Tips & Tricks

General suggestions for working with NUFinancials, Cognos, FAMIS, and iBuyNU.

  • Use your browser's search/find function to look up a specific term:
    Ctrl-F in Windows and Cmd-F for Mac
  • These tips are not meant to replace training materials
  • * indicates new item

A

Account

Alternate Access to Applications

Approvers

Attachments


B

Back Button

Blankets

Browsers

Budget/Actuals Portal

Budget Adjustment Journals

Budget Check Error

Building Number (FAMIS)


C

Category

ChartField1

Chart String (Sponsored Project)

Cognos

Contracted Services Form

Cookies

Credits

 

D

Date

Department Code

Department Master Tree


E

Email

Emailing Reports

Errors/Exceptions

Excel

Expenses

Expenses Accounting Date Change

Expense Types

F

FAMIS

Favorites

Feinberg Budget Activities

Fiscal Year End

Foreign Currency

Foreign Vendors

Forms


G

Gateway page

Grad Student Access

Grants Tree

 

H

Hazardous Materials

Help

Home Phone


I

iBuyNU

Inbox

Invoices

Item Description Error

 

J

Journals

Journal IDs

Journal Upload Spreadsheet

 

L

Location/Ship To Code

Listserv Subscription


 

 

 

 

M

Mac

Manage Requisitions

Match Exception Report

Mileage

Missing Receipt

Multiple Room Request

 

N

NetID

Non-catalog Corrections

NUPlans

NWUNV


O

Online Voucher

 

P

Payroll Posting

Petty Cash

Phone Number

POs

Policies

Pop-up blocker

Printing

Program Code

Project ID

Project Name (search by)

Proxies

Purchase Orders

 

R

Receipts

Receipt for PO Change Order

Receipt, Missing

Receivers

Refax Request (PO)

Refunds from Vendors

Reports

Requisitions

Requisition Header Comments

Run Controls for Reports

 

 

 

 

S

Safari

Scanning

Searching

Security Forms

Ship To Code

Shoppers vs. Requesters

Sigma-Aldrich

Special Requisitions

Sponsored Project Balances, Billing, and Payments

SSO (Single Sign On)


T

Templates

Timeout

Transfer Account Codes

Tree


V

Vendors

Vendor Catalog ID

Visitor Expense Report

Vendor Refunds

 

W

W-9

Wildcard

Workflow

 

 


Account

See also:
- Commonly Used Accounts excel

- Guide to Accounts (Account Code lookup tool from Accounting Services)

- Hazardous Materials

An account is a ChartField segment in NUFinancials that identifies the specific type of asset, liability, equity, revenue, or expense in each transaction e.g., accounts receivable, faculty salary, office supplies.

 

Alternate Access to Cafe Applications

  • All Cafe applications are available via the NUPortal in the Financial section.
  • If the portal is not available or you don't have access to it, see the Cafe web site left navigation: Access Cafe Systems.

Job Aid: Alternate Access to Applications pdf icon

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Approvers

See also:
- Inbox
- Item Description Error
- Job Aid: Viewing REQ Comments and Attachments for Approvers pdf icon
- Job Aid: Budget Checking as an Approver
pdf icon
- Approver training materials

Multiple Approver Roles

For those who have multiple approver roles (Level 1 and Level 2, for example), you can see and sort by the approval level being sought:

  1. From the portal, click on the "Total Approvals" number link to be brought to the Approval Inbox Overview page.
  2. The right-most column is "Approver Level," which shows the approval level or type being sought for that transaction.
  3. Click on the column heading to sort the results to make it easier to select only those items at the desired approval level.

You can do the same thing from within NUFinancials by using the Overview filter as your selection criteria in the Approver Inbox.

 

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Attachments

For uploading advice, please see Scanning Tips.

Opening

To view files/documents attached to a requisition:

  1. Make sure your pop-up blocker is off
  2. When clicking on “View” in “Line Comments” to view the files/ documents attached to Requisition, hold the CTRL key down the entire time that you click on the “View” button.
  3. This will bring up the “Open With” window to select which application you want to open an attachment with (Acrobat Reader, MS Word, Preview [Mac], etc.) and the option to Open or Save the file.

Online Voucher

  • File names cannot contain any periods (underscores are acceptable).   
  • Multiple attachments can be uploaded to an online voucher but total size of all files cannot exceed 20MB.

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Back Button

Don’t use your browser's Back button—use links within NUFinancials to navigate.

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Blankets

See Purchasing Policy pdf icon
See also: Special Requisitions

  • Blanket orders are to be used primarily to make payments for the regular delivery of a consistent quantity of products or for services that are provided on a regular and consistent basis.
  • Specific examples include:
    • Equipment maintenance (monthly payments)
    • Garbage pick-up (department/school specific contract)
    • Coffee service (different amount each month, using a Preferred Vendor)
    • Laboratory Gas (same quantity each month)
    • Rent, utilities
  • In the requisition line description, identify what the blanket is being used for (i.e. Oxygen delivery).
  • In the requisition line comments, indicate the period of time in which the blanket will be used and how the blanket will be charged (e.g., 1 tank delivered every 2 weeks @ $100.00 per delivery from Sept ’08 to Aug ’09).
  • The Bid Documentation Form (BD-1) or Sole Source Justification Form (SSJ-1) is required for blanket orders $25,000 and above and those expected to reach $25,000 or more during the fiscal year.
    More about the Bid Process

  • If you would like to look up the balance on a blanket, navigate to Purchasing > Purchase Orders > Review PO Information > Activity Summary. To see blanket balances, in Lines section, click Receipt tab.

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Browsers

See also: FAMIS

General

  • Disable your popup blocker
  • Clear your temporary files (only use if this does not conflict with other sites' requirements)
    • In Internet Explorer--Tools>Internet Options>Advanced>Security> make sure there is a check next to "Empty Temporary Internet Files folder when browser is closed"
    • In Firefox--Tools>Options>Privacy make sure there is a check next to "Always clear my private data when I close Firefox"
  • FAMIS: Internet Explorer is the preferred browser for FAMIS

Mac

  • We recommend Firefox or Camino instead of Safari
  • NUFinancials: To print Expense Reports on a Mac, we recommend Camino. However, this Mozilla browser is not supported by NUIT.
  • iBuyNU: If you use Safari for iBuyNU, set cookie settings to "Always" or "Only from sites you navigate to."
    (Preferences > Security Tab > Accept Cookies:)
  • Cognos does not support Safari
  • Cognos: Firefox versions above 2.0 will have issues with Cognos on a Mac:
    • Scroll bar does not appear (use arrow keys or touchpad to scroll)
    • Dropdowns do not appear (click in prompt box--only downward arrow is missing)

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Budget/Actuals Portal

When using the budget or actuals portal:

  • Enter any letters in a NetID in CAPS - many screens are case sensitive
  • To refresh your page, press Return or Enter on your keyboard, or click in a different box on the page
  • Use portal buttons to navigate, do not use the internet browser back and forward buttons
  • Make sure your internet browser settings allow pop-ups when using the portal
  • When using the Budget Details search page, you must enter some values before you click Search. Empty searches will timeout. 
  • If you want to see sample transfer, correction, or internal sales transactions, create your journal using the wizard option. You can access a sample transaction link when the journal lines page appears.
  • When creating search names do not use special characters or spaces.
  • Self-balancing lines will appear to show double the total. See our Job Aid: Actuals Journal Approval Tip pdf icon

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Budget Check Error

If you receive a budget check error, look up the message in the appropriate training guide for the type of transaction you are creating:

  1. Review the status of the existing budget for the chart string using KK Overview or the GL005 Summary Budget Status Cognos report.
    Training Guide: Viewing your Budget pdf icon
  2. If the budget error relates to insufficient budget, you may update the budget as appropriate using a budget portal journal to allow the transaction to pass budget check.
    Training Guide: Initiating Budget Adjustments pdf icon
  3. Budget check your portal actuals journal again or communicate to the unit requesting the correction of the budget check error that they can re-budget check their journal and process the transaction.
  • If no budget exists for the chart string, determine if the chart string is appropriate (correct fund/deptID/project combination) using your mapping records.
  • If the chart string is appropriate (and is not designated) but budget is not set up, contact the Budget Office to establish a budget.
  • If the chart string in question is designated, you will need to establish sufficient spending authority via a budget portal journal.
  • If the chart string is not correct, work with your department administration to determine the appropriate chart string that should have been used and make the correction on the portal actuals journal or communicate the appropriate chart string to the unit requesting the correction.

For further assistance, contact the Help desk at 1-HELP option 2 or
consultant@northwestern.edu.

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Building Number

When creating a service request through FAMIS you will be prompted for a building number.
Use CTRL-F (CMD-F for Mac) to search by the building name (or partial name) in FAMIS or you can consult our Excel file:

FAMIS Building List excel (.xls)

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Category

See also: Hazardous Materials

  • Do NOT select "ALL CATEGORIES (TREES ONLY)" as a Category when creating Requisitions. This is not a viable Category!
  • Instead, search for and select the correct Category ID.
    • To do this, click on the folder icon with the plus sign (+) in it.
    • This will open the folder and display the full list of Categories that are available for selection.

Before clicking the folder icon:

category selection

After clicking the folder icon:

category list

 

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Chart of Accounts (COA)

For information or assistance, please contact the ChartField Maintenance Unit in the
Controller’s Office at chartfield_request@northwestern.edu

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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 pdf

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Cognos BI

Tips formerly located here are now on Reporting Tips, a page in our Reports section.

See also:
- Browsers
- Cognos training materials
- Mac
- http://cafe.northwestern.edu/reports

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Contracted Services Form

See also:
- Job Aid: Online Form Errors pdf icon
- Training Materials: FMS830: DPR & Online Forms

For assistance with the Contracted Services Form, see our Job Aid: Contracted Services Form pdf icon

 

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. For details, see our Job Aid: Credits from Vendors PDF icon

 

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Date

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

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Department Code

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

http://www.northwestern.edu/financial-operations/policies-procedures/forms/DeptCodeLookup.pdf pdf icon

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Email

  • Approvers can set up filters or “rules” in their email to handle incoming workflow approval notifications.
    See our job aid: Filtering Workflow Notifications pdf icon

  • If email is down, you can still access your system related information:
    Your Approval Inbox on the NUPortal will contain workflow notifications. Find it in the leftmost column of the Finance & Budgeting and Purchasing & Payments tabs at https://nuportal.northwestern.edu.

  • For tips on emailing reports, see Reports.

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Errors/Exceptions

See also:
- Item Description Error
- Forms
- Job Aid: Online Form Errors pdf icon
- Job Aid: Online Voucher Entry Error Message pdf icon
- Job Aid: Tips on Identifying and Correcting Exceptions pdf icon
- Resolve Combination and Budget Check Errors in the FMS803 Training Materials
- Common Errors for Expense Reports in the FMS807 Training Materials

  • NUFinancials refers to errors as "exceptions"
  • Common exceptions in NUFinancials:
    • wrong chart string
    • no budget exists on the chart string
    • insufficient budget
    • specific chartfields are incorrect or missing
  • The Error Summary Tab will NOT display budget status exceptions
  • Accounts Payable (AP) handles exceptions and are the only ones who can modify vouchers

 

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Excel

To export search results to Excel look for excel.

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Expenses

See also:
- Commonly Used Accounts excel

- Deleting Expenses
- Expenses Accounting Date Change
- Expenses/Advances on Sponsored Projects
- Expense Reimbursement Direct Deposit Account
- Expenses Training Materials
- Expense Types
- Foreign Currency
- Missing Receipt
- Proxies
- Sponsored Project Expenses
- Job Aid: Expense Payment Status pdf icon
- Job Aid: SC026-Expenses Submission/Workflow Report Explanation pdf icon
- List of Business Purposes, Expense Types, Account Codes pdf icon
- Financial Operations (policy) web site - Visitor Expense Reimbursements


Filing for Expense Reimbursements

Expense reports are entered via NUFinancials, which you can reach from the NUPortal > Financial > Payments > Expense Reports.

  • Job Aid: Expenses Entry Quick Reference
  • Navigation note: NUFinancials menu > Employee Self Service > Travel and Expenses (Travel and Expense Center) NOT the "Travel and Expenses" link at the same level as Self Service (see below):

expenses nav

 

Deleting Expenses

  • Inactive expense reports are purged regularly.

 

Expenses Accounting Date Change

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

  1. Navigate to: NU Workflow > Approval Inbox
  2. Use the Overview or Expense Reports or Travel Authorization drop down to select transactions
  3. Click Search; then select the desired transaction
  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 pdf icon

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Expenses Accounting Date Change (at Fiscal Year End ONLY)

Fiscal year end (FYE) involves having TWO budget years open at the same time. It is important to enter transactions into the correct budget year. During the Fiscal Year End period, there is a temporary Accounting Date field to facilitate entering an Employee Expense Report or Travel Authorization in the correct budget year.

For more information, see our Job Aid: Expenses & Travel Authorizations at Year End pdf icon

 

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Expenses/Advances Charged to Sponsored Projects

For Expenses/Advances being charged to a grant, in the comment field include:

  • Project ID
  • Project name
  • Main Principle Investigator's name

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Expense Report Attachments

When adding attachments to expense reports, be sure to click Save for Later before submitting the expense report. This ensures that all attachments are included in workflow.

 

 

Expense Reimbursement Direct Deposit Account

Expense Reimbursements are direct deposited into your Balance account as defined in FASIS 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.

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FAMIS (Facilities Asset Management Information System)

See also:

- Building Number
- Browsers
- FAMIS training materials

  • Internet Explorer is the preferred browser for FAMIS

FAMIS: Attachments View

View attachments in the FAMIS toolbar:

FAMIS screenshot

 

For more information, see the FAMIS Navigation Basics training guide, under Add Attachments (p.12): http://cafe.northwestern.edu/documents/training/facilities/912/FamisNavigationBasics.pdf pdf icon

 

FAMIS Reports

For help running reports in Cognos BI:

Training guide: http://cafe.northwestern.edu/documents/training/cognosreporting/111/AccessRunReports.pdf pdf icon
Take a class: http://cafe.northwestern.edu/cafe/calendar2/course.html?courseName=FMS111

 

Finding Reports Quickly

screenshot

 

Report Search Options

For a Keyword search in Cognos BI, click Options to expand your keyword searches.

keyword search

 

Recommended Reports

  • SC029 Open Encumbrance report (FM): Modified specifically for FM needs, lists POs in open status, displays WO, Building, and Assigned To
  • SC025 Vendor Query Info: Look up supplier Vendor ID and other information
  • FM025 Facilities Invoice Detail: Search for invoices by project or Work Order

 

FAMIS: Related Work Orders

See related Work Orders in a Work Order form:

related work orders

 

FAMIS: Vendor Lookup (for Vendor IDs)

If you need to find the Vendor ID of a supplier, use the Vendor Lookup link on the NUPortal to link to the SC025 Vendor Info Query report in Cognos.
Job Aid: http://cafe.northwestern.edu/documents/training/supplychain/832/VendorLookUpAid.pdf pdf icon

 

vendor lookup

 

 

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Favorites

Create Favorites to save time, but make sure you keep your Favorites straight!

  • Some punchout vendors have Favorites functionality specific to their web site.
  • iBuyNU has Favorites specific to the hosted catalogs.
  • Non-catalog items can also be set up as Favorites in NUFinancials (see FMS815: Requesters Advanced Topics materials)

 

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Feinberg Budget Activities

Additional Ledger Groups, Fund codes, and Department IDs have been created to support budget activities in the Feinberg School of Medicine (FSM). For most users, these new values will have no impact on your daily transactions and inquiries.

