Known Issues and Approved Change Requests

Aggie Enterprise System Known Issues and Approved Change Requests

In Progress Log

This log tracks issues and approved change requests impacting Aggie Enterprise processes and reports.

• Finance, including PPM Projects

• Area	Summary	Description and Workaround	Status	Created Date
  GL balances	Incorrect carryforward balances posting to unit instead of central accounting financial departments	Carryforward offsets erroneously posted to academic and administrative units instead of Central Office General Accounting. This may impact the available balances units are seeing at go-live. Update 1/15/24 - Corrections have been loaded, with additional follow-up needed.      • 18 funds are still out of balance      • Self-supporting funds need analysis         (121XXX) Do not make any significant financial management decision based on the budgets in the General Ledger until a correction is made Accounting and Financial Reporting will create journals to correct this error. The estimated date for correction is pending (check back for updates)	In Progress >2/15/24 update: A one-time process is underway to support Correcting Chart String Balances (and PPM Budgets) Post Go-Live >3/13/24: Units to submitted  files for converted balance corrections, including PPM budgets; central team to make updates in Aggie Enterprise (updates viewable in Aggie Enterprise - TBD)	1/3/24
  GL balances and PPM Budgets	Not all Chart of Accounts (CoA) mapping incorporated into converted balances/PPM Budgets for go-live	A Knowledge Base Article (KBA) for Correcting Chart String Balances (and PPM Budgets) Post Go-Live outlines the one-time process that will be used to correct GL balances and PPM Budgets. Until these corrections are made, do not adjust balances for incorrect chart strings in the GL; and do not adjust budgets for incorrect PPM projects.  To prepare for the correction process: Watch the tutorial to learn how to use the Inquire on Detail Balances tool in the General Accounting Dashboard to verify the balances you want to reclassify to a different chart string.  Coordinate with your unit's CoA Mapping Lead.	In Progress: >2/9/24: Non-CGA PPM December budgets have been loaded, validation in progress >2/7/24: Files have been released to units >3/13/24: Units to submitted  files for converted balance corrections, including PPM budgets; central team to make updates in Aggie Enterprise (updates viewable in Aggie Enterprise - TBD)	1/4/24
  PPM Non-Sponsored Projects	Incorrect budget load during conversion	The budgets loaded into PPM Non-Sponsored Projects are have a budget as of October close.  December 2023 close balances from KFS will be loaded as PPM Budgets end-of-January, to ensure they match the converted budget balances in the GL. At that time, everything will be up-to-date from a conversion standpoint. Related: CGA is working to process new and amended projects received after November 21st.	In Progress: >2/9/24: Non-CGA PPM December budgets have been loaded, validation in progress	1/8/24
  PPM Department Kick-Out (DKO) project	Logic for PPM Department Kick-Out projects requires correction	There are cases where the Department Kick-Out (DKO) logic is not working as expected and transactions are not posting to DKO projects, including payroll transactions.  This issue impacts the DKO process and the UCPath Labor Ledger Processing (I-101 and I-370).  Currently, there is no workaround. The Aggie Enterprise team is actively focusing on enhancing DKO validation requirements and thoroughly testing the accurate posting of transactions.	In Progress >3/25/24 update: DKO projects still in progress	2/5/24

• Gifts and Endowment

• Area	Summary	Description and Workaround	Status	Created Date
  Foundation Funds	Foundation Funds beginning with 6XXXX or 7XXXX were created in error and have been inactivated. Central Accounting will research and address any balances on these funds.	Early on in conversion planning, Foundation funds were assigned 6xxxx and 7xxxx fund numbers. It was later decided to change them to alpha-numeric funds (See Understanding Gift Fund Value Structure KBA).   • Note: Past iterations of department mapping may have included the 6xxxx and 7xxxx Foundation funds, which have now been inactivated. In addition, Foundation provided a list of allocations that are inactive and should not have been brought over to Aggie Enterprise. In some cases, funds were set up for these allocations using the 6xxxx/7xxxx fund numbering (and then disabled in January). Departments have reported that there are KFS balances as of 12/31 for some of these allocations. Central Accounting will need to research and possibly create a new alpha-numeric fund so the balance can be transferred over. For departments: If you come across a balance in a 6XXXX or 7XXXX fund that has been inactivated, please submit a ticket to the Gift & Endowment team. Use the Aggie Enterprise Help Request Form, selecting the following: • Category: Transaction processing, general policy questions, functional support • Functional subcategory: Accounting and Financial Reporting • Topic: Gifts and Endowment Accounting	In Progress	3/5/24

