7.5 vs 8.9 Reports and Inquery
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Transcript 7.5 vs 8.9 Reports and Inquery
Types of Budgets
Advantages of PSoft 8.9
Budget Overview (Approp, Rev,
Proj/Grt Status Reports)
Budget Transaction Detail Report
Comprehensive Financial Report
Open Encumbrance Report
TYPE
DESCRIPTION
KEYS
Appropriation
• Highest level of budgeting
• Establish budgets for money authorized for
expenditures for a specific purpose during a
specific period of time.
Fund, Department, Program,
Class, Account
Project/Grant
• Control expenditures specifically
for a grant (sponsored project).
Fund, Department, Program,
Class, Proj/Grant, Account
Revenue Estimate
• Track revenues recognized and
cash collected against estimated
revenues.
Fund, Department or All Depts,
Program (00000) except for
Auxiliary Funds, Class,
Account
Lists the status of Appropriation budgets
May view total budgeted amounts
(spending authority amount), preencumbered, encumbered, and expended
amounts, and the remaining spending
amounts
Lists budget amounts by Fund, Department,
Program, Class, Appropriation Account,
and Budget Period
Provided Totals by fund and budget period,
and grand total by business unit
Lists the status of revenue estimate budgets
View the total estimated revenue amounts,
revenue recognized amounts, unrecognized
amounts, and cash collected amounts
Listed by Fund, Department, Class, Program
(00000), Account, and Budget Period
Subtotals by account, and total by fund and
business unit
Lists the status of project/grant budgets
Similar to the Appropriation Status Report
View by Fund, Department, Program, Class,
Account, and Budget Period
Lists the total budget line amount, preencumbered amount, encumbered amount,
expended amount, and remaining amount
Total by grant and business unit
Save paper
Copy to excel
Email PDF files
Save time
Drill down to detail
Reduce the use of several different queries
PSoft 7.5 Navigation
PSoft 8.9 Navigation
GO – PROCESS FINANCIAL INFORMATION –
ANALYZE CONTROLLED BUDGETS –
REPORTS – APPROPRIATION STATUS
COMMITMENT CONTROL –
REVIEW BUDGET ACTIVITIES –
BUDGET OVERVIEW
Use for all 7.5 Budget Status Reports
Organization Budget Status Report, Revenue
Estimate Status Report, & Project/Grant Budget
Status Report
Choose different Ledger Groups and Accounts.
Appropriation Budget Ledger (APPROP)
Project/Grant Budget Ledger (PROJ_GRT)
Revenue Estimate Budget Ledger (REVEST)
Can drill down to the Budget Journal,
Voucher, Journal, PO or Req
Tran
Line
Docume Docume Ref
Account Fund
nt Label nt ID Bdgt?
Journal APP_EN
176 ID:
_ZER
N
Dept
Progra
m
Class
Bud Ref
Budget
Period
Year
Period
Foreign
Amount
13,908.
11
68 USD
Moneta
ry
Amount
13,908.
68 USD
000558 5/20/20
0937
08
Tran ID
Tran
Date
700000 10000
303000
10
16200
11000
2008
2008
2008
Purchas 000000
200119 e Order: 0187
N
700000 10000
303000
10
16200
11000
2008
2008
2008
8
0 USD
0 USD
000020 5/6/200
0031
8
Purchas A215374 e Order: 080312 N
700000 10000
303000
10
16200
11000
2008
2008
2008
1
528 USD
528 USD
000020 5/6/200
6783
8
Purchas A218057 e Order: 083180 N
700000 10000
303000
10
16200
11000
2008
2008
2008
4
1,664.6
4 USD
1,664.6
4 USD
000020 5/6/200
7943
8
Purchas D00011
243727 e Order: 4195
N
700000 10000
303000
10
16200
11000
2008
2008
2008
8
175 USD
175 USD
000021 5/6/200
8736
8
Purchas D00011
243735 e Order: 4326
N
700000 10000
303000
10
16200
11000
2008
2008
2008
8
0 USD
0 USD
000021 5/6/200
8741
8
Purchas D00011
243737 e Order: 4401
N
700000 10000
303000
10
16200
11000
2008
2008
2008
8
7,455.0
0 USD
7,455.0
0 USD
000021 5/6/200
8743
8
700000 10000
303000
10
16200
11000
2008
2008
2008
8
4,363.5
6 USD
4,363.5
6 USD
000021 5/6/200
9143
8
700000 10000
303000
10
16200
11000
2008
2008
2008
10 475.12 USD
475.12 USD
000022 5/6/200
3672
8
700000 10000
303000
10
16200
11000
2008
2008
2008
9
1,440.0
0 USD
1,440.0
0 USD
000023 5/6/200
3288
8
700000 10000
303000
10
16200
11000
2008
2008
2009
1
4 USD
4 USD
000558 7/18/20
0998
08
Purchas D00114
244895 e Order: 326A
N
EPurchas 081169
253744 e Order: 45
N
Purchas E00011
274918 e Order: 5285
N
BPurchas 000100
1 e Order: 0
N
The Budget Transaction Detail Report and
Comprehensive Financial Report run using the
date the transaction were budget checked.
