News and Messages - 2018
About PeopleSoft Financials and its related business processes
Please note that information on these EFS Updates may have changed since they were posted. Certain content referenced on this page may also have been removed from the website (old, obsolete, or no longer correct).
PeopleSoft Financials 9.2 messages
Happy New (calendar) Year!
If you're aware of changes to supplier addresses, please help everyone out by reporting them to the supplier maintenance team. It's important not just for "order from" or "remit to" activity, but also for the annual tax reporting required by the IRS. Use the Supplier Authorization Form: Changes to an Existing Supplier (docx).
U Wide log in issues [Resolved]
Engineers have resolved the issue and network systems are recovered.
[Original Message] We are currently experiencing issues with authentication on many University of Minnesota systems, including MyU, Perceptive Content and secure websites. Technicians are working on restoring these systems, however we do not have an ETA.
Also effected is the EFS Financial Helpline. If you need assistance while the phones are down please email email@example.com.
|General Ledger||12/11/2018||Period 5 is closed|
Direct retro distribution processing delays:
Printing issues in production EFS
PeopleSoft Financials is experiencing issues with the technology that renders PDF files/online images in the following business processes (the REN server):
If you encounter an error while completing one of these processes you will be able to retrieve the .pdf file in the Report Manager by navigating to:
Main Menu > Reporting Tools > Report Manager > Select the the .pdf file for the process that you were trying to print.
If you are printing an Expense Report, you can also navigate to Travel and Expenses > Expense Report > Print. Using this navigation will prevent your PeopleSoft session from getting hung up. If you have a run control set up, enter that run control ID or click on Add a New Value and create a new run control, then click Add. Enter your ER number, click run, and then click OK. Click on Process Monitor, click Refresh periodically until the Run Status changes to Success (give it a bit of time between clicks). Then navigate to the Report Manager to retrieve the report output.
Direct retro distribution processing delays:
FSPRD REN Server issues
FSPRD is experiencing issues with the REN Server which impacts the rendering of online images in the following business processes;
If you encounter an error while completing one of these processes you will be able to retrieve the .pdf in the Report Manager by navigating to:
Main Menu -> Reporting Tools -> Report Manager
If you are printing an Expense Report, you can also navigate to Travel and Expenses -> Expense Report -> Print. If you have a run control set up, enter that, or click on Add a New Value and create a run control and click Add. Enter your ER number and click run and then OK. Click on Process Monitor and click Refresh until the Run Status changes to Success. Then go to Report Manager to retrieve your report. NOTE: Using this navigation will prevent your PeopleSoft session from getting hung up.
Direct retro processing delays
[RESOLVED] FSRPT is unavailable
The FSRPT environment is currently unavailable. Technicians are working on the issue and are anticipating that the environment will be up by 9am.
|General Ledger||11/09/2018||Period 4 is Closed|
Updates to Payroll Encumbrances:
The following system improvements have been made to the payroll encumbrance calculation:
Graduate Assistants in a suspended status will no longer encumber.
Employees with a status of leave, suspended, and/or short work break will restart to encumber as of the expected return date. If the return date has passed and the job hasn’t yet been returned the program will stop encumbering.
In Additional Pay, sequence numbers are called Additional Sequence Numbers because they allow users to add multiple instances of an earn code to pay out at the same time as others. When calculating encumbrances for additional pay, the program will now read all active sequence numbers before considering effective date. This aligns with how the payroll calculation behaves so no valid additional pay details will be missing payroll encumbrances.
|Expense Reports||11/07/2018||[RESOLVED] Expense transaction approval processing delays
We are currently experiencing a system issue that will delay the system response when approving expense transactions. We are working to resolve the issue. Your transactions will process once the situation is corrected.
FSPRD REN Server issues
FSPRD is intermittently experiencing issues with the REN Server which impacts the rendering of online images in the following business processes;
If you encounter an error while completing one of these processes you will be able to retrieve the .pdf in the Report Manager by navigating to:
Main Menu > Reporting Tools > Report Manager
Select the Administration tab and locating the pdf for the process that the error was encountered during.
