Early PM Workflow

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General Ledger (GL)
• UWSA Problem Solver

– Jacque Milski - jmilski@uwsa.edu
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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
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GL WorkCenter Screen Shot
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GL
GLWorkCenter
WorkCenterScreen
ScreenShot
Shot
• Discuss where things are located on your
WorkCenter
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WorkCenter
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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
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Screen Shots
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Screen Shots
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Screen Shots
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Screen Shots
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Screen Shots
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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
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Tree Flattener Screen Shots
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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
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Screen Shots
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Screen Shots
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Screen Shots
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Screen Shots
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Screen Shots
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Screen Shots
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Screen Shots
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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
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Statistical Journal Screen Shots
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Statistical Journal Screen Shots
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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
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Subsystem Reconciliation Screen Shots
Steps to perform Subsystem Reconciliation
1. Load Subsystem Reconciliation Data
2. Review Reconciliation Data
3. Create Subsystem Reconciliation Reports
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Questions?
– Jacqueline Milski - jmilski@uwsa.edu
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Expenses

– Sharon Schwartz - sschwartz@uwsa.edu
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Expenses Agenda
• Expense Reports
• Travel Authorizations
• Cash Advances
• Workflow Approvals
• Expense WorkCenter
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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
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Travel Authorizations
• Use Fluid delivered functionality
• Benefits:
– Simplifies entry to request Travel Authorizations
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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
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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
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Expenses WorkCenter
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Questions?
– Sharon Schwartz - sschwartz@uwsa.edu
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Cash Management
UWSA Problem Solver

• Nou Vang - nvang@uwsa.edu
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Cash Management
• Banking Functionality
• BAI2 Bank Statement File Upload (Daily)
• Bank Reconciliation (Recon)
• Background
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Daily Bank Statement File Upload
• BAI2 Bank Statement File Upload (Daily)

– ACH
– Checks
– Interest and Fees
• Benefits:
– Automates loading information
– Provides daily access to bank data
– Daily Reconciliation
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Bank Reconciliation
• Bank Reconciliation
– Automatic Recon
– Bank Statement Accounting Rules
– Semi manual Recon
• Benefits:
– Reconciliation flexibility
– Rules establish to reduce exceptions/variances
– Improve visibility to outstanding payments
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Automatic Reconciliation
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Summary
Future implementations will be considered after the SFS
9.2 Upgrade.
Please contact Institution’s Controller.
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Questions?
UWSA Problem Solver
• Nou Vang - nvang@uwsa.edu
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Asset Management
• UWSA Problem Solvers

– Scott Larson - slarson@uwsa.edu
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Asset Management Agenda
• Asset Management WorkCenter

• Mass Transaction Manager
• Parent-Child Asset (Optional functionality)
• Composite Asset (Optional functionality)
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Mass Transaction Manager Screen Shots
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AM WorkCenter Screen Shot

WorkCenter
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AM WorkCenter Screen Shot

WorkCenter
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Mass Transaction Manager
• Functionality to transfer or update Physical
Attributes of multiple assets simultaneously
– For example, Mass Transaction allows you to change
the location of a group of assets without manually
updating each asset
• Benefits:
– Ability to update multiple asset simultaneously
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Process Overview
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Parent-Child Asset
• Groups together multiple assets for ease of
processing and reporting
– Parent-Only asset relationship
• Create a parent asset that is not an actual asset but rather a
conceptual asset (for reporting purposes) that ties together
various asset components
• Each component asset has its own cost, depreciation and physical
tracking information
– Parent-Component asset relationship
• Use one of the asset’s components as the parent and add other
components as child assets
• Each component has its own cost basis, depreciation and physical
tracking information.
• Benefits:
– Ability to associate multiple asset with one main asset
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Parent-Child Asset Screen Shots
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Composite Asset
• Group assets so their total cost is carried by and
depreciated as one asset
– The single asset is termed a composite asset
– Associated assets are termed composite members
– No transaction detail is carried by individual
composite members
• Benefits:
– Provides functionality to combine multiple assets into
one
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Composite Asset Screen Shots
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Questions?
• UWSA Problem Solvers
– Scott Larson - slarson@uwsa.edu
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Accounts Receivable & Billing

– Kirk Anderson - kanderson@uwsa.edu
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Accounts Receivable & Billing Agenda
• Background
• Benefits of Receivable and Billing Modules
• Current and Future State
• Transition Tools
• Delivered Functionality
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Background
Why Roll Out Billing and Receivable Modules?

• Need for a single AR and Billing solution
• Currently many shadow systems
• Makes reporting difficult
• Risk with little oversight
• Inaccurate revenue recognition
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Benefits
• Greater visibility across institution

• Centralized activities for more control
• Reduces shadow systems
• Reduces risk of offering credit to bad customers
• Easier to track outstanding receivables
• Supported by UW-System
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Current and Future State
• Currently used by UW-Madison, UW-Milwaukee,

and UW-Extension.
• Rolling out to 2 pilot departments at UW-
Madison as part of 9.2 upgrade.
• Plan to roll out to additional institutions in the
near future.
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Manage Customers
Customer Upload
• Streamlines transition to new system
• Excel format
• Repeatable upload
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Invoice Production
Bill Upload
• Facilitates billing without additional modules
• Excel format
• Very useful for large amounts of billing data
• Print and mail or email invoices
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Payment Application
Deposit Upload
• Saves time when entering many deposits
• Excel Format
• Batch processes will apply payments and
generate journal entries
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Collections
Collections Workbench
• Track and manage customer AR
• View all history for that customer
• View and enter conversations
• View and print/email invoices and dunning letters
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Reporting
Reports
• Aging by ChartField
• Aging by Business Unit
Query Manager
• Create custom queries
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Questions?
– Kirk Anderson - kanderson@uwsa.edu
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1

General Ledger (GL)

• UWSA Problem Solver

• Discuss where things are located on your

• UWSA Problem Solver

UWSA Problem Solver

• BAI2 Bank Statement File Upload (Daily)

Please contact Institution’s Controller.

• UWSA Problem Solvers

• Asset Management WorkCenter

• Discuss where things are located on your

• Discuss where things are located on your

• UWSA Problem Solver

Why Roll Out Billing and Receivable Modules?

• Greater visibility across institution

• Currently used by UW-Madison, UW-Milwaukee,

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