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Tips & Tricks

General suggestions for working with NUFinancials, Cognos, FAMIS, and iBuyNU.

• Use your browser's search/find function to look up a specific term:
  Ctrl-F in Windows and Cmd-F for Mac
• These tips are not meant to replace training materials
• * indicates new item

Account

See also:
- Commonly Used Accounts

- Guide to Accounts (Account Code lookup tool from Accounting Services)

- Hazardous Materials

An account is a ChartField segment in NUFinancials that identifies the specific type of asset, liability, equity, revenue, or expense in each transaction e.g., accounts receivable, faculty salary, office supplies.

Alternate Access to Café Applications

All Café applications are available via the NUPortal's Staff or Faculty tabs. However, if the portal is not available or you don't have access to it, you can find the Café applications from our web site's main navigation under "Access Café Systems."

Job Aid: Alternate Access to Applications

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Approvers

See also:
- Inbox
- Item Description Error
- Job Aid: Viewing REQ Comments and Attachments for Approvers
- Job Aid: Budget Checking as an Approver
- Approver training materials

• Approvers can set up filters or “rules” in their email to handle incoming workflow approval notifications.
  See our job aid: Filtering Workflow Notifications
• Find approver names and chart string contact information: Security and Workflow Setup

Multiple Approver Roles

For those who have multiple approver roles (Level 1 and Level 2, for example), you can see and sort by the approval level being sought:

1. From the portal, click on the "Total Approvals" number link to be brought to the Approval Inbox Overview page.
2. The right-most column is "Approver Level," which shows the approval level or type being sought for that transaction.
3. Click on the column heading to sort the results to make it easier to select only those items at the desired approval level.

You can do the same thing from within NUFinancials by using the Overview filter as your selection criteria in the Approver Inbox.

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Attachments

Please note that the Online Voucher has slightly different requirements than NUFinancials or the NUPortal.

Uploading

If you try to upload a form (W-9, for example) as an attachment and the application freezes, check the size and format of the file.

• Uploaded files must be smaller than 5 mb.
• The TIF file format is not supported.
• Attachments that will be uploaded should be saved using JPG, BMP or PDF file formats.
• If scanning, please only include the main page (not instructions).

Opening

To view files/documents attached to a requisition:

1. Make sure your pop-up blocker is off
2. When clicking on “View” in “Line Comments” to view the files/ documents attached to Requisition, hold the CTRL key down the entire time that you click on the “View” button.
3. This will bring up the “Open With” window to select which application you want to open an attachment with (Acrobat Reader, MS Word, Preview [Mac], etc.) and the option to Open or Save the file.

Online Voucher

• Online voucher attachments must be in PDF or TIF format.
• The file names cannot contain any periods (underscores are acceptable).   
• Multiple attachments can be uploaded to an online voucher but total size of all files cannot exceed 1MB.

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Back Button

Don’t use your browser's Back button—use the buttons in NUFinancials/PeopleSoft instead.

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Blankets

See Purchasing policy at: http://www.northwestern.edu/uservices/purchasing/policy.pdf
See also: Special Requisitions

• Blanket orders are to be used primarily to make payments for the regular delivery of a consistent quantity of products or for services that are provided on a regular and consistent basis.

• Specific examples include:
  • Equipment maintenance (monthly payments)
  • Garbage pick-up (department/school specific contract)
  • Coffee service (different amount each month, using a Preferred Vendor)
  • Laboratory Gas (same quantity each month)
  • Rent, utilities

• In the requisition line description, identify what the blanket is being used for (i.e. Oxygen delivery).

• In the requisition line comments, indicate the period of time in which the blanket will be used and how the blanket will be charged (e.g., 1 tank delivered every 2 weeks @ $100.00 per delivery from Sept ’08 to Aug ’09).

• The Bid Documentation Form (BD-1) or Sole Source Justification Form (SSJ-1) is required for blanket orders $25,000 and above and those expected to reach $25,000 or more during the fiscal year.
  http://www.northwestern.edu/uservices/purchasing/bids.html
  
  
• If you would like to look up the balance on a blanket, navigate to Purchasing > Purchase Orders > Review PO Information > Activity Summary. To see blanket balances, in Lines section, click Receipt tab

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Browsers

See also: FAMIS

General

• Disable your popup blocker
• Clear your temporary files (only use if this does not conflict with other sites' requirements)
  • In Internet Explorer--Tools>Internet Options>Advanced>Security> make sure there is a check next to "Empty Temporary Internet Files folder when browser is closed"
  • In Firefox--Tools>Options>Privacy make sure there is a check next to "Always clear my private data when I close Firefox"
• FAMIS: Internet Explorer is the preferred browser for FAMIS

Mac

• We recommend Firefox or Camino instead of Safari
• NUFinancials: To print Expense Reports on a Mac, we recommend Camino. However, this Mozilla browser is not supported by NUIT.
• iBuyNU: If you use Safari for iBuyNU, set cookie settings to "Always" or "Only from sites you navigate to."
  (Preferences > Security Tab > Accept Cookies:)
• Cognos does not support Safari
• Cognos: Firefox versions above 2.0 will have issues with Cognos on a Mac:
  • Scroll bar does not appear (use arrow keys or touchpad to scroll)
  • Dropdowns do not appear (click in prompt box--only downward arrow is missing)

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Budget/Actuals Portal

When using the budget or actuals portal:

• Enter any letters in a NetID in CAPS - many screens are case sensitive
• To refresh your page, press Return or Enter on your keyboard, or click in a different box on the page
• Use portal buttons to navigate, do not use the internet browser back and forth button
• Make sure your internet browser settings allow pop-ups when using the portal
• When using the Budget Details search page, you must enter some values before you click Search. Empty searches will timeout. 
• If you want to see sample transfer, correction, or internal sales transactions, create your journal using the wizard option. You can access a sample transaction link when the journal lines page appears.
• When creating search names do not use special characters or spaces.
• Self-balancing lines will appear to show double the total. See our Job Aid: Actuals Journal Approval Tip
• Budget training materials

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Budget Check Error

If you receive a budget check error, look up the message in the appropriate training guide for the type of transaction you are creating:

• Expense Reports: Common Errors for Expense Reports
  
• Actuals Portal Journals: Actuals Portal Troubleshooting
• Requisitions: Resolving Combination and Budget Check Errors
  

1. Review the status of the existing budget for the chart string using KK Overview or the GL005 Summary Budget Status Cognos report.
   Training Guide: Viewing your Budget
2. If the budget error relates to insufficient budget, you may update the budget as appropriate using a budget portal journal to allow the transaction to pass budget check.
   Training Guide: Initiating Budget Adjustments
3. Budget check your portal actuals journal again or communicate to the unit requesting the correction of the budget check error that they can re-budget check their journal and process the transaction.

