FAST Tips Newsletter

2023

Topics

• RECORDING of July Lunch & Learn session
• August Lunch & Learn – Financial Administration of Research Participant Fees
• Incoming Wire Transfers and Direct Deposits for Accounts Receivable (A/R) Invoices
• Deleting Attachments to Purchase Orders
• How to Stop FIS Reports that are not Loading
• Has your Purchase Order (PO) been received by Procurement Services
• SIMULATION – Tracking the Status of Workflow Purchase Orders

• FAST Lunch & Learn – Recording (June 2023)
• FAST Lunch & Learn – July Session (Managing your Department’s Subordinate Banking Account)
• STaR Conference Presentation – Managing Research with FIS and RIS Tools
• How do I recover/reallocate carbon offset fees between Funds Centers?
• What is Delegation of Signing Authority and what Responsibilities can be delegated?
• SIMULATION: EFT Payments Over $50,000 (PO Invoices) -How to Attach
  Documentation in AMS

• FAST Lunch & Learn – Recording (May 2023)
• How can I find a list of EFT vendors?
• How to view the reserve history within a Purchase Order
• How to download and upload AMS Favorites
• When filling out the FIS Master Record Requisition form, what do I put in the Reference field?
• Updating No Posting (NOPOs) on Funds Centers for Fiscal 2024
• Did you receive the error message, “Vendor blocked and marked for deletion” when processing an ERDD in FIS?
• SIMULATION: How to Locate and Release Earmarked Funds (Manual Reserves)

• AMS Password Reset Available in the ESC
• Updating Lease Purchase Orders (PO) for the new Fiscal Year
• What are Year-End Operating Reserves, and how are they calculated?
• You survived Fiscal Year-End! Are your payroll reserves missing from your new operating budget?
• SIMULATION:  How to Report on Reserves Carried Forward into the New Fiscal Year in Operating Fund Centers

• Reminder: New Master Record Requests
• Year-End Deadlines & Contact Information
• New Air Travel Emissions Mitigation Initiative (ATEMI) fee
• ATEMI: Air Miles Calculator Tool
• What is the 48-series document number I see in my PO History and on reports?
• What is the STAR program?
• SIMULATION:  How to Locate and Release Purchase Orders Items (Free Money!)

• New Air Travel Emissions Mitigation Fee
• Update to the Budget Movement Report
• Can OTA vendor payments be sent as a Electronic Funds Transfer (EFT)?
• Do you have Funds that are ending before the new FY with outstanding POs?
• SIMULATION: How to Enter Cost Center and Internal Order Plans

• EFT Project – Phase 2
• New identity verification procedures for cash deposits/exchanges made at a CIBC branch teller
• Who do I contact if I need help with AMS?
• REMINDER – Systems Maintenance – EASI
• SIMULATION: How to Process and Clear Refundable Deposits and Refunds

2022

Topics

• REMINDER: December 2022 Holiday Payment Schedule
• REMINDER: Holiday Closing -Deposits to Cashier’s Officer
• FIS Course Schedule and Registration (January -March 2023)

• Planned Payment Schedule before 2022 Holiday Break
• Retirement of Automatic Print for PO Workflow Users
• How to Access Reference Guides and Simulations in FIS
• What General Ledger (G/L) should you use when purchasing computer software?
• Blocked Vendor Accounts – Impact of the Electronic Funds Transfer (EFT) Initiative on Purchase Orders
• Using the AMS Menu Search to Locate Transaction Screens
• REMINDER: Using the SAP FIORI Launchpad Reporting Application during AMS downtimes
• Next Round of FIS Training
• SIMULATION: How to Locate Invoices in FIS without the Document Number

• REMINDER: AMS Patch and System Maintenance
• HST Requirements for the University Name on Invoices
• Using the Budget Carry Forward Simulation Report when Forecasting Operating Budgets
• SIMULATION: Using the Account Assignment Template to Reduce Keystrokes in FIS

