Decision Support Release 7.5

The highlights of this release:

• Modification to Month Range field. On the Balance Summary (1), Transaction Listing (2), and MyProjections Log (314), the Month Range field will retain the settings made by the user. The system will no longer make automatic changes outside of the changes made by the user.

TP Release

The highlight of this release:

• Changes to Statement of Cash Collections (SCC) document. The SCC will automatically transfer deposits of $5,000 or more indicated for accounts in sub fund groups AGENCY, OTHUNIV, or SSSOM1 to a cash received undistributed account so that the deposits can be reviewed by Accounting &Financial Services (A&FS) before being transferred back to the original cited account.
  
  If you are making a deposit over $5,000 into an Agency Account (AGENCY) or University Related Event Account (OTHUNIV, SSSOM1) on the SCC:
  1. A warning message will advise the document initiator that the deposit will not be available in the agency or university related event account until General Accounting has reviewed the supporting documentation.
  2. The printed SCC will include a large watermark A.
  3. Additional accounting lines will be automatically added to the SCC after the initiator clicks OK on the document:
     • An accounting line for each of the agency or university related event accounts cited on the SCC with an equivalent negative dollar amount
     • A single accounting line for Cash Received Undistributed account 3-1160105 with the total dollar amount of the agency or university related event accounts
     • These additional accounting lines will be seen by all approvers of the document.
  4. On the day of the deposit the department should forward supporting documentation showing the deposit amount, purpose, and intended use of the funds to A &FS--Internal Control.
  5. The deposit will remain in the cash received undistributed account until General Accounting validates the supporting documentation. Following validation, General Accounting will create a Journal Voucher (JV) to transfer the funds into the account originally identified by the department. The JV will be ad hoc routed to the initiator of the original SCC.

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Web Applications Release 2.3

The highlight of this release:

• Online Asset Maintenance Functionality. The online Asset Maintenance functionality gives department asset representatives the ability to record receipt of an asset and update asset details (e.g. room #, model #, serial #) outside of DaFIS Transaction Processing (TP). This functionality also allows asset representatives to delegate asset record maintenance to other employees within their department or organization. Visit the Online Asset Maintenance page for complete details and instructions on this functionality.

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Transaction Processing Release 11.1

The highlight of this release:

• Inactive records suppressed on the MCAD document. Previously, when creating a new Mass Change Account Delegate (MCAD) document, a search by an organization or account manager that had a lot of delegate activity could take several minutes. The MCAD now suppresses the inactive delegate records, resulting in quicker and more efficient searches.

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Decision Support Release 7.2

The highlights of this release:

• New Report: Effort Commitment (323). This report provides information on the data entered in the Effort Commitment system. You can query by effort commitment type (direct charge vs direct salary charge), federal fund status, and the award status, among other search criteria.

• New Report: Research Admin Discrepancy Report (324). This report has been designed to assist research administrators tracking faculty effort commitment and cost sharing activity. There may be times when cost sharing and/or effort commitment have not been properly set up in the Cost Share Tracking or Effort Commitment systems. Search for reports where effort commitment has been entered without a corresponding cost share entry or for OP Funds with no effort commitment and/or cost share data. After running the report, make any necessary changes in the Cost Share Tracking or Effort Commitment systems.

• New search filter added to T&E Report Lookup (319). A Sub Department filter has been added to the report which allows users to display only expense reports in a single sub department. This filter is only available if the user enters an exact department code as a search criteria.

Transaction Processing Release 11.0

The highlights of this release:

• Changes to the Requisition document. The Requisition (PR), formerly known as the Purchase Requisition, has been significantly enhanced. These changes incorporate Business Contracts processing into the PR and eliminate the former process of completing the Business Agreement Request Data Sheet (BARDS). See the Purchase Requisition Changes page for complete details. Visit the Business Contracts web site for important considerations when processing a business contract.

• New automated e-mail notifications. E-mail notifications will now be automatically sent to the PR initiator when:
  • a PR has been buyer assigned
  • a PR is reassigned to a different buyer/analyst
  • a Purchase Order/Business Agreement (PO) has been established by a buyer
  • an agreement is 45 days from expiration (if the initiator is no longer assigned to the organization, an e-mail will be sent to the account manager)

  These e-mails will make it easier for the PR initiator to stay informed of the status of PRs without needing to access the Purchasing Inquiries screen in DaFIS.

• Change Purchase Order/Business Agreement (CO) document now available to all DaFIS users. The CO document, previously only available to the Purchasing department, is now available to DaFIS users. This document can be used to request changes to a PO established by the campus Purchasing or Business Contracts departments.

  Based on the status of the PO, the CO allows the user to cancel, close, reopen, or make changes to the original PO, including changes to the Item Description screen. The CO utilizes departmental routing before routing to Purchasing/Business Contracts for final review and approval as appropriate. The CO eliminates the need to e-mail Purchasing with any requested changes. All requested changes to a PO should now be made on the CO. Instructions on using the CO are available in the One-Minute Manual on Processing a Change Purchase Order/Business Agreement.

