I work for a small private university in Southern California. We are implementing a complete student information system and that system was designed to integrate with D365. I am currently using GP and we are scheduled to go live with D365 on July 1. Our implementation is not on track due to individuals on the partners team dropping off the job. We have a new team now but much too late. At this point they are just trying to implement the minimum components such as AP, expense reporting, purchase and travel requisitions and all other features are being postponed. As recent as yesterday they are telling me that the chart of accounts that I designed won’t be able to work with the travel requisition and expense reports. I set up a 3 segment account structure, fund-department-account. Our department structure is the same as what we are using in GP but I redesigned the chart of accounts.
The following are some of the issues that I would like to be able to discuss with users who have similar implementations:
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P-Card - We issue Wells Fargo credit cards to various staff members and we pay the bank for the transactions, we do not reimburse the employees. I was told by our original team leader that the transactions can be imported directly into D365 where they can go through the workflow process for approval. Our team assumed that we issued the credit cards to employees and they pay the bill themselves and then requested the reimbursement so this is how they set up the system.
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Travel - I set up header accounts for various types of travel that are meaningful to our organization such as Training and PD, Student Recruitment, In-town travel, Out of town travel. Under each of these headers I have airfare, car rental, mileage, meals, etc. This caused a problem with the setup of the travel requisitions. The implementation team says that I cannot track airline expense under the various headers, I can only have one airline account.
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Budgets - Currently in GP I am able to upload a preliminary budget in June and then in September when the budget is final I am able to upload a final version. These are in two separate files and I am able to include both in reports. I need to be able to have access to both because reports to the board need to be able to show the various versions of the budget that were presented to them. For this implementation I am just uploading 1 number per account since we couldn’t implement the budget software in time. Our implementation team indicated that we can use revisions but they can’t guarantee that I will be able to use the two budgets in reports.
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Journal Entries - Open Lines in Excel will not work for our installation at this time because we have 3 segments in our CofA and programmers need to get involved. The implementation team provided a workaround but I question why they can’t make it work in the implementation.
I have so many other concerns that I can’t enter them all here. I look forward to meeting users and discussing how these hurdles were overcome.
Thank you.
Debora