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NUFinancials Tips

This list is being developed and expanded to include situations NUFinancials users have encountered since the recent upgrade.

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Got a Tip to share? Email admin-systems@northwestern.edu.

Expense Reports

myHR Learn Tutorial: Expense Reports in NUFinancials Interactive Power Point Presentation
myHR Learn Tutorial: Cash Advances in NUFinancials Interactive Power Point Presentation

Accounting Date Change (for employees/submitters/proxies)

To locate and change the accounting date on expense transactions in workflow when the period is closed:

  1. Navigate to: Employee Self Service > Approvals
  2. Use the Expense Reports drop down to select transactions
  3. From the menu, select the transaction type
  4. Once you are in the transaction, you can review the document for accuracy and validity
  5. Upon clicking Approve, you may get a message and the Accounting Date will highlight
  6. Click the OK button and change the highlighted Accounting Date to one in the open period
  7. Now click the Approve button again and the transaction will be approved.

For illustrated steps, see our Job Aid: Change Accounting Date for Expense Reports

Accounting Date Change (for approvers)

Approvers may change the accounting date in order to approve, send back, or hold Expense Reports after the accounting period has been closed. The process is slightly different than for employees/submitters/proxies.

  1. Navigate to: Employee Self Service > Approvals
  2. Review and select an approval option.
  3. Change the accounting date.
  4. Take appropriate action (Approve, Send Back, Hold)

For additional detail and illustrated steps, see our Job Aid: Change Accounting Date for Expense Report (Approvers)

Approval Shortcut

Do you need to certify an Expense Report that was entered for you? Or, are you a new Expense Report Supervisor?

If you misplace the approval email, there is an easy way to see what approvals are waiting for you:

  1. Log into the NUPortal with your NetID.
  2. Click Financial in the left column.
  3. Look under Approval Inbox at the right side of the page.
  4. Next to Expense Report, click the number link, which indicates the number of transactions awaiting your approval.

The link takes you into the page where you can indicate your approval for each item.

More information (including screenshots): Expenses Supervisor Approval Instructions (see "Alternate Navigation to NUFinancials Approval Inbox")

Copying an Expense Report

Do you frequently submit similar Expense Reports, either for yourself or for someone else?
There's a quick shortcut to save you the need to re-enter all the details.

  1. Log in and navigate to the Create Expense Report/Expense Report Entry screen.
  2. In the Quick Start menu dropdown (where it says "A Blank Report"), select An Existing Report.
  3. You'll be taken to the Copy from an Existing Report screen. Here you can find Expense Reports you've entered for yourself or as a proxy for the current employee id, and can use one of these as the basis for a brand new report.
  4. Select the report you'd like to copy and proceed as usual, updating any information that has changed.

Expenses Entry Quick Reference

Expense Report Budget Check and Approvals

Expenses budget checking runs every 15 minutes, beginning at the top of the hour.

  • This means that approvers cannot apply approval until the regularly scheduled budget check process runs after the Expense Report is submitted.
  • If approvers attempt to approve before budget check has run, they will receive a notification indicating that budget check is required before approval.
  • Solution: wait 15 minutes and then approve.

Expense Reimbursement Direct Deposit Account

Expense Reimbursements are paid in the same way that you receive your paycheck. If you have direct deposit set up, they are deposited into your Balance account as defined in myHR Self Service.

  • The Balance account is noted as such under "Deposit Type."
  • You may have more than one account designated, but you must have a Balance account.
  • The Balance account can be checking, savings, or a CD account.
  • If you only have one account set up, that is where your expense reimbursement will go.
  • Expense Reimbursements cannot be split among multiple accounts the way a paycheck can.
  • Please note that not all employees have a direct deposit account set up.

Expenses Supervisor Entry

To enter your Expenses Supervisor when filling out an Expense Report, click the magnifying glass next to the Expenses Supervisor field to select your supervisor.

supervisor search field with magnifying glass icon highlighted

"Expenses Supervisor is Required" Error

I am trying to resubmit an expense report and I get a message that says: “Expense supervisor is required. The PeopleCode program executed an Error statement, which has produced this message.”

