The agenda for the Wednesday 5/22/13 Agency Checkpoint Conference Call (2:00 PM - 3:00 PM) is posted on the Agency Conference Calls and Meeting Agendas and Notes page of the SFS website. NOTE: Conference call dial-in information is now posted in the Agency Resources managed content area in SFS Production. SFS is no longer sending calendar invitations for this call.

The topic for the 5/22 call is Minority- and Women-Owned Business Enterprises (MWBE) reporting. Empire State Development Corporation (ESD) and B2Gnow will speak and answer questions on MWBE reporting requirements and the reporting solution. Agencies should determine which of their staff members should attend the call based on this topic.

To enable ESD's and B2Gnow's participation, SFS will NOT be able to mute the conference line. Therefore, it is EXTREMELY IMPORTANT that all call attendees MUTE YOUR PHONE LINES and KEEP THEM MUTED during the call unless you are asking a question. Even the slightest background noise impacts audibility for all attendees.

Due to the number of participants on the call, please ensure that your staff attend together as a group (using ONE webinar / phone line if possible), so that all will be able to access the session. This also facilitates cross-team discussion at your Agency. Please dial in / login to the call and webinar promptly at (or before) 2:00 PM each Wednesday, so you don't miss any of the important information presented in these calls. Click the link above to access the agenda.

When paying FBIC bills, agencies need to update the Budget Date line on vouchers. This field is showing the date 3/31/13, which is in a closed budget period. Scroll to the button on the far right, and update the Budget Date to 4/1/13 or later to ensure proper processing. Contact the SFS Help Desk with any questions.

The NYKK3866: Appropriation Segregation Accounts (Disbursements) report, which tracks cash disbursements against appropriations, has been updated to remove the closed and rolled-over budget journals that were causing prior year appropriation / segregation budgets to be understated. Agencies should now see the correct amounts for prior year approp / seg budgets. Contact the SFS Help Desk with any questions.

The NYAP3103: Voucher Deletion Report is now available to agencies in SFS Production. This report may be filtered by deletion date range, voucher style (regular, adjustment, etc.) or other criteria. The result set is all deleted vouchers depending upon the filter criteria entered. Please see the presentation posted on the Supplemental Training Presentations page of the SFS website for key items in this report. Click the link above to access the NYAP3103 presentation.

The SFS Program has removed Agency access to several elements in the Receivables Maintenance folder in SFS Production. These elements were NOT being used by agencies, and the SFS Program is not supporting these elements at this time. The Maintenance Worksheet and Transfer Worksheet folders remain; the applicable SFS roles to use these elements are AR Preparer, AR Approver, and AR Setup. This change should have no Agency impact; users will simply notice fewer items in the Receivables Maintenance folder view now. Click the link above for full information, including a screen shot.

The following new / updated / revised items are posted to the SFS website:

• 5/22 Agency Checkpoint Conference Call Agenda (posted 5/21)
• 5/8 Agency Checkpoint Conference Call Notes (posted 5/20)
• Revised Job Aids (posted 5/17):
• JAA-AP000-013 (Correcting Voucher Build Errors)
• JAA-AP205-024 (PCard and NET Card Reconciliation Voucher Reset)
• JAA-AP000-010 (Correction of Vouchers Related to a Purchase Order Following a Payment)
• New Job Aid: JAA-AP210-021 (Correcting a Reconciliation Voucher with a Negative Gross Amount) (posted 5/17)
• Bulletin: Unused Items Removed from Receivables Maintenance Folder in SFS (posted 5/17)
• Updated OGS list of Master Contract VARs (posted 5/17)
• Revised 5/1 Agency Checkpoint Conference Call presentation (posted 5/16)
• Revised Job Aids (posted 5/16):
• JAA-ROA210-007 (Entering a Refund of Appropriation (ROA) Against a Rollover Purchase Order (PO) Line)
• JAA-EDA201-004 (Entering and Maintaining Employee Organizational Data)
• New Job Aids (posted 5/16):
• JAA-AP205-023 (Entering a Credit Memo Against a Closed Purchase Order (PO))
• JAA-AP205-025 (Entering a Credit Memo Against a Rollover Purchase Order (PO) Line)
• 5/1 Agency Checkpoint Conference Call Notes (posted 5/15)
• 4/24 Agency Checkpoint Conference Call Notes (posted 5/15)
• 5/7 Bulkload User Group Meeting presentation (posted 5/14)
• Revised Quick Start Guides (posted 5/14)
• Bulkload File Extracts
• Workflow Administrator Tips
• 5/15 Agency Checkpoint Conference Call Agenda (posted 5/14)
• New Job Aid: JAA-ROA210-006 (Entering a Refund of Appropriation Against a Closed Purchase Order) (posted 5/14)
• Revised Bulkload Agency Interface Layouts for Future Release (posted 5/10)
• Updated Accounting Codes Extract File (posted 5/10)
• New Job Aid: JAA-PO000-017 (Releasing Encumbrance on Partially Vouchered PO) (posted 5/10)
• Bulletin: SFS Honored by the State Academy for Public Administration (posted 5/10)
• Bulletin: New EDA Managed Content Area in SFS Production on 5/13 (posted 5/10)
• 5/8 Agency Checkpoint Conference Call presentation (posted 5/9)
• Updated User Support Contact List (posted 5/9)
• 4/17 Agency Checkpoint Conference Call Notes (posted 5/9)
• 5/14 Travel and Expense User Group Meeting Agenda (posted 5/8)
• 5/13 GL/KK User Group Meeting Agenda (posted 5/8)
• 4/9 Travel and Expense User Group Meeting Notes (posted 5/8)
• 5/8 Agency Checkpoint Conference Call Agenda (posted 5/7)
• 5/9 Grants User Group Meeting Agenda (posted 5/7)
• 5/9 Procure-to-Pay User Group Meeting Agenda (posted 5/7)
• 4/24 Agency Checkpoint Conference Call presentation (posted 5/7)
• Updated Job Aids (posted 5/6):
• JAA-EDA201-005 (Maintaining Data Integrity Using Queries)
• JAA-EDA201-006 (Performing Mass Updates (Future Phase Agencies))
• Revised Quick Start Guide: Outbound File Extracts (posted 5/6)

Click the link above to access the Latest Web Updates page of the SFS website. Be sure to check this page often, as new items are posted daily.

Contact feedback@sfs.ny.gov with any questions. 

Thank you.