Financial Accounting System

Biennium Close Information - May Activities

• Continue testing of APL Org Code Change and Biennium Crossover
• Questions from Anne Clark:
• Are you the experts on the JP Morgan Chase system? When we download unpaid transactions from the Website, they contain the org code. How is the org code obtained? Also, after 7/1 and until at least 7/8, transactions will be accumulating on the Chase Website for payment in Biennium ’09 while APL is still linked to the old org code. Will something special have to be done to affiliate these transactions with APL’s new org code, or when Aris assigns the new org code to the APL credit card accounts, will the transactions already posted for payment in Biennium ’09 automatically pick up the new APL org code? I think the key question is, as above, how is the org code obtained by transactions on the Website?

  Also, related to ghosted P-card, I’m not aware that APL has such transactions, but since I don’t know what they are, I can’t really be sure. Can you tell me if APL has these or how I would find out?

• Based on discussions with Janet, David, and Aris, I believe the following schedule should be used for Procard related issues. Please review and provide me feedback ASAP. Can any of you say whether the same process should apply for CTA transactions?
  1. 1) On 7/8/09, new Biennium ‘09 Budget # Indexes and Organization Code Indexes will be available for use
  2. On 7/9/09, the June Procard transactions will be processed in PAS.
  3. On 7/10/09 the June Procard payments will be processed in FIN as Month 25 transactions.
  4. On Friday evening, 7/10, OIM per usual process will forward to the Procard Office the current file of organizational data. (This will contain APL’s new organization code data.)
  5. On Monday morning, 7/13, per usual process, the Procard Office will upload the new organizational data to Chase PaymentNet.
  6. After this upload is complete, on 7/13 Aris will update the APL credit card accounts to be affiliated with the new APL organization code.
  7. On 7/13 the Procard Office will sync the 24 months of data in PaymentNet so that it is all viewable under APL’s new organization code.
  8. On 7/13 the transactions that have posted 7/2 - 7/12 will be viewable under the new organization code. However, the transactions may have lost their affiliation with a budget #. If that should happen, card owners would need to re-enter the budget # affiliation. An option to consider is to tell card owners not to input the budget # info until 7/14, Tuesday.