If you have a question about the new financial system, submit a “comment” on the home page of the Blog. This list will be updated from time-to-time with additional questions from both the Blog and from information sessions.
2. Q. AP Vouchers: How do I know if my copier is capable of scanning?
3. Q. AP Vouchers: If I scan the supporting documentation, what do I do with the originals.
6. Q. AP Vouchers: How will I request an AP payment in a foreign currency?
7. Q. AP Vouchers: Will I be able to get a report by vendor of my AP Vouchers?
8. Q. Deposits: How will I deposit a check in a foreign currency at the Cashier’s Office?
9. Q. G/L: Where will I find my new chart string for my departmental accounts?
10. Q. G/L: Will I still be able to use Financial Inquiry?
1. Q. AP Vouchers: Will I have to complete an two AP Vouchers after the go-live? A paper voucher and an on-line voucher?
A. No. The new AP Smart Doc will replace the paper voucher. Once you enter voucher information on-line you will be able to print it, if necessary. All the information you complete on-line will flow through the system for the necessary approvals and go to the AP Office.
2. Q. AP Vouchers: How do I know if my copier is capable of scanning?
A. ITS will be providing support to all offices to help you know which copiers are capable of scanning. ITS will also provide training on how to scan, store and attach documents to the Smart Docs
3. Q. AP Vouchers: If I scan the supporting documentation, what do I do with the originals?
A. The Finance Office will be providing guidance on how long to retain the original copies of supporting documentation that is scanned.
4. Q. AP Vouchers: Not all the AP Vouchers I process have an invoice number, but this is a required field. How do I fill this in?
A. The Finance Office will be providing guidance on how to enter an invoice number if there is not one present for the payment. [Note: An Invoice Number will be a required field on the AP Smart Doc.]
5. Q. AP Vouchers: I request funds for a petty cash account in my department, but do not want the check deposited in my personal bank account. Can I request a paper check instead of electronic payment for petty cash accounts?
A. When requesting funds for petty cash you will be able to enter a request to AP that a check should be printed rather than the payment going directly to your bank account. [Note: We will be depositing all checks made out to Wesleyan faculty and staff directly into their bank account using the Direct Deposit information from the Payroll Office.]
6. Q. AP Vouchers: How will I request an AP payment in a foreign currency?
A. If a payment must be made in a foreign currency contact Christine Rodrigue, who can arrange a wire transfer.
7. Q. AP Vouchers: Will I be able to get a report by vendor of my AP Vouchers?
A. Yes, reporting by vendor will be available in the new system.
8. Q. Deposits: How will I deposit a check in a foreign currency at the Cashier’s Office?
A. The same process will be in place in the new system for foreign currency checks. A paper deposit transmittal is completed just for the foreign currency check and brought to the Cashier’s Office. Once the Cashier’s Office has confirmation from the bank on the USD value of the check, the credit to WFS will be made.
9. Q. G/L: Where will I find my new chart string for my departmental accounts?
A. An on-line lookup will be available prior to the July 1 go-live date. You will be able to enter your current FRS account number and see the new Smart Key that maps to that FRS account.
10. Q. G/L: Will I still be able to use Financial Inquiry?
A. Financial Inquiry will continue to be available for reporting on past years. We do not have immediate plans to continue to feed Inquiry with data in the same format after July 1, 2009. We are still working on a reporting strategy that will meet the needs of the community.
11. Q. Purchase Orders: If the actual invoice for an item has an amount different from the amount on a Purchase Order, how can I change the AP Voucher if I copy the PO information?
A. When a PO is copied into an AP Voucher you will have the ability to change the dollar amount of the voucher. Even if the voucher amount is different from the PO you will then be able to either close the PO, or keep it open if additional items from the PO have not been delivered.
12. Q. Purchase Orders: Will P.O.’s have information about Wesleyan’s tax exempt status so sales tax is not added to an order?
A. This is a good idea and we will work to have the Connecticut tax exempt number on all PO’s. Goods bought in other states may require a different number for that state and some vendors might still request a copy of the actual tax exempt form