Executive Summary
The HFAC is full of artists. Brilliant artists, but not
artists who care about accounting or expense reports. As such, we accountants
have a lot of transactions to manage,
and a lot of guiding professors to get what we need in order to process their
purchases. In order to process transactions, we need to receive receipts for
charges that show up on BYU’s Y-Expense site. I work for three different
departments, which only compounds the magnitude of transactions I need to
manage, and receipts I need to request.
BYU’s existing Y-Expense site (purchasing.byu.edu, a.k.a.
Y-Expense) posts information about transactions, but in a way that requires
lots of toggling, page switching, etc. Basically, it is very difficult to see everything that needs to be done. Users
can only see pieces of it at a time.
Beyond viewing the problem, it is time-consuming to
communicate the problem to faculty and get receipts. With the amount of daily
transactions spread throughout three departments (about 62 employees, not including their TAs), we need
to continually be in contact with faculty about their countless transactions.
Writing individual emails for each faculty takes lots of time, but when we do
not take that time to email everyone, we don’t get receipts. After 15 days,
unprocessed charges become university compliance issues. So transactions need
to be processed less than 15 days from their creation.
Note, the code for this program will only work for authorized employees in the HFAC department of Art, Design, or Theater and Media Arts. Currently, there should only be four people that this program will work perfectly for.
Also, faculty email addresses have been erased for privacy. The email macro of this program has been disabled, and email addresses that WOULD receive emails are printed in the immediate window of the VB editor. An example list of transactions has been put into the Y Expense sheet to test the email portion of the program.
No comments:
Post a Comment