See our Job Aid: Additonal Ledger, Department, and Fund Explanation pdf icon

 

Fiscal Year End

See also:

- Department Master Tree
- FY10-FY11 Expenses Budget Check Error pdf icon

Northwestern's fiscal year ends on August 31. Departmental cleanup activities should begin in July.

Two Budget Years Open

For a limited period of time in September, two budget years are open at the same time. During this time period users will have to be sure to enter transactions in the correct budget year. To facilitate this process, a temporary Accounting Date field is available on Online Vouchers and Expense Reports during this period.

For more information, see:

Job Aid: Expenses & Travel Authorizations at Year End pdf icon
Job Aid: Online Voucher at Fiscal Year End pdf icon

 

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Foreign Currency

Expenses in Foreign Currency

  • Foreign Currency can be entered on Expense Reports in NUFinancials
  • For detailed instructions, see our Job Aid: Entering Foreign Currency pdf icon
  • For instructions on how to determine the US Dollar equivalent of foreign currency transactions, refer to Northwestern Travel Policies & Procedures pdf icon page 40, section 5: "Include Currency Conversion Documentation."

 

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Foreign Vendors

Foreign vendors are entered into NUFinancials in a similar fashion to non-foreign vendors. There are special exceptions for required fields on the form, however.

  1. You can request a new vendor code via the NUPortal:
    Login to NUPortal > Staff tab > Purchasing & Payments tab > Vendor Add/Maintenance (at lower right of page)
  2. You can also modify/update an existing (foreign or domestic) vendor in the same place.
  3. Foreign vendors do not have Tax Identification Numbers. Please use 999999999 (no hyphens) as the Tax ID Number.
  4. A Conflict of Interest form is required for foreign vendors (this form is available via the Request a New Vendor form on the NUPortal).
  5. When you request a NEW vendor, the form requires a W-9 attachment. However, if a vendor is foreign, no W-9 is required. Instead, please attach an invoice so that we can verify the foreign address.
  6. Foreign address information may not match the address fields on the form.
    • Enter the information into the existing fields to the best of your ability.
    • You will be required to complete the State and Zip fields even though the vendor is foreign.
    • Please use IL for the State and 60208 for the Zip.
    • The Accounting Services Transaction Support Team (TST) will remove the erroneous information as the foreign address is formatted.
  7. Use the Additional Information box on the bottom of page 2 of the Vendor Add Request to indicate that this is a foreign vendor and include any other information that does not fit within the address fields (country, e.g.)
  8. Similarly, when requesting a vendor code through the NUPortal for a refund/reimbursement to an individual non-resident, please enter "Non-Resident" in the Additional Information box.

Questions? Please contact Accounting Services' Transaction Support Team at 847-491-5337.

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Forms

See also:
- Contracted Services Form
- Error/Exception
- Job Aid: Online Form Errors pdf icon
- Visitor Expense Report
- W-9


Gateway page

If for any reason you are unable to access the NUPortal, you can still access the financial system from our Financial Gateway page:

http://cafe.northwestern.edu/gateway

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Grad Student Access to Cafe Systems

Graduate students and others who have NetIDs but cannot access the NUPortal can still access NUFinancials and other Cafe systems through the Access Cafe Systems link on the left navigation of the Cafe web site.

 

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Grants Account Tree

Grants Budget and Expense Account Tree excel Updated: 07/2014

You can also view the grants tree in NUFinancials. The navigation is:

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)

 

Hazardous Materials

As of May 24, 2011, the item category "LAB_HAZARDOUS_GAS" automatically defaults in the Account Code 73370 (Hazardous Gas). This account code will automatically route 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
Account Description
73340
Select Agents
73350 Radioactive
73370 Hazardous Gas
used in conjunction with Item category: LAB_HAZARDOUS_GAS

 

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Help

Call or email the Help Desk: 1-HELP option 2 (847-491-4357), or email consultant@northwestern.edu.

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iBuyNU

See also:
- Browsers
- Ordering Process pdf icon
- Preferred Vendor List
- Requisitions
- Shopper vs. Requester
- Sigma-Aldrich
- Job Aid: Credits from Vendors PDF icon
- Job Aid: Assign Substitute Requester PDF icon
- Job Aid: What's New in iBuyNU? (11/10) PDF icon


Important reminders for using iBuyNU:

  • Login username must be in UPPERCASE
  • iBuyNU login password is independent of Northwestern NetID password
  • REQUESTERS do not log in to iBuyNU directly, must access it via NUFinancials
  • Shopping cart names - maximum of 30 characters
  • iBuyNU default shopping cart name is Current date and NetID if user fails to name cart
  • Punchout suppliers with matching keyword results will display in iBuyNU search results.

Item Description error

  • Approvers receive an error message when they click the Item Description link when an iBuyNU or Catalog item is routed into workflow.
  • To see a product description, approvers must click the View Line Details button (see below).

View Line Details link

Searching iBuyNU Hosted Catalogs

There are two ways to search a supplier’s hosted catalog:

When clicking on a hosted catalog icon, a search box will appear and you can do one of two things.