• If no budget exists for the chart string, determine if the chart string is appropriate (correct fund/deptID/project combination) using your mapping records or, for a converted CUFS account, the COA crosswalk.
• If the chart string is appropriate (and is not designated) but budget is not set up, contact the Budget Office to establish a budget.
• If the chart string in question is designated, you will need to establish sufficient spending authority via a budget portal journal.
• If the chart string is not correct, work with your department administration to determine the appropriate chart string that should have been used and make the correction on the portal actuals journal or communicate the appropriate chart string to the unit requesting the correction.

Contact the Help desk at 1-HELP option 2 or
consultant@northwestern.edu for further assistance.

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Building Number

When creating a service request through FAMIS you will be prompted for a building number. You can use CTRL-F (CMD-F for Mac) to search by the building name (or partial name) in FAMIS or you can consult our Excel file:

FAMIS Building List (.xls)

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Category

See also: Hazardous Materials

• Do NOT select "ALL CATEGORIES (TREES ONLY)" as a Category when creating Requisitions. This is not a viable Category!
• Instead, search for and select the correct Category ID.
  • To do this, click on the folder icon with the plus sign (+) in it.
  • This will open the folder and display the full list of Categories that are available for selection.

Before clicking the folder icon:

After clicking the folder icon:

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Chart of Accounts (COA)

See also:
- Commonly Used Accounts

• To translate CUFS account numbers to NUFinancials chart strings or vice versa, visit the Chart of Accounts crosswalk at: http://cafe.northwestern.edu/coa
• CUFS sub-orgs could not be “mapped” to NUFinancials because of how the data was tracked in CUFS.
  • Accordingly, the COA Crosswalk does NOT have sub-orgs mapped/translated to PeopleSoft chart strings.
  • Only if a sub-org was requested as a CUFS chart string Fund-Area-Org before go-live would it be reflected in
    the COA Crosswalk.
  • The NUFinancials ChartField options available as a replacement for CUFS sub-orgs are as follows:
    • If a budget is NOT needed but a level of granularity for reporting or analysis is needed, there are two ChartField options available:
      (1) Program Code if the activity is collaborative across units and needs multiple user access and reporting OR
      (2) ChartField1 if the activity is within the unit and needs the granularity for reporting or analysis.
  • For further information or assistance, please contact the ChartField Maintenance Unit in the
    Controller’s Office at chartfield_request@northwestern.edu

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ChartField1

As long as a budget is NOT needed but a level of granularity for reporting or analysis is needed, you have the option of requesting either of two ChartFields: ChartField1 or Program Code.

Job Aid: Review Activity on ChartField1 and Program Code

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Cognos

Tips formerly located here are now on Reporting Tips, a page in our Reports section.

See also:
- Browsers
- Cognos training materials
- Mac
- http://cafe.northwestern.edu/reports

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Contracted Services Form

See also:
- Job Aid: Online Form Errors
- Training Materials: FMS830: DPR & Online Forms

For assistance with the Contracted Services Form, see our Job Aid: Contracted Services Form

Credits

A credit may be issued by a vendor for several reasons: return of an item, wrong item sent, damaged item, etc. Credits from vendors in iBuyNU are handled differently from credits for non-catalog requisitions. For details, see our Job Aid: Credits from Vendors

DPR (Direct Payment Request)

See also:
- Purchasing Policy: DPR clarification
- Financial Operations web site - DPR Overview
- DPR FAQ
- Job Aid: Online Form Errors
- Job Aid: Using the Direct Payment Request
- Training Materials: FMS830: DPR & Online Forms

Payments or reimbursements by departments for membership dues, conference fees, and study subject payments will now be paid using the Direct Payment Request Form . This form will be sent directly to the Accounts Payable office.

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Date

In NUFinancials, type "T" or "today" (upper or lower case) and tab out of the field for today's date.

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Department Code

Find your department code for the DPR, Visitor's Expense Form, and Contracted Services form on the Financial Operations web site:

http://www.northwestern.edu/financial-operations/policies-procedures/forms/DeptCodeLookup.pdf

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Email

• Approvers can set up filters or “rules” in their email to handle incoming workflow approval notifications.
  See our job aid: Filtering Workflow Notifications
  
  
• If email is down, you can still access your system related information:
  Your Approval Inbox on the NUPortal will contain workflow notifications. Find it in the leftmost column of the Finance & Budgeting and Purchasing & Payments tabs at https://nuportal.northwestern.edu.
  
  
• For tips on emailing reports, see Reports.

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Errors/Exceptions

See also:
- Item Description Error
- Forms
- Job Aid: Online Form Errors
- Job Aid: Online Voucher Entry Error Message
- Job Aid: Tips on Identifying and Correcting Exceptions
- Resolve Combination and Budget Check Errors in the FMS803 Training Materials
- Common Errors for Expense Reports in the FMS807 Training Materials

• NUFinancials refers to errors as "exceptions"
• Common exceptions in NUFinancials:
  • wrong chart string
  • no budget exists on the chart string
  • insufficient budget
  • specific chartfields are incorrect or missing
• The Error Summary Tab will NOT display budget status exceptions
• Accounts Payable (AP) handles exceptions and are the only ones who can modify vouchers

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Excel

To export search results to Excel look for .

