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July 17, 2020 Your Monthly Information Source for UFS Français Canada IMPORTANT DATES: WHAT’S NEW Tuesday, July 21 *UFS Outage from 5:00 pm until midnight Friday, July 31 *Month-end for FY20, PD 11 Monday, August 3 *Final transmission for July month-end due by 11:45 pm ET (BD+1) Thursday, August 6 *Added day to support additional adjustment requests during the preliminary financial close PD 11 (BD+3) refer to the July extended close schedule for more information. UFS application updates installed on Tuesday, July 21 There will be a UFS outage during implementation. UFS will not be available on Tuesday, July 21, 5 p.m. - midnight ET. July updates will include: Cash update to allow daily transmission of UFS Cash Management without the requirement of a cash deposit o Please read the article UFS Cash Module Update - Cash Deposit Decoupling below for details UFS Cash Management reports will be updated to display the Deposit over/short total Fix to no longer allow duplicate deposit ticket #’s Fix to no longer allow duplicate cash entry with the same Cost Center, Transaction Date, Register #, Cashier #, and Meal Period, in the same week If you have questions regarding the Cash Deposit Decoupling process, please contact: Banking at [email protected] or 1-800-828-7762 option 5, option 2 Revenue Accounting 1-800-828-7762, option 2, option 1, option 2 [email protected] For technical questions contact to the UFS Service Desk: 1 888 667 9111, opt 1, opt 2, opt 1. For general inquiries email the UFS Administrator: [email protected]. Quick Link to Articles in this Edition: UFS Cash Module Update - Cash Deposit Decoupling July Financial Close Schedule Adjusted Newly Added to the Knowledge Library: More than 70 “How to” UFS revenue reporting articles! UFS Service Desk User Tips: Do you Have a Question Regarding Your Cash Entries in UFS? Help Reduce Late Payables for FY20

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Page 1: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

July 17, 2020 Your Monthly Information Source for UFS Français Canada

IMPORTANT DATES: WHAT’S NEW

Tuesday, July 21

*UFS Outage from 5:00 pm until midnight

Friday, July 31

*Month-end for FY20, PD 11

Monday, August 3

*Final transmission for July month-end due by 11:45 pm ET (BD+1)

Thursday, August 6

*Added day to support additional adjustment requests during the preliminary financial close PD 11 (BD+3) refer to the July extended close schedule for more information.

UFS application updates installed on Tuesday, July 21

There will be a UFS outage during implementation. UFS will not be available on Tuesday, July 21, 5 p.m. - midnight ET.

July updates will include:

• Cash update to allow daily transmission of UFS Cash Management without the requirement of a cash deposit

o Please read the article UFS Cash Module Update - Cash Deposit Decoupling below for details

• UFS Cash Management reports will be updated to display the Deposit over/short total

• Fix to no longer allow duplicate deposit ticket #’s

• Fix to no longer allow duplicate cash entry with the same Cost Center, Transaction Date, Register #, Cashier #, and Meal Period, in the same week

If you have questions regarding the Cash Deposit Decoupling process, please contact:

• Banking at [email protected] or 1-800-828-7762 option 5, option 2

• Revenue Accounting 1-800-828-7762, option 2, option 1, option 2 [email protected]

• For technical questions contact to the UFS Service Desk: 1 888 667 9111, opt 1, opt 2, opt 1.

• For general inquiries email the UFS Administrator: [email protected].

Quick Link to Articles in this Edition:

• UFS Cash Module Update - Cash Deposit Decoupling

• July Financial Close Schedule Adjusted

• Newly Added to the Knowledge Library: More than 70 “How

to” UFS revenue reporting articles!

• UFS Service Desk User Tips: Do you Have a Question

Regarding Your Cash Entries in UFS?

• Help Reduce Late Payables for FY20

Page 2: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

UFS Cash Module Update - Cash Deposit Decoupling

Good News! With the Cash Deposit Decoupling update, cost centers can now enter and transmit cash

management entries in UFS without having to enter and transmit a deposit. Deposits will now be

prepared weekly based upon your armored car pickup or bank deposit schedule.

The cost center must follow the consolidated deposit procedure and send one deposit to the bank for

multiple days.

What are the Eligibility Requirements?

• For cost centers with Armored Car Service: The number of deposits prepared is based on the

number of scheduled pickups contracted with the armored car service provider and may

include an additional deposit to adhere to UFS new week setup timing.

• For cost centers who utilize Bank Branch deposits: All cash receipts collected must be

deposited weekly. The number of deposits and timing per week is such that on average no more

than $2,000 remain overnight at the cost center.

