panthersoft financials 9.2 upgrade webinar office of the controller

PantherSoft Financials 9.2

Upgrade WebinarOffice of the Controller

Using Adobe Connect

Submit Your Questions

Your computer speakers must be on or use headphones to hear this presentation.

Overall Changes - Favorites

Favorites will migrate into 9.2. The only exception that we are aware of is any navigation that pointed from the Main Menu to Vendor. Vendor is now Suppliers in 9.2.

Global Search - Global Search enables you to take actions directly from your search results based on context without navigating through the menu to find the pages and data that you are looking for.

Overall Changes – Global Search

Advanced Search – Search PantherSoft by keywords, phrases or exclude words

Overall Changes – Global Search

Global Search – Last Search Results

Overall Changes – Global Search

Overall Changes – Embedded Help

Embedded Help – Click on the question mark.

Overall Changes - WorkflowWorkflow Improvements will allow users to see the status of transactions throughout 9.2. For examples, the approvers for Requisitions, Travel Authorizations and Expense Reports.

Overall Changes – Inner Scroll

Inner Scroll - The nested inner scroll is perfect for viewing a long row of content such as a chartfield.

Personalizations – Dropdown Menu Sort Order

Turning off Auto Complete is also found under My Personalizations (not new but you want to know how to turn it off)

Overall Changes - Personalization

Overall Changes - Personalization

Personalizations – Dropdown Menu Sort Order. Must click on Main Menu

Overall Changes – Move Columns

Moving Columns - Users can now personalize grids by dragging & dropping column headers into an order that suits them. Click the name of the column header and drag it to a new position. In the example shown the Description field is being moved to the left.

Attachments

Overall Changes - WorkCenters

WorkCenters – WorkCenters are designed for specific operation roles — General Ledger, Accounts Payable, Buyers, etc. Users can perform their daily tasks without navigating from the WorkCenter.

PantherSoft Financials 9.2Travel & Expense

Travel & Expense - Destination

Default Location label change to Destination

Comment field label change to Benefit to FIU or Project

Travel & Expense – Benefit to FIU

Updated expense types list.

Travel & Expense – Expense Types

Additional payment type added: Prepaid Expenditures

Travel & Expense – Payment Type

Urgency lights will show for all approvers that go through Manager Self-Service for pending TAs, Cash Advances or Expense Reports.

Travel & Expense – Urgency

Travel & Expense – Expense Report

Travel & Expense – Expense Report

Travel & Expense – Expense Report

Withdraw Expense Report - Withdraw option in Expense Report when it’s in approval process

Travel & Expense – Submit Expense

Expense Report Certification

Quick Fill in Expense Report only. Select this link to access the Quick Fill Window where you can select multiple expense types and whether the expense type was incurred for one day or all days of the date range.

Travel & Expense – Quick Fill

Complete an Expense Report from an approved Travel Authorization

Travel & Expense – Expense Report

Complete an Expense Report from an approved Travel Authorization

Travel & Expense – Expense Report

After an Expense Report is submitted using the Summary and Submit link , a hyperlink to View Analytics will appear. Here you can see three tabs: Expense by Day, Totals by Department, and Totals by Project /Activity.

Travel & Expense – View Analytics

PantherSoft Financials 9.2Requisitions

Requestors have the ability to Budget Check a Requisition after it has been submitted.

Requisitions – Budget Check

Requisitions - ApprovalManager Self Service > Procurement > Manage  Approvals OR Purchasing > Requisitions > Manage Requisition Approvals

Approvers must do a budget check before they can approve a requisition.

Approvers

Requisitions - Approval

Approval Justification

Requisitions – Approval Justification

IT Commodity Approval is now required for all requisitions of Audio Visual, Network and Data Processing items.  

Requisitions – IT Commodity

Requisitions - Workbench Requester’s Workbench - Navigation changed

Requisitions - Buyer Workbench

Buyer’s Workbench

Ability to Search for specific lines within a requisition and you want to avoid scrolling through multiple pages.

Requisitions – Select Lines

Pre-Encumbrance Balance

Requisitions – Pre-Encumbrance

Requisitions – Pre-Encumbrance

Pre-Encumbrance Balance

Requisition Name & New Origin Code ‘BPO’ for Blanket Purchase Orders

Requisitions – Name & BPO

PantherSoft Financials 9.2Credit Cards

Beginning with the 12/31/2014 billing statement (scheduled to load into PS 9.2 on 1/5/2015), a scanned receipt and supporting backup documentation must be attached to each transaction line; this will be mandatory during the reconciliation process.

This new business process will improve record retention efficiencies by providing easy electronic access to view and print the receipts and supporting documentation of all card activity.

Credit Cards – PDF Attachments

PDF files are preferred. If you need to attach multiple scanned documents for a single transaction line, click the + button.

