Accounts Payable

Contact:
AP Customer Service, 5-8500

A/P: option 1

Vendor Setup: option 3

Invoices already in the AP system that come due for payment between November 19 -30, 2012 based on payment terms, will be paid on Friday, November 16, 2012.

Approved vendor invoices that need to be paid by November 23, 2012 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by Noon on Tuesday, November 13, 2012. This includes any HCOM Payment Requests you may want to have paid prior to the upgrade.

Invoice Feeds will be processed through 5:00 PM on Friday, November 16th.

Feeds submitted from November 16th - November 26th should be given unique extensions so files are not overwritten.

HCOM:The last day to create a new HCOM request is Friday, November 16. Note that while you can create Payment Requests until November 16, any approved vendor invoices you wish paid prior to the upgrade must be received no later than noon, Tuesday, November 13.

Specifically, this means the following:

• Marketplace orders created and approved by Friday, November 16 will be electronically sent as usual
• Shoppers who create a Non-Catalog Order on Friday, November 16 will need to make sure the order is approved, and retrieve the Purchase Order for faxing or email prior to the end of business on 11/16
• Payments Requests created and approved between November 14-16 will not be paid until after the upgrade
• Change requests should be completed by end of business November 16. Any change request not completed by close of business November 16 will need to be re-entered after November 26.

During the Upgrade, no transactions will be processed in HCOM. Emergency transactions will be managed on an individual basis, and will need to meet guidelines that will be established for exception processing as a result of this upgrade. Any electronic invoices transmitted, or invoice import batches will not be processed until after November 26, 2012. Shoppers will not be able to receive goods in the system during this period. All HCOM transactions, with the exception of incomplete change requests, are expected to carry over in HCOM after the upgrade.

Standard Check Payments: Previously approved requests for Payment received by November 13, 2012 will be processed.

Voided Checks: All checks that need to be voided and re-issued must be received by AP no later than noon Wednesday, November 14 for the check to be re-issued on November 16, 2012.

Stop Payment Checks: The last date for Stop Payment requests for processing is Friday, November 16th at Noon.

Non-standard check processing (Special Handling requests) received at 1033 Massachusetts Ave, 2nd floor by 5PM on November 14, will have a check available for distribution on November 16, 2012.

Vendor Setup, Maintenance & Reactivation: New requests or updates needed to meet the above deadlines must be submitted online and approved in Oracle by 5 p.m. on Tuesday, November 13th.

Foreign Currency Drafts and Wires: HCOM payments to be made in foreign currency must be entered and approved by the Tub and the related invoices must be received by AP at 1033 Mass. Ave. no later than Noon on Tuesday, November 13. Please note that a bank draft authorization or a wire transfer form must be attached to the front of the invoice.

US Wire Transfers: HCOM payments to be wire transferred must be entered and approved by the Tub and the related invoices must be received by AP at 1033 Mass. Ave. no later than Noon on Tuesday, November 13. Please note that a wire transfer authorization form must be attached to the front of the invoice.

Travel / Web Reimbursement

Contact:            
Main Number, 5-7760

1. Reimbursements:

1. All Approved Reimbursements and required documentation must be received at 1033 Massachusetts Ave, 2nd floor no later than Noon on Friday November 9
2. Any Reimbursement Requests received that do not meet the audit requirements will be returned to the Tubs and will have to be re-entered by the Tub after November 26, 2012
3. Any reimbursement that was approved but not processed prior to the upgrade will have to be re-entered by the Tubs after November 26, 2012

2. Citi Direct Pay Transactions: Citi Direct Pay must be entered and approved by the Tub and the required documentation must be received by Reimbursements at 1033 Mass. Ave. no later than Noon on Friday, November 9.

3. Citi Credit Transactions: Citi Credit must be entered and approved by the Tub and the required documentation must be received by Reimbursements at 1033 Mass. Ave. no later than Noon on Friday, November 9.

4. WR Travel Authorization (WV-TAF's): The last day to create/approve a WR-TAF is by Noon on Friday, November 16th.

Any Citi Direct or Citi Credit transactions created in Web Reimbursement between November 9 and November 16 will carry over in the Release 12 upgrade. The transactions will not be processed until after the upgrade. Note that Citi Combo transactions created between November 9 and November 16 will have to be re-entered into Web Reimbursement after November 26.

Accounts Receivable

Contact:
AR Customer Service, 5-3787

Invoices to be entered by Central AR must be received by 5 p.m. Thursday, November 15 to ensure posting prior to the Upgrade.

The deadline for customer setup/maintenance is also 5 pm Thursday, November 15.

Manually entered invoices completed in Oracle AR before 4:30 pm on Friday, November 16th, will be posted prior to the Upgrade. No Invoices will be able to be entered into Oracle AR until Monday, November 26 when regular processing resumes.

Invoice Feeds will be processed through 5:00 PM on Friday, November 16th.

Invoice Feeds submitted from November 16th - November 26th should be given unique extensions so files are not overwritten.