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Expenses

See also:
- Commonly Used Accounts
- Deleting Expenses
- Expenses Accounting Date Change
- Expenses/Advances on Sponsored Projects
- Expense Reimbursement Direct Deposit Account
- Expenses Training Materials
- Expense Types
- Foreign Currency
- Missing Receipt
- Proxies
- Sponsored Project Expenses
- Job Aid: Expense Payment Status
- Job Aid: SC026-Expenses Submission/Workflow Report Explanation
- List of Business Purposes, Expense Types, Account Codes
- Financial Operations (policy) web site - Visitor Expense Reimbursements

Filing for Expense Reimbursements

Expense reports are filed from the NUFinancials application, which you can reach from the NUPortal.

Expenses Entry Navigation

1.	Login to NUPortal: https://nuportal.northwestern.edu
2.	Click either Faculty or Staff tab (at right of screen)
3.	Click Finance & Budgeting tab
4.	Click Login to NUFinancials (left side, under Common Links)
5.     6.	Click Employee Self Service     Click Travel and Expense Center
7.   8.	Click Expense Report OR Click Create under Expense Report

• Once you're there, use our Job Aid: Expenses Entry Quick Reference
• To print Expense Reports on a Mac, we recommend Camino. However, this Mozilla browser is not supported by NUIT.
• Navigation note: NUFinancials menu > Employee Self Service > Travel and Expenses (Travel and Expense Center) NOT the "Travel and Expenses" link at the same level as Self Service (see below):

Deleting Expenses

• Beginning in FY10 inactive expense reports will be purged regularly.

Expenses Accounting Date Change

To locate and change the accounting date on expense transactions when the period is closed:

1. Navigate to: NU Workflow > Approval Inbox
2. Use the Overview or Expense Reports or Travel Authorization drop down to select transactions
3. Click Search; then select the desired transaction
4. Once you are in the transaction, you can review the document for accuracy and validity
5. Upon clicking ‘Approve,’ you may get a message and the Accounting Date will highlight
6. Click the OK button and change the highlighted Accounting Date to one in the open period
7. Now click the Approve button again and the transaction will be approved.

For illustrated steps, see our Job Aid: Expenses Accounting Date Change

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Expenses Accounting Date Change (at Fiscal Year End ONLY)

Fiscal year end (FYE) involves having TWO budget years open at the same time. It is important to enter transactions into the correct budget year. During the Fiscal Year End period, there is a temporary Accounting Date field to facilitate entering an Employee Expense Report or Travel Authorization in the correct budget year.

For more information, see our Job Aid: Expenses & Travel Authorizations at Year End

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Expenses/Advances Charged to Sponsored Projects

For Expenses/Advances being charged to a grant, in the comment field include:

• Project ID
• Project name
• Main Principle Investigator's name

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Expense Reimbursement Direct Deposit Account

Expense Reimbursements are direct deposited into the Balance account as defined in your HR Self Service profile (https://nuhr.northwestern.edu).

• The Balance account is noted as such under “Deposit Type.”
• You may have more than one account designated, but you must have a Balance account. 
• The Balance account can be checking, savings, or a CD account.
• If you only have one account set up, that is where your expense reimbursement will go. 
• Expense Reimbursements cannot be split among multiple accounts the way a paycheck can.

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Expense Types

Effective Jan. 5, 2009, two new Expense Types replace two former types on expense reports. 

• Domestic Meeting and Conference Fees and Foreign Meeting and Conference Fees replace Meeting Registration and Conference Fees. 
• Meeting Registration and Conference Fees are no longer active as of 1/5/09.  
• If you charge expenses to Sponsored Projects, please note that these two new Expense Types will default to two new accounts (76777-Domestic and 76778-Foreign) which will roll up to the Domestic Travel and Foreign Travel budget categories respectively.

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FAMIS (Facilities Management system)

See also:

- Building Number
- Browsers
- FAMIS training materials

• Users with Vista OS or Internet Explorer 8 will not be able to access FAMIS Forms/FAMIS Application (used by Central FM)
• Internet Explorer is the preferred browser for FAMIS

FAMIS: Attachments View

View attachments in the FAMIS toolbar:

 

For more information, see the FAMIS Navigation Basics training guide, under Add Attachments (p.12): http://cafe.northwestern.edu/documents/training/facilities/912/FamisNavigationBasics.pdf

 

FAMIS Reports

For help running reports in Cognos BI:

Training guide: http://cafe.northwestern.edu/documents/training/cognosreporting/111/AccessRunReports.pdf
Take a class: http://cafe.northwestern.edu/cafe/calendar2/course.html?courseName=FMS111

 

Finding Reports Quickly

 

Report Search Options

For a Keyword search in Cognos BI, click Options to expand your keyword searches.

 

Recommended Reports

• SC029 Open Encumbrance report (FM): Modified specifically for FM needs, lists POs in open status, displays WO, Building, and Assigned To
• SC025 Vendor Query Info: Look up supplier Vendor ID and other information
• FM025 Facilities Invoice Detail: Search for invoices by project or Work Order

 

FAMIS: Related Work Orders

See related Work Orders in a Work Order form:

 

FAMIS: Vendor Lookup (for Vendor IDs)

If you need to find the Vendor ID of a supplier, use the Vendor Lookup link on the NUPortal to link to the SC025 Vendor Info Query report in Cognos.
Job Aid: http://cafe.northwestern.edu/documents/training/supplychain/832/VendorLookUpAid.pdf

 

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Favorites

Create Favorites to save time, but make sure you keep your Favorites straight!

• Some punchout vendors have Favorites functionality specific to their web site.
• iBuyNU has Favorites specific to the hosted catalogs.
• Non-catalog items can also be set up as Favorites in NUFinancials (see FMS815: Requesters Advanced Topics materials)

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Feinberg Budget Activities

Additional Ledger Groups, Fund codes, and Department IDs have been created to support budget activities in the Feinberg School of Medicine (FSM). For most users, these new values will have no impact on your daily transactions and inquiries.