• Purchasing

• Area	Summary	Description and Workaround	Status	Created Date
  Purchasing - Catalog Suppliers	Not all Catalog Suppliers fully loaded at go-live	Not all Catalogs loaded at go-live date; and Catalogs are continually being added. As of 2/15/24 the following catalogs are live: AggieSupply Stores, Amazon, CDWG*, Dell, Fisher Scientific, Fastenal, Grainger, Life Technologies, Medline, Millipore-Sigma, Neta Scientific, ODP (Office Depot), Thomas Scientific, VWR *NOTE: CDWG catalog includes Apple, HP, Ricoh, and Lenovo products.	In Process >2/15/24 update: See Catalog Supplier plan for list of expected availability	1/4/24
  Purchase Order (PO) Conversion	No sales tax converted for open PO lines	Due to complexity of extracting correct sales tax for only open purchase order lines from Kuali, converted POs in Aggie Enterprise do not include sales tax. When converted POs are invoiced, correct sales tax will be calculated by tax engine and will be paid based on zip code listed in PO and vendor charged tax.	On-going for all converted POs	1/23/24

• Accounts Payable

• Area	Summary	Description and Workaround	Status	Created Date
  Accounts Payable - Payments	ACH payments remittance emails not set up for all vendors	At go-live not all vendors have ACH remittance email addresses set up in their records. AP and Supplier Services will continue working to add these emails so remittance notifications can go out to payees. Vendors with questions on ACH payments should contact aphelp@ucdavis.edu	In Progress	1/22/24
  Accounts Payable – Invoicing on Converted POs	Mapping of CoA/PPM on invoices of converted POs may not reflect desired mapping	Purchase orders were converted based on the CoA/PPM rules that were established for go-live. The invoicing team is unable to update the existing accounting information. In the event that these rules do not reflect the department's desired mapping, the recommended guidance is to reallocate the expense after the invoice is approved. This can be done through a journal or PPM cost transfer. • Journal transfer - https://kb.ucdavis.edu/?id=09749 • PPM cost transfer - https://kb.ucdavis.edu/?id=09580	On-going -Manual workaround required	1/22/24

   