During conversion ALL transactions will be rebudget checked. This will cause the date on
these reports to be between 11/01/2008 and
11/06/2008, which is during the upgrade
conversion process. If prior period information
with the original budget-checked date is
needed, please print these reports from V7.5.
GO – PROCESS FINANCIAL INFORMATION –
ANALYZE CONTROLLED BUDGETS – REPORTS
– BUDGET TRANSACTION DETAIL
COMMITMENT CONTROL – BUDGET
REPORTS - BUDGET TRANSACTION
DETAIL REPORT
SQR Reports
Such as the Budget Transaction Detail Report and
Comprehensive Financial Report.
Will need to be run on the PSUNX Server.
Viewed by going to the Report Manager.
Crystal Reports
Such as the Open Encumbrance Report.
Will need to be run on the PSNT Server.
Also viewed by going to the Report Manager.
Provides the user with static financial data
for a specified accounting period and year
Provides summary and detail data of AR
activity, Revenue activity, Direct and
Indirect Expenses
Department level security enables the user
to only run the report for their designated
departments
Report provides data for all chartfield
combinations for the selected department
and is grouped by CFCs
GO – MCG INTERFACE & REPORTS –
REPORTS –COMP FINANCIAL
REPORT
MCG COMPONENTS-MCG
INTERFACES REPORTS-REPORTCOMP FINANCIAL RPT
Heading – Contains the current Chartfield Combination,
Budget Period, Fiscal Year, and Accounting Period (with
month; ex. 01 = July)
Summary
Revenue – Provides budget and revenue totals for Operating
and NonOperating Revenues for fund 120XX,140XX,160XX, and
10XXX with class of 41XXX only
A/R – Provides totals for cash receipts (beginning balance,
activity, and ending balance) for fund 20000 and 21021 only
Expenses
Direct – Personal Services, Travel, Operating Supplies, and Capital
Expenses totals for budget, encumbrances, and expenses
Indirect – Totals for indirect budgets, encumbrances, and expenses
Encumbrance and Pre-encumbrance detail
transactions will include an ‘E’ or ‘P’
respectively after the amount to distinguish
them
The A/R Section reflects all A/R
transactions for the Grant – not just the
requested departments transactions.
The A/R Balances/Amounts only reflect the
MCG portion of the receivable
For the go-live conversion process, all open encumbrances
(POs) will be closed and re-entered manually by Materials
Management (Purchasing). The Go-live date for the system will be
November 10th; however, the estimated date of completion for the
re-entry of all open encumbrances (POs) will be November 16th.
Materials Management will contact the campus users once this reentry process is completed.
During this time between November 10th and the completion of
the re-entry of all the POs, the reports that you print out in V8.9
will NOT reflect the true available budget that you have
remaining nor show all of your encumbered POs. It is
recommended that departments print reports from V7.5 as of the
end of October to keep track of their budgets during this
transitional period.
Once all of the encumbrances (POs) are re-entered, then the V8.9
reports will reflect your true remaining budget and
encumbrances.
Lists all Purchase Orders with their remaining
balances
Includes purchase order, vendor name,
account, budget period, remaining lines on PO
and amount
Open Encumbrance
GO – MCG INTERFACE & REPORTS –
REPORTS –OPEN ENCUMBRANCE
MCG COMPONENTS-MCG
INTERFACES REPORTS-REPORTOPEN ENCUMBRANCE
Can be found
http://www.mcg.edu/peoplesoft/
peoplesoft_v89.htm
Under Commitment Control-Inquiries
KK_060_001 - Running Appropriation Budget Inquiries
KK_060_003 - Running Revenue Estimate Budget Inquiries
KK_060_004 - Running Grant Budget Inquiries
Under Commitment Control-Reports
KK_070_019 - Running Budget Transaction Detail Reports
http://calendar.mcg.edu/
http://www.mcg.edu/comptroller/index.h
tm
Able to access all forms/regulations/contacts relevant to
Accounts Payable, Payroll, Travel, and Financial
Accounting
http://www.mcg.edu/spa/
Able to view all of the various calendars
Sponsored Program Administration website
http://www.usg.edu/fiscal_affairs/bpm_a
cct/
Board of Regents Business Procedures Manual
This concludes the PeopleSoft Financial
Reports and Inquiry Training. If you have any
questions or comments you may contact Laura
Craft at 1-6235, [email protected]
You may also find additional information, on
the PeopleSoft website:
http://www.mcg.edu/peoplesoft/default.htm
Thank you