• Note: Based on cash volume, some cost centers will continue to prepare and deposit cash daily.

UFS cash reporting remains unchanged for this group. For additional guidance, please contact

Banking at [email protected] or 1-800-828-7762 option 5, option 2.

What are the benefits of Deposit Decoupling?

• Cash decoupling allows you to reduce bank service fees by up to 50%

• Reduce the number of bank deposits

• Take back your time by reducing the trips to the bank each week

• Efficiently using cash on hand

✓ Recycle small bills and coin with your unit fund in order to deposit mainly large bills

✓ Allows to reduce frequency and amount of coin orders

Cash Decoupling Procedure documents are available to help you better understand this change. Visit the

UFS Reporting Procedures Sodexo_Net page or download the documents here:

• UFS Cash Decoupling Procedure – Low Volume

• UFS Decoupling Procedure – High Volume

PLEASE NOTE: All cash and deposits must be entered and transmitted prior to doing a new week

setup; this includes stub weeks. It is important that the deposits are transmitted at the end of each week.

Deposits cannot carry over to a new week or month.

Do you have questions?

• Banking at [email protected] or 1-800-828-7762 option 5, option 2

Page 3: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

• Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2.

• For general inquiries email the UFS Administrator: [email protected].

• For technical questions contact to the UFS Service Desk: 1 888 667 9111, opt 1, opt 2, opt 1.

July Financial Close Schedule Adjusted

One additional day has been added to July (PD 11) close schedule. The extra day will support additional

adjustment requests during the preliminary financial review. Pre-close deadlines have not been

extended. For more UFS deadlines, read the July UFS Deadlines article below.

• Review financial results during the month and submit adjustments prior to month end

• Transmission deadline is Monday, August 3 by 11:45 pm ET (BD+1)

• Adjustments can be made through Friday, August 7 by 2:00 pm, ET (Note: new cutoff time)

If you have any financial or accrual related questions contact Client Accounting, call 1-888-576-3964 opt.

8, Enter Unit #, opt. 4 or email Noram Client Accounting ([email protected]).

Newly Added to the Knowledge Library: More than 70 “How to”

UFS revenue reporting articles!

Do you have UFS Revenue Reporting questions and like to self-help?

For those of you that like quick answers to resolve easy issues on your own, this help desk knowledge

library is for you. We put together a library of ‘How To’ articles to share with you to answer your most

frequently asked questions.

To access the UFS Article Library:

1. Navigate to the Virtual Help Desk.

2. Click on Knowledge Library.

3. Click the “All Categories” drop-down arrow.

4. Hover over “Applications: Financial” and select “Unit Financial System UFS”.

5. To search a specific topic, use the Search box at the top of the screen.

Page 4: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

For UFS technical support: Submit a help ticket on the Virtual Help Desk.

UFS SERVICE DESK USER TIPS

Do you Have a Question Regarding Your Cash Entries in UFS?

Are you unsure who you should call for cash related questions?

Contact the Revenue Accounting Department at 800-828-7762, option 2 for assistance with:

• Questions related to the new cash entry/deposit method.

• Questions on how to properly report items such as cash, vending, credit cards, deferred income,

and adjustments.

• Problems balancing a cash entry, reporting proper tax or over/short issues.

• A day of cash entry was not entered in and the new week setup was already completed.

• Errors on cash entries that now need to be adjusted and have already been transmitted.

Contact the Helpdesk at 888-667-9111, option 1, option 2, option 1 for assistance with:

• Functional questions or how to questions that are not reporting procedure related.

• Technical issues such as errors or problems accessing the program.

We invite you to visit the Virtual Help Desk and look at the new options and resources available to you!

Questions related to UFS?

• For UFS technical support: Submit a help ticket on the Virtual Help Desk. Call the UFS Service

Desk at 1-888-667-9111, opt. 1, opt 2, opt 1 or email [email protected].

UFS Service Desk hours are posted on the UFS Launch Site.

• For general UFS questions: email the UFS Administrator

[email protected]

UFS TOUCHPOINTS

Page 5: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

Help Reduce Late Payables for FY20

Late Payables continue to be a challenge and now more than ever they present risk for misstating

financials and delaying operations. To stay on top of open invoices and minimize late payables for FY20

please follow the instructions below:

Common examples of Late Payables involve routine maintenance and ongoing projects for which you

have not received an invoice by August 31st. Tracking orders, subscriptions, etc. for which you have not

been invoiced will also assist with identifying unrecorded expenses.

1. Transmit paper invoices in UFS during the week/period the invoices are dated, and the

goods/services are received.