• Reports: Issues

• Area	Summary	Description and Workaround	Status	Created Date
  All Custom Reports	Oracle Displays UTC Time on Custom Reports	Users have found that the reports are displaying data in UTC time instead of PST time zone. Since there is a difference of 8 hrs between UTC and PST (lagging date) , the date is showing up as next day when the data is created after 4pm PST (Next day 00:00 UTC) in the reports.	A Service Request has been opened with Oracle to address the issue.	3/1/24
  UCD Faculty and Department Portfolio Report	Multiple Bug Fixes and Enhancements	Please Note:  There are a few reported issues with the Faculty and Department Portfolio Report that was released today. It is only showing budget balances for Project/Tasks combinations that have expenses, rather than showing all Project/Task combinations. It is also excluding cost share and PPM recharge projects. The old version of the report will be restored to production while troubleshooting occurs.  Bug Fixes: -PM not showing up on reporting when run by PI Enhancements: Add New Header: - Report Run Date Add New Parameter: - Project Number - Parent Project Owning Organization (to allow for Parent level searches) Modify Parameters: - Project Manager (PM) move to a new parameter prompt, also adding Project Administrator as an option - title Project Admin/Project Mgr - Principal Investigator/ Project Manager/ Co-PI rename to PI/Co-PI Add New Fields: - Project Administrator  - Award Status - Project Status - Task Status - Budget Balance (Detail tab only) Modify Field: - Budget Balance(Total Budget - Expenditures - Commitments) header on Summary tab rename to Budget Balance (Budget – (Comm & Exp))	Testing	Target Release 5/9/24
  Department P&L Report	Fixes the PTD reporting the same as YTD	Adjustments to Period Activity parameter for PTD	Ready for Release	Target Release 4/25/24
  UCD IDC Report	Fixes reported defects	Resolves issues with duplicate and incorrect multiplies and incorrect reference of costs subject to indirect	Testing	Target Release 5/2/24
  UCD PGM Master Data Report	Requests adjustment to parameters and fields	Adjust Award Organization parameter name to Award Org Add the following (mulit) Select & Search parameters: Project Number - title Project Number Project Owning Organization - title Project Owning Org Project Principal Investigator - title Project PI Adjust the following column names: Principal Investigator Person Name to Award PI Organization to Award Org Co-PI to Award Co-PI Add the following columns: Project Principal Investigator - title Project PI Project Owning Organization - title Project Owning Org Project Fund Reorder Report (post above changes)	Testing	Target Release 5/2/24
  Invoice Print Template (Receivables)	Fixes reported defects	Resolves PDFs cutting off and incorrect address information	In-Progress	TBD
  Purchase Order PDF Report	Fixes reported defects	Correct coding to resolve incorrect buyer detail on PDF	In-Progress	TBD
  UCD GL VIPER Detail Report and UCD GL VIPER Summary Report	Adjusts Financial Department level parameter and add new fields	Adjust Parameter User needs to be able to run by Parent Level E Financial Department Add New Fields Vendor Name Report Key - currently the report only displays Purchasing Card transaction and user needs the detailed data	In-Progress	TBD
  UCD National Institute of Food and Agriculture (NIFA) (PPM) Report	Split the file output to send information as 3 files	There will be a separate project file with all the master data information on project task details along with Task DFF values for Non-Sponsored projects. This should also list the award against the project and NIFA Accession & Project Number for each entry where applicable. There will be a separate file for master data of Awards – all details needed for awards. There will be an expenditures file which can be linked via Project, Tasks, and Expenditure Item Date. Each award personnel/project team player information should include the corresponding effective start and end date of the personnel/team player.	In-Progress	TBD
  UCD PPM GL Cost Reconciliation Report	Fixes reported defect	Report times out when running and fails when scheduling	To Do	TBD
  UCD Transaction Listing Report	Fixes reported defect	Fixes merged cells	Testing	Target Release 5/2/24
  UCD All Users Audit Report	Enhancement Request	Add Parameter: Status (All, Active or Inactive)  Add or Modify Fields: Number (Person or Party Number) Category (User Category) Switch ‘Active’ field from Y or N to naming ‘Status’ referencing Active or Inactive Order Report by User Name, then Role Names	Change Request	TBD
  UCD Faculty and Department Portfolio Report	Enhancement Request	Add the following fields: Award Entity and Project Entity Order report by - Project Type, Project Number, Task Number Adjust decimal point to .xx for all related values	Change Request	TBD

• Reports: New Report Requests

• Reports listed here have been approved for production and are in development. 
   