Solution:  Return to the header details header details icon   and select an Expenses Supervisor and resubmit.

My Wallet: Approval Emails

  • Remember: Expense report approval emails are also generated for My Wallet expense reports used to reconcile Procurement Card transactions.
  • Although the approval notification email mentions payments and deposits, the reimbursement amount shown at the bottom will be $0.
  • This is similar to expense reports created to reconcile cash advances when no money is due to the employee.

Returned Expense Reports

  • Expense Reports returned prior to June 15, 2017 will not appear in the Returned list of Expense Reports. They will still appear in View All.
  • Any expenses that were newly created, resubmitted, or sent back beginning on June 19, 2017 will show as Returned.

Show and View Expense Report Exceptions (90-day or other exceptions)

  • When entering an Expense Report over 90 days old, missing receipts, etc., you can check a box to indicate that there's an exception.
  • Approvers can also check a box to indicate an exception before approving (no need to send back).
  • Once an exception box has been checked by either an enterer or an approver before submitting, the exception(s) will then be searchable in the Approval Inbox.
  • Note that paper exception forms will still need to be scanned and attached to the Expense Report.

More information: See Exceptions in Expense Reports

View Expense Reports Submitted as a Proxy

I am trying to see expense reports I submitted for another person.

Solution: Click the arrow next to your name to select the other person and you will see their expense reports display.

In the expenses section a downward arrow next to submitter's name is selected.

View Expense Report History

If you try to view Expense Report History, you may see No expense history found. Search parameters can be adjusted in My Preferences.

Solution: Please use the following path and instructions to update your preferences:

Employee Self Service > Expenses > Expense History >

To adjust your preferences to view Expense Reports older than six months: 

  1. Go to hamburger menu at upper right of screen.
  2. Select My Preferences from dropdown list.   Hamburger dropdown, located next to the search button, expanded to show a list of menu options.
  3. On My Preferences, update Expense Report Search Options
  4. to display a larger number of months (e.g., 12), and/or status types you would like displayed.
  5. Click Save.
  6. Return to Expense History using link at upper left of screen. 
  7. If you still don't see any Expense Reports in your History, please contact the IT Support Center. 

General

myHR Learn Tutorial: General Navigation in NUFinancials Interactive Power Point Presentation
myHR Learn Tutorial: Approvals and Workflow Overview Interactive Power Point Presentation

Browsers

  • Disable your popup blocker
  • Clear your temporary files (only use if this does not conflict with other sites' requirements)

List of System Supported Browsers

Chart of Accounts

  • The Chart of Accounts represents the accounting structure for how Northwestern gathers, stores, combines, and uses financial information.
  • It is used to trace the flow of revenues, expenses, assets, liabilities, and equity.

For information or assistance regarding requested changes to the Chart, please contact the ChartField Maintenance Unit in the
Controller’s Office: chartfield_request@northwestern.edu

Job Aid: Chart of Accounts Quick Reference 

ChartField1

As long as a budget is NOT needed but a level of granularity for reporting or analysis is needed, you have the option of requesting either of two ChartFields: ChartField1 or Program Code.

Job Aid: Review Activity on ChartField1 and Program Code

Department Code List

Find your department code for the DPR, Visitor's Expense Form, and Contracted Services Form on the Financial Operations web site:

Department Code Lookup for NUFinancials Forms PDF

Exporting to Excel

To export search results or other information to Excel look for excel

If you have difficulty downloading from NUFinancials to Excel, create a local folder as an Excel Trusted Site and download the spreadsheet to that folder.

Navigate to Trusted Locations in Excel: File -> Options -> Trust Center -> Trust Center Settings -> Trusted Locations. 