See our Job Aid: Additonal Ledger, Department, and Fund Explanation

Fiscal Year End

See also:

- Department Master Tree
- FY10-FY11 Expenses Budget Check Error

Northwestern's fiscal year ends on August 31. Departmental cleanup activities should begin in July.

Two Budget Years Open

For a limited period of time in September, two budget years are open at the same time. During this time period users will have to be sure to enter transactions in the correct budget year. To facilitate this process, a temporary Accounting Date field is available on Online Vouchers and Expense Reports during this period.

For more information, see:

Job Aid: Expenses & Travel Authorizations at Year End
Job Aid: Online Voucher at Fiscal Year End

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Foreign Currency

Expenses in Foreign Currency

• Foreign Currency can be entered on Expense Reports in NUFinancials
• For detailed instructions, see our Job Aid: Entering Foreign Currency
• For instructions on how to determine the US Dollar equivalent of foreign currency transactions, refer to Northwestern Travel Policies & Procedures page 40, section 5: "Include Currency Conversion Documentation."

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Foreign Vendors

Foreign vendors are entered into NUFinancials in a similar fashion to non-foreign vendors. There are special exceptions for required fields on the form, however.

1. You can request a new vendor code via the NUPortal:
   Login to NUPortal > Staff tab > Purchasing & Payments tab > Vendor Add/Maintenance (at lower right of page)
2. You can also modify/update an existing (foreign or domestic) vendor in the same place.
3. Foreign vendors do not have Tax Identification Numbers. Please use 999999999 (no hyphens) as the Tax ID Number.
4. A Conflict of Interest form is required for foreign vendors (this form is available via the Request a New Vendor form on the NUPortal).
5. When you request a NEW vendor, the form requires a W-9 attachment. However, if a vendor is foreign, no W-9 is required. Instead, please attach an invoice so that we can verify the foreign address.
6. Foreign address information may not match the address fields on the form.
   • Enter the information into the existing fields to the best of your ability.
   • You will be required to complete the State and Zip fields even though the vendor is foreign.
   • Please use IL for the State and 60208 for the Zip.
   • The Accounting Services Transaction Support Team (TST) will remove the erroneous information as the foreign address is formatted.
7. Use the Additional Information box on the bottom of page 2 of the Vendor Add Request to indicate that this is a foreign vendor and include any other information that does not fit within the address fields (country, e.g.)
8. Similarly, when requesting a vendor code through the NUPortal for a refund/reimbursement to an individual non-resident, please enter "Non-Resident" in the Additional Information box.

• See also: Attachments

Questions? Please contact Accounting Services' Transaction Support Team at 847-491-5337.

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Forms

See also:
- Contracted Services Form
- DPR
- Error/Exception
- Job Aid: Online Form Errors
- Visitor Expense Report
- W-9

Gateway page

If for any reason you are unable to access the NUPortal, you can still access the financial system from our Financial Gateway page:

http://cafe.northwestern.edu/gateway

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Grad Student Access to Café Systems

Graduate students and others who don't have a "Staff" tab on their view of the NUPortal can still access NUFinancials and other Café systems through the Access Café Systems link on the left navigation of the Project Café web site.

Another route:

1. Go to the NUPortal: https://nuportal.northwestern.edu
2. Researcher tab   3. Proposals/Awards tab
4. Under Common Links: Login to NUFinancials/Cognos/InfoEd.

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Grants Tree

Grants Budget Tree Updated: 03/2013

You can also view the grants tree in NUFinancials. The navigation is:

Tree Manager > Tree Viewer > Advanced Search > type "Grants" in Category (begins
with) > Select Grants KK Budget Tree

• You can click on the "+" to expand the tree.
• The nodes with the folder icons (such as 60010=Academic Personnel) correspond to budget categories where OSR budgets the sponsored funds.
• The nodes with "leaves" underneath (such as 60011= Faculty Salary, Regular) are the expense accounts that departments will enter in expense chart strings (replacing object codes)

Hazardous Materials

As of May 24, 2011, the item category "LAB_HAZARDOUS_GAS" automatically defaults in the Account Code 73370 (Hazardous Gas). This account code will automatically route to the Office for Research Safety (ORS) and, for grant accounts, to ASRSP. See table below for all account codes that route to ORS.

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Help

Where to get help:

1. First, look in your training materials.  
2. Next, ask a coworker who has same job functions.  
3. If you still can't find the info you need, call or email the Help Desk: 1-HELP option 2, or email consultant@northwestern.edu.

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iBuyNU

See also:
- Browsers
- Ordering Process
- Preferred Vendor List
- Requisitions
- Shopper vs. Requester
- Sigma-Aldrich
- Job Aid: Credits from Vendors
- Job Aid: Assign Substitute Requester
- Job Aid: What's New in iBuyNU? (11/10)

Important reminders for using iBuyNU:

• Login username must be in UPPERCASE
• iBuyNU login password is independent of Northwestern NetID password
• REQUESTERS do not log in to iBuyNU directly, must access it via NUFinancials
• Shopping cart names - maximum of 30 characters
• iBuyNU default shopping cart name is Current date and NetID if user fails to name cart
• Punchout suppliers with matching keyword results will display in iBuyNU search results.
• Shopper training materials

Item Description error

• Approvers receive an error message when they click the Item Description link when an iBuyNU or Catalog item is routed into workflow.
• To see a product description, approvers must click the View Line Details button (see below).

Searching iBuyNU Hosted Catalogs

There are two ways to search a supplier’s hosted catalog:

When clicking on a hosted catalog icon, a search box will appear and you can do one of two things.

1. Type a keyword in the search box. If the supplier has an item(s) including your keyword, only those items will appear.
   • Example: For Thybony if you type in the word “brush,” nine results will appear that fit your search criteria.
2. Type in the supplier’s full name in the search box. Your search results will include the vendors’ entire catalog.

Third-Party Cookies must be enabled for access to iBuyNU
Some users receive the following error message when they click on the iBuyNU link under the Catalog tab in NUFinancials: “The application was unable to route the session back to the login page.”

