Changes for fiscal year FY15

May 2014

Princeton Prime and Voyager

Why are we here?

Implementation of a new Chart of accounts Enhancements to the university’s financial

reporting and business processes Upgrade of financial systems and tools

Some changes with FY15

Funds◦ Changes in fund types◦ Changes in some reporting funds◦ Changes in use of reporting funds

Vendors◦ Must have necessary documentation in place to

be paid.

How does it affect my work?

Chartfield Business unit

Department

Fund Account Program Site

What it represents

University as a whole

Who (the department : Library) Formerly 690

The university fund paying the item

How it is classified

What is being acquired

Location

New value PRINU 41001 A0007 665x and 666x. For example, 6652=print6653=elec-tronic

GU255 GU440GU441For exampleGu255- general funds

LIB

Relationship to Voyager values

This value is hard coded into the voucher feed

This value is hard coded into the voucher feed

Single value for now

Comes from reporting fund –material being paid

Comes from allocated fund type

Single value (Library considered 1 location)

The Chartfield and the library

Voucher feed to Accounts Payable

Voucher feed to Accounts Payable

Voucher feed breakdown

Voucher feed breakdown

Voucher feed breakdown

Voyager values to chartfield values

New reporting funds Removal of the replacement reporting fund Change in policy on usage of certain

reporting funds

Fund changes in Voyager

Reporting fund Code

Rare map rmap Rare monograph rmon Rare score rscore

New reporting fund types

Rare material in ledger

Replacement reporting funds disappear with FY15

◦ Fund code must map correctly into People Soft

◦ Mapping needs to describe FORMAT of material

◦ Replacements will be purchased on the reporting fund that describes the item purchased – monograph, video, map, etc.

Goodbye, replacements.

Ejournals vs. subscriptions

Until now, charged on monograph reporting fund

Now to be charged on subscription reporting fund

UNLESS

We are buying a serial publication which will be cataloged monographically.

Serial single orders

Serial single issue charged as monograph

Some standing orders for scores have mono series or standing order reporting funds.

From now on they will be charged as scores. The reporting fund that we feed into Prime must describe the format of the material.

Music Scores

Changes to vendor records

◦ Describe payment terms

◦ Indicate inactive vendors that must be established in People soft before we use them again

◦ Support automation of previously manual special processing

Vendor records

Vendor types and payment terms

Vendor types

Inactive vendors not used in some time will have a type “Vendor inactive”

New vendors will have to be established at the earliest possible point

Paperwork must be in place to pay them.

New vendors and inactive vendors

New automatic processing of special invoices

Foreign and domestic wires

Questions???

A work in progress