Excel Trust Center

Favorites

In addition to bookmarking system login pages in your browser, you can create Favorites in various systems, such as iBuyNU and NUFinancials, to save time...but make sure you keep your Favorites straight!

iBuyNU
  • Some punchout vendors in iBuyNU have Favorites functionality specific to their web site.
  • iBuyNU has Favorites specific to the hosted catalogs.
NUFinancials
  • Non-catalog items you purchase regularly can also be set up as Favorites in NUFinancials.
    However, prices don't update dynamically the way they do for iBuyNU and punchout vendor favorites, so you may need to update prices in NUFinancials.
  • Clicking Favorites from the top menu in NUFinancials will show you your Recently Used items as well as options for adding and editing Favorites.

Listservs/Mailing Lists

Subscribe informational email lists focused on specific systems to stay in the loop. NUFinancials

NUFinancials users with specific system roles will automatically receive certain types of notifications.

IT Administrative Systems Email Options

Payroll Posting Timing

Payroll and encumbrances post to NUFinancials and Cognos BI reports after every payroll run (not nightly).

  • If changes are made to funding, they will not be reflected in encumbrances in NUFinancials or Cognos BI reports until the next payroll
    run.
  • As a general rule, NUFinancials receives the payroll files on Friday evening and they are typically posted by the following Tuesday. However, if there
    are any errors in the file, that schedule is delayed.

PC Business Unit

  • You may receive an error message indicating that Project ID is invalid.
  • If the Project ID is correct yet still giving an error, confirm that PC Business Unit (also abbreviated as PC Bus Unit) is filled in correctly.
  • The only valid choice for this ChartField is NWUNV.
  • For Expense Reports, PC Business Unit can be located via the Accounting Defaults link.

Preferred Phone Numbers

If a requester's personal phone number appears where it should not (e.g, on packing slips), he or she needs to change the "preferred number" in myHR.

NUFinancials uses the preferred number.

Navigation in myHR:
https://myhr.northwestern.edu > Self-service > Personal Details > Contact Details

Printing Training Documents (HTML)

Printing Training Documents PDF Alternative

  • Some online training documents are provided in PDF form and are easy to print.
  • Other items are provided as online, or "HTML" content, which can be more challenging to print.
  • Different browser versions may offer different options than those listed below.
  • The last updated date of a document is located on the bottom of the last page.
 

Keyboard shortcuts work with the browsers listed below.

  • On a Windows OS computer, use CTRL P ("Control" button + letter P)
  • On Mac OS computer, use CMD P ("Command" button + letter P)
  Instructions for Google Chrome  
Firefox
  1. Click in the document window.
  2. Right-click and choose This Frame
  3. Choose Print Frame
 
Google Chrome

There is no File menu to print from using Chrome.

  • Click Customize and Control Google Chrome and select Print.

Customize and Control can be found directly under the close window button in the top right corner.

  • Alternatively, right click on a page and select Print to print 1 or more pages.
  • Alternatively, select a section with your mouse, right click, and select Print

Project Name (search by)

If you only know the name of your project but not the number, you can find the chart string through the NUPortal:

  1. Log into the NUPortal > Financial section
  2. Under Financial Related Links, click Budget Details
  3. Select a Ledger Group (if no group selected, you will get an error message)
  4. At Project, click the magnifying glass to the right (do not type anything)
  5. Change the Description pulldown to "contains"
  6. Enter name/keyword(s) in name of project
  7. Click the Look Up button
  8. You will see a list of Project numbers and descriptions that include the name/keyword(s) you entered.

Today's Date

In NUFinancials, type "T" or "today" (upper or lower case) and tab out of the date field for today's date.

Wildcard Searches

The percent sign (%) is a wildcard and can be used when searching for information in Cognos BI reports and NUFinancials.

The asterisk (*) is a wildcard in InfoEd.

Grants/Sponsored Projects

Grants Account Tree

Grants Budget and Expense Account Tree excel(last updated by ASRSP: 1/28/2016)

View the most updated grants tree in NUFinancials.