➢ If invoices are not received timely:

a. Contact your vendors and request that they email or fax outstanding invoices OR

b. Ask your vendors if they offer an online option for retrieving invoices.

2. Reconcile and approve electronic invoices (in UFS/e-Pay or Market Connection) within the

week/period the goods/services are received.

➢ If an invoice does not appear in e-Pay or TMC timely:

a. Contact your vendors to determine if the invoice has been sent.

b. Submit a Missing Invoice Investigation Form (on Sodexo_Net) – these invoices will be

automatically accrued if the investigation has not been resolved by fiscal period end.

3. For Maximo users, be certain to complete Goods Receipt and Invoice submissions within

SAP/Fiori by August 31.

4. Load and approve in Concur all invoices, receipts, and expense reports for purchases made

using a Corporate card or P-card.

5. Accrue for open invoices not available by the end of the fiscal period using the Standard Close

Adjustment Form. This includes electronic invoices for which a missing invoice investigation form

has not been submitted.

If you have any questions, please contact the Accounts Payable Department at (800) 828-7762 option 1,

option 2.

July UFS Deadlines - Let’s Get Ready for PD 11 FY20 Close!

• Weekly transmission deadlines - posted below

• 7/28 - 7/31 - FOUR-DAY inventory reporting window

o All Units MUST take a full physical inventory in accordance with AF Topic, 832-01

(Sodexo_Net Administration and Finance Manual page) and enter results into UFS

• 7/31 - Final w/e and last day of Period 11

• 8/3 - Final month-end transmission due 11:45 pm ET (BD+1)

• 8/1 - 8/4 noon ET (BD+2) - Window for month-end exception to SAP Accounts Payable invoice

posting logic for manual and electronic invoices. (See SAP Posting Logic for AP Invoices guide

for examples).

• 8/5 - July Financial Close Day 1 - Review Preliminary Reports (BD+3)

• 8/6 - July Financial Close Day 1 - Review Preliminary Reports (BD+3)

• 8/7 - July Financial Close Day 2 - Analyze Financial Results (BD+4)

• 8/8 - July Final Period End Settlement and invoices available (D+5)

Page 6: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

Note: If no entry is made with new inventory values for week 1 of the new period (Pd12 Wk1), the

month-end (July 31) inventory amounts will automatically be carried forward and displayed on reports for

week 1.

UIPS SUPPLIER ENABLEMENT

Electronic Supplier Updates on Monday, July 20

ACTION REQUIRED: Prior to the enablement of the electronic process, invoices for the suppliers listed

above on the Supplier Enablement chart require prompt attention and processing in UFS:

• FRIDAY, JULY 17 - Please ensure you have manually processed all outstanding invoices dated July

17 or prior for the suppliers listed who will be transitioning to the electronic process this month.

(Contact the supplier today to fax you missing copies of any past due invoices). All outstanding

invoices must be processed through UFS by week ending July 17.

• SATURDAY, JULY 18 - Any invoices dated July 18 or after for the supplier(s) listed above will be

electronically processed through UIPS and will flow to your unit’s invoice reconciliation and approval

system, TMC or e-Pay.

• MONDAY, JULY 20 - You will no longer enter invoices in UFS for payment for the supplier(s) listed

above as they will be enabled on the electronic process.

• Important message from Accounts Payable: Any paper invoices dated July 17 or earlier that are

not processed for payment through UFS by July 17 must be sent to the Accounts Payable department

at the Buffalo Service Center via email (preferred), fax or mail to be processed for payment.

o Email [email protected]. In addition to invoices, provide a brief

explanation for request and the cost center number each invoice should be charged to. (be

mindful of file size)

o Paper correspondence can be faxed to ATTN: AP EDI Team 716-568-8395 (20-page max)

o Packages can be mailed to Sodexo AP EDI Team, PO Box 352, Buffalo NY 14240

Page 7: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

o AP department will request electronic copy of the invoice from the vendor. If they are unable

to send, AP will manually process the invoices for payment.

For a listing of all electronic invoicing suppliers, review the Master Electronic Supplier List on

Sodexo_Net.

Support Resources:

• The Accounts Payable Department at the Buffalo Financial Service Center:

o Call 1-800-828-7762, option 1, option 2 (A/P Department)

o send an e-mail to: [email protected].