• This is due to Third-Party Cookies not being enabled on the user’s browser, anti-virus or personal firewall software.
• It may also affect some of the supplier punchouts in iBuyNU.
• If you receive a login prompt on a supplier punchout when you are attempting to return your cart to iBuyNU, you must enable Third-Party Cookies.
  

Please follow the directions below to enable Third-Party Cookies.

Navigation for Internet Explorer Privacy:

1. Click on Tools in the menu bar, select Options
2. Click on the Privacy tab
3. Select Medium settings or lower
4. Deselect “Turn on Pop-up Blocker” if selected
5. Click OK

Navigation for Firefox Privacy:

1. Click on Tools in the menu bar, select Options
2. Click on the Privacy icon
3. Under the Privacy icon, locate the Cookies section
4. Under Cookies, place a checkmark next to "Accept third-party cookies"
5. Make sure the sub-setting states Keep until “they expire”
6. Click OK and save these settings

Navigation for Safari Privacy:

1. Click on Safari, then select Preferences
2. Click on Security
3. Under Accept Cookies, set the settings to "Always" or "Only from sites you navigate to"

Anti-virus software or private firewalls
Please be sure to add ‘solutions.sciquest.com’ to your Trusted Sites and enable Third-Party Cookies for that site.

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Inbox

• When there are multiple approvers at the same level, if one approves something it will disappear from the others’ workflow inboxes.
• Approver training materials

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Invoices

Invoices for regularly scheduled University purchases (e.g., waste removal from labs, etc.) will be created using a blanket non-catalog requisition in NUFinancials.

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Journals

See also:
Job Aid: Actuals Journal Approval Tip

Budget vs. Transfer Journals

Budget journals allow users to move spending authority from one chart string to another within the same fund group - current funds unrestricted (funds that begin with 1). Budget journals can also be used to increase or decrease budgets, but such journals must be balanced.

Transfer journals move dollars from gifts or endowments to unrestricted or designated chart strings - movement of funds across fund groups. If the funds numbers begin with a different digit, then use a transfer journal.

Correction Journals: Use Generic Numbers

• When processing a correction journal through the NUPortal please reference the number of the journal being corrected in the “Original Journal ID” field.  The original CUFS JV, RAC or IV numbers will not work.
• When referencing an old CUFS transaction (JV, RAC, or IV) to be corrected, choose the generic journal number (below) for the month in which the original transaction occurred and enter it in the “Original Journal ID” field. 
• Be sure to indicate the real, original CUFS transaction number and date of the transaction being corrected in the Reason/Description field.

Generic journal numbers:
 
CNV0000022     Use when referencing journals prior to September 2008
CNV0000025     September
CNV0000028     October
CNV0000033     November

Questions? Contact Accounting Services

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Journal IDs

Locating Journal IDs for Specific Transactions

One-page summary of the steps for all three ID types below: Locating Journal IDs for Transactions (Summary)

Voucher

1. Login to NUFinancials
2. Navigate to:  Accounts Payable > Review Accounts Payable Info > Vouchers > Accounting Entries
3. Enter your Voucher ID or Invoice Number in the appropriate field
4. Click Search
5. Click on the Journal tab in the Accounting Information box
6. Retrieve the related Journal ID from the Journal ID field. The Journal ID should start with a ‘PV.’

Job Aid: Locating Journal IDs for Voucher IDs

Expense Report

1. Login to NUFinancials
2. Navigate to:  Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Expense Reporting Acctg Entries
3. Enter your Report ID
4. Click Search
5. Click on the Journal Information tab in the Expense Report Journal Lines box
6. Retrieve the related Journal ID from the Journal ID field. The Journal ID should start with an ‘EV.’

Job Aid: Locating Journal IDs for Expense Report IDs

Cash Advance

• Login to NUFinancials
• Navigate to:  Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Cash Advance Acctg Entries
• Enter your Advance ID
• Click Search
• Click on the Journal Information tab in the Cash Advance Journal Lines box
• Retrieve the related Journal ID from the Journal ID field. The Journal ID should start with an ‘EV.’

Job Aid: Locating Journal IDs for Cash Advance IDs

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Journal Upload Spreadsheet

Journals uploaded via the Journal Upload Spreadsheet method will receive a journal source of ASC and a unique three character journal mask related to each registered department. A complete list of journal masks and registered users is available at:

http://www.northwestern.edu/financial-operations/policies-procedures/finance/registrants.xls

Additional Information about this process is available at:
http://www.northwestern.edu/financial-operations/policies-procedures/finance/financejournalupload.html

Listserv Subscriptions

New users are automatically added to the Cafe Core Users listserv on a monthly basis, once their security forms have been processed.

If you would like to add yourself before that:

1. Send a plain text e-mail to listserv@listserv.it.northwestern.edu with no subject line.
2. Type the following command in the message: SUBSCRIBE CAFE_CORE_USERS

To unsubscribe, follow instructions above, replacing subscribe with unsubscribe.

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Location/Ship To Code

If you are a Requester, you will need to know your default Ship To code when filling out the Project Cafe Security Form. There is a link from the form to Ship To Codes

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Mac

See also: Browsers

Forms

• PDFs will automatically open in Preview, which does not support all necessary form functions (bar code, formulas, etc.).
• To open a PDF in an Adobe application (Reader or Acrobat), CONTROL-click (or right-click) the file name and select "Open With," then choose Adobe Reader (or Acrobat) from the list.

Cognos

• Firefox is recommended.
• Excel for Mac is not supported in Cognos.
• Multi-sheet .xls files do not display properly.
• Mac users wanting to run a multi-sheet Cognos report to Excel can do one of the following:
  • Change the output format to 'Excel 2000 single sheet' (via the blue arrow = Run with Options)
    • If the report is built to show more than one tab, 'Excel 2000 single sheet' will display all tabs on one sheet.
    • The only way to know if a report has one tab or multiple tabs is to run the report in a PC environment.
  • Mac users with Parallels (which emulates a PC environment) can run Cognos in the PC environment.
  • Open Cognos on Mac > Run report, when prompted, save file (not Open) > Move file to PC > Open file on PC with Excel > Save file in Excel on PC > Send file back to Mac and open in Excel.
    