Direct retro processing delays
Updates made to the Endowment Participant Information page
New Endowment Participant Position page
Updated Endowment Participant Transaction page
|Perceptive Content||10/12/2018||Perceptive Content and WebNow will be unavailable on Sunday 10/14/18 from 7:00 a.m. until noon. Perceptive Content is being updated to a version that will be supported with the Oracle 12.2 database upgrade, planned for the end of the month. No action is needed. This is an application only update and does not include any changes to the desktop client installed on workstations. You can check the IT Service Status page for progress of the work. When the work is successfully completed, the Service Status will be removed.|
RESOLVED: Direct retro processing delays
RESOLVED - Direct retro distribution processing delays:
|Billing Specialists||10/1/2018||Changes were made to the UM Maintain Customer Request page (Customers > Customer Information > UM Maintain Customer Request):
|Accounts Payable||9/24/2018||Check pickup: Reminder central Payroll Services relocated to Donhowe on August 2. Accounts payable check distribution also moved. Checks are distributed from Morrill Hall and Donhowe on the Twin Cities Campus. (Note for staff located in WBOB, checks will still be distributed from WBOB.) Checks are typcially available in the afternoons after the daily paycycle. Please consider carefully whether you actually need to pick a check up, as the most efficient and speediest process is to allow the check to be printed and mailed centrally (checks are mailed immediately after they're printed). Additional handling of checks causes delays in payment to suppliers and increases the risk of lost checks or potential for fraud.|
|Payroll Accounting||9/24/2018||Direct retro distribution processing delayed Due to the timing of the biweekly payroll processing and system upgrade activities over the weekend, all retro distributions that were entered on Friday, September 21 were not processed in the system until this morning. Retro distribution activity will be posted to the general ledger tonight and available in UM Reports on Tuesday, September 25.|
for 9/22 - 9/23
September 22 - 23 planned service outage
|General Ledger||8/9/2018||Period 1 is closed.|
UPDATE 2: This issue has now been resolved.
UPDATE: Carryforward balances for period 913 (related to the issue below) will be corrected on Sunday August 5, reflected on reports Monday August 6.
Original post 7/30/2018: Carryforward for period 913 posted BUT the endowment income distribution entries are not accurately reflected in the balances. These endowment-related transactions posted out of order, resulting in just those balances not being in the carryforward.
Check pickup: With the central Payroll Services relocation from WBOB to Donhowe today, accounts payable check distribution is also moving. Check distribution will occur as follows:
To allow Payroll to get settled in their new area in Donhowe, there will be limited accounts payable check distribution until Tuesday, August 7th. Checks will be available in the afternoons after the daily paycycle.
|Purchasing||7/31/2018||Supplier/Vendor setup or change requests: Due to unforseen circumstances there is a delay in processing new supplier requests/change requests. The team is working to take action on all requests within 5 business days of arrival in Purchasing Services. If you have a request submitted more than 5 business days ago and the matter is urgent, please contact us via firstname.lastname@example.org.|
Carryforward for period 913 posted BUT the endowment income distribution entries are not accurately reflected in the balances. These endowment-related transactions posted out of order, resulting in just those balances not being in the carryforward.
Chrome River Expense Reports Payment Status Update
Per purchasing policy, requisitions that total between $10,000 and $49,999.99 require a completed UM1819 form. To help ensure this, a header level attachment is now required for any requisition that totals between $10,000 and $49,999.99 that is not a U Market or prepaid debit card (PPDC) requisition. The preparer will be unable to save if an attachment is not present. To prevent system errors, every attachment (at the header or line level) must now be accompanied by a comment, and only one attachment per comment box is allowed. These system edit rules will apply to all requisitions, regardless of the requisition’s total dollar amount or type.
|General Ledger||7/19/2018||Period 913 is closed|
|All||7/17/2018||[RESOLVED] Attachments within PeopleSoft. There were widespread reports that attaching (uploading) supporting documentation in EFS was not working. System support and IT staff have resolved the problem. Resume normal operations, and thanks again for your patience while this got fixed!|
|General Ledger||7/11/2018||Period 12 is closed, period 913 is open|
Fiscal year-end: payroll encumbrances
Reminder: No daily payroll encumbrance adjustments will be available between June 21st and July 3rd.
[Resolved] PeopleSoft Reports printing issues
PeopleSoft reports are displaying blank pages or not displaying at all. We are aware of this issue and looking to resolve it. A work around is available. In EFS Finance Production go to Main Menu -> Reporting Tools -> Report Manager. Then click on the Administration tab and then click refresh. Your reports should be listed there.
