Target Audience:All campus departments and staff with purchasing responsibilities
System: FRS
Date of Change: Oct 1, 2011 (Send communication Sept 1)
Message: PO Conversion Communication for Campus
During the implementation of UAccess Financials, open Purchase Orders will be converted from FRS into the new system. This communication is to highlight the conversion process for Departments on converted Purchase Orders.
Conversion Criteria:
Converted Purchase Orders will encumber in UAccess Financials. In order to correctly encumber a converted PO, only the remaining balance from open lines will be converted. In addition, if Use Tax has been encumbered on a PO in FRS, only the remaining unpaid percent of use tax will be converted.
Conversion Logic:
UAccess Financials and FRS are not comparable systems concerning Purchase Orders. Certain assumptions and defaults needed to be applied in order to convert data from FRS to UAF.
1) PO’s were will converted by line. If the extended total is greater than the amount invoiced and the line is coded as partially paid or unpaid, it will be converted.
2) There are some instances where UAF validates data where FRS does not. In these cases, Departmental Defaults were used from the UAF Organization Profile. Each Department profile contains default principal manager and account number. The default principal manger for each department will be used on every converted PO. The default account value will only be used if the FRS account number is not converted- for example, on closed accounts.
3) If a converted PO required receiving in FRS, it will require departments to enter receiving or payment approval again in UAF.
FRS to UAF Converted PO Example:
