VISION is an acronym for Vermont Integrated System for Information and Organizational Needs. VISION is a PeopleSoft product.

VISION training materials are available for use anytime. VISION classes that focus on specific modules or tasks are scheduled throughout the year. Please see the VISION section for more information.

 

The VISION Finance Support phone number is 802-828-0407. Option 2 is for financial help. (Option 1 is for Human Resources.) The email address for the VISION Finance Support Team is VISION-Helpdesk-Fin@state.vt.us The VISION Support Team is available during normal working hours.

 

The State of Vermont uses Purchasing (contracts, purchase orders and requisitions), Accounts Payable (vouchers, journal vouchers, payments), Accounts Receivable (deposits, pending items), Asset Management (assets), General Ledger (journals), Billing (billing invoices) and Inventory (putaways, issues). 

 

Clearing the computer’s cache (also called deleting temporary Internet Explorer files) is a frequently used maintenance tool that is important in avoiding error messages. Generally, the steps are to open Internet Explorer, navigate to the Tools menu, click on Internet Options, and delete Temporary Files. More specific instructions can be found in this Clearing Cache in Internet Explorer  (105k) document.

 

Your VISION Reporting password is whatever your password in VISION Production was the day before. VISION Reporting is a copy of VISION Production from the previous day, (i.e., Tuesday’s reporting database contains all the information entered on Monday.) Not only is the data copied but user information such as your password is copied too. Here is a quick summary:

Generally speaking, all processes that are not Crystal or nVision reports use PSUNX; Crystal and nVision reports use PSNTCR. The training manuals define which server should be selected. If you do not select a server or you select a server that is not PSUNX or PSNTCR your job will stay queued and will not run. (If you select PSUNX when you should have chosen PSNTCR or vice versa, you will receive an error message.) Below is a screen shot that shows where a server is selected when creating a new Run Control.

 

No. Using the same run controls across different modules can corrupt the run control and cause certain processes to run unsuccessfully. Make sure that you set up separate run controls for each module that you work in. For example; if you work with purchase orders and vouchers, set up run controls to be used for processes involving purchase orders and set up different run controls for processes involving vouchers.  Do not use the same run control for both purchase orders and vouchers. 

 

Logout of VISION by clicking on the Sign Out link in the upper right-hand corner of the VISION screen. Logging out this way instead of “X-ing” out, (by clicking on the red X), ensures that the session is closed properly. Closing properly can prevent future login problems and also helps with system-wide performance. 

 

How do I know if I have any vouchers that are hanging out there waiting for me to do something?
Run the VT_MER_VCHRS_NOT_POSTED query and the VT_MER_VCHR_POSTED_NOT_BCM query and review.

 

When will my voucher get paid?
Vouchers must be approved and budget checked prior to the daily pay cycle run times in order to be picked up for payment. Vouchers paid by check will be picked up for payment 4 days prior to their due date in order to get them to the vendor on time. (Adjustments are made for weekends and holidays.) Pay cycle run times are as follows: Checks and "wires" to State Departments - 7:30; Wire Transfers to banks - 10:00; ACH payments 11:00; satellite payments - 11:30.

When entering the voucher, the invoice number should be preceded by “PY” for Prior Year. Any invoice paid in Fiscal Year 2009 for a good or service received in fiscal year 2008, should have an invoice number with a PY prefix. This practice ensures accurate reporting of financial data. For more information refer to the Year End Closing Instructions on the VISION website.

 

Do not change the payment terms! The vendor will get paid on time. VISION calculates when to issue the payment based on the invoice date, not the day the voucher was entered. It is not necessary to change the payment terms because VISION will use the invoice date and payment terms to determine when the voucher will get picked up in a pay cycle.

 

What are some basic things I should know about entering a deposit?
1) Use separate deposit slips for checks and refunds.
2) Deposits should be entered into VISION within 24 hours of depositing money at the bank.
3) The deposit number used in VISION is the 10-digit number at the bottom left hand side of your deposit ticket.
4) When entering your deposit the Accounting Date should not be changed, leave it as the defaulted date.
5) The Received Date should be entered to reflect the process date on your deposit ticket.
6) Make sure when processing a Refund of Expenditure the Deposit Type selected is "R".

What determines if an asset is capitalized or expensed?
The cost basis and useful life of an asset are the determining criteria of a capital / expensed asset. Any asset that falls under 2 years and $5000 is treated as an expensed asset; anything that is above that threshold is capitalized. This means any asset, including computers; costing less than $5000 and having a useful life less than 2 years would have a profile associated with it that starts with an "E" (i.e., ECOMPUTERS).

 

My asset was entered with the wrong Dept ID. How do I fix it?
You can fix the Dept ID associated with an asset by doing a transfer. You can find information on doing a transfer in the Asset Management Manual. (Note: you can only do one type of change to the asset at a time. You could transfer the asset to another Fund at the same time you are fixing the Dept ID, as they are both performed with an action of transfer. You could not transfer the Dept ID and adjust the cost, as cost adjustments are an action of adjustment).  Please remember, doing this transfer will not update the Asset Acquisition Detail page. This page is the history of how the asset was added. To see the impact of transfers and/or adjustments to an asset, look at Review Cost Information. (Navigation: Asset Management> Financial Management > History > Review Cost).