[Resolved] Pay Period 26 Data from HCM
The pay period 26 bi-weekly payroll data has been loaded into the data warehouse DWPY tables and is now being rendered on Payroll Accounting UM Reports.
|General Ledger||6/11/2018||Period 11 is closed.|
|Payroll Accounting||6/11/2018||Payroll Accounting Distributions for FY 2019
On Sunday June 10, Accounting Services completed the payroll accounting distribution roll for fiscal year 2019. All current and future-dated payroll accounting distributions were automatically copied forward into the new 2019 entry and are available for review today, Monday, June 11. If any distribution changes are needed for the 26th pay period that should also apply to the first pay period of 2019, distribution changes must be made in both 2018 and 2019.
|Accounts Payable||6/7/2018||Redirection Errors on UM 1734 Express (Same-Day) Payment Request / Change in Voucher Pay Date and UM 1733 Stop Payment / Check Copy Request
These forms are currently giving a redirection error and are unavailable. We apologize for the inconvenience.
|Expenses Module & Reporting||6/5/2018||
System processing ran long, cash advances, travel authorizations, and expense reports in PeopleSoft did not budget check last night. Last night some system processing was delayed and is still running. The situation is such that Expense module activity from yesterday cannot be processed until tonight. Cash advances, travel authorizations, and expense reports approved or entered in PeopleSoft yesterday remain in the state they were yesterday at the end of business.
Also due to this delay: Expense and Grants, Projects, & Contracts transactions entered yesterday may not be reflected in Finance UM Reports or UM Analytics today.
This does not impact activity flowing through Chrome River.
Again, processing will complete tonight.
|Training||6/5/2018||U Learn is no longer available. The new Training Hub is available to University learners today, Tuesday, June 5.
|Reporting||5/21/2018||UM Reports & UM Analytics
Transaction Detail reports (3 total – 2 UMR and 1 UMA)
The data source for the Transaction Detail reports in both UM Reports and UM Analytics has been updated to include descriptions interfaced to the financial system from the Chrome River employee travel voucher interface.
RESOLVED: Impact to help via email (email@example.com or firstname.lastname@example.org)
Per the IT System Status page
IT Service Management: As early as 02:45 AM this morning, the university's ticketing system (ServiceNow) experienced an issue causing many user's IDs in that system to become deactivated. If you are attempting to email a help desk email address, such as email@example.com or firstname.lastname@example.org or email@example.com it is likely that your email will not go through. At this time we recommend you call in to receive help. IT has technicians working on the issue. Visit status.it.umn.edu to view the most up-to-date information.
RESOLVED: System processing ran long, cash advances, travel authorizations, and expense reports in PeopleSoft did not fully process last night. Last night some system processing was delayed and is still running. The situation is such that Expenses module activity from yesterday cannot be processed until tonight. Cash advances, travel authorizations, and expense reports approved or entered in PeopleSoft yesterday remain in the state they were yesterday at the end of business. Again, processing will complete tonight. [This does not impact activity flowing through Chrome River.]
|All||5/8/2018||Normal processing may resume.|
(Resolved) Please halt all Peoplesoft transactions until further notice
Last night some system processing was delayed and is still running. This is causing slow processing online for people. Especially impacted are any transactions that need budget checking or can be budget checked by preparers or approvers.
Please halt entering tranactions at this time, including Requisitions, Journals, EFS Expense Reports and Vouchers.
Your patience is appreciated.
Payroll Accounting Direct Retro Processing Delays
Direct retro distributions entered and approved after 11 AM on Thursday, May 3rd will be processed this morning between 11 AM and 1 PM. The direct retros will post to the General Ledger this evening and be available on UM Reports tomorrow.
|All||5/3/2018||The University of Minnesota is transitioning from ULearn to a new training administration system, Training Hub. Training Hub is scheduled to be available to University learners beginning Tuesday, June 5. Since December, the training system transition team and content providers have been working to ensure our course content is moved and will be available in the new system. Important dates:
Start reviewing your activity that's not fully processed
Before we enter the extremely busy final budgeting season and fiscal year-end period, now is a very good time for transaction preparers and approvers to review all pending activity (activity not fully processed or approved). Take action to clear things up.
Requisition preparers: if you ensure all your requisitions are either closed (with a valid budget) or have made it to PO status (with a valid budget), your fiscal year end should be fairly smooth! Remember that just because something has been "sent back" doesn't mean there's nothing left to do. Make sure it gets closed if it's not needed (and again, closed with a valid budget). Requisitions closed with budget errors will end up with their related encumbrances stuck on your reports forever.
|All||4/20/2018||UPDATE, POSTPONED: The database (Oracle) update for PeopleSoft and MyU applications that was scheduled to begin Saturday, April 21 has been postponed. PeopleSoft and MyU will be available according to the usual weekend schedule.|
Resolved: U Market back to regular operations except punchout to Innovative
U Market processing has returned to its normal state. System issues have been resolved and processing is working smoothly. Workaround for Innovative: Go to the main screen within U Market and click on the Innovative box. Another box pops up. Click on the word punchout, and proceed with the order.
