Transcript ITS Update

GeorgiaFIRST Financials
Getting Ready for PeopleSoft
9.2 General Ledger
Julie Thompson
Agenda
• New Features
• Revised Configuration
• Updated Processes and Reports
New Features
• Budget Pre Check
– Available in Purchasing, Payables, General Ledger, Budget
Journals
– Checks transactions against the applicable budget, but
does not actually record the encumbrance or expenditure.
– Transaction will go to “Provisionally Valid (P)”
– We are planning to enable this functionality, but we need
to ensure that no current custom processes or reports will
be affected. May need to be “Phase 2”.
New Features
• GL Workcenters
New Features
• GL Workcenters – can be personalized
New Features
• GL Workcenters
F92MNT
F92VAN
New Features
• GL Workcenters
– Email suggestions to [email protected]
– Groups are currently My Work, Links, Queries, and
Reports/Processes
New Features
• Workflow – Approval Framework
– Journal Workflow is more flexible, no accidental “self approval”
New Features
• Workflow – Approval Framework
New Features
• Workflow
– Workflow can be used for Budget Journals
– Options for Control Budget Journals can be
different than non-Control budgets
– For more details on Journal Workflow, attend Shelia Sloan’s
session coming up next in this room.
New Features
PO Closing entries
PO Quantity of 3, Unit price is $25.00, Budget Ref is 2014
Vouchered Quantity of 2, PO was then closed.
In this example, $25.00 becomes surplusable funds.
Current 8.9 – KK_ACTIVITY_LOG
New Features
PO Closing entries
Version 9.2 – KK_ACTIVITY_LOG
-This should make surplus reporting a bit easier. We’re evaluating
surplus reports and queries now and will make adjustments accordingly.
Other New Features
• Allow exclusion criteria on Allocation Pool and Basis
• Combo Edits are enforced in Asset Management and
Expenses
– Combo edits in AP and PO display Combo Edit rule violated
• T-Accounts (Projected Balance) on journals
Ledger Configuration
• No change to ACTUALS, CAPITAL, or GAAP ledgers
• Changes to Commitment Control Ledgers:
– Project budgeting in ORG and APPROP
– Budget Reference vs. Budget Period
Commitment Control Ledger Configuration
• In General Ledger and Commitment Control, budgeting for
projects has been confusing:
– What ledgers are projects tracked in?
– Where should we budget?
• Version 9.2 gives us the ability to add a field to the budget
definition as “Optional”.
– This allows us to use the APPROP and ORG ledgers to track project budgets
and to use the PROJ_GRT and PRMST ledgers for restricted funds only.
Commitment Control Ledger Configuration (cont.)
Expense - Current
APPROP
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
50000
PRMST_EXP
ORG
PROJ_GRT
DETAIL
Anything with a
project_id, so both
projects and grants
are tracked here
Commitment Control Ledger Configuration (cont.)
Expense - Proposed
APPROP
PRMST_EXP
Add project_id as
optional field to
APPROP, ORG
Fund 20000 only
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
50000
ORG
PROJ_GRT
Make Budget_Ref
optional?
DETAIL
Commitment Control Ledger Configuration (cont.)
Revenue - Current
REVEST
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
20000
50000
PRMST_REV
Only carries
project_id
Projects and grants
DETAIL
Commitment Control Ledger Configuration (cont.)
Revenue - Proposed
Add project_id as
optional for fund <>
20000
REVEST
PRMST_REV
Add project_id as
required for fund
20000
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
20000
50000
Only carries
project_id
field
Fund 20000
only?
DETAIL
Commitment Control Ledger Configuration
• Proposed changes vetted through Budget
Issues Committee (BIC) and Chief Accounting
Officers (CAO) group
• Concerns ? Questions?
