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More Systems

With an increase of online financial systems being used at UW, MyFD has provided links to those that often rely on data within MyFD. Support can be found within their own systems.

Open Balances

At this time, the BI Portal reports will remain as they currently are. These reports will be enhanced with the Open Balance information at a later date.

Review this order in Ariba. MyFD pulls information directly from Ariba and should be reflecting it's current status. The information should be a day behind the current data in Ariba.

No, not at this time. But there is a report available in Ariba to view Open Balances along with the Encumbrance and Open Balance Report in MyFinancial Desktop.

Ariba will not show the estimated tax, it will show the order amount before tax. The estimated tax is available in MyFD to assist with budget planning.

An open balance is an outstanding commitment on a budget for a transaction placed through the Ariba system. The amount you see is the order amount and will include the estimated amount of tax for that order. These balances will be updated nightly in MyFinancial Desktop.

Review the order in Ariba. If the balance should not be open, please follow the steps outlined on the Changing or Closing eProcurement Orders web page to request the closure of the order through the Close Order Request Form.

You will be asked to provide the reason for the order to be closed and verify that all products/services have been received and all invoices have been reconciled and paid.
As Best Practice, the person requesting the closure should include a Comment on the PO (EI #) on the Summary tab under Comments-Entire Direct Order before requesting the closure. If the order was cancelled by the department with the vendor, please include the date the order was cancelled, vendor representative contact information and replacement PO number, if applicable.

The following reports will display Open Balance data: Budget Summary, Budget List, Encumbrance and Open Balances Report and Budget Worksheet. The Encumbrance and Open Balances Report will show the individual order numbers open in Ariba.

Creating a Budget List will allow you to see the overall balance totals for both Encumbrances and Open Balances for more than one budget at a time. To learn about building budget lists, visit our Budget List webpage here.

Open Balances will not alter the way information is processed to MyFinancial Desktop. It will be additional information to what is already posting.

No, Open Balances are only available for current open time periods. For example, when viewing the Budget Summary report, the time periods in which Open Balances will be visible is the current month, biennium and fiscal year.

It is possible your default settings are preventing the information from displaying on your reports. Please view the Settings training on the eLearning page here to learn how to update settings for MyFinancial Desktop.

The Encumbrance and Open Balance report will list the order number and title in the report relating to the open balance amount. Further information can be viewed in Ariba.

PCA Codes

In FIN your PCA chart of accounts for Project needs to be updated.  The Lowest Level (LL) must be flagged Y (yes) for them to appear.

Budget revisions do not appear in FIN. They are processed in the BDGT system. You can find the budget revision information in the MyFD Reconciliation Report.

Please refer to the PCA website and the PCA FAQs.

The MyFD Query templates are set to show only PCA Lite codes. If your budget is using PCA UltraLite, you will need to use PCA Original codes in your query fields. First, locate your PCA type. Second, select the correct PCA report fields for your query. A handy guide is posted on our Using PCA in MyFinancial.desktop webpage.

The Project Cost Account (PCA) System is a university-wide system that allows UW departments to monitor expenditures, report revenue, payroll and track other financial data.

Policies and Procedures

Central Office must review the following transactions:

Central Office Transfers Requiring Review
Capital Projects Submit transfers involving org code 4080201000
Equipment Inventory Office (EIO) Submit transfers involving the following account codes: 05-10, 05-40, 05-41, 05-43, 05-45, 05-46, 05-99, 06-08, 06-10 through 06-21, 06-90 through 06-93, 06-96 and 06-98
Financial Accounting Initiate and submit transfers involving the following account codes: 13-xx, 21-xx, 24-xx, 15-xx (except 15-01) 17-xx, 18-xx, 19-xx, and 23-xx.

Initiate and submit transfers involving 07-xx account codes on non-grant budgets

Initiate and submit transfers involving 09-xx account codes

Initiate and submit transfers involving 12-xxxx, 49-xxxx, or 86-xxxx budgets

Grant & Contract Accounting (GCA) Initiate and submit transfers involving 07-xx account codes on grant budgets

Initiate and submit transfers involving 19-10 and 19-40 account codes

Management Accounting & Analysis (MAA) Submit transfers involving 15-01 account codes
Payroll

Submit salary transfers involving account code, earn type, or job class code changes

Initiate and submit transfers involving 01-xx account codes to or from budget 12-2500

Printing and Extracting

This white space allows MyFD to autofit to different screen sizes. You may change your print settings so that the complete header prints.

If you are using Internet Explorer:

Click on Tools, then Internet Options
Click on the Advanced tab
Scroll down to printing and check "Print Background Colors"
Click on apply

If you are using Firefox:

Click on File, then Page Setup
Check the "Print Background Colors" box
Click on ok

Queries

The MyFD Query templates are set to show only PCA Lite codes. If your budget is using PCA UltraLite, you will need to use PCA Original codes in your query fields. First, locate your PCA type. Second, select the correct PCA report fields for your query. A handy guide is posted on our Using PCA in MyFinancial.desktop webpage.

Try again! Often times, queries that return "no results" have too many criteria in step 3b, or conflicting criteria in 3b. Try removing one or more lines of criteria in step 3 b.

As of Dec 3, 2008, salary transfers (formerly RST's) are processed through MyFD; there are a number of changes to the salary transfer process and data and, as a result, queries that were written for RST's will not retrieve Online Salary Expense Transfers. To query for Online Salary Expense Transfers, try using the Payroll Expenditures Query Template.

This message is often displayed when the estimated amount of data returned by a query is significant. To avoid receiving this error, reduce the number of budgets you are querying, select the report fields you truly need (rather than simply selecting all report fields), refine your critera and the time period you are querying. Additionally, if you have a number of queries on your status page, delete them to create additional space.

Reconciliation

The Reconciliation feature for historical data (Fiscal Year 2023 and earlier) will be available in MyFD until 6/30/2024.