The following AURORA FIS Bulletins provide specific information on focused finance topics and concepts to help users understand FIS functionality that will be delivered as part of the phase 1 rollout as well as planned post go-live activity.
Click the document in the drop down section to open and read the PDF.
FIS Bulletins
Click the bulletin below to open and read the PDF. Updated Jun 23, 2021.
Click the Bulletin title if you prefer to download the PDF: AURORA Bulletin: Internal transfers
PDF contents:
AURORA Bulletin: Internal transfers
This message is intended for Financial Information System (“FIS”) users who request internal transfers between departments (internal transfers)
Specific areas of impact identified: Financial Assistants and Budget holders (all departments)
As you know, the new FIS is going live on July 5. Some specific changes that may impact tasks you currently perform are outlined below. Highlighting these changes will hopefully help to ease the transition. If you have any questions after reading the material, please don’t hesitate to reach out.
Subject:
Internal transfers in the new FIS
Purpose:
To inform users about internal transfer restrictions in phase 1 of the FIS rollout.
Definition:
Internal transfers are essentially a transfer of budget ‘room’ from one department to another. These transfers have no underlying transaction and are simply based on an agreement between areas to transfer resources. These transfers differ from internal sales in that internal sales are based on goods or services being provided by one department to another for a set price.
Phase 1
Will internal transfers be permitted?
Internal transfers have largely been eliminated in the 2021/22 budget and were only retained in specific areas to support external reporting requirements (ex. Research and Scholarly activity). Unless specifically budgeted, internal transfers will not be permitted.
Post go-live
Facilities has been identified as an area with large volume internal transfers embedded in the Facilities Managed Capital Project process. An interim solution will be investigated with Facilities to support this process.
Phase 2
Options to allow in year transfers of budget between areas will be explored.
Questions
Please visit the appropriate page on this training website for training and answers to many Frequently Asked
Questions.
If you can’t find an answer to your question or have concerns, please feel free to contact me directly.
Wendy Young, CPA, CA
Associate Vice-President, Finance
Financial Services
Vancouver Island University
Ph: 250.740.6565
Click the bulletin title if you prefer to download the PDF. Contents of the PDF follow.
AURORA Bulletin: internal sales
This message is intended for Financial Information System (“FIS”) users who sell goods and services between university departments (internal sales)
specific areas of impact identified: Financial Assistants and Budget holders (all departments)
The new FIS went live July 5, 2021. Some specific changes that may impact tasks you currently perform are outlined below. Highlighting these changes will hopefully help to ease the transition. If you have any questions after reading the material, please don’t hesitate to reach out.
Subject:
Internal sales in the new FIS
Purpose:
To inform users about the internal sales functionality limitations in phase 1 of the FIS rollout.
Definition and context:
Internal sales are the sale of goods or services between university departments. Internal sales are essentially a transfer of budget resources from one department to another as no external revenue is generated when a ‘sale’ is made.
Phase 1
What internal sales will be included in the FIS?
- Areas with large volume internal sales will be included in the Phase 1 FIS. These areas have Point of Sale systems that have the ability to record internal sales transactions and have been configured to interface with the new FIS: Campus store, Residence, Food Services, and Catering.
- Areas with small volume internal sales will only be included in phase 1 FIS if the amount ‘sold’ is over the minimum financial threshold noted below:
NOTE: Departments have the option of tracking internal sales within their department. When the minimum financial threshold has been reached a combined single request may be submitted.
Requests to record an internal sale over the minimum financial threshold can be actioned by submitting a Journal Entry Voucher Form found on the Finance Forms page
**Please note that internal sales cannot be processed via a Sales Order**Guidance on how to complete this form can be found on the AURORA sales training page under ‘General Ledger corrections (non-payroll)’ section at the bottom of the page).
What internal sales will not be in the FIS?
Internal sales below the minimum financial threshold shown above will not be included in the phase 1 rollout.
Post go-live
Options will be explored to provide an interim solution to areas with large volume internal sales without a Point of Sale system. Ex. Facilities work order system.
Phase 2
Options to meet the needs of system users engaged in small volume internal sales under the minimum financial threshold will be investigated.
Questions
Please visit the AURORA training website for training and answers to many Frequently Asked Questions.
If you can’t find an answer to your question or have concerns, please feel free to contact me directly.
Wendy Young, CPA, CA
Associate Vice-President, Finance
Financial Services Vancouver Island University
Ph: 250.740.6565
Click the bulletin below to open and read the PDF.
Click the bulletin below to open and read the PDF.
Click the bulletin below to open and read the PDF.
Click the bulletin below to open and read the PDF.
Click the bulletin below to open and read the PDF.