|General Ledger||4/10/2018||Period 9 is closed|
Update: 1:50 p.m. Thursday
U Market appears to have been stabilized
The U Market software provider, Jaggaer, seems to have resolved the outstanding issues. Processing in U Market has caught up through this morning and is expected to catch up with all of today's processing by the end of business today. Please do not duplicate orders--the system issues seem to have been resolved and processing is working smoothly. (U Market has been experiencing slow processing and dropped connection issues from April 9 through today.) Again, thank you for your patience.
|Merchants, external sales units||4/5/2018||
Merchants, external sales
Payment Card transactions misidentified. Due to an unforeseen change by Oracle as part of the updates installed the weekend of March 24-25, Visa transactions are incorrectly identified as MasterCard on the UM_DBI_MERCHANT_REVENUE_RPT query beginning 03/24/18. A correction is being completed in EFS today. This does not affect the dollar amount or chartstring detail of your payment card activity, only the card type identification in EFS.
|Requisitions, U Market orderers||3/29/2018||
(Resolved) Requisition Preparers and U Market Order Requisition Preparers: Due to a long running process in EFS, requisitions and POs are not being processed in PeopleSoft. Some products may experience a delay in delivery.
|Expense Report Preparers and Approvers||3/29/2018||
(Resolved) Attention Expense Report Approvers: The issues of budget checking for expense reports have been resolved.
|Expense Report Preparers||3/28/2018||
Normal processing may resume.
Transaction processing still in progress: A few minor issues developed Monday, related to the PeopleSoft system maintenance that occurred over the weekend. The issue persisted into Tuesday. Batch processing is still running. The system is available for use but not all activity is fully processed.
Reporting delay. Since most of our batch processing is occurring later than usual, much of the data refresh for UM Reports and UM Analytics will be delayed until the start of business Thursday.
(resolved) Please halt all Peoplesoft Expense Report creation until further notice
Please refrain from processing any expense reports within EFS, including those to reconcile pcard transactions until further notice. Engineers are currently investigating the issue. Chrome River expense reports can still be processed as they are not affected by this issue. Further updates will be posted here.
7:00 pm: Transaction processing delayed
A few minor issues developed Monday, related to the PeopleSoft system maintenance that occurred over the weekend. So as not make the issues worse, we delayed transaction processing in EFS while technicians review options for resolution.
|Expenses||3/26/2018||Expense Reports, Notes field issues. People report that when they type something in the Notes field on an Expense Report and save it, the Notes field contents seem to disappear. Some are able to view the Notes entered by saving the Expense Report, exiting, and re-accessing the ER. Others following those same steps are not able to see any Notes entered. System support staff are investigating.|
|All||3/26/2018||Please clear your cache. System maintenance was performed over the weekend on PeopleSoft Financials (aka EFS). Clearing your cache after maintenance like this is always helpful and ensures the best possible experience. If you're unsure how to clear your cache, this is something that should become part of your routine. Instructions are available from IT: https://it.umn.edu/reset-or-clear-browser-cache-cookies|
|Budgeting||3/23/2018||Please refrain from pressing the HR Data Refresh button on the Positions page at this time. If done, it will wipe out the data. This will be fixed early next week.|
Finance data will not be updated in reporting tools on Sunday, March 25. On Sunday, data will remain as of Saturday at approximately midnight. UM Analytics, UM Reports, Web Query Tool, Legacy Data Warehouse. Data from Saturday and Sunday will be loaded on Monday morning, March 26 by approximately 8:00 a.m. For more information on the project, ServiceNow users can reference CHG004338. During the weekend updates will be available on the University’s Service Status page.
Alert! Awareness item for this week/weekend! People updating direct deposit info in anticipation of an expense reimbursement
Due to system maintenance, people expecting expense reimbursements who also make changes to their direct deposit information in MyU for the remainder of the week may not see their expense reimbursement deposited to any updated Balance of Net Pay account (it would go to whatever their Balance of Net Pay account was at end of business today, March 21). This situation only applies to people updating their Balance of Net Pay direct deposit information Thursday March 22 through Sunday March 25 who are also receiving payment for an expense reimbursement during or just after that same time frame. The data transfers of updated direct deposit information for expense reimbursements will be back to normal on Monday and any changes made during this period will be reflected in EFS then. Expense Reports can still be entered and processed and people can still make changes to their direct deposit information during this time but those direct deposit account changes won't be brought into EFS until Sunday evening.
