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FINANCE TRAINING

FINANCE TRAINING. Introduction to the Financial Front End (FFE) System 2011. What is FFE?. Financial Front End (FFE) was created jointly by the Office of the Controller and CUIT

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FINANCE TRAINING

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  1. FINANCE TRAINING Introduction to the Financial Front End (FFE) System 2011

  2. What is FFE? • Financial Front End (FFE) was created jointly by the Office of the Controller and CUIT • A financial and reporting interface that works with systems operated by CUIT, Office of the Controller, Budget Office (OMB), SIS, Alumni & Development, Human Resources, Payroll Accounting and Purchasing.

  3. What can FFE do? • Consists of various modules that offer services such as: • Budget and financial reporting capabilities • Fund transactions • Inter-departmental invoicing • Purchasing Office interface • Cash handling oversight • Certain payroll functions • Security access monitoring

  4. Journal Entries Financial Front End (VFFE / FinSys) How FFE fits in with the Neighborhood FAS Inter-Departmental Invoices Cash Receipts & Disbursements Budget > Account Revisions> Approvals > Charges>Reports >Reconciliations>Budget Budget Entries People @ Columbia (PAC) Payroll Time Collections APCAR PO, A/P, Petty Cash FFE CAPS P-Card Works Advance Endowments & Gifts FFE Tuition Student Info System Rent BJ Murray TMS Grant Set Up InfoEd / OPG

  5. How to Access FFE (cont.) FIRST, you need to apply for access using the Financial Systems Security Application Use this application to: - Set up a new DAF approver and/or FFE-AP/CAR User - Modify a User’s access - Change a User’s home department in security module if it has changed in People@Columbia (PAC) - Delete a User’s access FOR INFO: http://www.finance.columbia.edu/controller/financial_reporting/finsyssecurity.html

  6. How to Access FFE FFE can be accessed in TWO different ways: • Access to the FinSys FFE modules requires entry into the My.Columbia portal, then navigation to the FinSys section. - Access to the FoxPro FFE modules (also called VFFE) requires a Columbia UNI and VFFE specific password assigned via email.

  7. Web-Based FFE On FinSys / MyColumbiaPortal • What is MyColumbia? • How the FinSys and DWR Tabs affect your work • Tips for New Users

  8. VFFE (FoxPro version)Downloading onto Your Desktop • Instructions on easy downloading • Go to: http://wwwa.ais.columbia.edu/ffe/

  9. FoxPro VFFE Log-in • Make sure you have FFE access (To obtain access, you must fill out the Financial Systems Security Application Form – Go to: http://www.finance.columbia.edu/controller/financial_reporting/finsyssecurity.html) • Log in using proper ID (after 3 tries, you will get locked out of system and will need to have your ID re-set) • If problems, contact Help Desk at (212) 854-1919 • How to change your password

  10. VFFE Main Menu: System • Change Password • FFE News • Non-FFE Sites • Calculator • Calendar/Diary • Printer Set-up • About FFE

  11. VFFE Getting Started • You will only be allowed to view or use areas where you have access as determined by your security profile set up on the FFE Application Form • You will not be able to make changes without the proper authority • Some FFE functions are for the Controller’s Office use only (i.e. security admin.)

  12. FFE News • Why it is important to read FFE News items

  13. VFFE Main Menu: FFE • Basic FFE functions that will affect your departmental: • Budgets • FAS Statements • Fund management • Purchasing requests • Salary distribution • Internal invoicing • Security administration • Financial reporting

  14. VFFE Main Menu: Reports • 31 different FFE report capabilities having to do with budgets, accounting, purchasing, security and contracts • Plus (DWR) Data Warehouse reports are available at my.columbia or use DARTS system (not part of FFE)

  15. VFFE Main Menu: Contact • Where to go when all else fails …

  16. FinSys FFE AccessMain Menu • Many FFE Modules have been migrated over to FinSys section of My.Columbia Portal • Also see FinSys FFE Reports, and (DWR) Data Warehouse reports

  17. Using DARTS for reports • Access to DARTS • DARTS training – See Training link on Finance Gateway Website or view manual • Downloading and Printing from DARTS

  18. FFE: BASIC USAGE for ALL MODULES • CREATE • REVISE • SAVE BATCH • RELEASE BATCH • APPROVALS >> To FAS

  19. Remember Any mistakes you make in FFE can be reversed

  20. FFE Actions Account Creations (VFFE) • Used to create the following accounts (assigning available account number) on the General Ledger or Sub-Ledger • General ledger account (GL) including a prime (SL) account • Prime SL account • Scope SL account • Also used to apply approvals and collect information about the account. • Grant accounts are created by Sponsored Projects Administration as part of award process

  21. FFE ActionsAttribute Changes (VFFE) • Used to make limited “rule” changes to General Ledger and Sub-Ledger accounts • Used to modify non-restrictive FAS attributes. i.e. allows you to edit fields such as: • Department/Sub Department # • Distribution Codes • Gift numbers • Year Type • Expense functions • Personnel names • Account numbers • Start/End dates • Etc.