• Enhancements to AMS/SAP Printing PDFs (Recording of Connect+Learning)
• How to view Attachments in Posted FIS and Logistics Documents
• How to Address Cheques sent through Campus Mail
• SIMULATION:  How to Change your Default AMS Print Settings to Suppress Colours and Shading

• Enhancements to AMS/SAP Printing and Emailing PDFs
• What do you do if there are multiple vendor accounts and you are not sure what to pick?
• Is there a quicker way to find the vendor account number(s)
• SIMULATION: How to Print FIS Reports (PDF, network and personal printers)

• SIMULATION: How to Email Reports Directly from AMS

• SIMULATION: How to Change you AMS User Default Information (e.g., Printer code, Decimal Notation)

• The Electronic Funds Transfer (EFT) Initiative – Learn about the FIS Impact
• How can I print a report in PDF format within the FIORI LaunchPad Reporting Application?
• Did you receive the error message, “Vendor blocked and marked for deletion” when processing an ERDD in FIS?
• SIMULATION: How to Perform a Journal Entry to Correct Tax Codes or FIS Account Assignments

• The Financial Services Knowledge Centre – Your One-Stop Shop for all F.A.S.T articles
• Reimbursing Flight Cancellation Insurance
• Who do I contact if I need help with AMS?
• What is Delegation of Signing Authority, and what responsibilities can be delegated?
• SIMULATION: How to Submit Month-End Reports in the Background

• Anti-Fraud Webinar on University Related Fraud
• Updating NOPOs for Fiscal Year 2023
• Change to Purchase Order (PO) Workflow Review Threshold
• SIMULATION: How to Locate and Release Purchase Order Reserves

• SIMULATION:  How to Locate and Release Earmarked Funds (i.e. Manual Reserves)

• Update to GTFM Policy – Carbon Offset Costs
• Updating Lease Purchase Orders (PO) in the new Fiscal Year
• What are the Year-End Operating Reserves, and how are they calculated?
• You survived Fiscal Year-End! Are your payroll reserves missing from your new operating budget?
• SIMULATION: How to Search for a Vendor using the UofT Active Vendor Search

• Are COVID-19 Rapid Tests an Eligible Expense?
• REMINDER: New Master Record Requests for Funds Centers (Year-End Deadline)
• Having Trouble Balancing your Cost Centers/Internal Order Plans to your Funds Centers?
• Do you have Funds that are ending before the new Fiscal Year with Outstanding Purchase Orders?
• What is the 48-series document number I see in my Purchase Order History, and on my reports?
• SIMULATION: How to Locate and Release Purchase Order Items (Free Money!)

• Extension of the COVID Expense Reimbursement Fund (CERF) Submission Deadline
• Using the Long Text in your Cost Center/Internal Order Plans
• When filling out the FIS Master Record Requisition form, what do I put in the Reference field?
• How can I locate the total number of transactions listed in the line item reports?
• SIMULATION: Understanding the Linking Table and Its Impact on the CO Planning Process

• SIMULATION: How to process down payments/deposits against Purchase Orders?

• SIMULATIONS: How can you record a forfeited refundable deposit as revenue?

2021

Topics

• REMINDER: December 2021 Holiday Payment Schedule
• FIS Course Schedule and Registration (January -March 2022)

• Planned Payment Schedule for the Holiday Break.
• Holiday Party Planning 2021 – Guidance from The Division of People, Equity and Culture
• Understanding the Relationship between General Ledger (G/L) Accounts and Commitment Items
• Guidance on when to use an OTA vs. requesting a permanent vendor account

• COVID-19 Expense Reimbursement Fund (CERF)
• How to use the Clipboard function
• Did you know you can view any changes made to Purchase Orders?
• U of T Business and Credit Information

• New FIS eLearning Course
• How to process Invoice Payments in a Foreign Currency (under 10k)
• What should you do when you see a “Currency is expiring” message?
• SIMULATION: How to Process and Clear Refundable Deposits and Refunds

