1. Monthly Calendar Conversion Project UFS Open Forum Calls
August 2017

2. Monthly Calendar - AUGUST
UFS Key Dates
AUG 11
Eight day week
AUG 12
MCC GO LIVE
AUG 31
PD 12 CLOSE
SEPT 1
PD 1 WEEK 1 1
One-time – 8 day week
Friday financial cut off
ACTION REQUIRED (Thursday CCs)
UFS updates installed in all UFS versions
All segments aligned with Friday financial cut off
Last day of PD 12
Inventory one-day window
Stub week 8/26 – 8/31
First time BD+1 close deadline
Month end transmission deadline 11:45 pm
Stub week 9/1
First week of PD 1

3. UFS Updates Installed August 12
All versions aligned with Friday financial
cut off and use monthly fiscal calendar
Transfers
Change TJE Date label to Activity Date
Apply date validation logic
“Activity Date can’t be outside of current w/e date”
WOR
Will reflect up to six weeks of cumulative reporting
Stub weeks will be included
OSI
Wage accounts removed (no longer required for entry)
Schools maintenance screen –wage accrual amounts removed
BD+2 (noon) deadline for transmission
UIPS
Invoice approval date = “SAP Posting Date”
UIPS Not Posted Report will reflect “SAP Posting Date,” replaces SAP W/E Date
Exception: BD+1 and BD+2 Invoice date = SAP Posting Date

4. UFS Accounts Payable – New SAP Monthly Calendar Logic
AP Invoices will post to SAP using Saturday – Friday financial cut off week via the following methods:
Electronic
Invoice approval date = SAP posting date
An electronic invoice approved Saturday – Friday will post to that Friday w/e date in SAP
Example: Invoices approved 9/9 – 9/15 will post to w/e 9/15
UFS impact - (unchanged) loads to UFS according to SAP week:
Posted report for future week if UFS is in previous week.  If UFS is in future week invoice will post to UIPS Not Posted report.
Manual
UFS transmission date = SAP posting date
Transmission up to 4:00 pm, ET.  If transmitted after 4:00 the invoice will post to SAP the following day
Example: Invoices transmitted at 5:00 pm ET on Friday 9/15 will reflect on UFS reports for 9/15 but will post to 9/22 in SAP and E=Vision reports.
UFS impact – (unchanged) loads to UFS when entered
UFS w/e date:
Posts to UIPS report:
Matches SAP week (S–F)
UIPS Posted = current week
Previous week is still open
UIPS Posted = future week
UFS w/e date = future week
UIPS Not Posted report

5. UFS Accounts Payable – New SAP Month-end Calendar Logic
First day of each month through noon (ET) on BD+2 (2nd business day) –
Month-end exceptions are in place to align AP invoices to the proper financial month via the following methods:
Electronic Month-end
(1st calendar day of the new month through noon (ET) on BD+2)
SAP reviews the invoice date to determine the SAP posting date.
An invoice date in the month being closed will post to that month end date in SAP
An invoice date in the next month will post to the approval date
Example: Invoices approved Sat, 9/30 – Tues 10/3 (noon, ET) will post to w/e 9/30 IF the invoice is less or equal to month-end date
Manual Month-end
(1st calendar day of the new month through noon (ET) on BD+2)
The UFS system week ending date = SAP posting date (vs. transmission date)
Transmission will post in both SAP and UFS according to the UFS w/e date at the time of transmission
Example: Invoice transmitted on 10/1 – 10/3 noon ET (BD+2)
UFS w/e date:
Posts to UFS & SAP
UFS w/e date is 9/29
will post to 9/29
UFS w/e date is 9/30
will post to 9/30
UFS w/e date is 10/6
will post to 10/6

6. Deadline Changes

7. UFS / MCC Open Forum Call Schedule
UFS Call to Action:
Transmit in UFS as soon as possible “Think Daily!”
Continue to learn and look ahead to see how monthly calendars will impact week ending dates and transmission due dates
Review the Monthly Calendar Conversion tab on the UFS launch site for calendar views and resource links
Join us for MCC Open Forum calls during the last week of August. Register for one of the calls below to hear a summary of impact changes from both UFS and MCC teams, and submit your questions  
UFS / MCC Open Forum Call Schedule
Day
Date
Time
WebEx
Tuesday
August 29
2:00 EDT
Register for WebEx
Wednesday
August 30
Thursday
August 31
Friday
September 1
UFS Help Desk , option 1, option 2, option 1

8. UFS Communication and Resources
Click to access MCC Tab
Close Calendar - Fiscal Year 2017  ♦  Close Calendar - Fiscal Year  ♦ Electronic AP Invoice Matrix ♦
MCC Resources & Support:
August 2017 Important Dates Calendar
September 2017 Important Dates Calendar
October 2017 Important Dates Calendar
Monthly Calendar Conversion: FAQs
Visit the Monthly Calendar Conversion (MCC) page on Sodexo Net
Send your questions to the Transversal Finance Communications Mailbox