  1. Type a keyword in the search box. If the supplier has an item(s) including your keyword, only those items will appear.
    • Example: For Thybony if you type in the word “brush,” nine results will appear that fit your search criteria.
  2. Type in the supplier’s full name in the search box. Your search results will include the vendors’ entire catalog.

Third-Party Cookies must be enabled for access to iBuyNU
Some users receive the following error message when they click on the iBuyNU link under the Catalog tab in NUFinancials: “The application was unable to route the session back to the login page.”

  • This is due to Third-Party Cookies not being enabled on the user’s browser, anti-virus or personal firewall software.
  • It may also affect some of the supplier punchouts in iBuyNU.
  • If you receive a login prompt on a supplier punchout when you are attempting to return your cart to iBuyNU, you must enable Third-Party Cookies.

Please follow the directions below to enable Third-Party Cookies.

Navigation for Internet Explorer Privacy:

1. Click on Tools in the menu bar, select Options
2. Click on the Privacy tab
3. Select Medium settings or lower
4. Deselect “Turn on Pop-up Blocker” if selected
5. Click OK

Navigation for Firefox Privacy:

1. Click on Tools in the menu bar, select Options
2. Click on the Privacy icon
3. Under the Privacy icon, locate the Cookies section
4. Under Cookies, place a checkmark next to "Accept third-party cookies"
5. Make sure the sub-setting states Keep until “they expire”
6. Click OK and save these settings

Navigation for Safari Privacy:

1. Click on Safari, then select Preferences
2. Click on Security
3. Under Accept Cookies, set the settings to "Always" or "Only from sites you navigate to"

Anti-virus software or private firewalls
Please be sure to add ‘solutions.sciquest.com’ to your Trusted Sites and enable Third-Party Cookies for that site.

 

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Inbox

When there are multiple approvers at the same level, if one approves something it will disappear from the others’ workflow inboxes.

 

Invoices

See also: Receipts

  • 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 invoices@northwestern.edu (include PUR#) so that they can enter them into NUFinancials for the matching and payment process.

 

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Journals

See also:
Job Aid: Actuals Journal Approval Tip pdf icon

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.

Correction Journals: Use Generic Numbers

  • When processing a correction journal through the NUPortal please reference the number of the journal being corrected in the “Original Journal ID” field. 

Generic journal numbers:
 
CNV0000022     Use when referencing journals prior to September 2008
CNV0000025     September
CNV0000028     October
CNV0000033     November

Questions? Contact Accounting Services

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Journal IDs

Locating Journal IDs for Specific Transactions

One-page summary of the steps for all three ID types below: Locating Journal IDs for Transactions (Summary) pdf icon

Voucher

  1. Login to NUFinancials
  2. Navigate to:  Accounts Payable > Review Accounts Payable Info > Vouchers > Accounting Entries
  3. Enter your Voucher ID or Invoice Number in the appropriate field
  4. Click Search
  5. Click on the Journal tab in the Accounting Information box
  6. Retrieve the related Journal ID from the Journal ID field. The Journal ID should start with a ‘PV.’

Job Aid: Locating Journal IDs for Voucher IDs pdf icon


Expense Report

  1. Login to NUFinancials
  2. Navigate to:  Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Expense Reporting Acctg Entries
  3. Enter your Report ID
  4. Click Search
  5. Click on the Journal Information tab in the Expense Report Journal Lines box
  6. Retrieve the related Journal ID from the Journal ID field. The Journal ID should start with an ‘EV.’

Job Aid: Locating Journal IDs for Expense Report IDs pdf icon


Cash Advance

  • Login to NUFinancials
  • Navigate to:  Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Cash Advance Acctg Entries
  • Enter your Advance ID
  • Click Search
  • Click on the Journal Information tab in the Cash Advance Journal Lines box
  • Retrieve the related Journal ID from the Journal ID field. The Journal ID should start with an ‘EV.’

Job Aid: Locating Journal IDs for Cash Advance IDs pdf icon

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Journal Upload Spreadsheet

Journals uploaded via the Journal Upload Spreadsheet method will receive a journal source of ASC and a unique three character journal mask related to each registered department. A complete list of journal masks and registered users is available at:

http://www.northwestern.edu/financial-operations/policies-procedures/finance/registrants.xls excel

Additional Information about this process is available at:
http://www.northwestern.edu/financial-operations/policies-procedures/finance/financejournalupload.html

 

Listserv Subscriptions

New users are automatically added to the Cafe Core Users listserv on a monthly basis, once their security forms have been processed.

If you would like to add yourself before that:

1. Send a plain text e-mail to listserv@listserv.it.northwestern.edu with no subject line.
2. Type the following command in the message: SUBSCRIBE CAFE_CORE_USERS

To unsubscribe, follow instructions above, replacing subscribe with unsubscribe.

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Location/Ship To Code

If you are a Requester, you will need to know your default Ship To code when filling out the Project Cafe Security Form. There is a link from the form to Ship To Codes pdf icon

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Mac

See also: Browsers


Forms

  • PDFs will automatically open in Preview, which does not support all necessary form functions (bar code, formulas, etc.).
  • To open a PDF in an Adobe application (Reader or Acrobat), CONTROL-click (or right-click) the file name and select "Open With," then choose Adobe Reader (or Acrobat) from the list.