• Enterprise Modernization Program – progress & performance improvements
• How to Enter an ERDD – Web Transaction
• How do I process an FIS payment for the Scotiabank Visa Travel & Hospitality Card?
• Adding an ‘Alternative Payee’ address after an invoice has been processed (but not cleared)

• uSOURCE is moving to a New User Experience
• How do I locate the ERDD vendor # when I get the “Vendor blocked and marked for deletion” error message?
• What is Delegation of Signing Authority? What responsibilities can be delegated?
• SIMULATION: How to Adjust your AMS Print Settings

• Updated Deadline for Air Canada
  Refunds
• ERDD – Web Application is now Live
• Expense Reimbursement Tax Codes
• SIMULATION: How to Make Changes to Purchase Orders

• Understanding Thompson Aherns & Co. Ltd. Customs Charges
• SIMULATION – How to Locate and Release Purchase Order Items (Free Money!)

• SIMULATION – New and Improved ERDD – Web Application

• AMS FI Fiscal Year-End Closure 2021
• GTFM Update: Dependant Care and related expenses
• Updating NOPOs for Fiscal 2022
• What are “Year-End Operating Reserves”? How is it calculated?
• You survived Fiscal Year-End! Are your Payroll Reserves missing from your new operating budget?
• Updating Lease POs for the new Fiscal Year

• Year-end deadline for new Fund Centers
• Fiori Launchpad Reporting (FLP) now available
• GR/IR Clearing completed on March 26th

• How to locate the exchange rates within a PO, GR & IR
• Should process a Credit from Bell Mobility in FIS?
• SIMULATION: Understanding the Linking Table and Its Impact on the CO Planning Process

• Who do I contact if I need help with AMS?
• Outgoing Wire Transfers
• SIMULATIONS: How to Process and Clear Refundable Deposits and Refunds

2020

Topics

• How do I locate the vendor # when processing an ERDD on the Web transaction and get the error message “Vendor blocked and marked for deletion”?
• SIMULATION – How to Retrieve the SU53 Authorization Data Report

• SIMULATION – How to Print an Additional Copy of a Purchase Order (PO) (*repeat tip)

• FIS Impact of the S/4HANA Migration
• An Introduction to the S/4HANA FB03 – Document Display Screen
• Confirming that Personal Report Variants and Layouts have been Migrated
• SIMULATION: How to Create and Retrieve Selection Screen Variants (*repeat tip)

• How can I easily identify and reconcile differences for my Funds Centers or FC/Fund for the month of October?
• What is Delegation of Signing Authority? What responsibilities can be delegated?  
• SIMULATION: How to Enable your Macro Settings and Save As Icon in Excel

• Processing Partial Payments Against Purchase Orders
• How do I process an Invoice Receipt (MIRO) if the invoice on hand does not match the amount in the PO?
• SIMULATION: How to Locate Financial (FI) Documents for PO Goods Receipts and Invoice Receipts

• Locating Articles in the Financial Services Knowledge Centre
• SIMULATION: How to View Rejected VoIP Charges

• SIMULATION: How to Create Custom Line Item Reports (repeat tip)

• New VoIP Reports and Billing
• SIMULATION: How to Save an Additional Copy of a Purchase Order (PO) as a PDF

• How can I avoid processing a duplicate payment?
• How can I remove the colour shading on reports printed from AMS/RPT?
• SIMULATION: How to Locate and Release Purchase Order Items (Free Money!)

• Updating Lease Purchase Orders (PO) for the New Fiscal Year
• You Survived Fiscal Year-End, but did your Operating Payroll Reserves Get Left Behind
• What are “Year-End Operating Reserves”? How is it calculated?
• SIMULATION: Saving Reports to PDF

• Having Trouble Balancing your Cost Centers/Internal Orders Plans to your Funds Centers?
• REMINDER: New Master Record Requests for Funds Centers (Year-End Deadline)
• What is the 48-series document number I see in my Purchase Order History, and on my reports?