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Manage Requisitions

See also:
- Ordering Process
- Receivers

• For Requesters in purchasing, to find information on REQ, PUR, and Voucher numbers, look in Manage Requisitions menu, select a requisition and click the little triangle at the beginning of the line.  The colorful icons are active and contain lots of information.
• Requester training materials

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Match Exception Report Guide

The SC027 – Match Exception Cognos report lists all vouchers that cannot complete with the 2- or 3-way matching process. For explanations of report results, see our Job Aid: SC027 Match Exception Report Explanation.

For more information about the SC027 report, see our Supply Chain report inventory.

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Menus

You can collapse your menus by using the minus sign (-) to get more real estate on the page.

Mileage

When submitting proof of mileage to ASRSP for expenses on sponsored project chart strings, you may use Google Maps or MapQuest to calculate mileage. However, in order to stay within attachment size limits, please submit only the page that shows (in text) the names of the start and end points as well as number of miles driven.

Missing Receipt

When entering expense report transactions with no receipts, you are not required to check the 'No Receipt' box on the expense report.  If the expense is for $40.00 or more, however, remember to explain the reason for the missing receipt on a Policy Exception form

Multiple Room Request

For FAMIS Self Service users, if the request is for multiple rooms, put the room numbers in the Description of Work field.

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NetID

When in doubt, try entering your NetID in ALLCAPS, as some screens are case-sensitive.

Non-catalog Corrections

To edit, change, or correct a non-catalog purchase transaction, you must first determine where the transaction is in its lifespan.

Job Aid: Non-catalog Corrections: When and How?

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NUPlans

NUPlans is the project to implement specialized planning software which will ultimately replace the University's Excel-based annual budget preparation process. NUPlans is a web-based tool built on a Cognos TM1 platform that will provide for better planning and analysis of budget data as well as security and workflow options.

The first phase of the project piloted NUPlans with the Feinberg School of Medicine for FY2013 budget preparation. The full implementation of NUPlans for the rest of the University will be during the FY2014 budget preparation.

NUPlans Tips & Tricks

NUPortal

For a crosswalk of changes to the Café system functions on the NUPortal as of the October 2012 portal upgrade, please see our

Job Aid: NUPortal Navigation Changes, Oct. 2012

Online Voucher

- Job Aid: Documentation & Scanning Tips
- Job Aid: Online Voucher Entry Error Message

Payroll Posting

Payroll and encumbrances post to NUFin/Cognos after every payroll run (not nightly).

• If changes are made to funding, these will not be reflected in encumbrances in NUFinancials or Cognos until the next time payroll
  runs for that person. For example, if funding is changed for a PI, the change in the associated encumbrances will be reflected after the next monthly payroll is run (as PI’s are paid monthly).
• As a general rule, we receive the files on Friday evening and they are typically posted by the following Tuesday. However, if there
  are any errors in the file, that schedule is delayed, so we cannot guarantee when items will post.

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Petty Cash

Departmental Petty Cash requests are made to Bursar's office using the Petty Cash Form

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Phone Numbers

If a requester's personal phone number appears where it should not (e.g, on packing slips), he or she needs to change the "preferred number" in HRIS. NUFinancials uses the preferred number.

http://nuhr.northwestern.edu > Self-service > Personal Information > Phone Numbers

Change preferred to "Work Phone"

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POs

See also: Refax Requests (PO)

Rolled POs at Fiscal Year End

Finding a Rolled PO

Search in Manage Requisitions by either:

1. Requisition ID: If you know the specific REQ ID, you will be able to search for Requisitions in either the old or the new Fiscal Year as usual.

or

2. Date From/Date To according to when PO Roll occurred (PO Roll occurs in September)

Note that you cannot search for rolled POs from the prior fiscal year using the PO ID search criteria.

Creating Receipts for Rolled POs

Create Receipts for prior year POs via the Purchasing > Receipts > Add/Update Receipts page by entering the PO ID.

The remaining steps are the same as receiving on a changed PO. For full instructions, see our guide, Create a Receipt for a Changed or Rolled PO

 

Policies

The University has consolidated links to policies into one page, with a section devoted to financial policies:

Financial Management Policies

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Printing

• When printing Expense Reports in Internet Explorer on a PC, be sure to click in main body of the page first, or you may get a blank page.
• To print Expense Reports on a Mac, we recommend Camino. However, this Mozilla browser is not supported by NUIT.

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Program Code

As long as a budget is NOT needed but a level of granularity for reporting or analysis is needed, you have the option of requesting either of two ChartFields: ChartField1 or Program Code.

Job Aid: Review Activity on ChartField1 and Program Code

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Project ID

• Some users may receive an error message indicating that Project ID is invalid.
• If the Project ID is correct yet still giving an error, confirm that PC Business Unit (also abbreviated as PC Bus Unit) is filled in correctly.
• The only valid choice for this ChartField is NWUNV.
• For Expense Reports, PC Business Unit can be located via the Accounting Defaults link.
• See pg. 5 of FMS807: Entering an Expense Report
• For requisitions:
  

  1. Click the ‘Load Values From Defaults’ link to populate the PC BU (see image below).
  2. Fill in the appropriate ChartField values, including Project and Activity (if necessary).

  *Note: It isn't necessary to click on the Chartfields2 tab unless you wish to validate that the business unit was populated accordingly. 

  

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Project Name (search by)

If you only know the name of your project but not the number, you can easily find the chart string through the portal:

1. Log into the NUPortal
2. At the far left, under Related Links, click Budget Details
3. At Project, click the magnifying glass to the right (do not type anything)
4. Description pulldown should say "contains"
5. Enter name/keyword(s) in name of project
6. Click the Look Up button
You will see a list of Project numbers and descriptions that include the name/keyword(s) you entered.

