Transcript PeopleSoft Financials at UD: Basic II Last revised: 9/23/03 Learning Objectives • Give updated information that wasn’t in Basic Training • Answer some FAQs that.

PeopleSoft Financials at UD:
Basic II
Last revised: 9/23/03
Learning Objectives
• Give updated information that wasn’t in
Basic Training
• Answer some FAQs that have come up
since we went live
• Provide tips and tricks to help people
better utilize PS
Learning Objectives, cont’d
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Web site update
Know thy data
Queries: tricks, new useful queries
Statements: explanations and “pulling”
JV tips
LAM and Obligations reminders
Reminder: where to go for help
Web Site update
• Wealth of information
• Chart of Accounts changes
• Show new features
• “What’s New”
• Direct link to instructions to access
monthly statements
• Training Courses On-line
• Know your Comm Team representative
Know Thy Data
• Know the data in UOD_TRANS_DTL and
UOD_BALANCES (some will need detail
and some will not; some will want
handouts and some will not)
• See web page link
Know Thy Data
PS Trick
• Open a new window to go outside of PS in
your web browser
– E.g. if you are in PS, and link to a different
URL from an e-mail, your system may close
PS when it goes to the URL you just chose.
– Instead, go to the new URL by opening the
browser again; in this way, PS remains open.
EZQ review
• Remember existing EZQs
• Most commonly used:
– EZQ_ACCTPURPCONVERSION to convert legacy
account codes to PS purposes
– EZQ_BAL_BGT_TOTAL for purposes with budgets
– EZQ_BAL_TOTAL for purposes without budgets
– EZQ_TRANS_QUERY to see transactions
– EZQ_DV_SPEEDTYPE to see who is authorized on a
code
EZQ review, continued
• Three new ‘Proj’ EZQ’s
• FY (fiscal year) data is different than PTD
(project-to-date) data
• Need to separate revenues from expenses
when totaling “actuals” to avoid misleading
results
New “Proj” queries:
include Project-to-date
data
EZQ_PROJ_BAL_TOTAL
New Field for this EZQ
Note: at “press time,” there are some errors in the
Project-to-date budget DATA which is in PeopleSoft;
these will be corrected.
EZQ_PROJ_BAL_SUMMARY
EZQ_PROJ_BAL_QUERY
EZQ review, continued
• Query Viewer: nice functionality when you
click RUN instead of clicking on query
name
• A new window opens
• Easy to rerun with new parameters
• Demonstrate running and rerunning
EZQ_TRANS_QUERY
Note that prompt boxes and results are
both displayed in this new window.
To rerun, simply fill in new parameters
and click “View Results”
Sharing Queries
• Not all useful queries will be EZQs
• Anyone can make a query public so others
can use it, but how can you find useful
ones? Naming convention would help.
• Really neat queries:
– Naming convention: UDQ
– Submit to comm team rep; they can save as
UDQ
– Your unit may develop its own naming
convention
Useful Queries: UDQs
UDQ_CROSSWALK_BY_OPERID
UDQ_PURPOSE_TITLE_SEARCH
UDQ_PURPOSE_TO_LEGACY
UDQ_ROW_BY_ADMIN
UDQ_ROW_BY_PURPOSE
UDQ_TRANS_QUERY_BY_DATE
(prompts off transaction date, not accounting period like the
EZQ)
UDQs
• As noted, more will be added over time
Statement Explanations
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General Accounting has prepared explanations
URL: http://www.udel.edu/genacct/
Demonstrate (from web link)
Features:
– 3 different types of explanations: OPBAS, OPSS,
OPBAL (coming soon)
– Notes in boxes vs. circles
– Layout is same for all funds, but information is filled in
differently
– Sign issue on summary vs. transaction detail tab
– New tab for budget transactions
Monthly Statements
• Push or Pull
• Default Plan: PUSH
– All Purposes for which you are currently the
designated statement recipient, which have activity,
will be pushed to you each month
– Stay in your report manager box for 90 days; consider
archiving
– You can elect to not have some or all of these pushed
to you: contact Marsha Lockard
([email protected])
– Push instructions were in Basic Training
Monthly Statements: Pull
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Pull means “run on demand”
Can only Pull for the most recently-closed
period (may be more flexible in the future)
Pull any subset of statements for
purposes for which you are an authorized
viewer, approver, or statement recipient
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You can send these selected statements to your
own “report manager box,” or to the “boxes” of
others
Monthly Statements: Pull
(cont’d)
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Instructions are available on training tab
of www.udel.edu/UDFS/info
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You may no longer need/want statements
pushed to you; if so, send e-mail to
Marsha Lockard ([email protected])
JV tip: selecting month
• JV in new month before old month closes:
– You can select which month you want the JV
to post in
– Do this by selecting the “JOURNAL DATE”
• Example: doing JV on September 2, 2003
• Select journal date of 09/02/2003 to post in
September
• Select journal date of 08/31/2003 to post in August
• Only can do this before month-end close
JV tip: template
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If you do similar JV repeatedly:
Start JV, and “save & exit”
Then, go to webforms “Drafts” tab
Select JV and click “use selected form as
template”
• Finish and submit JV; it will remain in your
“Drafts” tab for future uses
Crosswalk: Old PS Accounts
Crosswalk: old PS Accounts
• E.g. put OC 867 in crosswalk
• Shows that it crosswalks to 147502, but says (D)
do not use: use 147500 (147502 was only
needed for data conversion)
– Do not use the ones that say “do not use” – e.g. don’t
use 147502! Common mistake!
• Confusing to people: need to educate them to
use 147500 as noted
• Old system (cash transmittals) still uses some
old Obj Codes like 867 and 820 so you’ll see
that as transactions
LAM Reminders
• Who is in the LAM?
• Professional, Salaried Staff, Faculty, Limited Term Researchers.
• Grad Students and Post-docs ONLY if unit requests this.
• Send an e-mail to the budget office when you hire a grad student
or post-doc whom you want to be in the LAM; noting “LAM” on
the JED is not enough.
• Adjust distributions in the LAM when:
• There is ANY change in permanent or temporary funding
distribution. This includes department transfers. You must
adjust the LAM when you do JEDs that involve funding
distributions!
• You do not need to adjust the LAM when there is a change in
pay amount only.
• BTA next year is currently not expected to update the LAM.
LAM Reminders, cont’d
• Do a JED in addition to your LAM entry for pay changes
when:
• There is a permanent (NOT temporary) budget change.
• Academic Units: LAM should now reflect faculty
workload!
• Academic Basic Budget Purposes have multiple Speedtypes
associated with them to allow you to do that: select the
Speedtypes with the appropriate Purposes and Programs to
reflect workload.
Obligations Update
• No security yet!
• People can see what you enter, and can
deduce salaries by looking at “remaining
amount”
• Deobligations have NOT been tested yet!
• Will be tested in the fall
Any Questions??
See your Comm Team
representative
www.udel.edu/UDFS/info