Cognos

  • Firefox is recommended.
  • Excel for Mac is not supported in Cognos.
  • Multi-sheet .xls files do not display properly.
  • Mac users wanting to run a multi-sheet Cognos report to Excel can do one of the following:
    • Change the output format to 'Excel 2000 single sheet' (via the blue arrow = Run with Options)
      • If the report is built to show more than one tab, 'Excel 2000 single sheet' will display all tabs on one sheet.
      • The only way to know if a report has one tab or multiple tabs is to run the report in a PC environment.
    • Mac users with Parallels (which emulates a PC environment) can run Cognos in the PC environment.
    • Open Cognos on Mac > Run report, when prompted, save file (not Open) > Move file to PC > Open file on PC with Excel > Save file in Excel on PC > Send file back to Mac and open in Excel.

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Manage Requisitions

See also:
- Ordering Process pdf icon
- Receivers

  • For Requesters in purchasing, to find information on REQ, PUR, and Voucher numbers, look in Manage Requisitions menu, select a requisition and click the little triangle at the beginning of the line.  The colorful icons are active and contain lots of information.
  • Requester training materials

 

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Match Exception Report Guide

The SC027 – Match Exception Cognos report lists all vouchers that cannot complete with the 2- or 3-way matching process. For explanations of report results, see our Job Aid: SC027 Match Exception Report Explanation.

For more information about the SC027 report, see our Supply Chain report inventory.

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Menus

You can collapse your menus by using the minus sign (-) to get more real estate on the page.


Mileage

When submitting proof of mileage to ASRSP for expenses on sponsored project chart strings, you may use Google Maps or MapQuest to calculate mileage. However, in order to stay within attachment size limits, please submit only the page that shows (in text) the names of the start and end points as well as number of miles driven.

mapquest screenshot

 

Missing Receipt

When entering expense report transactions with no receipts, you are not required to check the 'No Receipt' box on the expense report.  If the expense is for $40.00 or more, however, remember to explain the reason for the missing receipt on a Policy Exception form pdf icon

 

Multiple Room Request

For FAMIS Self Service users, if the request is for multiple rooms, put the room numbers in the Description of Work field.

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NetID

When in doubt, try entering your NetID in ALLCAPS, as some screens are case-sensitive.

 

Non-catalog Corrections

To edit, change, or correct a non-catalog purchase transaction, you must first determine where the transaction is in its lifespan.

Job Aid: Non-catalog Corrections: When and How? PDF icon

 

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NUPlans

NUPlans is specialized budget and planning software used for the University's annual budget preparation process.

NUPlans Tips & Tricks

 

Online Voucher

- Job Aid: Documentation & Scanning Tips pdf icon
- Job Aid: Online Voucher Entry Error Message pdf icon

 

Payroll Posting

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

  • If changes are made to funding, these will not be reflected in encumbrances in NUFinancials or Cognos BI until the next payroll
    run.
  • As a general rule, we receive the 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, so we cannot guarantee when items will post.

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Petty Cash

Departmental Petty Cash requests are made to Bursar's office using the Petty Cash Form pdf icon

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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 FASIS. NUFinancials uses the preferred number.

https://nupa.northwestern.edu > Self-service > Personal Information > Phone Numbers

Change preferred to "Work Phone"
phone prefs 2

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POs

See also: Refax Requests (PO)

Rolled POs at Fiscal Year End

Finding a Rolled PO

Search in Manage Requisitions by either:

1. Requisition ID: If you know the specific REQ ID, you will be able to search for Requisitions in either the old or the new Fiscal Year as usual.

or

2. Date From/Date To according to when PO Roll occurred (PO Roll occurs in September)

Note that you cannot search for rolled POs from the prior fiscal year using the PO ID search criteria.

Creating Receipts for Rolled POs

Create Receipts for prior year POs via the Purchasing > Receipts > Add/Update Receipts page by entering the PO ID.

The remaining steps are the same as receiving on a changed PO. For full instructions, see our guide, Create a Receipt for a Changed or Rolled PO pdf icon

 

Policies

The University has consolidated links to policies into one page, with a section devoted to financial policies:

Financial Management Policies

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Printing

  • When printing Expense Reports in Internet Explorer on a PC, be sure to click in main body of the page first, or you may get a blank page.
  • To print Expense Reports on a Mac, we recommend Camino. However, this Mozilla browser is not supported by NUIT.

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Program Code

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 pdf

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Project ID

  • Some users 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.
  • For requisitions:

    1. Click the ‘Load Values From Defaults’ link to populate the PC BU (see image below).
    2. Fill in the appropriate ChartField values, including Project and Activity (if necessary).

    *Note: It isn't necessary to click on the Chartfields2 tab unless you wish to validate that the business unit was populated accordingly. 

    Project ID issue fix illustration

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Project Name (search by)

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

1. Log into the NUPortal
2. At the far left, under Related Links, click Budget Details
3. At Project, click the magnifying glass to the right (do not type anything)
4. Description pulldown should say "contains"
5. Enter name/keyword(s) in name of project
6. Click the Look Up button
You will see a list of Project numbers and descriptions that include the name/keyword(s) you entered.

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Proxies

  • To learn how to add yourself as a proxy user so that you can enter expense transactions on behalf of others, see our Add Proxy Access Job Aid .
  • Another user can also give you proxy access to their own expense reports and travel authorizations/cash advances by adding your NetID as an authorized person using "Delegate Entry Authority" in the Travel and Expense Center.