Navigation: Nav Bar (compass) > Navigator > Tree Manager > Tree Viewer > Advanced Search > type "Grants" in Category (begins
with) > Select Grants KK Budget Tree

  • Click on the "+" to expand the tree.
  • The nodes with the folder icons (such as 60010=Academic Personnel) correspond to budget categories where OSR budgets the sponsored funds.
  • The nodes with "leaves" underneath (such as 60011= Faculty Salary, Regular) are the expense accounts that departments will enter in expense chart strings (replacing object codes)

Sponsored Project Balances

Current Balance

To determine how much money is left on your award or project, use the resources shown in the chart below. The key differences between methods are timing and the F&A encumbrance calculation. 

To determine your full real time balance:

  1. Start with the Sponsored Project Budget Statement (GM045).
  2. Next, use the Budget Overview in NUFinancials to find today's posts.
  3. Calculate F&A on encumbrances and actuals for today's posts.
  4. Add results of steps 1-3 to find full real-time balance.

Resource

Location

Timing

F&A Encumbrance

GM045
Sponsored Project Budget Statement

Cognos

End of Previous Business Day

Calculated on actual encumbrances

Commitment Control Budget Overview Pages

NUFinancials

Real time
(updated each time a transaction is budget checked)

Does not include F&A calculation for encumbrances

Journals

Journal Approvals: Double Totals

When approving a journal, you may notice what appears to be an extra line. These self-balancing lines will appear to double the total. For more information, see the Job Aid: Actuals Journal Approval Tip.

Journal IDs

Find the Original Journal ID

Do you need to complete a Correction Journal or a Correction Agency Journal? Do you need to locate the Original Journal ID that NUFinancials requires? It all starts on the GL008 Revenue and Expense Activity Report!

  • Run the GL008 for the chart string that contains the transaction that was incorrectly posted to the General Ledger.
  • If the Transaction Type on the GL008 is Journal, then the GL008 Transaction ID is the Original Journal ID. Look no further!
  • If the Transaction Type on the GL008 is not Journal, you must either drill to detail on the GL008 or use NUFinancials inquiries (either Accounting Entries or Lifecycle Viewer). Affected Transaction Types are expense report, cash advance, and voucher.

For more information, see our Job Aid: Find the Original Journal ID

Journal Types

Budget vs. Transfer Journals

Budget journals allow users to move spending authority from one chart string to another within the same fund group - current funds unrestricted (funds that begin with 1). Budget journals can also be used to increase or decrease budgets, but such journals must be balanced.

Transfer journals move dollars from gifts or endowments to unrestricted or designated chart strings - movement of funds across fund groups. If the funds numbers begin with a different digit, then use a transfer journal.

For more about journal types, see: Which Journal Should I Use?

Reports

Real Time Reports

Asset Management Reports

AM001 - Asset Tagging Report
AM002 - Asset Inventory Report
AM003 - Active Capital Equipment
AM004 - Retired Capital Equipment
AM006 - Active Capital Assets, Summarized
AM007 - Detail Financial All/Category
AM009 - Variance Report
AM010 - Asset by Type
AM011 - Asset Report by Category Type
AM012 - Asset Gain/Loss Report
AM013 - Active Capital Equipment (Single page)

General Reports

GE001 - Publish chartfield data for consumption by other systems
GE002 - Transactional data file: Pre-Encumbrance detail
GE004 - Transactional data file: Encumbrance detail
GE005 - Transactional data file: Expense detail
GE006 - Transactional data file: Revenue detail
GE007 - User Security Profile
GE008 - Department Workflow Approval Security Profile
GE010 - Department Data Security Profile
GE011 - Project Workflow Approval Security Profile
GE012 - Project Data Security Profile

General Ledger Reports

GL007 - CUFS to PS Department Budget Conversion for Revenue and Expenses
GL016 - Summary of Cash Transactions
GL017 - Journal Error Report
GL021 - Gift Setup and Closure Queries
GL024 - Open and Uncleared Deposits (using staging application record)
GL027 - Non-generated Subsystem Journals
GL063 - Gift Clearing Report

Grants Management Reports

GM002 - Pre-Billing Status Report for Cost Reimbursable
GM006 - Billing Parameter Exception Query
GM025 - Award-Project End Date Reconciliation
GM033 - Project Account Summary - Central