  Note: Accounting changes cannot be made on the CO. They should continue to be made on the Redistribute Purchasing Liens document.

• Change Purchase Order/Business Agreement (CO) document can now be printed by DaFIS users. The PO/DPO/DRO Print Parameter screen can be used to print COs. The CO will highlight the changes since the previous PO was issued. As with the PO, the original CO will be printed by Purchasing, but duplicates may be printed by users assigned to the same organization that created the original PO.

• New data fields and sort functionality added to Agreement Lookup (34) in Decision Support. The Agreement Lookup report now includes Commodity Group, Commodity Sub Group, and Agreement Description information, so you can see at a glance what each agreement is for. Also, each agreement includes a link that takes the user to agreement details. The default setting for the report categorizes the agreement by Commodity Group, but clicking on any of the report headers allows the agreements to be sorted by other categories, including Agreement Number, Vendor Number, Begin Date, and End Date.

• New Vendor Performance Report Functionality. Experienced outstanding service from a vendor? Or, perhaps you have experienced a less-than-stellar performance from a vendor? Let the Purchasing department know! The online Vendor Performance Report (VPR) functionality is now available. Access the VPR by right-clicking on a vendor number or purchase order number in Transaction Processing and choosing Vendor Performance from the menu. The VPR can also be accessed from the Purchasing web site, the UCD Buy Contact Us page, or by clicking here.

• Sort capability on Vendor Lookup screen.
It's now possible to sort results on the Vendor Lookup screen after performing a vendor search in Transaction Processing. Ownership and Business Type, Commodity Group and Commodity Sub Group fields have also been added to the Vendor Lookup to assist in vendor searches.
• Modifications to printed Purchase Order/Business Agreement (PO) document.
The "look and feel" of the printed PO has been changed a bit to improve "readability" and to make the item information clearer.

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Decision Support Release 7.0

The highlights of this release:

• Balance Summary (1) and Transaction Listing (2) reports now allow reporting across fiscal years. No more having to run multiple reports in order to get results for more than one fiscal year at a time! When entering a Month Range you can now enter a start date in one fiscal year and an end date in a different fiscal year.

• Improved look and feel in Decision Support. The formatting for query input pages has been made cleaner and more consistent with other web applications:
  • Picklists can now be accessed by clicking on the magnifying glass icon.
  • Action buttons are on the right side of the screen and no longer hide field names.
  • Action buttons are static and remain on the screen, unaffected by scrolling.

• New Functionality: MyProjections. MyProjections are entries that can be added to the ledger directly in Decision Support for forecasting purposes. These unofficial transactions are designed to represent known future charges or credits.

  MyProjection functionality (creation and viewing) is available to active account managers, primary delegates, and principal investigators only. If an individual is deactivated from account manager, primary delegate, or principal investigator status, they will no longer have access to MyProjections.

  The following queries have an option to include MyProjections (for active account managers, primary delegates, and principal investigators only):

  • Balance Summary (1)
  • Transaction Listing (2)
  • MyProjections Log (314)--New Report that gives a list of all entries in MyProjections. Search criteria include account, organization, and object code.

  To create a MyProjections entry, go to the General Ledger folder in DS and click on MyProjections. On the MyProjections screen, you can create a new MyProjections entry or view MyProjections entries that you have previously created.

• New Functionality: My Scheduled Queries. My Scheduled Queries allows Decision Support users to indicate when a specific report will run and be sent to them via e-mail. The reports can be scheduled daily, weekly, or monthly after ledgers close. To schedule a query, simply click on the Schedule This Query button on any DS query. On some queries, some search criteria must be entered before the Edit Scheduled Query screen can be accessed.

  Enter the desired report parameters on the Edit Scheduled Query screen. The e-mail address of the DS user will default. Enter a comma to separate multiple e-mail addresses in the E-Mail Address field.

• Delegate Approved Documents added to Document Lookup (9). Find documents that were approved by primary and non-primary delegates.

• New Report: Agency Account Transaction Report (315). This new transaction listing report is designed for self-supporting agencies. It reports on cash received and disbursed and displays a running cash balance.

• New Report: Gift Distribution by Document (286). This new report shows all transactions associated with gifts, including gift fee transactions. Since the implementation of the Advancement Finance Plan (AFP), most gifts received by UC Davis are assessed a fee to fund advancement activities. Use this new report to search for transactions based on account, organization, or OP Fund.

• New Report: AR Aging Report (308). This new report summarizes an Accounts Receivable customer's balance and its age. This information can be used to evaluate a customer for the appropriate collections activity. Note that this report only provides information on customers that are entered in DaFIS Transaction Processing Accounts Receivable. This report allows a user to view only outstanding invoices, only overpayments, or include both.

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