HappyFace Cancellation of OldYear Checks

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Happy-Face Cancellation of Old-Year Checks
How to Cancel Stale-dated Checks and Keep a Smile
on Your Face
Russ ElliottMgmt Information Systems
CoordinatorCentral Washington University
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Central Washington University

• Main campus is located in Ellensburg, WA
• Approximately 7,500 fulltime students
• Running PeopleSoft Financials 7.52
• Approximately 400 Users

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CWU FMS (Financial Management System)

• Financials 7.52
• General ledger
• Payables
• Purchasing
• Asset Management
• Go-live on PeopleSoft was July 2001
• Currently in planning phase for upgrade to 8.x

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PS Delivered Process for Cancelling Stale-dated
Checks

• As-delivered, stale-dated checks are cancelled in
  the originating budget period.

• This old budget period is closed and should
  have no more transactions.

• PeopleSoft does not have an acceptable delivered
  solution.

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Typical Stale-dated Transaction
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Cancel Payment

• Run Payment Post

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Close Voucher

• Run Voucher Post

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Voucher Accounting Entries

?

• Budget Period and Fiscal Year mismatch

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Deficiency of Delivered Process

• After the Year-End close, no more transactions
  should occur to a closed budget period.

• The delivered process generates accounting
  entries for stale-dated checks in the original
  budget period.

• There is no delivered process to correct the
  budget period.

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CWU Process to Cancel Stale-Dated Checks

• Simple bolt-on customization

• Easy to implement and use.

• Allows the user to cancel stale-dated checks
  without impacting closed budget periods

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CWU Custom Panel

• Changes Accounting Date and Budget Period.

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Cancel Payment

• Run Payment Post

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Close Voucher

• Run Voucher Post

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Reset Accounting Date and Budget Period
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Voucher Accounting Entries
?

• Budget Period and Fiscal Year Agree

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Contact Information

• Russ Elliott, Management Information Systems
  509-963-2384, elliottr_at_cwu.edu

• Nancy Jo Tutino, Accounting Supervisor
• 509-963-1991, tutinon_at_cwu.edu

• Greg Coles, Programmer
• 509-963-2967, colesg_at_cwu.edu

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Download files

• Powerpoint Presentation
• http//www.cwu.edu/acctng/peoplesoft_procedures/c
  heck_cancel.ppt
• Word Document Detailed Process including SQR
  code, panel set-up and query
• http//www.cwu.edu/acctng/peoplesoft_procedures/p
  ppcancellation.doc