  Report	Summary	Status
  UCD Faculty and Department Portfolio Expense Report	A report for reporting (Fiscal Year) Monthly expense detail at the Award, Project, and Task level. This will compliment the existing Faculty and Department Portfolio Report which provides Budget, Commitment, Expenses and Balances as of a given date.	Requirements Phase
  UCD GL Balance Summary Report	Similar to UCD GL and Sub-ledger Reconciliation Report moving accounts from default Parents in balancing with the General Ledger Summary Report (i.e. 775xxx from Revenue to Expense, etc...).	Pending Approval
  UCD GL Income Statement Report	Similar to UCD GL and Sub-ledger Reconciliation Report removing accounts 1XXXXX and 2XXXXX.	Requirements Phase
  UCD Student Financial Aid Checks Report	Student Accounting needs a report that shows the date in which their student federal aid checks have been cashed.	Requirements Phase
  UCD Gift Accounting Report	A new report for Accounting and Financial reporting that will pull active gift fee, revenue, expense, and endowment accounts which can be run monthly for posting allocations.	Requirements Phase
  UCD Transaction Listing Detail Report	UCD Transaction Listing Report does not display the actual document number from the source system. The request is to add the actual document number to the report output (eg  if the JE source is AP, add the AP Invoice Number associated with the Journal Detail Line; or if the JE source is AR, add the AR Invoice Number associated with the Journal Detail Line; or if source is SCM, add the REQ number, PO number, Invoice Number, and Payment Number, etc)	Requirements Phase
  UCD GL Journal Entries Detail Report	The report will provide users with Summary Chart of Account balances and information for sub-ledger and General Ledger journal entries Detail. Works toward an FISDS-1 Replacement.	Pending Approval
  UCD PPM Budget History Report	A new report to allow Project Managers and Functional Users to extract all historical budget details for projects or group of projects.  This report will allow users to compare changes over time, and to ensure the GL balance for the project aligns with the PPM Project budget.	In Development
  UCD Quarterly Federal Cash Transaction Report	This report will provide the necessary information for completing the Federal Quarterly Reports. Federal Report requires Quarterly activity in addition to Cumulative to Date detail.	Testing
  UCD GL Oracle to Lawson Details Report	Get a daily transaction download report from Oracle that is a (by FAU-GL string) of Company 3210/10 and 3111 data. Use this Oracle download to compare to a full download (by FAU-GL string) of Company 3210/10 and 3111 data out of Lawson.	Testing

   

Resolved Log

Tracking issues that have been resolved, enhancements and user-facing change requests that have been implemented.

• Finance, including PPM Projects

• Area	Summary	Description and Workaround	Status	Release Date
  GL Revenue Transfer Journals	Revenue Transfer journals for GL only recharges are auto-rejecting	Units who submit recharge billing to GL only chart strings on their own using the UCD Revenue Transfer Journal process will have their journal auto-reject.  This is expected to be fixed very quickly so please wait to submit your journal until the fix is completed.  If your journal has already auto-rejected you can resubmit the rejected journal after the fix (if you do not want to resubmit your journal for approval, then you should click Batch Actions and select the Delete option from the drop-down menu to delete the rejected journal).	Implemented	1/23/24
  PPM Projects	Some PPM Projects were created in the GL, but not in the PPM subledger	Analysis complete. Process for correction can be found in the PPM Project values missing from the PPM subledger knowledge article.	Resolved	1/23/24
  PPM Projects end dates	PPM Projects end and close dates are incorrect	During conversion some PPM Project end and close dates set to default, this impacts expense transactions and other activities associated with financial administration of a sponsored award.  An enhancement was applied to update end and close dates to correct date(s).	Implemented	1/26/24
  TouchNet credit card feed processing (not a Banner issue)	TouchNet credit card feed, for only those merchants that process directly to the ledger, was inaccurate.	TouchNet daily credit card feed was inaccurate for those merchants that process directly to Aggie Enterprise ledger. All transactions posted from the TouchNet Feed to the ledger have been reversed, and reloaded with correct amounts.	Resolved	1/26/24
  PPM revenue acceptance for recharge revenue	Boundary Systems unable to post recharge revenue to PPM non-sponsored project	Change implemented to that allows Boundary Systems (BSYS) to post UCD Recharge Revenue to a PPM Internal (Faculty) Project.	Implemented	2/9/24
  Subaward processing	Additional Fund and Natural Account parents	An enhancement was implemented o comply with UCOP guidance and to allow new Subawards to be processed in the 1800B Fund groups.  Impacts all users as the update Cross-Validation Rule (CVR) will include additional Fund and Natural Account parents: 1800B - Special Site Appropriations B 1999B - Specific State Appropriations B 2000B - Contracts and Grants Natural Account 53300B - Subcontract Services	Implemented	3/1/24