• Improvements to the ZFIR050 – Batch Error Reject Listing Report
• When creating a Purchase Order, would you like to copy the account assignments (e.g., Funds Centers, Cost Centers) into all subsequent lines? Just light the matchstick!
• SIMULATION: How to Process a Deposit/Down Payment with a Purchase Order (PO)

• Update to Automobile and Meal Per Diem Rates for Travel
• Using Transaction Codes (TCodes) to Access AMS Screen
• SIMULATION:   How to Process and Clear Refundable Deposit Receipts and Refunds (*repeat tip)

2019

Topics

• I have posted invoices that are due to be paid during the Christmas Break. When will the cheque be generated?
• Expense Reimbursement Direct Deposits (ERDD) Deadlines

• What supporting documents are required when purchasing a flight or accommodation through a third party booking site (e.g. Expedia)?
• Why am I not able to scroll down properly or select a single column in most of the SAP line item reports (i.e. ZFIR079 or ZFIR079A)?
• Simulation:  How to Perform a Journal Entry to Correct Tax Codes or FIS Account Assignments

• What does self-assessing of HST mean? Do I have to self-assess?
• My SAP screen looks different since the recent GUI update… How do I change my SAP Theme?
• Things to consider when posting an invoice payment to Canada Post
• Simulation: How to Process Receipts, Refunds and Clear Refundable Deposits (repeat tip)

• Why don’t I see my 51xxx… Invoice Receipt document in the Month-End Statement of Accounts?
• How would I know which of my Accounts Receivable invoices have been cleared?
• SIMULATION: Understanding the Purchase Order (PO) History Tab

• How do I Locate my Purchasing Group?
• Has the ZFTR106 – Month-End Statement of Accounts been taking too long to run and resulting in 100’s of pages when printed? There’s a fix for that!
• REMINDER: Changes to GR/IR posted documents go into
  effect September 1st, 2019

• How to reactivate a Vendor Account
• How do I remove an ‘A’ Payment Block after a stop payment is requested on a cheque or draft?
• How do I locate the Vendor Account number when processing an ERDD on the Web transaction and get the error message “Vendor blocked and marked for deletion”?
• SIMULATION (repeat): How to Hold, Park and Post Parked Documents

• ERDD on the Web Error Message
• SIMULATION: How to Change the Default Layout and Display Hidden Fields in the Document Display Screen

• SIMULATION: How to Attach Electronic Documents to FIS Transactions

• Combining Personal & Business Travel: What amount should be reimbursed, and do I need approval?
• The FI and All Postings Line Item Reports… Equal to, or Not Equal to?
• SIMULATION: How to Locate and Release Earmarked Funds (Manual Reserves)

• You survived Fiscal Year-End, but did your Operating
  Payroll Reserves Get Left Behind?
• Updating Lease Purchase Orders (PO) for the New Fiscal
  Year
• What are “Year-End Operating Reserves”? How is it
  calculated?
• SIMULATION: Accessing ERDD on the Web through Employee
  Self-Service (ESS)

• ERDD on the Web now has the Assignment Field!
• Has your Purchase Order (PO) been received by Procurement Services?
• Outgoing Wire Transfers
• SIMULATION: How to Locate and Release Purchase Order Items (Free Money!)

• The Perfect Line Item report (i.e., how to save report layouts)
• SIMULATION: Line Item Report Enhancements

• SIMULATION: Understanding the Linking Table and its Impact on the CO Planning Process

• Which changes to a released WNB: Purchase Order (>$25K) re-start the workflow review process?
• How do I reset my AMS password?
• SIMULATION:   How to Locate an AMS UserID and Contact Information

2018

Topics

• SIMULATION: The New Active Vendor Search Functionality

• I have already attached supporting documents to a
  workflow PO > $25K, why do I keep getting the message
  “Please attach you supporting documentation!”? What
  do I do?
• Why wasn’t the cheque produced?
• SIMULATION: Tracking the Status of Workflow Purchase Orders