• The Market Connection, Client Procurement Call Center 866-368-3472, Option 1

• UFS - General inquiries [email protected]

Web UFS Team [email protected] Virtual Help Desk (For technical issues and Knowledge Base self-help articles)

In the case of a MySodexo outage, access UFS using this link: https://ufs.mysodexo.com/SDX.Web.UI.UFS.MenuFramework/UFSLaunch.aspx

Page 8: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

17 juillet 2020 Votre source d'information mensuelle pour UFS

DATES IMPORTANTES : QUELLES SONT LES NOUVEAUTÉS

Mardi, 21 juillet

* UFS ne seront pas accessibles à partir de 17h-minuit, Est.

Vendredi 31 juillet

* Date de fin de mois pour la période 11

Lundi 3 août

* Date limite de la transmission pour la clôture du mois d’ août (BD+1)

* Consultez les faits saillants de du calendrier mensuel (CCM) de ‘août

Mises à jour de l’application UFS le mardi, 21 juillet.

Il y aura une panne UFS web pendant l'implémentation. UFS ne sera pas accessible le mardi, 21 juillet, 17h-minuit, Est.

La sortie des mises à jour de juillet comprendra :

• Mise à jour de la trésorerie pour permettre la transmission quotidienne de la gestion de trésorerie UFS sans obligation de dépôt en espèces

• Les rapports de gestion de trésorerie UFS seront mis à jour pour afficher le total des dépôts excédentaires / courts

• Correction de ne plus autoriser les numéros de ticket de dépôt en double

• Correction de ne plus autoriser la saisie d'espèces en double avec les mêmes centre de coûts, date de transaction, n ° de registre, n ° de caissier et période de repas, au cours de la même semaine

Si vous avez des questions concernant le processus de découplage des dépôts en espèces, veuillez contacter:

• Banking at [email protected] or 1-800-828-7762 option 5, option 2

• Revenue Accounting 1-800-828-7762, option 2, option 1, option 2 [email protected]

• For technical questions contact to the UFS Service Desk: 1 888 667 9111, opt 1, opt 2, opt 1.

• For general inquiries email the UFS Administrator: [email protected].

N’oubliez pas de consulter les articles Points de contact UFS :

• Calendrier de clôture financière de juillet ajusté

• Avez-vous une question concernant vos entrées de trésorerie dans UFS?

• Aidez à réduire les retards de paiement pour FY20

• Clôture du calendrier mensuel en juillet

Page 9: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

Calendrier de clôture financière de juillet ajusté

Un jour supplémentaire a été ajouté au calendrier de clôture de juillet (PD 11). La journée supplémentaire

soutiendra les demandes d'ajustement supplémentaires lors de l'examen financier préliminaire. Les délais

de pré-clôture n'ont pas été prolongés.

• Examiner les résultats financiers du mois et soumettre les ajustements avant la fin du mois

• La date limite de transmission est le lundi 3 août à 23 h 45 HE (BD + 1)

• Des ajustements peuvent être effectués jusqu'au vendredi 7 août à 14 h 00 HE (Remarque:

nouvelle heure limite)

Si vous avez des questions financières ou liées à la comptabilité d'exercice, communiquez avec la

comptabilité des clients, composez le 1-888-576-3964 opt. 8, entrez Unit #, opt. 4 ou envoyez un e-mail à

Noram Client Accounting ([email protected]).

BUREAU DE SOUTIEN UFS- TRUCS/ ASTUCES D’UTILISATEUR

Avez-vous une question concernant vos entrées de trésorerie dans UFS?

Vous ne savez pas à qui vous adresser pour des questions liées à la trésorerie?

Contactez le Département de la comptabilité des revenus au 800-828-7762, option 2 pour obtenir

de l'aide avec:

• Questions relatives à la nouvelle méthode d'entrée / dépôt en espèces.

• Questions sur la façon de déclarer correctement des éléments tels que les espèces, les

distributeurs automatiques, les cartes de crédit, les revenus différés et les ajustements.

• Problèmes d'équilibrage d'une entrée en espèces, de déclaration de taxes appropriées ou de

problèmes excessifs / courts.

• Un jour d'entrée en espèces n'a pas été entré et la configuration de la nouvelle semaine est déjà

terminée.

• Erreurs sur les entrées de trésorerie qui doivent maintenant être ajustées et ont déjà été

transmises.

Contactez le service d'assistance au 888-667-9111, option 1, option 2, option 1 pour obtenir de

l'aide avec:

• Questions fonctionnelles ou questions pratiques qui ne sont pas liées à la procédure de

notification.

• Problèmes techniques tels que des erreurs ou des problèmes d'accès au programme.

Nous vous invitons à visiter le Virtual Help Desk et à regarder les nouvelles options et ressources à votre

disposition!

Page 10: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

Des questions sur UFS?