 

Why are my invoices blank when I print them?
You need to run the extract process. Navigation is Billing > Generate Invoices > Non-Consolidated > Finalize and Print Invoices. 

 

I am correcting the fund used on a deposit, by doing a journal entry. What do I need to note on the journal entry?
This is classified as an Intra Unit journal entry. This means the journal source should be "ONL", you should use a reference number that makes an association to the original transaction (deposit id, journal id, etc), you should fill in a description on the header that truly describes why you are doing the transfer, you should keep pertinent backup for your doing the transfer, and you not only edit but also budget check these journal entries.

 

I did a transfer to another department, but they tell me they cannot see it on the VT_BU_TRANSFER_QUERY. Why?
There are a few criteria that need to be met in order for a journal entry to show on the query. You should check your journal entry to make sure it was completed with the following: you have an offsetting line with account 100105 on it, the business unit you are doing the transfer with is noted in the affiliate field for all lines of your journal, you used "TSF" as the journal source on the header, and you did not budget check the journal.

 

There are several tools available to help you with setting up your budgets.  The Commitment Control guide is on the VISION website.  This guide includes instructions on adding an Organization Budget Journal and how to identify the correct ledger group to use (Org, Org2_GRP, Org3_GRP). Additionally, the following queries are good resources to use for setting up and managing your budgets:

VT_APPROP_JRNLS – Appropriation Journals for a General Ledger BU

VT_ORG_JRNLS – ORG Journals for a General Ledger BU

VT_APPROP_DEPTID_SUM_NW– Appropriation Summary Deptid

VT_APPROP_FUND_SUM_NW - Appropriation Summary Fund

VT_ORG_DEPTID_SUM_NW – ORG Summary Deptid

VT_ORG_FUND_SUM_NW – ORG Summary Fund

 

I added a contract that I no longer need or was entered with incorrect information (i.e., wrong vendor). What do I do with it?
You would close the contract and create a new one if necessary. If you no longer need to use the contract, navigate to Purchasing > Procurement Contracts, change the status to Closed, and save.

 

I am trying to enter a PO against a contract. When I enter the contract number and tab to the contract line field I get an error message "Invalid Value". It is a valid contract so why am I getting this message?
Navigate to the contract. On the Header portion of the page check the begin and expire dates to confirm the contract is available for use. If the dates are valid, verify the contract is in Approved status. If the dates are fine and the contract is approved, contact the Finance Support Team for assistance.

 

PO Defaults set up on a Contract will only come into the Purchase Order if the PO is copied from the Contract. If you enter the Contract number on the Contract tab of your PO the default information will not come forward.

 

Printing an Authorized Signature PO is done through Dispatch POs and not Review PO Information. See the Purchase Orders 101 Manual for instructions. Also, be sure that the PO is approved.

 

This will occur if you use the web "Back" button. Users should NOT use the Back button on their web browser while working in VISION.

 

Clear your computer’s cache which is where all temporary internet files are stored. Open your web browser, navigate to Tools > Internet Options. Under Browsing Options or Delete Files, delete all temporary files, history, and off-line content. (There are many versions of different web browsers. If the instructions above are not sufficient, please call the Finance Support Team.)

 

You are getting that budget check error because expenditures for the current year are not sufficient to offset the refund. VISION allows refunds to be processed only when there are sufficient current year expenditures to offset the refund. Resolving this error is a two-step process. First, change the expense account to revenue account 485000 – Prior Year Refund of Expenditures. Second, when there are sufficient expenditures to offset the refund, you must do an ONL journal entry. The refund must be moved from the revenue account to the appropriate expenditure account, debit (+) revenue and credit (-) expense. When the ONL journal entry successfully budget checks and posts, expenditures are reduced and spending authority is increased by the amount of the refund. For more information refer to VISION Procedure #6 on the VISION website. Important note…because this refund is for an expenditure posted in the prior fiscal year, the PY prefix on the Invoice Number and PY in the Journal Class fields must be used on these transactions.

 

Process Instances that run to “No Success” should not be deleted! If a process has run to no success, please contact the VISION Finance Support Team. Even if you know what went wrong and how to fix it, it is VERY important that you let us know. Depending on the process you are running, when you receive a “no success” result it is likely that data is stuck. If the Process Instance is deleted, this data can become corrupt.

 

Process can stayed queued for one of two reasons: (1) The process scheduler is busy because a limited number of processes can run at one time. If this is the case, as jobs complete, your job will eventually run. (2) There is no server selected for the process or the incorrect server has been selected in which case the job will stay queued. The Queued Process document  (58k) explains how to determine if a server is selected.