• Changes to the List of Payments Report
• I can reduce the cost of airfare by booking well in advance of travel, but what can I do about last-minute emergency cancellations (flight cancellations insurance reimbursement policy)?
• SIMULATION: How to Use the Header and Item Text fields when Creating a Purchase Order

• Cancelling a PO: What are the Options?
• What does the FAST team need to serve you better and ‘FASTer’?
• How do I change my default document type to a Workflow PO (WNB)?
• SIMULATION: How to Apply a Purchase Order Discount

• Cost Centers and Internal Orders: What’s the Difference?
• How to properly attach documents to AMS transactions (e.g., Workflow Purchase Orders)
• SIMULATION: How to Use the All Postings Line Item Report for Open Amounts and Reserves

• Does UofT Postal and Mail Services deliver Cheques to Hospitals through Campus Mail?
• I am trying to post an employee expense reimbursement in FIS but I get an error message that the vendor is blocked. How do I correct them? (Repeat Tip)
• St. George Campus:  How do I create Purchase Orders under the NEW PO Workflow process?

• Should I Process a Credit Balance from Bell Mobility in FIS?
• PO Workflow- Changes to FIS Purchase Orders
• SIMULATION: How to Create a G/L or Vendor Account Personal List

• How your Operating Payroll Reserves Caught up to 2019?
• What G/Ls do I use when I determine that I need to move or reallocate actual HRIS payroll postings?
• SIMULATION:  How to Locate and Release Purchase Order Items

• You Survived Fiscal Year-End, but did your Operating Payroll Reserves get left behind?
• Updating Lease Purchase Order (PO) for the New Fiscal Year
• What are “Year-End Operating Reserves”? How is it calculated?
• SIMULATION:  How to Display Financial (FI) Documents

• SIMULATION: Purchase Order (PO) Reporting tips

• VIDEO:  The Evolution of FIS Documentation & Support

• How do I know what G/L account to use?
• Can an expense claim be reimbursed if the expenses were incurred over one year ago?
• SIMULATION: Understanding the Linking Table and its Impact on the CO Planning Process

• Introduction to the Expense Reimbursement Checklist – Template
• Introduction to the FAST Knowledge Centre
• SIMULATION:   How to Process Receipts, Refunds and Clear Refundable Deposits

2017

Topics

• Holiday Closing – Deposits to the Cashier’s Office

• Monthly Payroll Reconciliation – NSF warning with Funds Availability at zero! What does this mean?

• What is NOPO (on a Funds Center)?
• If I am requesting a partial expense reimbursement from UofT and the rest is being covered by another organization, do I still need to provide the original receipts to UofT?
• SIMULATION: How to Locate FI Document Numbers for PO Goods Receipts and Invoice Receipts

• Update to GTFM Policy – Reimbursement of Internet Services Costs (Used Solely/Primarily for UofT Business)
• What is Avenue Travel and how do I process an invoice to them?
• ERDD deposits for multiple claims: How can I determine what claims are included in my expense reimbursement deposit?
• SIMULATION: Creating Favorites in SAP

• Why does the vendor I am ordering from have a “PO only” and and “A/P only” vendor account number? How do I set up a purchase order and pay it?
• Changes to revenue tax codes

• Staying with Friends/Family and Claiming Gratuitous Accommodations? Don’t forget to get a
  receipt.
• When should I use the Journal Entry transaction (FB50) versus the Internal Revenues/Expense Recoveries transaction (ZIR01)?
• SIMULATION: SAP Basic Navigation – Part 2

• What documentation should be included to support the reimbursement of PRESTO charges?
• SIMULATION: SAP Basic Navigation – Part 1

• What is the relationship between Funds Centers and Cost Centers?
• Free money! Cancelling reserves (e.g, POs, PRs, Earmarked Funds) that are no long required.
• SIMULATION: How to Hold, Park and Post Parked Documents

• Updating Lease Purchase Orders (PO) for the New Fiscal year
• What are “Year-end Operating Reserves”? How are they calculated?
• Is your report output blank when you download into MS Excel?
• SIMULATION: Determining the Status of a Cheque, Foreign Draft or Electronic Funds Transfer