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Receipts

See also: Invoices

  • Expense Reports should have merchant receipts scanned and attached to the Expense Report in NUFinancials. Accounts Payable (AP) can then verify these receipts and pay the Expense Report.
  • Requisitions and Purchase Orders (REQs/POs)--if they are non-catalog and over $500--need receipts, which are entered electronically into NUFinancials.
  • However, invoices should NOT be attached to REQs/POs because AP can't see attachments to REQs/POs. Invoices must be sent to AP via campus mail or to invoices@northwestern.edu (include PUR#).

 

Receipt for a PO Change Order

See also:
-
Rolled POs at Fiscal Year End

The procedure for creating receipts for Purchase Orders (POs) that have been changed by Purchasing Resource Services differs from the procedure used to create receipts for items received through the initial Requisition/PO.

  • Requesters are accustomed to creating their receipts for the initial Requisition/Purchase Orders directly from the eProcurement > Manage Requisitions page.
  • Receipts for PO Change Orders are processed from the Purchasing > Receipts page.

Create a Receipt for a Changed or Rolled PO pdf icon
Cancel a Receipt for a Changed or Rolled PO pdf icon

 

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Receivers

See also:
-
Rolled POs at Fiscal Year End

  • If you're a requester, you can create requisitions only for yourself, but you can view all requisitions and receive on all requisitions.
  • Certain categories of requisition, such as utilities, postage, real estate, and food services do NOT require receiving.
    For the full list, see: Categories Not Requiring Receiving excel

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Refax Requests (Purchase Orders)

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

 

Refunds from Vendors

  • 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.
  • The reason for this is that refunds should be used to reduce the amount of expense on the chart string used. When refund checks are deposited as revenue, it gives a false picture of the actual revenue earned by the chart string.

 

Reports

Most tips formerly located here are now on Reporting Tips, a page in our Reports section.

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)

 

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

 

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Requisitions

See also:
- Attachments
- Category
- Item Description Error
- Mfg Item ID field
- Non-catalog Corrections
- Ordering Process pdf icon
- Receivers
- Special Requisitions

Job Aid: Viewing REQ Comments and Attachments for Approvers pdf icon
Job Aid: Notes in History Tab PDF icon
Job Aid: Assign Substitute Requester PDF icon
Job Aid: SC016 Open Encumbrance Report Explanation PDF icon

Requisition Flow

When creating a Requisition, you will move between the NUPortal, NUFinancials, and, for Catalog orders, iBuyNU. The process flow is illustrated in our Requisition Flowchart PDF icon

 

Requisition Header Comments

To make sure that header comments are visible to the Approver:

  1. Enter comments in the Requisition Header Comments box.
  2. Check the Approval Justification box (below).
  3. Comments will be visible to Approvers on the Requisition Approval page.

requisition comments screenshot

 

Job Aid: Attachments and CommentsPDF icon

 

Protecting Your Requisition Data

  • iBuyNU Catalog requisitions pre-populate all line item data (i.e., product description, price, and vendor).
  • This data must NOT be changed once the requisition is in NUFinancials. Changes will result in order processing delays.
  • Please do not make any adjustments to the vendor or category for Catalog (iBuyNU) requisitions in NUFinancials.
  • Once you have returned your iBuyNU cart to NUFinancials be sure to “Save” your requisition. Any unsaved requisition data will be lost.

    screenshot ibuy

    screenshot ibuy

 

 

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Run Controls for NUFinancials reports

"Run Controls" (like favorites or a template to be re-used) for NUFinancials/PeopleSoft 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 PS reports that you need very quickly – you don't have to establish the parameters every time you want to run them.

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Safari

If using a Mac, we recommend Firefox or Camino instead of Safari, because some functionality is limited.
If using Safari, set cookie settings to "Always" or "Only from sites you navigate to." (Preferences > Security Tab > Accept Cookies)

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Scanning Tips

  • Accepted file formats: .xls, .xlsx, .doc, .docx, .jpeg, .pdf, .tif, and .zip. 
  • You may attach one or more files of up to 5mb each, with a maximum total upload of no more than 20mb.
  • Accounts Payable will send back illegible scans.

DO

  • Photocopy faintly printed receipts to darken them before scanning.
  • Black out sensitive information such as Social Security Numbers.

DON'T

  • Cover information with clear tape. Clear tape is not clear to a scanner.
  • Use highlighters to mark names, invoice numbers, or other important information. Highlights scan as blacked out.
  • Allow staples to damage the scanner.

Job Aid: Documentation and Scanning Tips PDF icon

Searching

  • Always put SOMETHING in the search field before clicking search, unless you are going to run an errand before looking at the results.
  • Most results screens are limited to 300 items.

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Security Forms

  • Security forms are available at http://cafe.northwestern.edu/security
  • Model Access After Existing User will also model workflow.
  • If you are only updating workflow or row level security, you don't have to re-enter all other access on the form
  • If you are a Requester, you will need to know your default location code when filling out the Project Cafe Security Form. There is a link from the Security form to the Ship To Codes pdf icon.

