Transcript PeopleSoft Financials A Whole New World

PeopleSoft Financials
A Whole New World
Budgeting and
NVision Reporting
Presenters
Gina Peach, PeopleSoft Project Software Analyst
• X43452
• [email protected]
Julie Hall, PeopleSoft Specialist
• X45560
• [email protected]
Deanna Martinez, PeopleSoft Specialist
• x44825
• [email protected]
PeopleSoft Financials Website
• Online Tutorial
• Basic Navigation
• Chart of Accounts
• Crosswalk Data
•http://wwwnew.towson.edu/adminfinance/fiscalplanning/
psfinancials.asp
New Chart of Accounts
FRS
Terminology
FRS Field
Length
=
PeopleSoft
Terminology
PeopleSoft
Field
Length
Account (Budget
Code)
6
=
Department
5
Subcode
4
=
Account
6
GL Map Code
6
=
Fund
4
Grant Account
6
=
Grant/Project
7
n/a
n/a
=
Initiative
5
Project vs. Initiative


Project
• Beginning and end date
• Non Routine
• Specified budget
• Crosses accounts
• Can Span Fiscal Years
• At least $50,000
• Should be Capitalized
 Examples: Buildings, Campus Lighting, Chiller
Replacement
Initiative (a Shadow System w/in PS)
• Same criteria as Project, but would not be capitalized
 Examples: track costs associated with producing and
mailing communications.
NOTE: THE INTIATIVE VALUE MUST BE ON EACH TRANSACTION IN
ORDER TO TRACK – MAY REQUIRE JOURNAL ENTRY TO IDENTIFY
Parent/Child Budgeting


Where do I budget?
• PS Account Level (Detail)
• Rolls Up to the Parent (Summary)
Where does Budget Checking occur?
• Parent Level
NOTE: All transactions will be budget checked!!
Budget Checking by Objects


Object 1 Salaries and Wages
• Overtime
• Shift Differential
• Tuition Waivers
Object 2 Contractual Employees
• Contractual Fringe
• Tuition Waivers
• PT Faculty and Lecturers
• Regular Student Help
• Graduate Assistants

Object 3 Communications

Objects 4 through 14 = your new Operating!
• Can Post your own transfers here!
Your transaction Fails Budget
Checking – Now what?

For Requisitions
• Enter and submit transfer to cover
requisition, notify Budget Office to
have transfer processed.

For other transactions
• Enter and submit transfers to cover.
• Monitor budget for negatives, handle
promptly!!
How to Transfer
Departments to Enter Budget
Transfers On Line!



Can Post within Objects 4-14
Must Notify Budget Office to post other
journals
Must be submitted by Dept giving budget
How to Process Initiatives

Further classify activities
• Into detailed categories
• Track expenses for specific activity
• User defined activity

User Maintained
• Enter own budgets
• Categorize own expenses
May require reclassify journal entries
See Web for specific instructions on
processing

Encumbering Travel

Done through Requisitioning
• Track Budget more efficiently
• Plan for Future Travel
• Self Monitoring
See website for step by step Instructions
or utilize UPK in PeopleSoft
Budget Overview

Money has been budgeted

Expenses have posted

Requisitions have been created
HOW DO I KNOW WHAT I HAVE LEFT??
What is Budgets Overview




Allows you to view budget activity
Can combine multiple Departments
Can specify certain accounts
Provides quick summary information
BUDGETS OVERVIEW

ANY QUESTIONS?
What is NVision?


New PS Departmental reporting tool
Replaces the current budget reports
• FBM092 Monthly/Cummulative Report
• Recap of Expenditures
• Dean/VP Level rollups
• Self support fund balance reports
Nvision Benefits/Features

Users will run their own reports
• No more waiting for a paper report to
be mailed after month end!





MONTH END NOTIFICATIONS
Users select the as of date to run
Run as an HTML or Excel file
Drill down capability
• Available only on HTML file
After report is run can:
• Email as a link or an attachment
• Save to your PC/Network drive
Nvision Benefits/Features

BEFORE NVISION

AFTER NVISION
NVISION Reports Available

Report Scopes
 By 5-Digit Department
 By 7-Digit Grant/Project
 By Exec Level rollup Tree
•VP/Executive Level
•College
•School/Department
NVISION Reports Available

Budgets Vs Actual (P&L)
• By PS 5-digit Department
 REPORT ID=DPL5-digit Dept
•EXAMPLE DPL33460
 REPORT NAME =TU_GL200_5-digit
Dept
•EXAMPLE TU_GL200_33460
NVISION Reports Available

Budgets Vs Actual (P&L)
• By PS 7-digit Grant/Project
 REPORT ID =P7-digit Grant/Project
•EXAMPLE P5830100
 REPORT NAME =TU_GL200_7-digit
Grant/Project
•EXAMPLE 
TU_GL200_5830100
P&L/BBA Sample
NVISION Reports Available

Rev/Exp Transaction Listing
• By PS 5-digit Department


REPORT ID =DAT5 Digit Department
• EXAMPLE DAT33460
REPORT NAME=TU_GL301_5-digit Dept
• EXAMPLE TU_GL301_33460
NVISION Reports Available

Payroll Detail Exp Transaction Listing
• By PS 5-digit Department


REPORT ID =DPR5 Digit Department
• EXAMPLE DPR33460
REPORT NAME=TU_GL304_5-digit Dept
• EXAMPLE TU_GL304_33460
• SECURED!
NVISION Reports Available

