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Stanford Financial Reporting News & Tips • Winter 2022-2023

New Report: Purchase Order and Related AP Invoices

A new OBI report shows purchase order (PO) details and their related Accounts Payable (AP) invoice information, helping users to easily review these invoices’ hold status, payment status, and dollar amounts, as well the PO’s close status and remaining balance. Previously it was not possible to get this information in a single P2P dashboard report, requiring users to run separate reports for POs and AP invoices, or look up POs one at a time using Requisition and Purchase Order Query (in Oracle Financials Inquiry Tools).

The Purchase Order and Related AP Invoices Report is particularly useful for POs with many associated AP invoices, facilitating the review of:
  • Invoicing on blanket purchase orders
  • Timing of invoice dates
  • Inconsistencies in invoicing history
  • Amounts paid, by line, and remaining balances
  • Payment and hold status

The example image above is truncated. For a full image of the report, click here.

Note: This report only has charges that are included in the PO. To review freight or other charges that are in the AP Invoice only, see the AP Invoices Report and Requisition and Purchase Order Query.

For more information on managing invoice holds, please see Topic Overview: Purchase Order Invoice Processing.

Upcoming Webinar: Please join us on March 29, 10 to 11 a.m. PT, for an in-depth demo of the new PO and Related AP Invoices Report and a Q&A session. Register today.

New PCard Efficacy Dashboard Launched

The new PCard Efficacy Dashboard provides helpful reports and visualizations about how organizations and employees use the Purchasing Card (PCard) and how quickly PCard transactions are processed. The dashboard can create reports about:

  • Total transactions vs. those that were withdrawn or returned before prior approval, displayed by organization or employee
  • Average processing times for verifications and approvals, including how these averages trend over time
  • PCard transactions by a range of dates and dollar amounts
  • PCard spending grouped by card holder, verifier, and approver
  • PCard transactions by expenditure type and merchant category code description

Use the PCard Efficacy Dashboard and the enhanced SU Credit Card Custodian Report, both available within the Expense Requests and SU Card Activity Dashboard, to manage and monitor PCard use within organizations. The efficacy reports provide insights into financial activity to help identify any needed additional training or team alignment to ensure excellence in financial stewardship. The custodian report provides credit card setup information such as verifier and guarantee PTA.

Upcoming Webinar: Please join us on March 9, noon to 1 p.m. PT, for an in-depth demo of the new PCard Efficacy Dashboard and a Q&A session. Register today.

Current Verifier Field Added to Credit Card Reports

Current Verifier is a new field which replaces the old Verifier field in the Credit Card Transactions - Aging Report  and is available in the Credit Card Transactions Report. Verifier is a static field which does not update when the verifier on a transaction changes, which makes it difficult for users to manage aging transactions. The addition of Current Verifier and several fields related to it, such as Current Verifier Email and Current Verifier Supervisor, facilitate managing aging credit card transactions by making it easier to contact responsible parties.

Updates to PLM Summary Report to Support Labor Distribution Scheduling and Adjustments

The Payroll and Labor Management (PLM) Dashboard’s Summary Report has updated two report sections:

  • Employee Assignments with Currently Incomplete Labor Schedules
    This section now displays employees who have missing or incomplete labor schedules for the upcoming open pay period. Previously, it displayed for the last closed pay period.

     
  • Charges Remaining
    Previously, this section showed whether or not there was a balance on the Organization Suspense Account, but it did not provide details about which employee’s salary had the issue. A second view, Prepare Labor Distribution Adjustment Report, has been added that displays the details needed to create labor distribution adjustments (see screenshot below).

New Combined Ad Hoc Subject Area for CER/RFM

We are excited to announce the availability of a new OBI ad hoc subject area called Fund and Expenditure Management Reporting (FEM). The intent of this subject area is to bring together key measures from the Consolidated Expenditure Reporting (CER) and Revenue and Fund Management (RFM) subject areas to support building out management reporting. (Note: FEM has limited transaction-level detail and is not meant to replace CER and RFM.)

With this new subject area you may be able to consolidate processes that would otherwise require running separate analyses from CER and RFM to support:

  • Projections and forecasting
  • Budget management that combines sponsored and non-sponsored budgets
  • Monthly management reporting with custom rollups
  • High-level reporting with merged CER and RFM data for use in local system
  • Combined budget, balance, revenue, expense, commitment, projected payout, and variance in a single report
 This example shows a Fund Statement Report with expenditure commitments and projected endowment payout included to calculate a projected available balance.


FEM and OBI Reporting resources


See Resource: OBI Ad Hoc Reporting: Fund and Expenditure Management (FEM) Subject Area for links to helpful resources, including: If you are interested in learning more about the FEM subject area, including future workshops, please sign up below.

teal button with text "sign up for FEM info"

New Cardinal Care Subsidy Charge

The new Cardinal Care Subsidy charge acts like a burden similar to the existing Grad RA/TA fringe, but differs in that it is not captured in OBI Reporting for commitments or in the Salary, Fringe, and Indirect Costs by Employee Report. View the resource Accounting for Increased Graduate Cardinal Care Subsidy for a full description of the subsidy and breakdown of how charges are processed.







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