BU$INE$$ MATTER$ July, 2003 Colleagues: The July 2003 Financial Management System (FMS) reports are now available to you. Be sure to read BU$INE$$ MATTER$ below for important information related to your reports and other Finance Division services. To access your reports and other enterprise business system services, open the following URL: http://www.finance.ohiou.edu/portal Enter your OAK ID and password for access. If you are having trouble locating your OAK ID, please refer to the following link and follow the instructions there: http://www.cns.ohiou.edu/email/youroakid.html On your main menu, select "OU FMS Reporting" then "FMS Reports". When you select a report, the PDF file will be downloaded and opened in Adobe Acrobat Reader. If you have accessibility issues contact Frontline at 7-8000 or at frontline@ohio.edu. We recommend you view the reports on-line and utilize Acrobat Reader's "Find" feature to navigate. If you have further questions or comments, please contact: Tanya Bibler at 7-1417 or biblert@ohio.edu Diane Lucas at 7-1380 or lucasd1@ohio.edu April Henderson at 3-1864 or hendersa@ohio.edu BU$INE$$ MATTER$ INCLUDED: P-card transactions posted through July 11 are in your July reports. BUDGET INCLUDED: The budget included in the July reports reflects ONLY the purchase order carryforward budget. Original budget and carryforward budgets have NOT yet been loaded. You can expect to see the original budget in your August reports and your carryforward budget in your September reports. REVAMPED: The M910 report has been revamped to more clearly detail open purchase orders. Two columns have been added: Open/Close and Relieved Amount. The Open/Close column indicates if the purchase order is open or closed for the month. The relieved amount column will indicate the amount of encumbrance relieved on the purchase order. PLEASE NOTE: The July reports may incorrectly reflect the Open/Close status and Relieved Amount, and, therefore, the Open Amount of the PO at July 31. If the PO has been closed subsequent to July 31, the status may indicate Closed and the Relieved Amount may equal the line amount. Please check these PO’s on-line or call a Finance Division staff member for assistance. The technical folks are working to remedy this issue. We apologize for any inconvenience. ENHANCEMENT MADE: Please be aware that we have enhanced the FMS-M900 report to reflect the usage description that appears on Internal Billing Authorization forms. This will allow those of you who do internal billing to better reconcile your accounts to each bill request. REMINDER:Please remember that the FMS-M900 does not include encumbrance activity. As such, the natural account totals in that report will not tie to the totals in your FMS-M100 whenever there is encumbrance activity for the month. We plan to incorporate an additional column in the FMS-M100 and FMS-M110 reports to separate out encumbrance activity so that you can visually see a tie between the monthly totals in the FMS-M900, the FMS-M100 and the FMS-M110. ADDED FUNCTIONALITY:An OU Funds View in the General Ledger module of the Financial Management System is now available. This is a custom feature designed to allow you to query a cost center to check the budget, encumbrances, actual expenditures and available balance. The information available in this new view is similar to what you would have found in the CUFS EXPC and REVA screens. If you have questions, you can call Frontline at 7-8000. OU FUNDS VIEW DOCUMENTATION:Documentation for the OU Funds View is available at: http://www.finance.ohiou.edu/fms/manual/index.htm and choose the green tab, titled “Funds Available View, GL621”. If you have questions, you can call Frontline at 7-8000. IMPORTANT:All FMS reports are distributed via the web and notification of when reports are available for viewing is communicated via email. Our email list contains recipient oak addresses only. If you typically use an email system other than oak, please make sure your oak address is forwarded appropriately so you receive this communication. Instructions on how to forward your oak email can be found on the CNS webpage at www.cns.ohiou.edu/email/ and click on “E-mail Forwarding” under “Manage Your Account”. REVISION:The New Account/Account Maintenance form has been revised. Please be sure to go to the Vice President for Finance web site at www.finance.ohiou.edu and click on “Forms & Manuals” to download the most recent versions of all Finance forms.