Supply Chain Reports

SC002 - Voucher Errors
SC003 - Voucher Activity Report
SC005 - Vendor Transaction Listing
SC007 - Advance Overages
SC008 - Voyager to PeopleSoft Successful Transaction Reconciliation Report
SC009 - Voucher Errors by Origin
SC010 - Voucher Comments
SC011 - AP/PC Reconciliation Report
SC012 - Outstanding Advances
SC013 - EX/PC Reconciliation Report
SC015 - Reporting by Category - Post Audit
SC016 - Open Encumbrance Report
SC018 - Dispatch Statistics Report
SC019 - Vendor Info Query - Central Facing
SC020 - Delivery Report
SC023 - Hold PO From Further Processing
SC024 - PO Change Order History
SC025 - Vendor Info Query - Expanded Search
SC027 - Match Exceptions Report by Department
SC028 - Online Voucher Activity by DeptID
SC029 - Open Encumbrance Report (FM)

Run Controls for NUFinancials reports

To help run frequently used reports quickly, use Run Controls.

  • "Run Controls" (like favorites or a template to be re-used) for NUFinancials reports are attached to individual IDs, so users can establish them for exact types of reports that they will run over and over.
  • For the Budget Status Report, for example, a user can create more than one run control for that report. So, if so sometimes you need to have a report that rolls everything up to the Fund-Dept, you can create and save a run control for that report.
  • If you also need to report on Dept-Project, you can create and save an additional run control for those parameters.
  • This will help you run the NUFinancials reports that you need very quickly – you don't have to establish the parameters every time you want to run them.
  • Users cannot delete run controls.

Warehouse-based Reports

 

Facilities Management Reports

FM001 - Top 5 Trouble Areas/Locations

FM002 - Top 5 Pieces of Equipment using FM Resources

FM003 - Capital Project Financial Position - Summary

FM004 - Capital Project Financial Position - Detail

FM005 - Materials Usage Report

FM008 - Job Cost - FAMIS Billing Summary

FM009 - Job Cost Labor Detail Report

FM010 - Job Cost Materials Detail Report

FM011 - Job Cost Work Order Detail Report

FM012 - Facilities Invoice Detail

FM013 - Job Cost Journal Posting

FM014 - Maintenance Spending Report

FM015 - FAMIS/PS PO Reconciliation Report

FM016 - FAMIS/PS Receipt Reconciliation Report

FM020 - FAMIS Journal Export Report

FM021 - Job Cost - FAMIS Billing Summary

FM022 - Job Cost Labor Detail Report

FM023 - Job Cost Materials Detail Report

FM024 - Job Cost Work Order Detail Report

FM025 - Facilities Invoice Detail

FM026 - Job Cost - FAMIS Billing Summary (Extended)

FM028 - Job Cost - FAMIS Billing Summary (Extended)

General Ledger Reports

GL002 - Gift Summary Report

GL003 - Off Cycle Budget Changes Report (Year-to-date)

GL004 - Off Cycle Budget Changes Report (Month-to-date)

GL005 - Summary Budget Status Report

GL008 - Revenue and Expense Activity Report

GL009 - Expense/Revenue Budget

GL010 - Operating Budget Report

GL011 - Historical budget performance

GL012 - Project By Attribute/Activity Designated Funds

GL013 - Year End Performance Review Report

GL018 - Summary of Agency Project Cash Balances

GL019 - Plant Fund Open Accounts Balance and Cash Summary

GL023 - Detail of Unexpended Plant Expenses

GL025 - Faculty Start-up Attribute Summary (Faculty/PI)

GL026 - Faculty Start-up Attribute Summary

GL059 - Drill-through Detail [for GL008]

GL061 - Agency Project Detail

GL062 - Gift/Endowment Project Detail

GL064 - Project By Attribute/Activity Non-Designated Funds

GL067 - Valid Chart Strings

GL068 - Financial Summary
(Excluding Agency and Multi-Year Funds)

GL069 - Financial Summary
(Including Multi-Year Funds And Excluding Agency Funds)

