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August 14, 2020 Your Monthly Information Source for UFS Français Canada
Important Dates: What’s New
Monday, August 17US Electronic Suppliers Enabled
Monday, August 24Deadline to submit any outstanding Purchase Card transactions on an expense report
Monday, August 31Month-end for PD12, FY20 year-end
Monday, August 31ONE-DAY Inventory Window
Tuesday, September 1August month-end final
No changes to the UFS application are scheduled during the month of August
No August UFS application updates The next UFS implementation is scheduled for
the week of September 15. Details will be
included in the September issue of the UFS
Newsletter.
Update on Cash Deposit Decoupling Enhancement
We appreciate your support (and adoption) with the Cash Deposit Decoupling enhancement, implemented July 21.
Beth Grondahl, Sr Manager Banking, shared that Banking provided responses to specific questions and provided guidance. Many folks simply said “Finally!” and of course many others were happy to prepare fewer deposits- which will result in real dollar Bank Service Fee expense savings. This initiative began 5+ years ago, so yes, we in Banking [and on the project team] are very happy to have a successful implementation!
Please be sure you are following the proper decoupling procedures if you meet the Eligibility Requirements criteria to realize the benefits of reduced deposits and banking fees. Cash Decoupling Procedure documents are available to help you better understand this change. We recommend the following resources: UFS Reporting Procedures Sodexo_Net page
Important Dates: What’s Newtransmission due 11:45 pm ET (BD+1)
Wednesday, September 2Deadline for processing Fiori client invoices, 5:00 pm ET (BD+2)
Friday, September 4Final adjustments are due by 2:00 pm ET
Monday, September 7The UFS Service Desk will be closed in observance of the Labor Day holiday
UFS Cash Decoupling Procedure – Low Volume UFS Decoupling Procedure – High Volume
Quick link to articles in this edition: Cost Center Operating Report (CCOR) Sodexo Procurement Company (SoPro) Formed
to Centralize US Supply Purchases Have you Tried the Invoice Status Look-Up in AP
Dashboard? Eliminate Late Payables and Close Books
Successfully UFS Service Desk User Tips: Why Can’t I
Update or Edit My Inventory Record?
Articles to help you prepare for year-end: August Financial Close Schedule Will Not be
Adjusted Collect IT! Deadline for Quarter 4 FY20
Payments Every Deadline You Need to Prepare for a
Successful Year-end Deadline for Processing Invoices in the Fiori
Portal FY 2020 Client Advanced Billing & Collection by
Fiscal Year-end 8/31/20 Year-end Audit Readiness – PwC Audit Details Year-end Revenue Accounting Tips Submit Your Purchase Card Transactions by End
of FY20 August / Year-end UFS Deadlines and Financial
Close Schedule
August Financial Close – We’re Back to Regular Schedule
The August financial close schedule is back to the standard 4 day close. PD12 Month-end and FY20 Year-end close schedule highlights:
Review financial results during the month and submit adjustments prior to month/year-end
Transmission deadline is Tuesday, September 1 by 11:45 pm ET (BD+1) Adjustments can be made through Friday, September 4 by 2:30 pm, ET (Note:
new cutoff time)
PD 12 Month-end / Year-end Close Schedule
Cost Center Operating Report (CCOR)
We are in the process of deploying the Cost Center Operating Report (CCOR) to UFS users in pure P&L sites by segment. CCOR is a new dynamic report which will eventually replace the WOR in UFS and will save users time and provide more timely and useable weekly operating information. Remaining P&L sites will be notified by the end of August.
Users with other contract types will receive access to CCOR, once we have implemented a solution for the SCAS timing challenge impacting non-P&L contract Cost Centers. Here is an update on progress and a few answers to some questions you’ve been asking.
What is the SCAS Challenge?
The Sodexo Client Accounting System (SCAS) is used to calculate the Client’s and Sodexo’s portion of the profit and loss based on the terms specified in the client contracts. The results are posted to the general ledger and reflected in the financial reports. Since weekly UFS activity is not due until the Monday following a Friday weekending, SCAS journalizes activity one week behind.
This means when you look at your Unit Operating Profit for the current week, it may not be correct. The same logic is applied to any variable calculation in SCAS for all contract types, i.e. sales commissions, royalties, etc., however, there is a greater impact in non-P&L accounts.
The SAP Functional Team is working towards a solution and hopes to have it in place by early FY2021.
Who has access to CCOR?
Currently UFS users from P&L cost centers in Universities, Hospitals, Seniors, Government and Corporate Services, have been given access, with the rest of the segments deploying over the coming weeks. The goal is to be fully deployed to pure P&L accounts in all segments by the end of August 2020.
What cost centers will I have access to?
Hierarchy access in CCOR is based on your current hierarchy access in BRIO, therefore, whichever Cost Centers you have access to in BRIO, you will have access to in CCOR.
If you need to add or remove Cost Centers from your hierarchy, you will need to submit your request by completing the BRIO section in the Information Security form on SodexoNet.
How do non-UFS users request access?
Non-UFS users can send an email to [email protected] requesting access. Remember to include your Employee ID and Cost Center number. Please be aware that if you have access to P&L and non-P&L accounts your roll-up information may not be up to date (due to the SCAS timing challenge).
When will other contract type sites receive access?
Once a solution for the SCAS timing challenge is in place, access will be assigned to all UFS users in all the remaining contract type sites. We are anticipating a solution in early FY2021.
Where can I send questions and feedback?
Please send all questions and/or feedback to the UFS mailbox [email protected].
Sodexo Procurement Company (SoPro) Formed to Centralize US Supply Purchases
What’s happening?
Effective Monday, Aug. 10, Sodexo officially launched Sodexo SoPro, a procurement company formed to centralize U.S. purchases of operating supplies across the enterprise. Procurement companies are a commonly used tool for large businesses to consolidate aspects of purchasing.
Why are we doing this?
This newly established entity will give Sodexo control over its processes and the ability to become more efficient from a tax perspective. It will improve overall tax accuracy (preventing over- and underpayments) and client relations (because Sodexo will be able to quickly address client tax issues without having to wait for a vendor response).
What does this mean day-to-day?
SoPro will provide resale certificates to our participating EDI vendors who will not charge tax. Vendors who submit paper invoices will not be part of this new process. SoPro will calculate and charge sales tax to the units, taking into consideration existing resale and exemption certificates from our clients. Sales tax will only be charged one-time: to the end user. There will be no internal mark-up on prices of items purchased by SoPro and sold to units. As you review your unit financials, you may begin to see some sales/use tax savings in response to Sodexo paying an appropriate amount of tax on its purchases.
Please note: for clients who reimburse Sodexo costs, SoPro will be used to realize sales/use tax savings where possible and will share those with a client in the form of reduced costs.
What will this mean for you?
This should not change your day-to-day processes. You will continue to order and approve invoices the same way you currently do. SoPro is designed to run behind the scenes just as our use tax accrual program currently does. You may see some new journal entries on your financials resulting from SoPro.
Who is included?
Units located in the US are generally included; Units in Canada, Guam and Puerto Rico are not. Currently the following segments are excluded – Entegra, Centerplate, Roth, E&R and Government.
Where can I get more information about SoPro LLC?
SoPro, LLC has a page on Sodexo_Net with additional information such as talking points, Frequently Asked Questions and Contacts for Additional questions.
For General accounting or financial posting inquirieso Existing (Client) Cost Centers should contact Client Accounting
[email protected] New (Client) Cost Centers should contact your assigned Contract
Management Accountant For AP Invoice charges, credit inquiries contact
[email protected] For Sales tax inquiries contact [email protected]
UFS TOUCHPOINTS
Collect IT! Deadline for Quarter 4 FY20 Payments
Your help is needed to increase our cash flow. To ensure that your AR payments, bank
deposits, cash receipts, and cash balances are properly credited for Quarter 4, all
deposits must be made on or before Monday, August 31st. Please observe the
following deadlines.
ACH (Electronic payments) Checks
2-day - Thursday, August 27 Thursday, August 27 - Overnight Next day
1-day - Friday, August 28 Friday, August 28 - Overnight Early AM Delivery only
Same day wire transfer - Monday, August 31
Monday, August 31 - Call FSS AR Dept before 2:00 pm ET 800-828-7762 opt. 2, 2 or email [email protected]
Every Deadline You Need to Prepare for a Successful Year-end
Financial year-end for 2020 is Monday, August 31. Follow the processing year-end
deadlines and requirements for the new monthly fiscal calendar close for all cost
centers in the U.S. and Canada. We recommend you visit the Year-End: When and
How to Collect It, Close It, Pay It, Process It and Prepare for Audit page on Sodexo_Net
for details on fiscal year-end deadlines.
Deadline for Processing Invoices in the Fiori Portal
The deadline for processing August invoices is Wednesday, September 2 (BD+2) at
5:00 PM ET. Invoices with a “Settlement To” date of August 31 (or prior) must be
approved by this deadline to post to August’s financials.
An automatic sales accrual based on the last invoice generated will post to August’s
financials for any “Settlement To” billing dates of August 31 (or prior) that have not been
invoiced. This accrual will also include estimates for any August service dates which
may be included on a September 1 or subsequent “Settlement To” invoice.
To ensure that exact/accurate sales figures are posted to August’s financials, please be
sure to approve any invoice with a “Settlement To” date of August 31 (or prior) if you
have the information necessary by 5PM ET on September 2.
Similarly, if your cost center was temporarily closed or should not bill one or more “Settlement To” dates of August 31 of prior, use the “Skip Billing Dates” feature in the Fiori portal to assign those dates “Temp Close” status. This will notify our financial applications that sales should not be accrued for these service dates. This must also be completed by Wednesday, September 2 (BD+2) at 5:00 PM ET.
FY 2020 Client Advanced Billing & Collection by Fiscal Year-end 8/31/20
REMINDER! For Universities Units: If your contract requires a Client Advance Billing for the new fiscal year 2021, we ask you to make every effort to generate and collect the Client Advance Billing by August 31, 2020.
Why? Billing and collecting Client Advances by fiscal year-end, August 31, 2020, will have a positive impact on Sodexo’s cash flow; and help lower DSO (Daily Sales Outstanding).
For additional support, please contact Client Accounting with questions:
Existing Business: [email protected]
New Business: [email protected]
Year-end Audit Readiness – PwC Audit Details
On August 31st Pricewaterhouse Coopers (PwC) will conduct announced audits; audit may be virtual. In addition, they will be performing desk audits for some units to review all the supporting documentation for PD 12 FY20 Inventory.
Year-end, on-site audits will include a review of:
Inventory -- the process for Sodexo-owned and client-owned/Sodexo managed Inventory accounts
o Observation of Sodexo inventory count teamso Proper segregation of duties (counter, writer and data entry are separate
employees)o Signed off manual count sheets (both counter and writer)o Properly completed inventory extension report (including updated price
information)o UFS Summary Report signed off by Managero UFS Successful Transmission Report printout
Invoice Cutoff testing – review last 5 invoices submitted for 2020 and first 5 invoices submitted for 2021 to ensure invoices are recorded in the proper period/fiscal year
Lower of Cost or Market testing – review 2 products for the price the unit paid for the item and a receipt from purchasing that item at the unit - to ensure the unit is charging a higher price for items than what the unit paid for them
Year-end, desk audits will include the review of:
Inventory – documentation to support the general ledger balance for Sodexo-owned and client-owned/Sodexo managed Inventory accounts
o Signed off manual count sheets (both counter and writer)o Properly completed inventory extension report (including updated price
information)o UFS Summary Report signed off by Managero UFS Successful Transmission Report printouto General ledger inventory accounts balance
DMs and/or Finance team members should be available to support those units chosen for the on-site audits on August 31st. The Auditor will present a business card and/or photo ID upon arrival, if audit is not virtual. Please call the Audit Command Center at 1-866-372-3165 to confirm prior to start of the audit.
Units for announced on-site audits and desk audits will be chosen in the middle of August. Communication will be sent from the I2C Team to the affected Segment Finance and Operations teams. Additional resources available on SodexoNet under “Year-End Audit Command Center”, “Audit Support Center” and “Inventory Management”.
Year-end Revenue Accounting Tips
With Year-end just around the corner, here are some helpful tips to ensure your activity is posted accurately and without additional review.
Please remember to transmit your activity no later than 11:45PM on Tuesday, September 1 (BD+1).
The unit should review their UFS input for reasonableness and accuracy prior to transmission. The #1 item that holds up a unit’s posting is erroneous register overage and shortage.
Loads to SoGo Cards or Declining Balance Cards should not be reported as revenue and should be booked to a deferred income balance sheet account.
Submit all Unit Managed Gift Certificate Logs and Prepaid Liability Reports to [email protected] no later than Tuesday, September 1 (BD+1).
Double check to make sure that all services that are invoiced via UFS have been created and transmitted by Tuesday, September 1 (BD+1).
Any services that were rendered in PD 12 that were not invoiced by Tuesday, September 1 (BD+1) must be accrued for in FY 2020. Please reach out to Client Accounting Services to accrue for that activity.
For questions, contact Revenue Accounting:
Call 800-828-7762 option 2, option 1, option 2 Or email [email protected].
Submit Your Purchase Card Transactions by End of FY20
Each period outstanding purchase card transactions are accrued to miscellaneous expense. The accrual posts in the last week of the period and includes un-submitted transactions, transactions waiting for approval, and transactions on approved expense reports which have not been released by the Expense Report team. This accrual reverses in the first week of the new period. To ensure your costs are recorded accurately for the end of FY20, submit any outstanding purchase card transactions on an expense report by 8/24/20.
Include all open transactions on one report. There is a $1.37 fee charged by Concur for each report submitted. Managing how your P-Card transactions are submitted on expense reports will keep these costs down. For example: If you are spending less than $500 per month, it is recommended to submit one expense report per period. If you are spending more the $500 per month, it is recommended to submit a report weekly.
Please refer to AF Topic 811-15 Sodexo Purchase Card or contact [email protected] with any questions.
August / Year-end UFS Deadlines and Financial Close Schedule
Let’s Get Ready for PD12 FY20 Close!
Weekly transmission deadlines - posted below 8/31 - ONE-DAY inventory reporting window
o All Units MUST take a full physical inventory in accordance with AF Topic,
832-01 (Sodexo_Net Administration and Finance Manual page) and enter
results into UFS 8/31 - Final w/e and last day of Period 12 9/1 - Final month-end / year-end transmission due 11:45 pm ET (BD+1) 9/1 - 9/2 noon ET (BD+2) - Window for month-end exception to SAP Accounts
Payable invoice posting logic for manual and electronic invoices. (See SAP
Posting Logic for AP Invoices guide for examples). 9/2 - SAP Processing of August activity (BD+2) 9/3 - August Financial Close Day 1 - Review Preliminary Reports (BD+3) 9/4 - August Financial Close Day 2 - Analyze Financial Results (BD+4) 9/5 - August Final Period End Settlement and invoices available (D+5)
Note: If no entry is made with new inventory values for week 1 of the new period
(Pd1 Wk1), the month-end (August 31) inventory amounts will automatically be carried
forward and displayed on reports for week 1.
Transmission and Financial Review Deadlines by Friday Week-ending Date
Week-end Friday, August 7Transmit by Monday, August 10.
Review reports by Wednesday, August 12
Week-end Friday, August 14Transmit by Monday, August 17.
Review reports by Wednesday, August 19
Week-end Friday, August 21Transmit by Monday, August 24.
Review reports by Wednesday, August 26
Week-end Friday, August 28Transmit by Monday, August 31.
Review reports by Wednesday, September 2
Week-end Monday, August 31Transmit by Tuesday, September 1.
Review reports by Thursday, September 3
Have you Tried the Invoice Status Look-Up in AP Dashboard?
Sodexo employees should conduct invoice status queries via the AP Dashboard on the E=nterprise Analysis platform.
The AP Dashboard is your one-stop shop for all Accounts Payable related reporting and research and the Invoice Status Tab has added flexibility and ease of use.
Features of the Invoice Status Look-Up Tab include:
Search date ranges and multiple invoices at once instead of one invoice at a time Search multiple vendor /names or numbers in a single query Access invoice status regardless of how they were submitted (electronically or
hard copy) Retrieve additional status information relating to UIPS Invoices (Electronic
Invoice Status, Customer Number, Customer Name and Recon System)
Support Resources:
Visit the E=nterprise Analysis Resource Center to access:o Invoice Status Lookup Quick Guide EN / FR o E=nterprise Analysis Guide (orientation to the AP Dashboard)
For assistance, email: [email protected]
If you don’t find invoice information on the dashboard, email the AP Team @
Eliminate Late Payables and Close Books Successfully
Late Payables continue to be a challenge and now more than ever they present risk for misstating financials and delaying operations. To stay on top of open invoices and minimize late payables for FY20 please follow the instructions below:
Common examples of Late Payables involve routine maintenance and ongoing projects for which you have not received an invoice by August 31st. Tracking orders, subscriptions, etc. for which you have not been invoiced will also assist with identifying unrecorded expenses.
1. Transmit paper invoices in UFS during the week/period the invoices are dated, and the goods/services are received.
If invoices are not received timely:a. Contact your vendors and request that they email or fax outstanding
invoices ORb. Ask your vendors if they offer an online option for retrieving invoices.
2. Reconcile and approve electronic invoices (in UFS/e-Pay or Market Connection) within the week/period the goods/services are received.
If an invoice does not appear in e-Pay or TMC timely:a. Contact your vendors to determine if the invoice has been sent.b. Submit a Missing Invoice Investigation Form (on Sodexo_Net) – these
invoices will be automatically accrued if the investigation has not been resolved by fiscal period end.
3. For Maximo users, be certain to complete Goods Receipt and Invoice submissions within SAP/Fiori by August 31.
4. Load and approve in Concur all invoices, receipts, and expense reports for purchases made using a Corporate card or P-card.
5. Accrue for open invoices not available by the end of the fiscal period using the Standard Close Adjustment Form. This includes electronic invoices for which a missing invoice investigation form has not been submitted.
If you have any questions, please contact the Accounts Payable Department at (800) 828-7762 option 1, option 2.
UFS SERVICE DESK USER TIPS
Why Can’t I Update or Edit My Inventory Record?
Are you trying to update your Inventory by Account, Inventory by Item or Commodity Inventory and receiving an error message that you cannot edit a record that has been transmitted?
Here are a few key points to remember about Web UFS Inventory:
Transmission of the Inventory Module is limited to “Once per node per week-ending date”
Your current inventory counting, and reporting procedures have not changed. o If you were counting and reporting at month-end prior to the change,
you will continue to report month-end inventory. o If you were reporting inventory each week prior to the change, you will
continue to count, and report inventory each week. If you transmit Inventory and attempt to edit it in the same UFS week ending date,
you will receive an error message:
A reminder message will pop-up when you are in the Transmit to FSC screen and have selected Inventory for transmission.
Deselect the Inventory option in Transmit to FSC screen until ALL inventory records for ALL units within the node have been edited with new inventory counts for the week (or month-end if you don’t count weekly).
As you can see in this example, there are three inventory records for three different units in the Web UFS Node. Two of them have been updated for the UFS week ending date and one has not been updated since the previous week. If this third unit will need to update inventory counts for the week, you should not select inventory when transmitting, as shown in the screenshot above.
Questions related to UFS?
For UFS technical support: Submit a help ticket on the Virtual Help Desk. You may
also email for support at [email protected], or if urgent, please call the UFS Service Desk at 1-888-667-9111, opt. 1, opt 2, opt 1.
For general UFS questions: email the UFS Administrator
[email protected]. UFS Service Desk hours are posted on the
UFS Launch Site. For month-end corrections: Submit your correction to Client Accounting by BD+2
UIPS SUPPLIER ENABLEMENT
New Electronic Suppliers Enabled on Monday, August 17
Country Vendor # Vendor Name
TMC Catalog Supplier
Notes/Comments
USA 4809435 Nestle Coffee Partners N/A Formerly Nestle Starbucks WPS – Vendor 1243005
ACTION REQUIRED: Prior to the enablement of the electronic process, invoices for the suppliers listed above on the Supplier Enablement chart require prompt attention and processing in UFS:
FRIDAY, AUGUST 14 - Please ensure you have manually processed all outstanding invoices dated August 14 or prior for the suppliers listed who will be transitioning to the electronic process this month. (Contact the supplier today to fax you missing copies of any past due invoices). All outstanding invoices must be processed through UFS by week ending August 14.
SATURDAY, AUGUST 15 - Any invoices dated August 15 or after for the supplier(s) listed above will be electronically processed through UIPS and will flow to your unit’s invoice reconciliation and approval system, TMC or e-Pay.
MONDAY, AUGUST 17 - You will no longer enter invoices in UFS for payment for the supplier(s) listed above as they will be enabled on the electronic process.
Important message from Accounts Payable: Any paper invoices dated August 14 or earlier that are not processed for payment through UFS by August 14 must be sent to the Accounts Payable department at the Buffalo Service Center via email (preferred), fax or mail to be processed for payment.
o Email [email protected]. In addition to invoices, provide a brief explanation for request and the cost center number each invoice should be charged to. (be mindful of file size)
o Paper correspondence can be faxed to ATTN: AP EDI Team 716-568-8395 (20-page max)
o Packages can be mailed to Sodexo AP EDI Team, PO Box 352, Buffalo NY 14240
o AP department will request electronic copy of the invoice from the vendor. If they are unable to send, AP will manually process the invoices for payment.
For a listing of all electronic invoicing suppliers, review the Master Electronic Supplier List on Sodexo_Net.
Support Resources: The Accounts Payable Department at the Buffalo Financial Service Center:
o Call 1-800-828-7762, option 1, option 2 (A/P Department) o send an e-mail to: [email protected].
The Market Connection, Client Procurement Call Center 866-368-3472, Option 1UFS - General inquiries [email protected]
14 août 2020 Votre source d'information mensuelle pour UFS
Dates Importantes : Quelles sont les nouveautés
vendredi 31 août Fenêtre de un jours pour l’établissement de rapports d’inventaire
Mardi 1er septembreDate limite de transmission fin août (BD + 1) 23 h 45 HE
Aucun changement à l'application UFS n'est prévu pendant le mois d’août
La prochaine implémentation UFS et l’activation des fournisseur/vendeur sont prévues pour la semaine du 8 Septembre. Les détails seront inclus dans le numéro de Septembre du Bulletin UFS.
POINTS SAILLANTS UFS
Agissez dès maintenant pour éliminer les comptes à payer en retard pour l’année financière 2020
1. Transmettez les factures en papier dans UFS la semaine/période pendant laquelle les factures sont datées et les produits/services sont reçus.
a. Si les factures ne sont pas reçues en temps opportun:
i. Contactez vos fournisseurs et demandez- leur de vous envoyer par courriel ou par télécopieur les factures impayées OU.
ii. Demandez à vos fournisseurs s'ils offrent une option en ligne pour récupérer les factures.
2. Concilier et approuver les factures électroniques (dans e-Pay ou Market Connection) dans la semaine ou période où les biens et produits sont reçus.
a. Si une facture ne figure pas dans e-Pay à temps :i. Contactez vos fournisseurs afin de déterminer si la facture a été
envoyée.
ii. Soumettre un Formulaire d'enquête de facture manquante (sur SodexoNet) - ces factures seront automatiquement comptabilisées si l'enquête n'a pas été résolue par la fin de la période financière.
3. Chargez et approuvez dans Concur toutes les factures, les reçus et les rapports de dépenses pour les achats effectués à l'aide d'une Carte d'Entreprise ou les cartes d’achat appelées P-card.
4. Les intérêts accumulés sur des factures ouvertes ne sont pas disponibles à la fin de l’exercice en utilisant le formulaire « Formulaire standard de Redressement de Clôture ». Cela inclut les factures électroniques pour lesquelles un formulaire d’enquête de facture manquante n’a pas été soumis.
Si vous avez des questions, s'il vous plaît veuillez contacter le département des Comptes à Payer au (800) 828-7762 l'option 1, l'option 2.