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Ship To Code

See Location/Ship To Code

 

Shoppers vs. Requesters

See also:
- Ordering Process pdf icon
- Receivers

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Sigma-Aldrich

Sigma-Aldrich shoppers in iBuyNU using Safari need to set their cookie settings to "Always" or "Only from sites you navigate to." Otherwise they will be prompted to log into the SA site prior to checking out. See also iBuyNU & Cookies

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Special Requisitions

When creating a requisition, you do NOT have to check any of the boxes under Special Requisition. You only need to check one of the boxes if the requisition is actually for a Blanket, Grant Subcontract, or One Time Service.
In most cases, you will leave it blank.

special requisition screenshot

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Sponsored Project Balances, Billing, and Payments

See also:
- Sponsored Project Expenses
- Expenses/Advances on Sponsored Projects
- Sponsored Payments Inquiry pdf icon
- Job Aid: Sponsored Billing Inquiry pdf icon

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 them 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

 

 

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SSO (Single Sign On)

Once you have signed into the NUPortal, don't log out of any of the applications you are in until you are finished with all of them. Instead, just close the window, because logging out of one will log you out of all of them, thus defeating one of the benefits of Single Sign On.

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Templates

You can create a template in iBuyNU to re-use the same shopping cart each time.

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Timeouts

NUFinancials and InfoEd both time out after 60 minutes of inactivity. NUFinancials will display a popup warning after 45 minutes.

 

Transfer Accounts on Budget Journals

A change has been made (effective July 2011) to allow transfer account codes (starting with 8) on budget adjustment journals created using the Budget Portal. Expense budget journals now allow use of expense transfer account codes, and revenue budget journals now allow use of revenue transfer account codes.

Tree

The Department Master Tree represents the structure of the University by showing the hierarchy of departmental relationships at Northwestern.

For the most current version of the NU Department Master tree, look in NUFinancials:

  1. Login to NUFinancials > Tree Manager > Tree Viewer
  2. Search by Tree Name with "begins with" left blank
  3. In search results, select NU_DEPTID_MASTER (be sure to use most recent version based on "effective date" column)
  4. Click "Expand All" in the blue bar above the list

Security Requests

Use the Department Master Tree to facilitate department node requests for workflow approval and Row Level Security. For more information, see our Security page.

Cognos

You have the option of selecting one of two NU Department Master trees in Cognos for certain reports (GL005, GL008, GL009, GL010, GM045, GL068, GL069, GL070, GL071, GL072, and GL073).

  • The most current (up-to-date) tree is named Tree (As of Today) in Cognos.
  • The tree from the prior fiscal year is named according to that fiscal year (for example, Tree 2010).
  • Only the tree for the current fiscal year and the prior fiscal year are available.
  • For help in selecting which tree to use, see our Job Aid: What Tree Do I Select? pdf icon

 

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Vendors

See also:
- Foreign Vendors
- Refunds from Vendors
- Job Aid: Credits from Vendors PDF icon
- Job Aid: How to Select a Vendor for Online Voucher PDF icon
- Job Aid: View Payments to Vendors & Non-employees PDF icon
- Job Aid: Vendor Look Up PDF icon
- Job Aid: Review Vendor Payments by DeptID PDF icon
- Training Materials: Submit Request to Add/Update Vendor

  • You can check if a vendor exists in the system or request that a new vendor be added on the Purchasing & Payments tab of the NUPortal, under the Vendor Add/Maintenance heading.
  • When requesting a vendor code through the NUPortal for a refund/reimbursement to a non-resident, please enter "Non-Resident" in the Additional Information box.
  • For vendor history, consult the SC025 - Vendor Info Query-Expanded Search in Cognos

Vendor Deposits

When working with a vendor who requires a deposit:

  1. The requisition should include the entire amount of the transaction, not just the deposit.
  2. The requisition should be set up with the deposit as one line item and the estimated balance as a separate line item.
  3. Once the requisition is approved, an invoice and receiver can be done against the first line item so the deposit can be paid.
  4. After the project is complete, an invoice and receiver can be done against the second line item in order to pay the remaining balance.

Vendor Catalog ID

Information entered in the Vendor Catalog ID field will display on the Purchase Order if you follow the correct sequence for entering data.
• Enter all of the information in Add Items and Services including the Vendor ID.

Using Modify Line/Shipping/Accounting to enter the Vendor ID will remove any Vendor Catalog IDs previously entered.

• One way to ensure that the information that you entered still resides in the Vendor Catalog ID field is by clicking on the Line Item Description.
• This will take you back to Add Items and Services. Here you can verify that your information is still entered.
• If you have inadvertently wiped out the information, this will give you the opportunity to re-enter before you save and submit the Requisition.

 

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Visitor Expense Report

See also:
- Job Aid: Visitor Expense Report pdf icon
- Job Aid: Online Form Errors pdf icon

When requesting a vendor code through the NUPortal for a refund/reimbursement to a non-resident, please enter "Non-Resident" in the Additional Information box.

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W-9

W-9 forms should only be submitted during the portal process to request a vendor. Online voucher attachments should not include W-9 forms.

Refer to W9 packet on Central Vendor Processing Unit web site
http://www.northwestern.edu/financial-operations/policies-procedures/purchasing/purchasingviewvendors.html

 

Wildcard

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

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Workflow

See also:
- Item Description Error
- Ordering Process pdf icon
- Security and Workflow Setup

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