GL070 - Financial Summary with Project Purpose
(Excluding Agency and Multi-Year Funds)

GL071 - Financial Summary - Historical Comparison
(Excluding Agency and Multi-Year Funds)

GL072 - Financial Summary w/ Detail ICR
(Excluding Agency and Multi-Year Funds)

GL073 - Financial Summary w/ Detail ICR
(Including Multi-Year Funds And Excluding Agency Funds)

GL074 - Financial Summary with Management Level & Project Purpose

GL075 - Financial Summary and Control Report

Grants Management Reports

GM001 - Upcoming Billing Events

GM003 - Prepaid Award Spending Report

GM004 - Salary Detail Report

GM005 - Billing Activity Report

GM007 - Pre-Billing Letter of Credit Summary Report

GM008 - Revenue Recognition Report

GM009 - Unapplied Deposits Report

GM011 - Sponsored Research Expenditures Report

GM013 - F&A Rate by Effective Date Report

GM014 - F&A Revenue Offset Setup Report

GM015 - F&A Revenue Offset Recovery Report

GM018 - Sponsored Project Subcontractor Billing Status Report

GM019 - Milestone (Deliverable) Status Report

GM020 - No Automatic Carry Forward

GM023 - Multi-Project Summary

GM024 - Pre-Spending Project Monitoring

GM026 - Project Information Lookup Report

GM028 - Project Close Out Notification Report

GM030 - Award Amount Expected

GM032 - Subcontract Analysis

GM034 - F&A Awarded and Expended Report

GM035 - Industry Clinical Trial Activity Report

GM037 - NIH Grants - Estimated Balances Greater Than 20%

GM038 - BI Limit Budget Exception

GM041 - Budget Category Query

GM042 - Overspent Budget Category

GM043 - Projected Future Funding

GM044 - Sponsored Project Portfolio

GM045 - Sponsored Project Budget Statement

GM046 - InfoEd Subcontract ID Details

GM047 - Milestone (Deliverable) Report

GM048 - Sponsor Trends: Proposals

GM049 - Aging Submitted Proposals

GM050 - Illinois Proposals

GM051 - Proposals with Required Cost Sharing

GM052 - Faculty Proposal Activity

GM053 - OSR Negotiation Metrics

GM055 - Negotiation Status Report

GM055 - Negotiation Status Report

GM056 - Funding and Effort Reductions

GM057 - Faculty Award Activity

GM059 - Proposed and Funded Cost Share

GM060 - Active Awards - All Roles

GM063 - Sponsor Trends: Awards

GM064 - Monthly Award Detail

GM065 - Proposals Summary by Sponsor Type

GM066 - Proposals Summary by Management Area

GM067 - Awards Summary by Management Area

GM068 - Awards Summary by Sponsor Type

GM069 - Illinois Awards

GM070 - Awards with Required Cost Sharing

GM071 - Monthly Proposal Detail

GM072 - Award Analysis

GM073 - Proposal Success Rate

GM074 - Proposal Analysis

GM075 - Awards Listing by Funding Level

GM076 - Office for Research Safety Report

GM083 - Active Awards - Lead PI

GM084 - Completed Awards within Three Years - All Roles

GM085 - Pending Proposals - All Roles

GM086 - Projects Balances Report

GM087 - ARRA Detail Award List

GM088 - ARRA Detail Proposal List

GM089 - Internal Recharge Center Query

GM090 - Award Projection Report
GM091 - Sponsor Payments Received Report
Supply Chain Reports

SC004 - Grant pCard Transaction Query

SC006 - 1099 Verification Report

SC017 - New Purchased Equipment ~ Capital Equipment

SC021 - New Purchased Equipment ~ Non-Capital Equipment

SC022 - New Purchased Equipment ~ Fabricated Equipment

SC026 - Expenses by Submission & Workflow Status

Requisitions

myHR Learn Tutorial: Requisitions in NUFinancials Interactive Power Point Presentation

Automatically Add a Vendor to Multiple Lines

When creating a multi-line, non-catalog requisition for the same vendor, use the Line Defaults to ensure that the same vendor and location is entered on each line automatically.