Avis concernant la vérification sur place de fin de l'année
Du 31 Août, Pricewaterhouse Coopers (PwC) procéderont à une combinaison de vérifications annoncées et inopinées.
Fin de l'année- les vérifications sur place comprendront une analyse de points suivant:
Inventaire- la procédure pour les comptes d’inventaire appartenant à Sodexo, et appartenant au client/géré par Sodexo
a. Observation des équipes Sodexo qui décomptent l’inventaireb. Séparation appropriée des tâches (compteur, scribe et la saisie de
données sont des employés distincts)c. Les feuilles de comptage manuel signé (à la fois par le compteur et le
scribe)d. Un Rapport d'extension d'inventaire rempli correctement (y compris les
informations sur les mises à jour des prix)
e. Un Rapport sommaire UFS signé par le gestionnairef. Impression du rapport de transmission réussie d'UFS
Petite caisse / Fonds d’appoint- la réconciliation au total sur le Bilan
Les Directeurs de Districts (DMs) et / ou les membres de l'équipe des Finances seront sur place pour soutenir ces unités choisies pour les vérifications sur place le 31 Août. Le vérificateur doit présenter une carte d'affaires et / ou une carte d'identité avec photo à l'arrivée. S'il vous plaît appeler le Centre de commande de vérification au 1-866-372-3165 pour confirmer avant le début de la vérification.
Les unités ont été choisies pour des vérifications sur place annoncées au début du mois d’juillet et la communication a été envoyée par l’équipe I2C aux équipes des secteurs des Finances et Opérations affectées. Des ressources supplémentaires sont disponibles sur SodexoNet sous Support Center et inventaire.
Soumettez vos transactions de carte d’achats avant la fin d’AF20
Chaque période, les transactions de carte d'achat en cours sont provisionnées dans les dépenses de divers. Les provisions s’affichent dans la dernière semaine de la période et comprennent les transactions non soumises, les transactions en attente d'approbation, et les transactions sur les rapports de dépenses approuvées qui n’ont pas encore été libérés par l'équipe du département Rapports des Dépenses. Cette accumulation se renverse dans la première semaine de la nouvelle période. Cette accumulation renverse dans la première semaine de la nouvelle période. Pour vous assurer que vos coûts sont comptabilisés avec précision pour la fin de l’exercice FY20, envoyez toute transaction de carte d'achat sur un rapport de dépenses avant le 20/08/24.
Veuillez Inclure toutes les transactions ouvertes sur un seul rapport. Il y a des frais de $ 1,37 chargés par Concur pour chaque rapport soumis. La gestion de la façon dont vos transactions des cartes d’achats P-Card sont présentées sur les rapports de dépenses diminuera ces coûts. Par exemple, si vous dépensez moins de 500 $ par mois, il est recommandé de soumettre un rapport de dépenses par période. Si vous dépensez plus de 500 $ par mois, il est recommandé de soumettre un rapport hebdomadaire.
S'il vous plaît consulter Carte d'approvisionnement de Sodexo AF Topic 811-15 Sodexo Purchase Card ou contactez [email protected] pour toutes les questions.
Date limite pour les paiements du quatrième trimestre de l'exercice 20
Votre aide est nécessaire pour augmenter notre trésorerie. Pour vous assurer que vos
paiements AR, dépôts bancaires, encaissements et soldes de trésorerie sont
correctement crédités pour le quatrième trimestre, tous les dépôts doivent être effectués
au plus tard le lundi 31 août. Veuillez respecter les délais suivants.
Paiements électroniques Chèques
2 jours - Jeudi 27 août Jeudi 27 août - Nuit suivante journée
1 jour - Vendredi 28 août Vendredi 28 août - Nuit tôt Livraison
AM uniquement
Clôture du calendrier mensuel en août
Maintenant, préparons-nous pour la clôture mensuelle de’ août.
Faits saillants d’ août:
Échéances de transmission mensuelle : publiées ci-dessous 31/8 – Fenêtre de un jours pour l’établissement de rapports d’inventaire.
o Toutes les unités DOIVENT effectuer un inventaire physique complet, conformément au document AF 832-01 (disponible sur Sodexo_Net) et y inscrire les résultats dans l’UFS.
