Business Process Changes for the 2008 Program Release

Converting Purchasing Card Program to SFS Funding

Moving the purchasing card program to the Shared Financial System will require changing the current reallocation fields in PVS Net to the SFS arrangement and coding structure. The change will allow for the direct import of transactions into SFS, thus eliminating the current legacy interface step. Unfortunately, the process will require an initial untimely edit deadline of noon on Monday, January 14, 2008. 

The old transactions, at least 18 months of data, will still be accessible in the PVS Net system; however, the funding string will remain in the legacy format and will not be properly spaced or accurately titled. Therefore, we encourage campus to run any necessary reports on historical data prior to the migration over to the SFS funding.

The new mapper file will allow for the below listed changes in WISDM. An example can be viewed at: "Changes in WISDM Spreadsheet" (PDF version).

  1. The PO Field will contain “PR-“ (for Purchasing Card) plus the first 7 digits of the cardholder’s last name. The previous mapper file carried over only the first 6 digits.
  2. The Voucher ID Field will contain the first 7 characters of the cardholder’s first name plus the last three digits of the card number.
  3. The Legacy Invoice Field will hold the invoice date in the form of YYYY-MM-DD.
  4. The Journal Line Ref Field will contain the first 10 characters of the description field in PVS Net. This additional, optional information is entered into PVS Net at the Site Manager’s/Cardholder’s discretion after the transaction posts in PVS Net.

Changing the fields in PVS Net requires a very restrictive edit deadline of noon on the first Monday of the targeted cycle. Once the transactions are reallocated and mapped, we will instruct ProCard to proceed with changing the PVS Net format so all transactions that post to the new cycle on Monday evening will be in the new SFS layout. The new layout can be view at: Purchasing Card Coding Change: Legacy to SFS (PDF version)

Although the transactions will be mapped at noon, on Monday, January 14th, the file will remain in Accounting Services for several days so we can assist with any missed edits or necessary changes and hopefully reduce some of the edit deadline stress.

If you have questions or concerns, please contact Yvonne Quamme at: yquamme@bussvc.wic.edu.


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