account Payable WorkCenter
TIN Matching

86. Navigator Bar

91. TIN Matching TIN Matching
Identify TIN mis-matches with IRS requirements using delivered functionality
Benefits:
Can look at Delivered Supplier 1099 Page to identify if match error
Update Supplier based on Matching Inquiry

101. Questions?
UWSA Problem Solver
Beth Vereb -