University of Wisconsin-Madison

Accounting and Purchasing Processes Changes

Business Services will be implementing the Accounts Payable and Purchase Order (APPO) and Legacy Accounting to SFS Transition (LAST) projects to eliminate UW-Madison’s Legacy Accounting system and move all Accounting and Purchasing transaction processes to SFS. These projects prepare the transaction environment for the Program Release which were implemented starting February 8, 2008.

• Web-based External Requisition Generator and EPRQ Replacement
  • Replaces My UW Requisition Tool and 3270 Mainframe tools
  • EPRQ, INQR and other 3270 transactions will no longer be available
• SFS coding used for transactions
  • External Requisitions move to SFS coding
  • Purchasing cards move to SFS coding
  • New project numbers used
  • New gift funds will be assigned to a fund 233, instead of fund 133. (updated June 17, 2008)
    • Starting fiscal year 2009, the fund code and project IDs on existing fund 133 gift projects have been changed. The 133-series project IDs are converted to 233-series project IDs. The fund code also has been changed from fund 133 to fund 233. This change applies to fund 133 gift projects only and it does not apply to fund 133 grant projects. The following files are provided to find out the new project ID on a converted fund 133 project:
      • Fund 133 to Fund 233; Project List by Department (Excel)
      • Fund 133 to Fund 233; Project List by Project ID (Excel)
    • Current gift funds will remain in fund 133 until a changeover/conversion at the end of fiscal year 2008.
    • Conversion of Fund 133 to 233 Gift Projects and Its Impact on Financial Transactions: PDF available
    • PO Rollover and WISDM : PDF available
• Continuing Order Requisition (COR) distribution using the Web-based External Requisition Generator
  • FY8 year end COR run
• Managing Encumbrances using the Encumbrance and PO Management form
• Close purchase orders more efficiently in the new environment
• Year End PO Rollover Process in SFS (FY08 to FY09)
  • See PO Rollover and WISDM for more information on viewing POs in WISDM after rollover.
• Funding string validation tool available through WISDM
• Month-end closing
  • Occurs after the last calendar day of each month
• WISDM enhancements for Program Release 2008
  • New updates to WISDM
• Travel Reimbursement Changes
  • Automated Travel System (ATS) replaces the Travel Expense Reimbursement (TER) form