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Proxies

• To learn how to add yourself as a proxy user so that you can enter expense transactions on behalf of others, see our Add Proxy Access Job Aid .
• Another user can also give you proxy access to their own expense reports and travel authorizations/cash advances by adding your NetID as an authorized person using "Delegate Entry Authority" in the Travel and Expense Center.

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Receipt for a PO Change Order

See also:
- Rolled POs at Fiscal Year End

The procedure for creating receipts for Purchase Orders (POs) that have been changed by Purchasing Resource Services differs from the procedure used to create receipts for items received through the initial Requisition/PO.

• Requesters are accustomed to creating their receipts for the initial Requisition/Purchase Orders directly from the eProcurement > Manage Requisitions page.
• Receipts for PO Change Orders are processed from the Purchasing > Receipts page.

Create a Receipt for a Changed or Rolled PO
Cancel a Receipt for a Changed or Rolled PO

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Receivers

See also:
- Rolled POs at Fiscal Year End

• If you're a requester, you can create requisitions only for yourself, but you can view all requisitions and receive on all requisitions.
• Certain categories of requisition, such as utilities, postage, real estate, and food services do NOT require receiving.
  For the full list, see: Categories Not Requiring Receiving

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Refax Requests (Purchase Orders)

• In an effort to eliminate the risk of duplicate PO processing, POs will not be refaxed unless it’s been 48 hours since the original fax was dispatched.
• It will be required for refax requests to be submitted via email to purchasing@northwestern.edu.
• All written requests must include the PO#, Vendor Name and supplier fax number if available.

Refunds from Vendors

• Please send all refund checks received from vendors to Accounts Payable at 2020 Ridge to be deposited.
• Please include the original PO number and/or Voucher number and chart string (including the account used on the original PO or Voucher) on documentation sent with the check so that the refund amount can be credited correctly.
• The reason for this is that refunds should be used to reduce the amount of expense on the chart string used. When refund checks are deposited as revenue, it gives a false picture of the actual revenue earned by the chart string.

Reports

Most tips formerly located here are now on Reporting Tips, a page in our Reports section.

Real Time Reports

Warehouse-based Reports

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Requisitions

See also:
- Attachments
- Category
- Item Description Error
- Mfg Item ID field
- Non-catalog Corrections
- Ordering Process
- Receivers
- Special Requisitions

Job Aid: Viewing REQ Comments and Attachments for Approvers
Job Aid: Notes in History Tab
Job Aid: Assign Substitute Requester
Job Aid: SC016 Open Encumbrance Report Explanation

Requisition Flow

When creating a Requisition, you will move between the NUPortal, NUFinancials, and, for Catalog orders, iBuyNU. The process flow is illustrated in our Requisition Flowchart

Protecting Your Requisition Data

• iBuyNU Catalog requisitions pre-populate all line item data (i.e., product description, price, and vendor).
• This data must NOT be changed once the requisition is in NUFinancials. Changes will result in order processing delays.
• Please do not make any adjustments to the vendor or category for Catalog (iBuyNU) requisitions in NUFinancials.
• Once you have returned your iBuyNU cart to NUFinancials be sure to “Save” your requisition. Any unsaved requisition data will be lost.
  
  
  
  

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Run Controls for NUFinancials/PeopleSoft reports

"Run Controls" (like favorites or a template to be re-used) for NUFinancials/PeopleSoft reports are attached to individual IDs, so users can establish them for exact types of reports that they will run over and over.

For the Budget Status report, for example, a user can create more than one run control for that report - so if so sometimes you need to have a report that rolls everything up to the Fund-Dept, you can create and save a run control for that report. 

If you also need to report on Dept-Project, you can create and save an additional run control for those parameters.  This will help you run the PS reports that you need very quickly – you don't have to establish the parameters every time you want to run them.

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Safari

If using a Mac, we recommend Firefox or Camino instead of Safari, because some functionality is limited.
If using Safari, set cookie settings to "Always" or "Only from sites you navigate to." (Preferences > Security Tab > Accept Cookies)

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Scanning Tips

• The accepted file format are .TIF and .PDF with a resolution of 200x200 DPI. 
• You may attach one or more files totaling no more than 1 Megabyte.
• Manage scanned documentation for file size and legibility.  Illegible files will be returned by Accounts Payable.
• Clear adhesive tape should not be placed on top of important information when prepping for sending or scanning.  Scanners and fax machines do not read through clear adhesive tape, thus anything under the tape, while legible to the human eye, is not legible to the scanner/fax (e.g., do not tape over cash register receipts).
• Receipts with faint print should be copied and darkened for scanning.
• Tape small receipts by their edges to an 8 ½ x 11 white sheet of paper.
• Be sure to tape all four sides to white paper.
• Do not use dark-colored highlighters to mark names, invoice numbers, or other important information.  The highlights scan as blacked out.
• Do black out sensitive information such as Social Security Numbers.
• Staples may damage the scanner.

Job Aid: Scanning Tips

Searching

• Always put SOMETHING in the search field before clicking search, unless you are going to run an errand before looking at the results.
• Most results screens are limited to 300 items.

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Security Forms

• Security forms are available at http://cafe.northwestern.edu/security
• Model Access After Existing User will also model workflow.
• If you are only updating workflow or row level security, you don't have to re-enter all other access on the form
• If you are a Requester, you will need to know your default location code when filling out the Project Cafe Security Form. There is a link from the Security form to the Ship To Codes .

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Ship To Code

See Location/Ship To Code

Shoppers vs. Requesters

See also:
- Ordering Process
- Receivers

• Shoppers only save carts for others (in iBuyNU), they don't 'go through the checkout line' (in NUFinancials/PeopleSoft).
• Shopper/Requester training materials

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Sigma-Aldrich

Sigma-Aldrich shoppers in iBuyNU using Safari need to set their cookie settings to "Always" or "Only from sites you navigate to." Otherwise they will be prompted to log into the SA site prior to checking out. See also iBuyNU & Cookies

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Special Requisitions

When creating a requisition, you do NOT have to check any of the boxes under Special Requisition. You only need to check one of the boxes if the requisition is actually for a Blanket, Grant Subcontract, or One Time Service.
In most cases, you will leave it blank.

