System Updates and Resolutions

RU Marketplace (Procurement)

Splitting accounting codes (Dec. 1, 2016)

You can split a requisition between multiple general ledger strings or multiple Project strings. You CANNOT split a requisition between general ledger and Project strings.

Read this job aid for instructions on how to split a requisition between accounting codes.

Requisitions that are automatically rejected

There are four primary reasons a requisition will be automatically rejected:

  • The financial management system rejected the selected general ledger/Project strings
  • There is no requisition approval hierarchy associated with the selected general ledger/Project string (see "Primary/Secondary Approval Issues" below)
  • An "Ad-Hoc Ship To" address has been selected with an enabled supplier (see "Using a one-time ‘Ship To” address for requisitions” above)
  • The financial management system rejects a requisition due to invalid supplier information or a selected string. If this occurs, contact the Financial Management help desk at (848) 445-2100 or finance_helpcenter@finance.rutgers.edu.

Purchase orders that may require additional action by units (Nov. 30, 2016)

  • POs created before July 1, 2015 were not scheduled to be converted to the new system. This includes POs and blanket orders that were updated after July 1, 2015. These orders are not accessible in RU Marketplace.

Action Needed: If you need to purchase goods or services under a PO that was created prior to July 1, 2015, then create a new PO in the amount of the remaining balance on the PO that existed in the legacy system. The requisition for this new PO must reference the original legacy PO number.

  • If a PO was created after July 1, 2015 and you cannot access it in RU Marketplace, then there was an error that caused the PO conversion to fail.

Action Needed: If you need to purchase goods or services under a PO that was created after July 1, 2015, but failed to convert to RU Marketplace, then create a new PO in the amount of the remaining balance on the PO that existed in the legacy system. The requisition for this new PO must reference the original legacy PO number.

  • If a PO was created after July 1, 2015 and you can access it in RU Marketplace, but the balance is incorrect or there is a discrepancy between the original and converted PO, then further action is required.

Action Needed: Please contact University Procurement Services at specialprojects@finance.rutgers.edu

Failed purchase orders due to approver actions (Dec. 8, 2016)

When a requisition is submitted, it is processed in RU Marketplace (SciQuest) and goes to the financial management system (Oracle) for validation. After the requisition is validated, it goes in to the approval work flow. If an approver changes the general ledger or project value at this stage, then the purchase order will fail in Oracle because it was validated in Oracle, but critical values have changed.

To avoid having POs fail for this reason, the approver must return the requisition to the preparer to make necessary changes and re-submit the requisition.

In the History tab of a requisition, you can see if an approver changed the general ledger or project value.

If you have questions, please contact the Procurement help desk at (848) 932-4375.

Failed purchase orders due to missing or incorrect supplier information

Missing or incorrect supplier information is causing some POs to fail. If a supplier you transact with is not in RU Marketplace or does not contain the correct address and contact information, you will need to add the supplier or modify the supplier record.

To add a supplier:

  • Access the “Supplier Management” module in RU Marketplace
  • Complete the “Request New Supplier” form
  • Provide the supplier’s information, address and email or fax number
  • Attach a W9 form (no older than December 2014) for all US based suppliers and payees, or a W8BEN-E form for foreign suppliers and payees

To modify an existing supplier:

  • Complete the RU Marketplace “Supplier Maintenance” form

Please wait at least 24 hours after the supplier is notified or the update request has been processed before submitting a requisition for that supplier

Tracking paid invoices (Jan. 30, 2017)

The check number for a paid invoice can be found in the "Invoice Summary" tab on RU Marketplace. To access the information in RU Marketplace:

  • Query the Purchase Order number
  • Click the Invoice tab
  • Under the Invoicing Summary section, view which invoices have been processed for what amounts
  • Click on the invoice number link; it will bring you to the invoice detail showing the check number

Emergency payment process for vendor payments and expense reimbursements

While we are working to stabilize the system, the emergency payment process will ensure payments are expedited and more transparent to you, double payments are mitigated, and accurate reconciliations in the finance system.

If you need to request an emergency payment, please follow the instructions posted here.

 

Financial Management

Alternate reports and queries for Report #031 (Feb. 22, 2017)

We recently removed Report #031 (Sponsored Project Summary – Budget, Actual, Encumbrances & Balances) from BI Publisher because it was providing inaccurate balance information for sponsored and non-sponsored projects. We are fixing Report #031, which will be modified to run for sponsored projects only. We also are developing a separate Report, #060, for non-sponsored project reporting. We will send an update when Reports #031 and #060 are available.

Read more on alternate reports and queries for Report #031.

Processing cash receipts journals (Jan. 25, 2017)

When processing a cash receipts Journal, you must choose "RU Cash Receipts" as the category. This will allow you to populate the journal with the project number, task number and contract number which are required fields when creating a cash receipts journal.  All cashier receipts journals must be approved by the Cashier’s office.  Selecting the RU Cash Receipts category will route the journal to the cashier’s office for approval.

If you have questions, please send an email to cashjournal@sa.rutgers.edu.

 

Human Resources and Payroll

Conducting time and labor, commitment accounting and reporting transactions in PeopleSoft

Please contact the Human Resources and Payroll project Business Advisory Group member for your unit with questions about your access or scope of your role in PeopleSoft for the following:

  1. Commitment Accounting - preparer or approver
  2. Time and Labor - timekeeper or approver
  3. Discoverer Human Resources data warehouse reporting

 

Expense management

How to reassign approval and set-up a delegate approver

  • Reassign (employee level, one report at a time)
    • Transfers approval request to one alternate approver.
    • Original approver loses the ability to see, approve or reject the transaction.
  • Delegate (approver level, all reports for employees under an approver)
    • Transfers approval request to one alternate approver.
    • Original approver can see, approve / reject the transaction. If delegate approves, the system lists the delegate as the approver, not the person who delegated.
    • This is refered to as the "vacation rule," and can be used for extended absences.

Processing an expense report that does not have an assigned approver

If an expense report is submitted without an assigned approver, then the report must be withdrawn and re-submitted. If you do not know who your approver is, then open the expense report and look for "Status" below the expense report number. Click the link next to Status to view the approval path.

To withdraw an expense report:

  • Go to the home page, and click on “In Approval” in the Expense Report box
  • The expense report will appear
  • Click on the area below the RBU so that the section highlights
  • Just above the report number is “Actions” with a down arrow
  • Click on the arrow, select “Withdraw,” then Submit

Setting up cash advances without a project string

A cash advance can be set up without a project string. The cash advance will be charged to a clearing account that will reverse when the expense report is created. The project string must be attached to each expense type in the report.

A delegate cannot request a cash advance.

Timing for reimbursements to appear in an employee's bank account

After an expense report is approved, Oracle sends an automatic notification to inform employees the expense reimbursement was deposited into their bank account. It may take up to three business days for deposits to appear in an employees’ bank account. If the money has not been deposited within three business days, please contact the Procurement Help Desk.

Reimbursement for per diem expenses

When an expense report contains per diem expenses, the amount to be reimbursed to the employee shows as below, in blue large font.

reimbursement

Emergency payment process for expense reimbursements and vendor payments

While we are working to stabilize the system, the emergency payment process will ensure payments are expedited and more transparent to you, double payments are mitigated, and accurate reconciliations in the finance system.

If you need to request an emergency payment, please follow the instructions posted here.

Availability of expense management mobile app

The mobile app is planned for release in 2017