The FIS/TP application was upgraded to version 38 on December 13, 2003. This document provides the changes and enhancements implemented on that date.

In Box

If a person is set up in a workgroup to approve documents, the In Box will actually display the workgroup name instead of a check box. If you are not a member of a workgroup for document approvals then the workgroup ID field will display an N.

The routing log on documents will also display the workgroup name instead of a check box. It will now be easier to check the routing on documents that route to multiple workgroups such as the Disbursement Voucher document.

Account Maintenance

When closing an account, the system will now automatically inactivate the account delegate.

Account Maintenance documents for accounts with a CG Fund group will now route to a C&G workgroup called CGMGR in place of the University Chart Manager.

Financial Documents

Budget Adjustment

A Budget Adjustment containing fringes that needed to be reversed and then templated listed the fringes from the original document. Once the user routed the new document, a message was received that the document contained labor object codes and asked if the system should be allowed to calculate the fringes. If the initiator was not observant and selected yes, then the document would have duplicate lines listed for the fringes. Now an informational message is received that states: Document may have automatically generated associated benefits from previous accounting lines—these may need to be deleted or edited.

Cash Receipt

Prior to this release, a Cash Receipt document created by an employee from one campus and then templated by someone on another campus, retained the campus code from the original document. The new document would then route to the incorrect campus bursar for approval.

AP Check Request (CREQ)

When a user took a CREQ off hold, the document did not route back to the AP workgroup. AP did not know to go into TOPS to take the invoice off hold so the invoice was not being paid. This problem is resolved with this release.

Disbursement Voucher

An edit was added to prevent an initiator from creating a Disbursement Voucher to pay themselves.

Prior to this release, if a user created a template on a Disbursement Voucher that had the payment method of ACH or Wire Transfer, there was no edit to ensure that the ACH/Direct Deposit screen was completed as well. There were some documents that routed to Treasury Operations with the missing information and the documents were disapproved which required new documents to be created.

Sometimes a Disbursement Voucher using the payment method of Wire Transfer, Foreign Draft or ACH that was being routed initially would result in a DBMS error prohibiting the document from being routed. This problem is now resolved.

The scanned images can be viewed by anyone in the review hierarchy. The Fiscal Officer/Account delegate can also view the DV scanned images regardless of which is in the routing. The images can also be viewed by members of a specific campus workgroup.

Labor Document

Salary Expense Transfer

Pressing the tab button after completing the From side, did not assign a line number on the To side. This resulted in the error of 0129-Error on field fdoc_line_nbr_subfields are required. Once this problem occurred, the initiator had to exit the document and start all over again. With this release, tabbing out of the From side results in the following informational message: Must Create a line before editing. This way the user can click on the Create Line button to complete the document.

The A21-generated Salary Transfer Documents that contain work-study object codes now route to a FMS workgroup for final approval.

Capital Asset Lookup Screen

An enhancement to the asset number field will allow the use of wild cards. Use the function key F2 and either the less than (<) or greater than (>) signs to produce a listing of assets in the search results.

The IU Tag Number field on the Capital Asset Lookup Screen has been set to upper case.

We have removed the default “A” – Active status from the Capital Asset Lookup Screen. This enhancement will be useful to users that maintain non-capital assets.

Asset Document Review Button

Canceled documents will now be displayed on the Asset Document Review screen called from the Capital Asset Maintenance Screen.

A canceled Financial Document will remain in the Pending General Ledger Transactions section. See arrow B in the picture above.

The Document Button will remain RED when a Financial Document is canceled. This bug will not stop you from processing other capital transactions (i.e. Asset Transfer, Retirement, Equipment Loan/Return, and General Error Correction). Normally the red button identifies a pending transaction. When an asset does have a pending transaction an edit is in place that will not allow a document to be issued against the asset until the pending transaction is approved or cancelled. By clicking on the Document Button you will be able to determine the status of any documents processed against the asset. This will also allow you access to the routing of a pending document.

Merge an Asset

The Merge an Asset Function that is performed by the Campus Capital Assets Office’s has a new edit that will not allow an asset to be merged if the asset has a pending document. If there is a pending Asset Retirement, Asset Transfer or Equipment Loan/Return Document the user will receive the following message:

The message for financial documents will appear as follows:

Until the pending transaction is approved or cancelled the Campus Capital Asset Office will not be able to perform the merge an asset function. This new edit will ensure that no payments are merged into assets that are in the routing process.