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Sponsored Project Balances, Billing, and Payments

See also:
- Sponsored Project Expenses
- Expenses/Advances on Sponsored Projects
- Sponsored Payments Inquiry
- Job Aid: Sponsored Billing Inquiry

Current Balance
To determine how much money is left on your award or project, use the resources shown in the chart below. The key differences between them are timing and the F&A encumbrance calculation. 

To determine your full real time balance:

1. Start with the Sponsored Project Budget Statement (GM045).
2. Next, use the Budget Overview in NUFinancials to find today's posts.
3. Calculate F&A on encumbrances and actuals for today's posts.
4. Add results of steps 1-3 to find full real-time balance.

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Sponsored Project Chart String

If you have a Project ID, you only need to know that the fund always begins with 6 and the first two digits of your department ID in order to fill in the chart string (see below). Visit our Chart of Accounts crosswalk at:

http://cafe.northwestern.edu/coa

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SSO (Single Sign On)

Once you have signed into the NUPortal, don't log out of any of the applications you are in until you are finished with all of them. Instead, just close the window, because logging out of one will log you out of all of them, thus defeating one of the benefits of Single Sign On.

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Templates

You can create a template in iBuyNU to re-use the same shopping cart each time.

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Timeouts

NUFinancials and InfoEd both time out after 60 minutes of inactivity. NUFinancials will display a popup warning after 45 minutes.

Transfer Accounts on Budget Journals

A change has been made (effective July 2011) to allow transfer account codes (starting with 8) on budget adjustment journals created using the Budget Portal. Expense budget journals now allow use of expense transfer account codes, and revenue budget journals now allow use of revenue transfer account codes.

Tree

The Department Master Tree represents the structure of the University by showing the hierarchy of departmental relationships at Northwestern.

For the most current version of the NU Department Master tree, look in NUFinancials:

1. Login to NUFinancials > Tree Manager > Tree Viewer
2. Search by Tree Name with "begins with" left blank
3. In search results, select NU_DEPTID_MASTER (be sure to use most recent version based on "effective date" column)
4. Click "Expand All" in the blue bar above the list

Security Requests

Use the Department Master Tree to facilitate department node requests for workflow approval and Row Level Security. For more information, see our Security page.

Cognos

You have the option of selecting one of two NU Department Master trees in Cognos for certain reports (GL005, GL008, GL009, GL010, GM045, GL068, GL069, GL070, GL071, GL072, and GL073).

• The most current (up-to-date) tree is named Tree (As of Today) in Cognos.
• The tree from the prior fiscal year is named according to that fiscal year (for example, Tree 2010).
• Only the tree for the current fiscal year and the prior fiscal year are available.
• For help in selecting which tree to use, see our Job Aid: What Tree Do I Select?

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Vendors

See also:
- Foreign Vendors
- Refunds from Vendors
- Job Aid: Credits from Vendors
- Job Aid: How to Select a Vendor for Online Voucher
- Job Aid: View Payments to Vendors & Non-employees
- Job Aid: Vendor Look Up
- Job Aid: Review Vendor Payments by DeptID
- Training Materials: Submit Request to Add/Update Vendor

• You can check if a vendor exists in the system or request that a new vendor be added on the Purchasing & Payments tab of the NUPortal, under the Vendor Add/Maintenance heading.
• When requesting a vendor code through the NUPortal for a refund/reimbursement to a non-resident, please enter "Non-Resident" in the Additional Information box.
• For vendor history, consult the SC025 - Vendor Info Query-Expanded Search in Cognos

Vendor Deposits

When working with a vendor who requires a deposit:

1. The requisition should include the entire amount of the transaction, not just the deposit.
2. The requisition should be set up with the deposit as one line item and the estimated balance as a separate line item.
3. Once the requisition is approved, an invoice and receiver can be done against the first line item so the deposit can be paid.
4. After the project is complete, an invoice and receiver can be done against the second line item in order to pay the remaining balance.
   
   

Vendor Catalog ID

Information entered in the Vendor Catalog ID field will display on the Purchase Order if you follow the correct sequence for entering data.
• Enter all of the information in Add Items and Services including the Vendor ID.

Using Modify Line/Shipping/Accounting to enter the Vendor ID will remove any Vendor Catalog IDs previously entered.

• One way to ensure that the information that you entered still resides in the Vendor Catalog ID field is by clicking on the Line Item Description.
• This will take you back to Add Items and Services. Here you can verify that your information is still entered.
• If you have inadvertently wiped out the information, this will give you the opportunity to re-enter before you save and submit the Requisition.

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Visitor Expense Report

See also:
- Job Aid: Visitor Expense Report
- Job Aid: Online Form Errors
- Training Materials: FMS830: DPR & Online Forms

When requesting a vendor code through the NUPortal for a refund/reimbursement to a non-resident, please enter "Non-Resident" in the Additional Information box.

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W-9

W-9 forms should only be submitted during the portal process to request a vendor. Online voucher attachments should not include W-9 forms.

Refer to W9 packet on Central Vendor Processing Unit web site
http://www.northwestern.edu/financial-operations/policies-procedures/purchasing/purchasingviewvendors.html

Wildcard

The percent sign (%) is a wildcard and can be used when searching for information in Cognos reports and NUFinancials.

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Workflow

See also:
- Item Description Error
- Ordering Process
- Security and Workflow Setup

• Approvers can set up filters or “rules” in their email to handle incoming workflow approval notifications. See our job aid: Filtering Workflow Notifications
• Approver training materials

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"You must enter a value..." Error

"You must enter a value before proceeding" is a common error message in NUFinancials. Verify that ‘NWUNV’ is entered in the Business Unit Field.

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Project Café: Comprehensive Access to Financials for the Enterprise

1800 Sherman Avenue Suite 200 Evanston, IL 60201  
Help: 847-491-HELP option 2, or consultant@northwestern.edu

Phone: 847-467-1560   Fax: 847-467-0788  projectcafe@northwestern.edu
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