• Pour le support technique UFS: appelez le Service Desk UFS au 1-888-667-9111, opt. 1, opt 2,

opt 1 ou envoyez un e-mail au [email protected]. Les heures du Service

Desk UFS sont publiées sur le site de lancement UFS.

• Pour les questions UFS générales: envoyez un e-mail à l'administrateur UFS

[email protected]

POINTS SAILLANTS UFS

Aidez à réduire les retards de paiement pour FY20 Les arriérés de paiement restent un défi et, aujourd'hui plus que jamais, ils présentent un risque d'anomalies financières et de retarder les opérations. Pour rester au courant des factures ouvertes et minimiser les retards de paiement pour FY20, veuillez suivre les instructions ci-dessous: Les exemples courants de retard de paiement concernent la maintenance de routine et les projets en cours pour lesquels vous n'avez pas reçu de facture au 31 août. Le suivi des commandes, des abonnements, etc. pour lesquels vous n'avez pas été facturé vous aidera également à identifier les dépenses non enregistrées. 1. Transmettez les factures papier dans UFS pendant la semaine / période pendant laquelle les factures

sont datées et les biens / services sont reçus. ➢ Si les factures ne sont pas reçues en temps opportun:

a. une. Contactez vos fournisseurs et demandez-leur d'envoyer par courriel ou par télécopieur les factures en souffrance OU

b. Demandez à vos fournisseurs s'ils proposent une option en ligne pour récupérer les factures.

2. Rapprocher et approuver les factures électroniques (dans UFS / e-Pay ou Market Connection) dans

la semaine / période de réception des biens / services. ➢ Si une facture n'apparaît pas dans e-Pay ou TMC en temps opportun:

a. une. Contactez vos fournisseurs pour déterminer si la facture a été envoyée. b. Soumettre un formulaire d'enquête sur les factures manquantes (sur

Sodexo_Net) - ces factures seront automatiquement comptabilisées si l'enquête n'a pas été résolue à la fin de l'exercice.

3. Pour les utilisateurs de Maximo, assurez-vous de terminer les entrées de marchandises et les factures dans SAP / Fiori avant le 31 août.

4. Chargez et approuvez dans Concur toutes les factures, reçus et notes de frais pour les achats effectués à l'aide d'une carte Corporate ou d'une P-card.

5. Accrue pour les factures ouvertes non disponibles à la fin de l'exercice en utilisant le formulaire d'ajustement de clôture standard. Cela inclut les factures électroniques pour lesquelles un formulaire d'enquête de facture manquante n'a pas été soumis.

Si vous avez des questions, veuillez communiquer avec le service des comptes fournisseurs au (800) 828-7762 option 1, option 2.

Clôture du calendrier mensuel en juillet

Maintenant, préparons-nous pour la clôture mensuelle de’juillet.

Faits saillants d’juillet:

Page 11: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator:

• Échéances de transmission mensuelle : publiées ci-dessous

• 28/7 – 31/7 - Fenêtre quatre jours pour l’établissement de rapports d’inventaire. o Toutes les unités DOIVENT effectuer un inventaire physique complet, conformément au

document AF 832-01 (disponible sur Sodexo_Net) et y inscrire les résultats dans l’UFS.

• 31/7 - Week-end final et dernier jour de la Période 11

• 3/8 - Date limite de la transmission pour la clôture du mois d’juillet 11h45 est (BD+1)

• Du 1er au 4 août à midi HE (BD+2) : laps de temps pour l’exception de fin de mois à la logique d’affichage des factures des comptes créditeurs dans SAP pour les factures manuelles et électroniques.

• 5/8 - Jour 1 de la clôture financière du mois d’juillet – examen préliminaire des rapports (BD+3)

• 6/8 - Jour 1 de la clôture financière du mois d’juillet – examen préliminaire des rapports (BD+3)

• 7/8 - Jour 2 de la clôture financière du mois d’juillet – analyse des résultats financiers (BD+4)

• 8/8 - juillet - Fin de la période finale de disponibilité des factures de règlement (D+5)

Si aucune entrée n’est effectuée avec les nouvelles valeurs d’inventaire pour la semaine 1 de la nouvelle

période (P12 S1), les sommes de l’inventaire de fin du mois (31 août) seront automatiquement

transférées et affichées sur les rapports de la semaine 1.

Équipe UFS Web

[email protected]

Page 12: IMPORTANT DATES: WHAT’S NEW · 2020. 7. 17. · • Please contact Revenue Accounting at 1-800-828-7762, option 2, option 1, option 2. • For general inquiries email the UFS Administrator: