What’s New in GMS – January 6, 2020

Posted in News Story

Please be aware of the following recent updates to GMS processes, job aids or reports as of January 6, 2020.  

Financial Updates

FIN200106.01 – Wire Process Redesign

Impacted Roles: GU-Requisitioner, GU-Cost Center Buyer

The existing paper wire form will be replaced by a digital form that is completed within GMS as part of the following processes:

  • Requisition (REQ)
  • Purchase Order (PO) / Change Order (CO)
  • Miscellaneous Payment Request (MPREQ)

The digital wire form will be triggered for completion by the Requester in GMS for the following conditions:

  • Supplier’s default payment type is “Wire” [REQ and MPREQ]
  • Requisition type is “Wire Payment Request” [REQ]
  • Statutory invoice type is “Wire Payment Request” [MPREQ]
  • Payment type is “Wire” [PO/CO]

Upon submission, the request will be reviewed by Accounts Payable to confirm if wire is the appropriate payment method. Then Treasury Operations will review the information for completeness. The process will then route for approval in GMS via the existing workflow. To avoid delays and send backs, please attach all required documents including:

  • Supplier invoice
  • Corresponding emails
  • Receipts
  • Bank wire instructions on supplier’s or bank letterhead

The End to End Procurement Guide is updated to reflect these new processes in light of the digital wire form. For questions or concerns, please email faservice@georgetown.edu.

FIN200106.02 – Currency Rates

Impacted Roles: Employee as Self, Delegate

160+ currency rates have been added. It should no longer be necessary to manually convert currencies for expense reports or otherwise.

FIN200106.03 – Financial Reporter Inheritance

Impacted Roles: GU-Financial Reporter

The inheritance setting for the Financial Reporter role is changing from “Applies To Current Organization And Unassigned Subordinates” to “Applies to Current Organization And All Subordinates.” The behavior of “breaking inheritance” will no longer happen after we make this update. This applies retroactively and means people who don’t have access to cost centers today due to broken inheritance will get additional access as a result of this update.

FIN200106.04 – Expense & Procard Management Dashboard

A new dashboard called Expense & Procard Management Dashboard is available to manage and monitor Expense/Spend Authorization related items along with Procard activity

FIN200106.05 – Expense Preparer Creates Receivable Repayment

Impacted Roles: GU-Expense Preparer

The Expense Preparer role is now able to Create Receivable Repayment for personal charges.

FIN200106.06 – SBM Unconstrained Access to Supplier Contracts

Impacted Roles: GU-Senior Business Manager

GU-Senior Business Managers have been granted unconstrained access to supplier contracts within GMS. They are now able to run the GU Find Supplier Contracts report to return supplier contracts not tagged to their organization.

FIN200106.07 – Access to View Customer Record for CCM

Impacted Roles: Cost Center Manager

Cost Center Managers can now search for Customer records. This does not give access to view invoices or billing, but gives access to view the master data.

FIN200106.08 – GU-Customer Contact Role Assignable by CCM and CCS

Impacted Roles: Cost Center Manager, Customer Contract Specialists

The GU-Customer Contact role on Customer Profiles is now assignable by Customer Contract Specialists and Cost Center Managers.

FIN200106.09 – Updates to 90 Day Expense Validations for Grants

Impacted Roles: Cost Center Manager, Customer Contract Specialists

The hard stop validations on the Expense Report business process has been modified as follows:

  • Now applies to all expense reports (previously only applied to procard reports)
  • Now applies to only federal grants (previously applied to all grants)

FIN200106.10 – Updates to GU Find Supplier Contracts reports

The reports output now includes the following fields:

  • Notes
  • Last Updated Note Content
  • Last Updated Note Date

FIN200106.11 – Updates to GU Find Procard Applications

The report now contains the following additional fields in report output; Card Type, Application Limit, & Additional Services.

If you have questions regarding these changes or any other GMS support questions please contact help@georgetown.edu.