University of Wisconsin-Madison

I.   Coding for Transactions (pre-Program Release)

1. Legacy coding for:
   1. External Requisitions
   2. Purchasing Card
2. SFS coding for:
   1. Internal Work Order
   2. Inter Departmental Billing Form
   3. Non Salary Cost Transfer Request
   4. Direct Payments
3. Project ID's used for SFS coding are 7 digit numbers starting with the fund, e.g. 144MN08.
4. Gift funds are assigned to fund 133.

I.   Coding for Transactions (effective February 11, 2008)

1. SFS coding now used for:
   1. External Requisitions
   2. Purchasing Cards
2. Transactions previously moved to SFS coding are still using SFS coding
3. New 7 digit Project IDs start with “PRJ” with last 4-characters automatically assigned, e.g. PRJ12CB. All current, ongoing project codes will not change, e.g. 144MN08 remains 144MN08.
4. New gift funds will be assigned to fund 233, instead of fund 133. Current gift funds remain in fund 133 until conversion at end of FY08.
5. See Legacy vs. SFS: How to determine which process, forms, and coding to use for more information.

II.   External Requisitions and Encumbrance Management

1. External Requisition uses legacy coding.
2. Requisitions created through My UW or home grown applications. EPRQ in Dean's office used to validate and communicate funding information to Purchasing
3. Encumbrance management through Dean’s office/central processing.
   1. Encumbrances created when Purchasing creates SFS PO.
   2. Limited changes to PO funding and dollar amounts available through Dean’s office/central processing. No changes available once a payment is made.
4. PO close exceptions managed through Dean’s office submitting PO Closeout Request web form.
5. CORs printed and distributed via paper process.

II.   External Requisitions and Encumbrance Management

1. External Requisition uses SFS coding.
2. Requisitions created through External Requisition Generator available in Services tab of My UW. Requisition generator validates funding and eliminates 2 steps of re-keying information.
3. Encumbrance management through Dean’s office/central processing.
   1. Changes to encumbrances/POs made using Encumbrance Management form submitted via email to Dean's office
   2. Changes to PO funding and dollar amounts done centrally. Changes available once payments made.
4. POs closed on monthly basis using closing criteria.
5. PO closing exceptions managed through Encumbrance Management form submitted to Dean's office.
6. COR reports distributed on paper (with added ship-to and item information). CORs processed through External Requisition Generator in MY UW.

III.   Month End Closing

1. Month end closing occurs on the last Friday of the month.

III.   Month End Closing

1. Month End closing occurs the last day of each month.
2. Accounting still distributes pre-closing and post closing emails to notify you of closing schedules and readiness of WISDM data for month end reporting

IV.   Viewing your transaction data

1. Financial transaction data available in WISDM - see Specifications and instructions for viewing FY8 transaction data

IV.   Viewing your transaction after Program Release

1. Additional information available in WISDM - see WISDM enhancements for Program Release 2008
2. See PO Rollover and WISDM for more information on viewing POs in WISDM after rollover