31/8 - Week-end final et dernier jour de la Période 12 1/9 - Date limite de la transmission pour la clôture du mois d’août 11h45 est (BD+1) Du 1er au 2 août à midi HE (BD+2) : laps de temps pour l’exception de fin de mois à
la logique d’affichage des factures des comptes créditeurs dans SAP pour les factures manuelles et électroniques.
2/9 - Traitement SAP des activités du mois d’août (BD+2). 3/9 - Jour 1 de la clôture financière du mois d’août – examen préliminaire des
rapports (BD+3) 4/9 - Jour 2 de la clôture financière du mois d’août – analyse des résultats financiers
(BD+4) 5/9 - août - Fin de la période finale de disponibilité des factures de règlement (D+5)
Délais de transmission et d'examen financier avant la date de fin de semaine du vendredi
Week-end vendredi 7 aoûtTransmettre avant le lundi 10 août.
Examiner les rapports d'ici le mercredi 12 août
Week-end vendredi 14 aoûtTransmettre avant le lundi 17 août.
Examiner les rapports d'ici le mercredi 19 août
Week-end vendredi 21 aoûtTransmis avant le lundi 24 août.
Examiner les rapports d'ici le mercredi 26 août
Week-end vendredi 28 aoûtTransmis avant le lundi 31 août.
Examiner les rapports d'ici le mercredi 26 août
Week-end lundi 31 aoûtÀ transmettre avant le mardi 1er septembre.
Examiner les rapports d'ici le jeudi 3 septembre
Si aucune entrée n’est effectuée avec les nouvelles valeurs d’inventaire pour la semaine 1 de la nouvelle période (P12 S1), les sommes de l’inventaire de fin du mois (31 août) seront automatiquement transférées et affichées sur les rapports de la semaine 1.
BUREAU DE SOUTIEN UFS- TRUCS/ ASTUCES D’UTILISATEUR
Pourquoi ne puis-je pas mettre à jour ou modifier mon enregistrement d'inventaire?
Essayez-vous de mettre à jour votre inventaire par compte, inventaire par article ou inventaire de produits et recevez un message d'erreur indiquant que vous ne pouvez pas modifier un enregistrement qui a été transmis?
Voici quelques points clés à retenir sur l'inventaire UFS Web:
La transmission du module d'inventaire est limitée à «Une fois par nœud par date de fin de semaine»
Vos procédures actuelles de comptage et de rapport d'inventaire n'ont pas changé.o Si vous comptiez et déclariez à la fin du mois avant le changement, vous
continuerez à déclarer l'inventaire de fin de mois.o Si vous déclariez l'inventaire chaque semaine avant le changement, vous
continuerez à compter et à déclarer l'inventaire chaque semaine. Si vous transmettez l'inventaire et tentez de le modifier à la même date de fin de
semaine UFS, vous recevrez un message d'erreur Un message de rappel s'affiche lorsque vous êtes dans l'écran Transmettre au FSC
et que vous avez sélectionné Inventaire pour la transmission. Désélectionnez l’option Inventaire dans l’écran Transmettre au FSC jusqu’à ce que
TOUS les enregistrements d’inventaire pour TOUTES les unités du nœud aient été modifiés avec les nouveaux inventaires pour la semaine (ou la fin du mois si vous ne comptez pas chaque semaine).
Comme vous pouvez le voir dans cet exemple, il existe trois enregistrements d'inventaire pour trois unités différentes dans le nœud Web UFS. Deux d'entre eux ont été mis à jour pour la date de fin de la semaine UFS et un n'a pas été mis à jour depuis la semaine précédente. Si cette troisième unité doit mettre à jour les
décomptes d'inventaire pour la semaine, vous ne devez pas sélectionner l'inventaire lors de la transmission, comme indiqué dans la capture d'écran ci-dessus.
Vous avez encore des questions au sujet de numéro de fournisseur ?
Contactez le Bureau de Soutien UFS au 1-888-667-9111, l'option 1, l'option 2, l'option 1. Les heures d’ouverture du Bureau de Soutien UFS sont affichées sur la page d'accueil UFS.
Équipe UFS Web