Credit Cards –Attachments

Credit Cards – Reconcile

PantherSoft Financials 9.2Accounts Payable

Changes to Invoice Processing

●Invoices should be submitted to Accounts Payable directly

●E-mail is the preferred method of delivery.

o invoices@fiu.edu – this e-mail address should be used for

invoices ONLY, no inquires of any kind. This e-mail account will

interface directly with our payable system and will NOT be

monitored by AP staff. Do not use the body of the e-mail for

questions/comments or other correspondence.

o PDF format only. One invoice per PDF.

o All other correspondence can be sent to payables@fiu.edu

Accounts Payable

PantherSoft Financials 9.2Commitment Control

Commitment Control – Budget Transfer

Commitment Control – Budget Transfer

Auto Override for Payroll Accounts

Payroll Accounts are set to Override. After running the edit and budget check processes, the journal will have a “warning”, but Journal and Budget Status will be marked valid (V V Status).

Month end process will be completed faster for Activity Numbers and Projects set to Control, since you no longer have to manually override payroll transactions

Commitment Control – Payroll Accounts

PantherSoft Financials 9.2General Ledger

Journal Workflow

The new Journal Upload template will be available on January 5, 2015. Email controller@fiu.edu

Journal Upload

Error message for the GL Journal Upload feature in 9.2 

Snapshot of the JrnlLog

Journal Upload – Error Message

Inquire by ChartField Value Set as opposed to individual ChartField

Ledger Inquiry by ChartField Value Set

PantherSoft Financials 9.2nVision

If you currently have access to App Designer/nVision in PantherSoft 9.0 you will want to install a new version for 9.2. Email controller@fiu.edu to get instruction on how to install the App Designer/nVision 8.53

All nVision layouts in Production have been tested and will be in 9.2. If you have personal nVision layouts on your desktop please email controller@fiu.edu and attach your layout to have it converted.

nVision

PantherSoft Financials 9.2Queries

QueriesReporting Database queries will be available at Go-Live as

a copy of Production. Only Production queries will be available in the Reporting Database.

All Public queries will be available in 9.2 Production at go-live

Private Queries will be available in 9.2 Production as of April 2014

If you are missing any Private or Public query from Production or the Reporting Database, email controller@fiu.edu with the name of the query and whether from Production or Reporting

Important Dates

Travel & Expense - DeadlinesTravel and Expense Deadlines

All Travel Authorizations, Cash Advances and Expense Reports must be in an “Approved” or “Paid” or “Open” status prior to the upgrade. Reports that have a status of “Submitted for Approval”, “Pending”, or “Approval in Process” will be deleted from the system to ensure a smooth transition. In order to plan accordingly, see the deadline dates listed below:

December 15, 2014 – Users will have the ability to create and modify TAs, Cash Advances and Expenses Reports but will only have the option to save for later.  They will not be able to submit.

December 28, 2014 – Last day for all Travel transactions to be approved by Managers.

December 15, 2014 Ability to submit Smart Proposals and Smart Bills for approvals will be

removed the University community

December 30, 2014 – After 5PM All Requisitions, Smart Proposals, Smart Bills and Payroll Transfers should be

in Approved status. Any POs that are in Pending Approval, Open, or Initial status will need to be

either Approved, Dispatched or Deleted All Account Payable Pay cycles should be fully completed All in-process Access Request should be denied. PantherSoft will execute the

script to deny them as part of the go-live. After 5:00 p.m. the PeopleSoft Financials system will be unavailable to the

user community.

January 5, 2015 – GO LIVE! The upgraded system will be available to the user

community for processing.

Other Deadlines

9.2 Training in DecemberClassroom Topics

Dates at W6

Fundamentals December 16 & 18

Procure to Pay December 16 & 18

Credit Card December 17

Travel & Expense

December 17 & 19

GL274 W6

Monday Jan 5th 9:30 – 12:30 Tuesday Jan 6th 1:30 – 3:30

Wednesday Jan 7th 9:30 – 12:30 Thursday Jan 8th 1:30 – 3:30

Friday Jan 9th 9:30 – 12:30 Tuesday Jan 13th 9:00 – 12:00

9.2 Open Labs in January

Getting AssistanceFinancials 9.2 Upgrade – Presentations, important dates, etc.

http://panthersoft.fiu.edu/projects-2/financials-9-2-upgrade/

Training Registration – Signup for training, Webinar http://finance.fiu.edu/controller/TrainingRegistration.html

Office of the Controller – Purchasing, Credit Cards, Travel, etc.http://finance.fiu.edu/controller/index.html

Training PowerPoints Decks – Updated for 9.2http://finance.fiu.edu/controller/FinSysandSup2.html

Financials Call Center305-348-7200 (7-7200)

Questions