Open Commitment Transaction Listing
(PreEncumb/Encumb)
• By PS 5-digit Department


REPORT ID=DEN5 Digit Department
• EXAMPLE DEN33460
REPORT NAME=TU_GL302_5-digit Dept
• EXAMPLE TU_GL302_33460
TRANSACTION REPORT EXAMPLE
NVISION Reports Available

Trial Balance (Fund balance)
• By PS 4-Digit Fund
 REPORT ID=F4-Digit Fund
• EXAMPLE F2710

REPORT NAME=TU_GL100_4-digit Fund
• EXAMPLE TU_GL100_2710
NVISION Reports Available

Trial Balance (Fund balance)
• By PS 7-Digit Grant/Project
 REPORT ID=F7-digit Grant/Project
• EXAMPLE F5830100

REPORT NAME=TU_GL100_7-Digit
Grant/Proj
• EXAMPLE TU_GL100_5830100
TRIAL BALANCE SAMPLE
NVISION Reports Available

Executive Level Rollups

P&L/BBA (NPL)
• VP LEVEL NPLALEL2
 ExNPLAL022-Academic Affairs
• College Level NPLELDIV3
 ExNPL02023-COFAC
• School Level NPLELSCL4
 ExNPL02104-Mass Communications



Rev/Exp Transactions (NAT)
Payroll Transactions (NPR)
PreEncumb/Encumbrance Tran List
(NEN)
Running NVision Reports


NOTE: Can only run and view reports for your own
departments
Transaction Drill downs available
• Towson Transaction Drill
 Revenue & Expense Transactions
 Includes Student Financials Interface
 Includes Payroll summary journals
• Towson HR Payroll Drill (PS Accounts starting with 5)
 All Payroll related Transactions
 Secured
• Towson Pre/Encumbrance Drill
 Requisitions (Pre-Encumbrance)
 Purchase Order (Encumbrances)
NVISION REPORT BOOK

ANY QUESTIONS?

LOG ON
NVision Report Book
PS Financials Menu Item: TU Report Distribution
NVision Report Book
Click Run NVision Report Book
NVision Report Book

Click Search
NVision Report Book

Select which reports to run
Use Deselect all
when you have a
lot of reports listed
and you only want
to run a couple.
Click the run check
Box to select or
deselect report to
run
Report ID indicates
Type of report
NVision Report Book

Enter/Select the as of date
 Click Run
1) Enter Date
or Click
calendar icon
to chose date
Click Run
NVision Report Book

Select the Type=Web and output Format (HTML vs Excel)

Click OK
Make sure you
select Server Name
PSNT
HTML Recommended
For Balance Reports and
XLS(Excel) for Transaction
Lists
NVision Report Book

Click Process Monitor
NVision Report Book

Click Refresh.
Note: When the
Reports are finished
Run Status And
Distribution Status
Will change to
Success/Posted.
Once Success then
Click Go back to Run
NVision
ReportBooks
NVision Report Book:
Process Monitor



A PROCESS is created every time you select
reports and click run or do a drill down on a
balance.
Process Monitor lists every process you have run
• NOTE: Even if clicked multiple report ID’s
only 1 process is run.
Limit the list by:
• Number of days
• Process Name
 TURPBOOK Each report process run
 DRILLDWN Each drill down you have done
NVision Report Book

Click Report Manager.
NVision Report Book

Click Administration
NVision Report Book
To Open report
Click Report Description


Fund BalanceTU_GL100
P&L (BBA)TU_GL200
Rev/Exp Trans ListTU_301
Pre-encumb/Encumb
Trans List TU_302
NVision Report Book:
Report Manager




Report Manager lists all the individual reports
that have been created from the process(s) you
have run.
An individual report is created for each
Report ID that you selected.
It also lists all the individual drill down reports
that are created when you drill down on a
balance.
Limit the list by:
• Number of days
• Type:


NVISION-REPORTBOOK Reports run
NVISION REPORT Drill Down reports
NVision Report Book

Report displayed. Scroll to review
TO DRILL DOWN
Click on any blue
Dollar link
NVision Report Book


Review Drill down list
Click Run Drill Down
NVision Report Book

Drill Down Report displayed. Scroll to review
NVISION REPORT BOOK

ANY QUESTIONS?
NVision Report Book-To Email Report

Click File/Send
As Attachment
Page by Email
As Link Link By Email
NOTE: When user tries to open link
Or drill on balance
Will automatically
Prompt them to
Log into PS
NOTE: Drill downs only available
If ran in HTML format!
NVision Report Book-To Save to desktop

Click File/Save As
Note: Can only save
In the same format
Report was run
ERRORS??
Clear your Cache
(Browsing History)
Steps: Go to Internet Explorer/Tools/
Delete Browsing History/Delete Files
Make it a routine!
Can avoid calls to Help Desk!
PS Financials Support

Budget Transfers/Overview Questions
• [email protected]

PS Financials transactions/NVision
• For now [email protected]
• [email protected] to be changed.

Financial Services Help-line
• Still the same X45599
• Call with AP, WF, Payroll, PS Financial journal entry,
Online Requisition related questions
PeopleSoft Security Form

Fill out form

Obtain Supervisor Approval

Return to Deanna Martinez,
University Budget Office
Will be notified when security is set up.