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Janice Chancey, Mgr Fin Info Sys & Reporting Controller’s Division / HS-B221 Phone: 721-3288 / Fax: 706-434-7130 AUXILIARY PEOPLESOFT FINANCIALS 8.9 TRAINING Agenda eProcurement Workflow Process Queries Inquiries eProcurement The eProcurement module allows users to enter requisitions into PeopleSoft Financials to request goods and services. Requisitions are then used to create Purchase Orders that are send to vendors. The eProcurement module also includes an approval workflow process for a requisition to be approved. eProcurement Workflow Department Approval Requisition (ePro Authorized Signers) (ePro Req Entry) Purchase Order Project Approval (If Grant project & equipment will be approved by the SPA accountant) Buyer Approval Asset Mgmt Approval (Approved by the Buyer listed on the Requisition.) Kevin Doyle Mike Holley Special Item Approvals 1. ITSS Approval 2. Lab Animal Approval 3. Radioactive Approval 4. SOM Dean’s Account Approval Step 1 Department Approval (ePro Authorized Signers) - Department Approval is routed to an Approver Based on the Department ID that is entered on the CFC on the requisition. - To setup departmental approvers, an Authorized Signature Form for Departments needs to be Completed for the department ID. This form can be found on the Controller’s Division Website under Financial Accounting and Reporting. http://www.mcg.edu/comptroller/finreporting.htm Approval Step 1 Department Approval (ePro Authorized Signers) Example of Authorized Signature Form for Departments Approval Step 2 Project Approval (If Grant project & equipment will be approved by the SPA accountant) Special Item Approvals Approval Step 3 1. ITSS Approval 2. Lab Animal Approval 3. Radioactive Approval 4. SOM Dean’s Account Asset Mgmt Approval Approval Step 4 Kevin Doyle Mike Holley Approval Step 5 Buyer Approval (Approved by the Buyer listed on the Requisition.) Query Queries are a mechanism for retrieving information from a database. They can be customized by a user to retrieve the data needed. How to Run a Query Query Training Documentation is available at: http://www.mcg.edu/peoplesoft/ps_v89_trai ning_docs.htm AUX Private Queries Expense i.e., EXPENSE_BOOKSTORE, EXPENSE_HOUSING, etc. Revenue i.e., REVENUE_BOOKSTORE, REVENUE_HOUSING, etc. Depreciation i.e., EXPENSE_DEPRECIATION Revenue_Bookstore Query Ledger Budget Period Period Fund Dept Descr Program Class Account REVEST_RC 2009 1 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 2 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 3 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 4 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 5 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 6 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 7 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 8 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 9 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 10 12230 50904000 Bookstore 23100 42100 452000 REVEST_RC 2009 11 12230 50904000 Bookstore 23100 42100 452000 Sum Recognized Expense_Bookstore Query Ledger Account Fund Dept Program Class Bud Ref Year Period Total Amt Descr ACTUALS 640100 12230 50904000 23100 42100 2009 2009 5 Travel - Employees ACTUALS 640500 12230 50904000 23100 42100 2009 2009 5 Mileage - Employees ACTUALS 698100 12230 50904000 23100 42100 2009 2009 5 Ind Plant OH-Travel ACTUALS 698100 12230 50904000 23100 42100 2009 2009 9 Ind Plant OH-Travel ACTUALS 698100 12230 50904000 23100 42100 2009 2009 10 Ind Plant OH-Travel ACTUALS 698100 12230 50904000 23100 42100 2009 2009 1 Ind Plant OH-Travel ACTUALS 698100 12230 50904000 23100 42100 2009 2009 2 Ind Plant OH-Travel ACTUALS 698100 12230 50904000 23100 42100 2009 2009 3 Ind Plant OH-Travel ACTUALS 698300 12230 50904000 23100 42100 2009 2009 8 Travel Expense-Allocated Cost ACTUALS 702131 12230 50904000 23100 42100 2009 2009 1 Purchases for Resale-Books ACTUALS 702131 12230 50904000 23100 42100 2009 2009 5 Purchases for Resale-Books ACTUALS 702131 12230 50904000 23100 42100 2009 2009 6 Purchases for Resale-Books ACTUALS 702131 12230 50904000 23100 42100 2009 2009 7 Purchases for Resale-Books ACTUALS 702131 12230 50904000 23100 42100 2009 2009 8 Purchases for Resale-Books ACTUALS 702131 12230 50904000 23100 42100 2009 2009 9 Purchases for Resale-Books Expense_depreciation Journal ID Journal Date Ledger Account Fund Dept Program Class Project Budget Period Amount Asset Id Fiscal Year Source ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000036949 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000037154 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000037155 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000037494 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000037613 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000037835 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000038161 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000038162 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000038702 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000038707 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000038708 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000038709 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000039136 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000039138 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000039139 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000039140 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000040479 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000040478 2009 EXT ADJLEA0309 4/15/2009 CAPITAL 818100 12270 50908500 27100 42100 0000040480 2009 EXT Inquiries Budget Details Budget Overview Documentation available at: http://www.mcg.edu/peoplesoft/ps_v89_trai ning_docs.htm Inquiries Snap-shot of your budget data online Drill-down to transaction level detail Vouchers Purchase Orders Requisitions Journals Helpful Resources Training Documentation is available at: http://www.mcg.edu/peoplesoft/ps_v89_trai ning_docs.htm eProcurement, Grants, Reports & Inquiries, Commitment Control and Query UPK Online Training Based on your security rights Requisitions, Reports, Inquiries & Queries Where to Go From Here? Other Training Classes Available Basic Navigation Requisition Training Reports & Inquiries Basic Query More AUX Specific Training Questions?