The FIS/TP application was upgraded to version 41 on October 9, 2004. This document provides the changes and enhancements implemented on that date.

Find by Account

The document status has been added to the Find by Account document search screen. This way a user will know which documents have not yet been approved at a glance. Prior to this release, a user would need to open the document from this search screen to determine the status.

Financial Documents

Templates

In previous versions of the FIS, closed accounts were being allowed when the template function was being utilized on a financial document. This problem is corrected with this release.

Cash Receipt Document

There were instances when a Cash Receipt was created but the document status would remain at “I” and the document routing log was blank. This meant that the document never reached the Bursar’s In Box without manual intervention. It was thought that the problem might be caused when the printing option failed. Initially the system was set up to save the document prior to receiving the print out put. Now the system actually routes the document behind the scenes and then the initiator receives the print request.

Disbursement Voucher

Vendor divisions can now be created in EPIC, Electronic Procurement and Invoicing Center. This system is used to set up vendors that need to be paid on a Disbursement Voucher. The parent id company will have the format of 0013853-00 and the subsequent divisions will then have the format of 0013853-01, etc. There can be multiple divisions and these divisions can now be used on the Disbursement Voucher.

Chart of Accounts

Account Document

The account sub account takes on the attributes of the main account. With this release, once an account is closed, any associated sub accounts will automatically be flagged as inactive. A program was also run to inactivate any prior sub accounts assigned to closed accounts.

Global Account Delegate

Any FIS user could open an approved Global Account Delegate document and click on the ACCTS button to go to the global account select screen and obtain new accounts that could be brought back to this existing document. Selecting “ok” actually saved the changes and the status of the Global Account Delegate document was changed to AA. The existing document was then picked up again in the nightly batch cycle thus making changes to the original delegation. This problem was handled by ensuring that the ACCTS button and Find Model button could not be selected on existing approved documents.

Sub Account

When establishing a cost share sub account, it is mandatory that a source account is entered. Prior to version 41, the system was not validating the source account that was entered; therefore invalid accounts were being used.

Balances

Balances by Consolidation

There are new lines in the Totals section on the Balances by Consolidation report called Exp (Gross) and Exp(Net Trnfr In).

The Exp gross excludes object levels of CORI and TRIN which would include the new transfer object codes of 9912, 9918 and 9915. These object codes are expense object codes so when money has been transferred, it is reported as negative expense. So by using the actual expense totals, at a glance, a user can determine the exact amount that has been transferred to your account.

Capital Asset Management

Equipment/Loan Return Document

The Equipment Loan/Return document has been modified to offer an option to extend a loan. When using the extend loan option a return document will be created from a template function. This will occur once you have clicked on the extend loan option. After clicking on the “Extend Loan” button you will notice that the return date has been entered for you, and that a new document number has been assigned for the return document. Upon clicking the “OK” button the return document will be blanket approved and routed FYI to fiscal officer or delegate, and the borrower if he/she is an active FIS user. Once you clicked the “OK” button this completes the process for the return. Next enter a new date in the expected return date field. You will not need to enter the borrower address information as it was retrieved from the university asset database, although if necessary you can update the borrower address if this information has changed. Clicking on the “OK button will route the new loan document that will extend the loan.

If you need to process a return document only after entering or selecting the asset number just enter the return date. Once you have clicked on OK the document will start the routing process.

Now that Risk Management automatically insures equipment off campus it is no longer necessary to offer the option to insure equipment on loan. This feature has been removed from the Equipment Loan/Return document.