Accounting Manual VIP Maintenance
Contents
1. AO is no longer valid because one or more of the components Project Task Award Expenditure Type or Organization has changed been deactivated or expired the associated VIP number can be deactivated or associated with a different PTAO at the discretion of the department business office This will shorten the list of active VIPs VIPs associated with invalid PTAO are automatically removed from SciQuest and eShip Global overnight when the PTAO becomes invalid Last updated December 16 2013 Yale Accounting Manual If you receive an error message while deactivating a VIP for an invalid PTAO e Retrieve the VIP e Enter the Inactive Date e When the window for the VIP Owner appears click the Cancel button This closes the VIP Owner window and returns the cursor to the Inactive On date field e Click the Save icon As the cursor is on the VIP header it should save without revalidating the PTAO distribution If the VIP Owner is no longer an employee you will need to change the owner to a valid employee before saving the record To keep a record of the original PTAO and owner it is recommended to copy it to the Description before saving it e g Original Owner was Samantha Smith original PTAO was 1234567 00 A12345 822000 987654 Last updated December 16 20132. Yale Accounting Manual VIP Maintenance What is VIP A VIP number is a 10 character alias that is linked to a specific University charging instruction PTAO Project Task Award and Organization The first three characters are always VIP followed by 7 numbers VIP numbers are created as a shorter version of the PTAO charging instructions because they are easier to remember and fewer errors are made in communicating them than their PTAO counterparts VIP is required in SciQuest accepted at most University stockrooms and available in some other Oracle financial applications Each department should have a Department VIP Administrator This person has the ability to set up maintain and or end date VIPs within Oracle Department VIP Administrator does the following 1 Take VIP training through Xtrain 2 Assign and distribute VIP number s 3 Change or Deactivate VIP owners and accounts as needed The VIP application has YAS security so VIP Managers can only manage VIPs in their department Usually a department Lead Administrator or Operations Manager requests the VIP Manager for a person in their department through START Once the request is approved in START the person identified in the request receives a link to the training and access to the VIP Manager responsibility in Oracle How to Access amp Basic Instructions VIP maintenance can be accessed through Oracle e Once training has been completed and you have been granted VIP Ad
3. ministrator access you can maintain VIPs through the YUGL Phase 2 VIP Manager permission accessible through the YAMS menu gt Financial Procurement amp HR Applications gt Financials Procurement and Human Resources e The User Manual for VIP training can be found at http yalebiz yale edu learning under VIP gt User s Manual This will provide a walk through of how to maintain VIPs training is still necessary to obtain access to the application If no department VIP Administrator is available and a VIP number is urgently needed submit the Application for a VIP Number form to central VIP Administrator e This form is to be used by departments to request a single VIP number when a VIP Administrator has left the department and there is no available backup AND a department has an urgent need for a VIP Number The Oracle VIP Number application is a distributed application and departments are expected to maintain a primary and backup VIP Administrator trained at almost all times e Please e mail completed form to Yems yale edu Change or Deactivate VIP Accounts The department VIP Administrator can echange a VIP account to associate it with a different PTAO e deactivate a VIP number by entering the appropriate end date in the Inactive On field If a VIP owner will no longer be using the VIP number because of a change in duties new position or departure from the University the VIP number should be deactivated If a PT
Download Pdf Manuals
Related Search