• When filling out the FIS Master Record Requisition form, what do I put in the Reference field?
• I am trying to post an employee expense reimbursement in FIS, but I get an error message that the vendor is blocked. How do I correct them?
• SIMULATION: FIS Data Entry Tips (Part 2) – Using the Post with Reference function in G/L and A/P transactions to save time and reduce keystrokes

• Participant Fees: Cash and Gift Cards
• How can I view budget details for Funds Centers or Funds Center/Fund combinations?
• SIMULATION: FIS Data Entry Tips (Part 1) – History function, Wildcard and the “+” sign

• How do we handle the provincial sales tax for purchases from non-HST provinces & territories (excluding expense reimbursements)?
• Revised Broader Public Sector Expenses Directive – Per  Diems
• SIMULATION:   How to use the Dynamic Selections function in FIS Reports

2016

Topics

• When will a cheque be generated if the projected clearing date is during the Christmas Break?

• Are child care expenses reimbursable while Faculty/Staff are attending a conference?
• Uber, AirBnB and HST…what’s the deal? The invoices/receipts don’t show the HST and Business
  Number do we need to self-assess the tax?
• SIMULATION: How to Create and Retrieve Selection Screen Variants

• What is considered eligible documentation to support the reimbursement of AirBnB accommodations?
• When I process a Goods Receipt, why is the line item grayed out?
• Update to GTFM Policy related to approvals of air travel for long flight segments (i.e., exceeding 6 hours in duration)

BN

TIP

• How to accurately record refundable deposits (HINT: Not as Revenue)

FAST Tip eNewsletter

• When I display my Purchase Order (PO), why does the amount field for my Goods Receipt show $0.00 in the Purchase Order History tab?
• How to process tax only payments
• Update: New tax rate for P.E.I.
• Update: New Public Transit Expense Category on the Expense Report Form
• SIMULATION: How to Submit Month-End Reports in the Background.

• What is “PERA” and what can it be used for?
• TOP 5 Unusual or Interesting Expense Reimbursement Scenerios
• SIMULATION: How to Print an Additional Copy of a Purchase Order (PO)

• Air Travel and Class of Service – Premium Economy is now in the GTFM
• Determining when to use “alpha alpha” vs “alpha numeric” tax codes when processing expense reimbursements (REPEAT TIP – Nov 2014).
• SIMULATION: How to Locate your Funds Parent Funds Center and Funds Center Hierarchy

• New Tax Rates in New Brunswick, and Newfoundland and Labrador
• Can Cash Deposits be sent by Campus Mail?
• SIMULATION:   How to Locate your Cost Center Group Hierarchy

• SIMULATION:    How to create custom line item reports

• Update to the ZFM1 Report – revenue received vs receivable view
• Recommended documentation for expense reimbursement claims related to long-term accommodation

• What are Year-End Operating Reserves and how are they calculated?
• Updating Lease POs in the new fiscal year
• Understanding operating payroll reservations in the new fiscal year

BN

TIP

• VIDEO DEMO: Understanding the Linking Table and its Impact on the CO Planning Process

FAST Tip eNewsletter

• Cancelling Outstanding balance of PO
• What is an Electronic Travel Authorization (eTA), and is it a reimbursable expense?
• New reimbursement rate for mileage when UofT traveller uses a personally owned vehicle.

• Can we reimburse expenses if they were paid for using Frequent Flyer Points/Gift Cards
• What is an “R” Payment Block in a purchase order related invoice, and how is it removed?
• How to proactively prevent the following error messages when processing against a Purchase Order (PO) in the new FY that references Funds with an end date in prior fiscal year:
  • Automatic carryforward is only allowed for amount 0
  • Document… has not been carried forward to the current year
• What to do if you receive these error messages after May 1st

• Expense reimbursement policy – Alternative Approvals vs. “Acting” Roles
• VIDEO DEMO:   How to check if an invoice has been processed in FIS when you don’t know the document #