  22. FFE ActionsBudgeting Tool (FinSys) • Used to create original departmental budget requests and revise budget projections • Does not change original budget allocation created by Office of Management and Budget • Also shows current month to date, year to date, and fund balance information • Meant to be used after dept. budgets have been developed • See OMB site for learning tools

  23. FFE ActionsJournal Entries (VFFE) • Used for • Fund Transfers (GL to GL) • SL to GL or GL to SL adjustments (Controllers Only) • Expenditure Corrections (SL to SL) • Equipment Expenditure Transfers (SL to SL) • Bank Transfer accounting (Controllers Only)

  24. FFE ActionsInter Departmental Invoices(FinSys) • ONLY TO BE USED to create invoices for services provided to other departments • Individual information entered interacts with accounting details recorded in departmental licensing agreements • What to do if you receive an incorrect or unexpected charge from another department?

  25. Forms for Manual FAS TransactionsRequest for Journal Entries • Use manual JE to transfer “funds” from one account to another using a “double bookkeeping entry” (debit + credit) only when FFE Journal Entry is not an option (i.e. for certain grant transactions, SL to GL, when requested, etc.)

  26. Forms for Manual FAS TransactionsRequest for Expenditure Corrections • When requested by Controller’s Office, use this form to correct mistakes or make needed changes regarding an expenditure. (i.e. to change account of a charge)

  27. Forms for Manual FAS TransactionsInterdepartmental Invoices • When requested by Controller’s Office, use this form to charge CU services (i.e. printing, facilities, etc.) to other departments • See Controller’s website to download form

  28. FFE ActionsCash Entry Module (FinSys) • Departments bring checks and cash to the University Bursar Teller, but will enter into FFE first. • Tellers will view and approve batches electronically • Tellers have the authority to edit or reject a batch if cash presented does not equal amount stated in system. (Email will be sent to dept. approvers if any changes are made or problems are detected.) • Batches will be fed into FAS on a nightly basis • Read Cash Handling Policy for more info.

  29. Purchasing Modules in VFFE To create a requisition for a Purchase Order or to create an EZPO for certain vendors, go to the Purchasing Req. Module in VFFE.

  30. FFE Actions Purchasing Requisitions (VFFE) • Used to create and administrate Purchasing Dept. requisitions for Purchase Orders and EZPOs. • Also used to liquidate EZ-PO encumbrances • Facilitates obtaining necessary approvals • Will print EZPO requisition form for ordering • Used for administration of consultants • Ties in with Purchasing Office system • AN ONLINE PROCUREMENT TRAINING also needs to be completed before obtaining access to this module. (For info, go to: http://www.columbia.edu/cu/purchasing/ffe_training.html )

  31. Purchasing Modules in FinSys You need to navigate to FinSys – My-Columbia Portal to process certain transactions

  32. PO/EZPO Change Orders (FinSys) • Are entered in new Change Order Module – found in FinSys section of My.Columbia • Are used to • Change the amount of a PO • Change the agreement or contract with a vendor as set up by a PO • Change the terms or amount of an EZPO (EZPO Liquidation Module in FFE FoxPro Version is still working)

  33. FFE Time Collection Module (VFFE) • Use for • Casual Employees (See HR site for policy) • Overtime/Deduction Action for Support Staff • Overtime/Deduction Action for Weekly Union Staff • Must be approved by 5:00 of Day End • Only available during certain times • FOR ALL OTHER PAYROLL TRASACTIONS, USE PEOPLE@COLUMBIA (PAC) – Hire/Rehire, Add-Comp, Salary Distributions, Cost Trans.

  34. For Additional Payroll Info • HR Process Center – 851-2888 • Taxation issues, general deductions, direct deposit, policy and process info. • DAs can contact for additional employee info • Monday – Friday 9-5 • Email: hrpc@columbia.edu

  35. FFE APPROVALS • Items (account, batch, SAF, etc.) that have been released for approval are listed in the “Approval List” screen • Steps to approve are same for each level • Select approval by type: “Preliminary”, “Final” • If an item fails to be approved, it is “recalled” and system removes item from “Approval List”.

  36. Knowing Your FFE Security Access • Go to VFFE • Under reports, go to “User Security Access” • Choose parameters • Click on “Generate Report” • Or, Go to FinSys • Fix/View My FFE Profile

  37. What if you have an FFE problem? Email: ffetech@columbia.edu Or Call: (212) 854-1919 CUIT Help Desk (212) 305-0213 CUMC

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