Commitment Control Configuration
• Budget Reference vs. Budget Period
– The customization that is currently in place uses PeopleCode to sync
Budget Reference to Budget Period
Budget Ref
2015
•
Budget Date
Budget Period
9/5/2014
2015
This was done in order to carry the Budget Year in the LEDGER table, since
Budget_period is not a field in LEDGER
Commitment Control Configuration
• Budget Reference vs. Budget Period
– We do still need Budget_ref, but we do NOT need to try to keep the
Budget_ref and Budget_period in sync, as Budget_ref appears in both
LEDGER_KK and LEDGER
– Removal of customization, plus changes to the Budget Definitions to
not use a Budget Period calendar
Commitment Control Configuration
In LEDGER_KK
Current 8.9
Proposed 9.2
Commitment Control Configuration
Transactional processing
Current 8.9
Proposed 9.2
Commitment Control Ledger Configuration
Impacts to you:
• Institutional queries may need to be updated to use the
Budget Reference (budget_ref) field in the criteria
• When running PS delivered reports, users will need to
remember to select on Budget Reference field, instead
of Budget Period
• Users entering transactions including Requisitions,
Purchase Orders, Vouchers, Travel Authorizations,
Expense Reports, Journals, and Budget Journals will
need to enter the Budget Reference field directly.
(Combo Edits will enforce this)
Commitment Control Ledger Configuration
Benefits:
• No modification to retrofit in this upgrade and future
upgrades
• Prior Year expenditures can be allocated via delivered
Allocations process
• Spreadsheet journal upload will retain Budget
Reference entered
• No discount lost DBIs on vouchers
• Simpler – because Budget Reference is considered a
chartfield, it will copy down like other chartfields, you
can use “search criteria” and “change values”
functionality on journals, etc.
Commitment Control Ledger Configuration
So, what happens at upgrade?
A transaction without a Budget Period won’t budget check against a budget
with a Budget Period and vice versa
Commitment Control Ledger Configuration
Changes will be effective beginning with Budget Reference 2016
Using Budget Period, no
modification, budget date
will default to 2015 date
Fiscal Year 2015
PS 8.9
Using Budget Period,
modification in place
Backdating transactions into FY
2015, users will need to change
both budget_ref and budget_dt
Fiscal Year 2016
PS 9.2
Not using Budget Period,
no modification
Questions?
Configuration
• KK Security – Current 8.9
An active Security Event is an event for which the user’s setup in
Commitment Control security will be validated.
If a security event is not active, then Commitment Control security
does not care.
Configuration
• KK Security – Proposed 9.2
New Processes
• Phone Bill
– Fit / Gap Committee agreed that using the
Allocation process to charge phone expenses was
a satisfactory solution
– The allocation would use number of phones or
number of employees to calculate departmental
charges
– The number of phones or number of employees
can be stored in a statistical account
New Processes
• ENCUMB ledger build
– Adding step to automatically delete cash encumbrances
before building ENCUMB ledger
– Adding logic in App Engine to continue to build a Fiscal
Year until it’s hard closed. (this is mostly a benefit to us)
Reports
• Budget Activity Report
–
–
–
–
Removing Future Periods row
Fixing overlapping of columns
Merging in Project Budget Progress report
If only project prompt used, then group by project_id (as
largest group) otherwise, group by fund and deptid as
normal
• Opinions?
Reports
• Grant Budget Activity Report
– Removing Future Periods and Prior Periods rows
– Allowing wildcard for Budget Reference field
– Trying to move Overall Grant budget (PRMST) down to
body of report for clarity (similar to how APPROP and ORG
are in the Budget Activity Report)
Reports
• Ledger History Report
– Combining 3 reports into one SQR
– Improving descriptions
– Adding column for transaction type
Reports
• Grant Bill
– Adding additional detail to the Grant Bill
– Adding option for whose name is used for signature (PI,
Accountant, Invoice Approver)
– Adding option for printing detail transactions (additional
page with the bill)
Random Tips of the Day
• My Personalizations > Navigation Personalizations
– You can turn off the Auto-Complete functionality for all
pages. This can also be done at the Component and Page
level by going to the Personalize Page link from the page.
– You can also set the Drop Down Menu to be permanently
sorted alphabetically (Ascending or Descending)
Questions?
University System of Georgia
Information Technology Services