IMPORTANT:

  • When you enter your vendor in the Line Defaults section, the Vendor Location auto-populates for each line based on your Vendor selection.
  • Using Line Defaults avoids a common issue with requisitions being sourced into multiple Purchase Orders based on different vendor locations.
  • The issue occurs because many vendors have multiple locations. If you copy-and-paste or enter location manually to each line, the system will only use the first location it has listed behind the scenes, which may not be the one you selected.

Hazardous Material Account Codes

The item category "LAB_HAZARDOUS_GAS" automatically defaults in the Account Code 73370 (Hazardous Gas). This account code will automatically route a requisition to the Office for Research Safety (ORS) and, for grant accounts, to ASRSP. See table below for all account codes that route to ORS.

Hazardous Material Accounts that Route to Office for Research Safety
Account Description
73340 Select Agents
73350 Radioactive
73370 Hazardous Gas
used in conjunction with Item category: LAB_HAZARDOUS_GAS

Invoices

  • Invoices for regularly scheduled University purchases (e.g., waste removal from labs, etc.) are created using a blanket non-catalog requisition in NUFinancials.
  • Requisitions and Purchase Orders (REQs/POs) need invoices for the matching and payment process, but invoices SHOULD NOT be attached to REQs/POs because Accounts Payable (AP) can't see attachments to REQs/POs.
  • Invoices must be sent to AP via campus mail or email (below) so that they can enter them into NUFinancials for the matching and payment process (include PUR#): invoices@northwestern.edu

Receiving on Requisitions

Requesters should enter a receipt on all requisitions except for the following. Requesters can enter receipts on behalf of other Requesters if necessary.


NO receipt is needed for:

  • All catalog requisitions (items from iBuyNU).
  • Non-catalog requisitions with a total value of less than $500 (receipt optional)
  • Non-catalog requisitions with the following categories:
  • REAL_ESTATE
  • LEASES_BUILDING
  • LICENSING_+_TAXES
  • TRAVEL_+_HOTELS
  • POSTAGE

Ship To Code Disappearance Workaround

Until the underlying issue is resolved, the following workaround will prevent Ship to codes from disappearing from requisitions.


  1. On the Edit Requisition Save and Submit page, click Requisition Settings.
  2. Enter the Ship to code and click OK
  3. The following message displays: "Retrofit field changes to all existing requisition lines/schedules not already sourced to POs. (10150,296)." Click OK.
  4. If the Budget Header Status is "Valid" click Save and Submit.
  5. If the Budget Header Status is "Not Checked" click Check Budget then Save and Submit.

Suppliers

myHR Learn Tutorial: Supplier Registration in NUFinancials Interactive Power Point Presentation
myHR Learn Tutorial: Payment Requests in NUFinancials Interactive Power Point Presentation

Credits

A credit may be issued by a vendor for several reasons: return of an item, wrong item sent, damaged item, etc. Credits from vendors in iBuyNU are handled differently from credits for non-catalog requisitions.

Job Aid: Credits from Suppliers 

Refax Requests (Purchase Orders)

  • In an effort to eliminate the risk of duplicate Purchase Order (PO) processing, POs will not be refaxed unless it’s been 48 hours since the original fax was dispatched.
  • Refax requests must be submitted via email to purchasing@northwestern.edu.
  • All written requests must include the PO#, Vendor Name, and supplier fax number.

Refunds

  • Please send all refund checks received from vendors to Accounts Payable at 2020 Ridge to be deposited.
  • Please include the original PO number and/or Voucher number and chart string (including the account used on the original PO or Voucher) on documentation sent with the check so that the refund amount can be credited correctly.
  • This is important because refunds should be used to reduce the amount of expense on the chart string used. If refund checks are deposited as revenue, it gives a false picture of the actual revenue earned by the chart string.


More Administrative Systems Tips
FAMIS Tips
InfoEd Proposal Development Tips
NUPlans Tips
 

Last Updated: 25 October 2017

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