   

• Purchasing

• Area	Summary	Description and Workaround	Status	Release Date
  Invoices	Subaward invoice routing missing approval step	An enhancement has been applied to ensure that subaward invoices always route to both project manager (department approver) and then to PI before going out for payment. All subaward invoices must be approved by project manager and PI to ensure appropriate use of funds.	Implemented	1/26/24
  Purchase Orders (PO) Conversion	POs mapped to some PPM projects did not convert	2/9/24 update: 81 of the 100 POs that did not initially convert have successfully been reloaded. 19 POs did not convert. At this point, the 19 will not be reloaded. If they are still valid and need to be in Aggie Enterprise, please process a Requisition and note in your request that this is an attempt to recreate a PO from KFS that did not convert. You would also want to make sure the vendor who will send the invoice to Aggie Enterprise is aware of the new PO number that is being created in the system.	Resolved	2/9/24
  Purchase Order PDF	One Time Locations were not populating in Delivery section of PO PDF	Issue resolved, Delivery addresses now populating in corresponding Delivery Address box on the PO PDF.  As a reminder, for Purchase Orders that are automatically created, with no buyer involvement, the resulting PO will need to be manually provided/emailed to the supplier once it is issued.	Resolved	2/12/24
  Update "Edit Order" functionality	Remove the "add" and "duplicate" options when trying to create a change order	The "add" and "duplicate" options interfered with pre-populated procurement smart forms, causing incompletion Requisition lines to route to buyers. Removing these buttons eliminates the incomplete lines and improves turnaround time for PO processing.	Implemented	2/23/24