System maintenance this weekend 3/24 - 3/25
Reporting Center - Finance issue resolved
Finance UM Reports are now available in the Reporting Center.
ER issue resolved (4:45 p.m.)
At approximately 3:55 p.m. today the Financial Helpline was alerted that a partially completed Expense Report was stuck in progress with the number "NEXT" and when people tried to create new expense reports (or reconcile PCard activity), that stuck report was appearing instead of the expected blank report. It looked to ER preparers like their Expense Report had the wrong name on it (it was someone else's name/not the one expected, and it was the same name every time) and the report had several lines of activity already included (airfare, etc.). This has been resolved--the stuck document was removed from the system. If similar issues occurred after 4:45 p.m. on 3/14 (Wednesday), or occur in the future, please let us know right away via firstname.lastname@example.org.
Thanks for your patience and understanding.
|All||3/9/2018||Period 8 is closed|
|Reporting||3/8/2018||UM Analytics Transaction Detail report update
Tonight at 5:00 p.m. a change will be made to the UM Analytics Transaction Detail report. The report is being modified to make it more printer friendly. Select columns will now wrap text providing a better fit for both the online view and when exporting/printing. The content of the report has not been changed.
Save the date! April 24, 2018
|Perceptive Content||3/1/2018||Sunday March 4 Perceptive Content maintenance
On Sunday March 4, 2018, planned server maintenance is scheduled for 6:00 a.m. until 8:00 a.m. During that time WebNow will not be accessible. The rest of Perceptive Content services will be available. Please check IT Service Status for updates on Sunday morning.
11:05 a.m. Resolved: system processing delays have been resolved.
Processing may resume as usual. Thanks for your patience!
Year-End Payroll Adjustments Being Run Today
|Payroll Accounting||2/12/2018||Payroll Accounting Direct Retro Processing Delays Continue
Direct retro distributions entered and approved after 11am on Thursday, February 8th will be processed this morning (Monday, February 12) between 11am and 1pm. The direct retros will post to the General Ledger this evening and be available on UM Reports tomorrow. We apologize for the continued delay in processing.
|All||2/9/2018||Period 7 is now closed|
|Payroll Accounting||2/9/2018||Payroll Accounting Direct Retro Processing Delays
Direct retro distributions entered and approved after 11am on Thursday, February 8th will be processed this morning between 11am and 1pm. The direct retros will post to the General Ledger this evening and be available on UM Reports tomorrow.
|ImageNow||2/9/2018||Both Perceptive Content and WebNow will be unavailable on Sunday February 11 from 8 am until noon.
[RESOLVED] U Market Down
U Market is currently inaccessible. Engineers are investigating the issue. The message board will update as necessary. We apologize for the inconvience.
Update: As of 2/6/2018 U Market is accessible again.
Foreign Payment Wire or Draft form changed
Form UM1732, Request Foreign Payment Wire or Draft, was updated to include newly required fields for wire payments. Our banking partner now requires that we supply the Supplier City and Country before a wire can be initiated.
Many equipment-related POs were closed this past month because asset profile information was mysteriously missing, preventing payments and the capitalization process from occurring for these POs. The involved departments had to create new POs so that the assets could be properly classified and put into service. The issue is caused when a requisition preparer uses the "Mass Change" feature on the summary page while creating a requisition. Clicking on certain options when applying the mass change feature will wipe out asset-related profile information. This causes the PO to drop any asset profile. Irreversible system errors occur later on when receiving and vouchering the PO, preventing the asset from being moved into service.
Requisition preparers: When using the Mass Change feature on asset-related requisitions, always choose the option "All Distribution Lines". (Important: If you choose “Replace or Matching” when creating a requisition that involves an asset, it will wipe out the asset-related data. This will result in receiving a vouchering errors once the PO is created.)
|All||1/10/2018||Accounting period 6 is now closed.|
|All||1/5/2018||PeopleSoft, MyU will not be available Saturday through Sunday
Annual maintenance of the University's primary data center is scheduled for this weekend, which will require a complete shutdown of the data center and will affect many IT services, including MyU and PeopleSoft. The work is set to begin Saturday, January 6, at 6:00 a.m.and is expected to be completed by noon (2 p.m. for EFS) on Sunday, January 7. The shutdown will not affect University email, Google applications, Moodle, or Canvas. See a complete list of affected services or visit the University's IT Service Status page for maintenance updates.
|Travel, Expenses||1/1/2018||IRS business mileage rate now 54.5 cents per mile. Standard mileage rate for moving expenses is 18 cents per mile (remaining 36.5 cents are taxable). Forms, systems, and websites have been updated.|