Authorized Requestor Information

User security & CVR requests received after 5pm on November 15th will be processed after the Upgrade beginning November 26.

Budget Tool (Sponsored)

Contact:            
Lori Thompson, 4-7409

Budget Tool input and upload entries entered by 5 p.m. Friday, November 16 will post and be included in the nightly data refresh of the CREW and ad hoc reporting environments.

REMINDER: After the R12 Upgrade, the Budget Tool will no longer be used to upload Sponsored Budgets. The new method of ADI Journal Entries will be the process.

CAPS

Contact:            
Lori Thompson, 4-7409

CAPS forms submitted after close of business (5pm) Friday, November 16 will be held in queue until Monday November 26. Any changes to CAPS forms (including budget detail) will not be reflected in CREW until Wednesday, November 28.

Cash Receipts

Contact:
Cash Receipts, 6-8332

Credit Vouchers: Credit Vouchers will continue to be received and deposited in the Bank through Wednesday, November 21st. These transactions will be entered into Oracle after the Upgrade during the week of November 26th.

Chart-Security Maintenance Application (CSMA) / Chart of Accounts / Oracle Security

Contact:
chart@camail.harvard.edu

Chart of Accounts Requests:

Non-sponsored:After the last "sweep" at 5 p.m. on November 16, the CSMA application will not be available for users to submit requests. CSMA will be back online after the Upgrade is complete on Monday November 26.

Sponsored: Friday, November 16 will be the last day to activate new sponsored accounts in the General Ledger (GL). Any new accounts posted in GMAS after 4:00 pm from November 16th-23rd will be sent to the GL for activation on November 26, 2012.

General Ledger / General Accounting

Any journals entered by 5:00 p.m. and journal feed files sent before 5:00 p.m. on Friday, November 16th will be posted and included in the Friday night data refresh of the CREW and the ad hoc reporting environments. They will be reflected in the CREW and ad hoc reporting environments on Saturday morning November 17. Journal feed files sent during the Upgrade from after cutoff on November 16th through Monday November 26th, will post on Monday night, November 26th and be reflected in the CREW and ad hoc reporting environments on Tuesday, November 27th. Feeds submitted during the break should be given unique extensions so files are not overwritten.

PCard

Due to the Upgrade, the PCard sweep originally scheduled for Thursday, November 15th will be moved to Wednesday, November 14 at 3:00 pm. The sweep originally scheduled for Thursday, November 22 sweep will be moved to Thursday, November 15 at 3:00 pm.

Date

Time

Event

Fri. Nov. 9

12 p.m.

•   All Approved Reimbursements and required documentation must be received at 1033 Massachusetts Ave, 2nd floor. Any Reimbursement Requests received that do not meet the audit requirements will be returned to the Tubs and will have to be re-entered by the Tub after November 26, 2012
•    Citi Direct Pay must be entered and approved by the Tub and the required documentation must be received by Reimbursements at 1033 Mass. Ave., 2nd Floor
•    Citi Credit must be entered and approved by the Tub and the required documentation must be received by Reimbursements at 1033 Mass. Ave., 2nd Floor

Tues., Nov. 13

12 p.m.

•   HCOM payments to be made in foreign currency (drafts and wires) must be entered and approved by the Tub and the related invoices must be received by AP at 1033 Mass. Ave., 2nd Floor. Please note that a wire transfer authorization form must be attached to the front of the invoice.
•   HCOM payments for US Wire Transfers must be entered and approved by the Tub and the related invoices must be received by AP at 1033 Mass. Ave., 2nd Floor. Please note that a wire transfer authorization form must be attached to the front of the invoice.

5 p.m.

•   Previously approved Payment Requests with all required documentation for Standard Check Payments will be processed
•   New Vendor Setup, Maintenance & Reactivation requests or updates must be submitted online and approved in Oracle

Wed., Nov. 14

12 p.m..

All checks that need to be voided and re-issued must be received by AP for the check to be re-issued on November 16, 2012.

3 p.m.

PCard sweep for transactions loaded between October 25-November 2

5 p.m.

Non-standard check processing (Special Handling requests) received at 1033 Massachusetts Ave, 2nd floor will have a check available for distribution on November 16, 2012.

Thurs., Nov. 15

3 p.m.

PCard sweep for transactions loaded between November 3-November 14

5 p.m.

•   AR Invoices to be entered by Central Accounts Receivable must be received by AR at 1033 Massachusetts Ave., 2nd Floor to ensure posting prior to the Upgrade
•   Last date/time for AR customer setup/maintenance requests prior to the Upgrade
•   Last date/time to submit User security, CVRs, TL/AM groups, Departments, and Location Code requests prior to the Upgrade

Fri., Nov. 16

12 p.m.

•   Last date/time for processing Stop Payment requests prior to the Upgrade
•   Last date/time to create/approve a Web Reimbursement-Travel Authorization Form prior to the Upgrade

4 p.m.

Last date/time to post any new sponsored accounts in GMAS prior to the Upgrade.