• Reports

• Area	Summary	Description and Workaround	Status	Release Date
  PPM UCD Faculty and Department Portfolio Report	Project Manager and PI column data	Approved change request to enhance PPM UCD Faculty and Department Portfolio. Future report will populate PI, Project Manager, and Co-PI columns.	Implemented	1/12/24
  PPM Accounts Receivable Invoice Detail Report	Fields on Accounts Receivable Invoice Detail report - Collectors not appearing where expected	Approved change to fix Customer Site amount due and collector's fields on the Accounts Receivable Invoice Detail report	Implemented	1/12/24
  GL Monitoring Report	Report was timing out without reporting data	Approved change implemented to fix run time and data report.	Implemented	2/9/24
  PPM UCD Faculty and Department Portfolio Report	Budget Commitments and Actuals on the Summary tab are incorrect.	Approved change implemented, summary totals now match detail report	Implemented	2/9/24
  GL Summary Report	GL Summary Report was rounding to 1,000s	Enhancement applied, now displays in whole dollars	Implemented	2/9/24
  UCD Transaction Listing Report	UCD Transaction Listing Report was unable to be scheduled with an open-ended or future "to period"	Enhancement applied, report can be scheduled without having to change parameters with every monthly period	Implemented	2/9/24
  VIPER Report	All posted journals under the VHO department is displayed on this report	Viper report will display GL Monthly and YTD actuals from the ledger by Level D (VHO) of the natural account hierarchy based on selected parameters.		2/23/24
  Purchase Order PDF Report	Multiple defects fixed	Logic changed to include restricted categories from Procurement Hierarchy instead of the restricted category value set Update the stores replenishment order PO PDF to default to the scmstores@ucdavis.edu email for the Delivery Address and correctly reference the Department Contact	Implemented	2/29/24
  UCD Inventory Item On-Hand Quantity Report	New Report	Creation of a report to view on hand quantities for stock items that are not set to systematically replenish	Implemented	2/29/24
  UCOP Financial Consolidation and Close Cloud Service Report Extracts	Fixed	Fix to the Department Report to include and exclude specific departments and re-sort the file. Fix to the Projects Report to exclude future dated burden Schedules	Implemented	3/4/24
  UCD Payables Report	Multiple defects fixed	Fixed multiple "Line Amount" for every "Project Task" Line Amount is missing invoice distribution amounts Report is not displaying 'Assessed Tax' amount in the Tax column	Implemented	3/14/24
  UCD Requisition and Purchase Order Activity Report	Time out issues when running report	Optimized report for better run time.	Implemented	3/14/24
  UCD DE 542 Report	Check Status adjusted	Check status adjusted from NEGOTIABLE to excluding the following: Spoiled. The payment document was damaged during a payment batch and you have recorded it as Spoiled when you confirmed the payment batch. It is non-negotiable. Stop Initiated. You have initiated a stop payment on the check. Unconfirmed Set Up. The payment document was used as a set up check in a payment batch, and you have not yet confirmed the payment batch. Voided. You have voided the payment, and it is no longer valid for payment.	Implemented	3/14/24
  Reporting Dashboard	Multiple defects fixed	Fixed the URL on the reporting dashboard to be dynamic  Resolve incorrect reference of UCD Request and PO activity report to show UCD Requisition and PO Activity Report	Implemented	3/14/24
  UCD Requisition and Purchase Order Activity Report	Add Customer Reference to the report	Add Customer Reference to the report	Implemented	3/14/24
  UCD Drawdown Report	Update code to use a new table	Fixes UCD Drawdown Report - update code for new table as a result of the 23B change	Implemented	3/28/24
  UCD National Institute of Food and Agriculture (NIFA) Program Management (PGM) Report	Update to the NIFA PGM Report	Fixes UCD National Institute of Food and Agriculture (NIFA) Program Management (PGM) Report to disable bursting option	Implemented	3/28/24
  UCD Payables Report	Multiple updates	Resolve merging of cell data & moves export from Excel 2003 to RTF format  Added Accounting Date & Period parameters  Adjusted Project Task parameter & Report field	Implemented	4/4/24
  AE Audit Report	New Report	New Aggie Enterprise Audit report to identify all active and inactive UC Davis employees	Implemented	4/4/24
  UCD National Institute of Food and Agriculture (NIFA) GL Report	Update to the NIFA GL and GL Incremental Report	Fixes UCD National Institute of Food and Agriculture General Ledger Report to include missing layout Fixes UCD National Institute of Food and Agriculture General Ledger Incremental Report - Initial Load	Implemented	4/11/24
  UCD Transfer Order Status Report	Added new parameters and fields & changed field names	Add New Parameters: Pick Slip Status, Pick List From Date, and Pick List To Date Add New Fields: Pick List Status and Transfer Order Line Number Renaming Fields: Fulfilled Quantity to Picked Quantity and Internal Requisition Quantity to Requested Quantity	Implemented	4/11/24
  UCD Disbursement Positive Pay File Format	Fix to resolve characters pushing columns out	Added logic to replace all commas, quotations, and characters which are not allowed with a " " (blank) for formatting of transfer file (Invoice number, date from INVDESC, etc...)	Implemented	4/18/24
  General Ledger Summary Report	Fixes the PTD reporting the same as YTD	Adjustments to Period Activity parameter for PTD	Implemented	4/18/24
  UCD Payables Invoice Distribution	Multiple fixes to the report	Distribution Details for Invoices Failed to execute post 24A Release Expenditure Organization & Project were blank for some lines Segment Value missing from Project & Task	Implemented	4/18/24

• User Interface

• Area	Summary	Description and Workaround	Status	Release Date
  Homepage layout	Removed "Social" tile and left sidebar.	To streamline homepage, removed the left sidebar, and "Social" tile. Removing "Social" drives users to seek support using established channels.	Implemented	2/21/24

• Segmentor

• Area	Summary	Description and Workaround	Status	Release Date
  UCPath PPM tab	"Validate" button was not performing true validation.	The validate button was returning successful chart strings regardless of possible issues.	Resolved	03/25/24
  POET PPM tab	Chart string order at the bottom of the page.	The POET PPM tab was displaying the chart string at the bottom in PTOEAF order, instead of POETAF.	Resolved	03/25/24