There are two types of downloads, weekly and monthly.
- Weekly downloads are scheduled for Tuesdays, unless otherwise noted. Weekly downloads capture approved transactions only.
- Monthly downloads are normally scheduled on the day before the fiscal period close, but subject to change.
- The download will capture all transactions whether or not they have been reviewed or approved.
- For non-approved transactions, a manual approvals must be submitted by the Approver.
- Any funding correction required will have to be process through the Journal Voucher process.
Please keep in mind that you will have better visibility of your expenditures if you review and approve transactions weekly rather than monthly. You have access to the system at any time. Your purchases will appear on your Transaction List as soon as they are posted by the bank. It is recommended that you check PaymentNet for transactions on a weekly basis to avoid last minute approvals prior to the download.
- Year-End Download captures all transactions approved by the end of the fiscal year (June 30). Remaining transactions will be processed in the accrual period. Transactions should be recorded based on the date the good/service is received. To be sure transactions are posted to the correct fiscal year, please pay attention to the PaymentNet Post Date and Transaction Date.
- If the Transaction Date and Post Date are 6/30 or prior, you need take no action – the transaction will be recorded in the current Fiscal Year
- If the Transaction Date is 6/30 or prior but the Post Date is 7/1 or later, you need take no action – Accounting Services will reverse the expense out of the next Fiscal Year and post it to the current Fiscal Year via upload
- If the Transaction Date and Post Date are 7/1 or later and you know the good/service was received prior to 6/30, email Debbi.Baughn@wwu.edu with the transaction number, dollar amount, and merchant, requesting that the item be added to the next correcting upload.
|Download Schedule for FY2018|
|Posting Dates to Download||Download Type|
|2017||4-Aug||Jul 1 - 31||Monthly|
|2017||7-Sep||Aug 1 - 31||Monthly|
|2017||5-Oct||Sept 1 - 30||Monthly|
|2017||6-Nov||Oct 1 - 31||Monthly|
|2017||6-Dec||Nov 1 - 30||Monthly|
|2018||5-Jan||Dec 1 - 31||Monthly|
|2018||6-Feb||Jan 1 - 31||Monthly|
|2018||6-Mar||Feb 1 - 28||Monthly|
|2018||5-Apr||Mar 1 - 31||Monthly|
|2018||4-May||Apr 1 - 30||Monthly|
|2018||6-Jun||May 1 - 31||Monthly|
|2018||Jul 5, 2018||Jun 1 - 30||Monthly|