4:30 p.m.

Manually entered invoices completed in Oracle AR by this date/time will be posted prior to the Upgrade

5 p.m.

•   Invoices already in the AP system that come due for payment between November 19 - 23, 2012 based on payment terms, will be paid
•   AP Invoice Feeds will be processed
•   HCOM Marketplace orders created and approved will be sent electronically
•   HCOM Non-Catalog Orders must have been created, approved and POs retrieved for faxing or emailing
•   Last date/time to enter manual journals or upload ADI journals into the General Ledger to be posted and included in the Friday night data refresh of the CREW and the ad hoc reporting environments. They will be reflected in the CREW and ad hoc reporting environments on Saturday morning November 17.
•   AR Invoice Feeds will be processed
•   Budget Tool input and upload entries will post and be included in the nightly data refresh of the CREW and ad hoc reporting environments
•   Last "sweep" of CSMA Non-Sponsored Requests prior to the Upgrade
•   Last date/time to submit sponsored chart requests prior to the Upgrade
•   Data entered from financials, sponsored and student systems updated in Data Warehouse

8 p.m.

Normal HR data loads processed

Fri., Nov. 16-Mon., Nov. 26

9 p.m.-6 a.m.

•   AP Feeds submitted should be given unique extensions so files are not overwritten
•   AR Feeds submitted should be given unique extensions so files are not overwritten
•   Journal feed files submitted should be given unique extensions so files are not overwritten.

Fri., Nov. 16-Wed., Nov. 23

9 p.m.-5 p.m.

Credit Vouchers will continue to be received and deposited in the Bank. These transactions will be entered into Oracle after the Upgrade during the week of November 26th.

Fri., Nov. 16-Mon., Nov. 26

9 p.m.-6 a.m.

The Oracle E-Business Suite will be unavailable. The following applications will not be accessible during the Upgrade period:
•   General Ledger
•   HCOM
•   Accounts Receivable
•   Web Reimbursement
•   Vendor Request Form
•   Fedex Application
•   PCard Settlement System
•   CSMA
•   Budget Tool
•   CAPs
•   Accounts Payable
•   Chart of Accounts Web Validator
•   Cash Management Reconcilation System (CMRA)
In addition:
•   No AR customer setup/maintenance requests can be processed.
•   No US nor Foreign Wires and drafts can be processed
•   No standard or nonstandard check requests can be processed
•   No Stop Payment or Voided Checks can be processed
•   No User security or CVR requests can be processed.
•   CAPS forms submitted will be held in queue until after the Upgrade
•   No reimbursement payments can be made
•   No CITI Direct payments or credits can be processed.

Sat., Nov. 17-Tues., Nov. 20

8 a.m.-5 pm

CREW and Interactive Reporting for Financials, Student and Sponsored reflecting data as of Friday, November 16th, 5 pm available; Financials, Sponsored and Student reports reflecting data as of 5 pm, Friday, November 16th available in Interactive Reporting

Sat., Nov. 17

8 a.m.

CREW HR Reports and HR Interactive Reporting data available

8 p.m.

Normal HR Processing Load into Data Warehouse

Sun., Nov. 18

8 a.m.

CREW HR Reports and HR Interactive Reporting data available

8 p.m.

Normal HR Processing Load into Data Warehouse

Mon., Nov. 19

8 a.m.

CREW HR Reports and HR Interactive Reporting data available

8 p.m.

Normal HR Processing Load into Data Warehouse

Tues., Nov. 20-Monday, Nov. 26

5 p.m.-8 a.m.

CREW Financials, Sponsored and Student reports unavailable. CREW report outputs run prior to 5 pm will be accessible during this time period. Interactive Reporting application available, but access to financials, student and sponsored data unavailable as the databases will be locked

Tues., Nov. 20

8 p.m.

CREW HR reports unavailable; Interactive Reporting available but access to HR data unavailable as the database will be locked

Wed., Nov. 21-Sun., Nov. 25

8 a.m.-8 p.m.

CREW HR Reports and Interactive Reporting HR reflecting data as of Monday, November 19th, available

Fri., Nov. 23

8 p.m.

Data that has been fed into the Accounts Payable System, Accounts Receivable System, GMAS, and General Ledger between Saturday, November 17-Friday, November 23 will be processed through the data warehouse

Sun., Nov. 25

8 p.m.

HR Data Loads resume

Mon., Nov. 26

6 a.m.

Oracle E-Business Suite available and financial processes resume.

8 a.m.

Journal feed files, AP feeds and AR Feeds submitted during the upgrade will be reflected in the CREW and Ad Hoc reporting environments. CREW HR Reports and Interactive Reporting HR Data available as usual

8 p.m.

Resumption of Regular Nightly Load Schedule to CREW Financial, Sponsored, and Student Reporting, as well as Financial Ad Hoc reporting environments.

Wed., Nov. 28

8 a.m.

Any changes to CAPS forms (including budget detail) submitted after close of business (5pm) Friday, November 16 will be reflected in CREW.