FTS Enhancements

Some new and exciting enhancements as well as a resolution to a problem with the upload feature were made to the FTS Purchasing/Payment module.

  1. Resolved

    Last month, users reported being unable to upload additional backup documentation for Distributed status Requisition and Vouchers (Direct Payment and Employee/Student Reimbursement). The upload feature is available again.

  2. Enhancements

    The search feature for Requisition and Vouchers has been expanded to give users flexibility in locating submitted requests. Enlarge picture by clicking on the image.

  • Requisition: Users can search for a request by entering the complete 10-digit Purchase Order Number.

Requisition Search Feature

  • Requisition: The Purchase Order Number now displays in the search results for Requisitions.
    Requisition Search Feature
  • Direct Payment: Users can search for a request by entering the Supplier name or number.

Direct Payment Search Feature

  • Reimbursement: Obtain search results by entering the Employee/Student name or number.

Reimbursement Search Feature

 

“Suggested Vendor” No Longer Available for Direct Payment Requests

Effective February 4, 2015, “Suggested Vendor” will no longer be available for users to select in the Supplier field for Direct Payment requests in FTS. (Labels in FTS formerly referencing “VENDOR” have now been changed to “SUPPLIER”). Supplier ID#’s created in advance help to reduce delays in processing payments and when reviewing your voucher history in FTS, you will see the supplier’s name and not just a blank space.

“Suggested Vendor” will continue to be available for FTS Requisitions.

To determine if a supplier is available for a Direct Payment, use the look-up feature. If it does not exist, please send an email to vendor-request@sjsu.edu to have the new supplier set up in our system, as many of you are already doing.  Please follow the instructions below and allow at least 3-5 business days to process requests. You will receive an email notification when your supplier setup is complete and is available in FTS.

 Direct Payment to Suppliers

  • When requesting goods/services from a new supplier, have them complete the Vendor Data Record Std. 204 form.
  • Before creating the Direct Payment request, send the Vendor Data Record Std. 204 form to vendor-request@sjsu.edu along with the following information:

Supplier Name
Remittance Address
Description of Payment

For more information, go to:

Direct Payment Process and Guidelines: http://www.sjsu.edu/finance/financeconnect/resources/pathways/direct_pay/index.html

Vendor Create Instructions:  https://blogs.sjsu.edu/financeconnect/tag/vendorsstudentemployee-create-and-update-in-fts/

Please contact FinanceConnect at 4-1558, or by email, if you have any questions.  We appreciate your patience regarding any confusion caused by the discrepancies between the use of supplier and vendor as we transition over to the new terminology.

Hospitality Guidelines and Expense Justification Form- Updated

Effective immediatley, the Hospitality Expense Justification form and Hospitality Guidelines have been updated specifically for the addition of an event itinerary/agenda which must be submitted as part of the backup documentation for events attended by SJSU employees only.

 

Please be reminded that a completed Hospitality Expense Justification form is also to be included in your backup documentation for all purchase and payment requests (Requisition, Direct Payment, ProCard, Employee/Student Reimbursement and Petty Cash) for hospitality related expenses. Requests cannot be processed without this form.

 

Hospitality expense (e.g., food, light refreshments, promotional items) can be incurred for events and activities that support the university’s mission and goals.  Allowable hospitality expense is determined by the Fund used to pay for it.  Refer to Hospitality Guidelines for detailed information pertaining to such expenses.

 

Hospitality Guidelines:  http://www.sjsu.edu/finance/policies_guidelines/hospitality/index.html

Hospitality Expense Justification Form:  http://www.sjsu.edu/finance/forms/forms_by_dept/ap_forms/index.html