People Soft Financials 8.4 Basic Training Revised 6/25/03 Welcome Are you in the Right Room ?? This class is for those of you that.
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Transcript People Soft Financials 8.4 Basic Training Revised 6/25/03 Welcome Are you in the Right Room ?? This class is for those of you that.
People Soft Financials 8.4
Basic Training
Revised 6/25/03
Welcome
Are you in the Right Room ??
This class is for those of you that (at a
minimum) utilize
paper statements
GA Query views – DV, VS, VO
2
Meeting Objectives
PeopleSoft Financials going live 1 July
What do I need to do/have?
What is going to change/what not going to change?
Review of Chart of Accounts
Review new Journal Voucher
Review new Reporting Tools
Statement
Views/EZQ
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System Requirements
This will run on your web browser
Works best with Internet Explorer
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Security
Similar to the security for our current system
based on the Purpose chartfield
Similar permissions are being applied
Access for additional people must be requested
Request access
use web form
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Security
PS security will be a two step process:
by page security (menu options)
row security (purpose code)
The URL is www.udel.edu/Financials
User Name will be UNIX name
Password: Unix Password
May need to change at www.udel.edu/network
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Phased Timeline
2003
July
2004
July
2005
PHASE II
July
PHASE III
PHASE I
(tentative)
Contracts & Grants Module
Proposal
Processing,
Reports
General Ledger
(GL)
ModuleGrant Budget
Module
Includes Labor Allocation Module for
Projects Module
salary distributions
Facilities Asset Management
Module
Accounts
Receivable
Accounts Payable
(AP)
Module Module
Cash Transmittals
Billing Module
Purchase Order (PO) Module
Invoices
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PHASE I
July 1 2003
•General Ledger (GL) Module Includes
Labor Allocation Module for salary
distributions
•Accounts Payable (AP) Module
•Purchase Order (PO) Module
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PHASE I
July 1, 2003
Use new PeopleSoft Processes for:
Journal Vouchers (JVs)
Purchase Requisitions
Request for Check
Cash Advances
Business Expense Reports (BERs)
Purchasing Card Reconciliations
Reporting
Chart of Accounts (COA) Maintenance Sheet
During transition, you’ll receive the old and new
versions
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PHASE I
July 1, 2003
Use legacy (old) Chart of Accounts for:
Cash Transmittals
Miscellaneous Billing Invoices
Grants Management System (GMS)
FAI (request for service)
FFAR form
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Chart of Accounts
New Structure, New Language
Current UD Account Code
01fund
1744710type function bud unit
004101XX
project object code line no.
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Chart of Accounts
New Structure, New Language
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
current UD account code
01fund
1744710type function bud unit
004101XX
project object code line no.
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Chart of Accounts
New Structure, New Language
PSACCT
•Corresponds to 3 digit object code
•Classifies transactions as expenditure,
revenue, asset, liability, or equity
•6 alphanumeric characters
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Chart of Accounts
New Structure, New Language
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
Class
Line Number
current UD account code
01fund
1744710type function bud unit
004101XX
project object code line no.
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Chart of Accounts
New Structure, New Language
CLASS
•Corresponds to UD 3 digit salary line #
•A budget line associated with a position
within the University
•3 alpha or numeric characters
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Chart of Accounts
New Structure, New Language
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
Class
Line Number
Purpose
current UD account code
01fund
1744710type function bud unit
11 Digit Account
004101XX
project object code line no.
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Chart of Accounts
New Structure, New Language
PURPOSE
•Corresponds to UD 11-digit account code
or UD 14-digit asset/liability account
•An activity that can have revenue,
expense, and balance sheet components
•10 or less alphanumeric characters
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Chart of Accounts
New Structure, New Language
OTHER PeopleSoft CHARTFIELDS
•Fund
•Program
•Project
•Source
•DeptID
•User Defined Chartfield
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Chart of Accounts
New Structure, New Language
Chartfield Road Map
OLD FIELD
NEW UD FIELD
11-digit code
Object code
Line number
Purpose
Account
Class
SELECTION FIELDS:
ADDITIONAL FIELDS FOR REPORTING:
Fund Type
Function (characters 4 & 5)
No UD Equivalent
Fdg sources & agency codes
No UD Equivalent
Fund and Purpose digits 5 & 6
Program
Project
Source
Chartfield 3 (User field)
CENTRAL HIERARCHICAL STRUCTURE FOR REPORTING:
Current UD hierarchical “tree”
Dept ID
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Chart of Accounts
Conversion Data
Legacy
Account
Code
UDACCT11
01001258300
01001900001
01001900002
01001900003
01001900007
01001900050
01001900051
01001900060
01001900061
01001900094
01001900095
01001900096
01001900097
01001900101
01001900102
01001900103
01001900107
01001900190
01001900191
01001900193
01001900195
01001900196
01001900197
PURPOSE DESCR
PARALLEL PROGRAM-DTCC TUITION
UNDERGRAD RES FEES-FULL TIME
UNDERGRAD RES FEES-PART-TIME
UNDRGRAD RES FEES-18 PLUS
UNDERGRAD SUSTAINING FEE
UG DTCC WAIVER
UG DSC WAIVER
ROTC CREDIT LIMIT REFUNDS
MARCHING BAND CREDIT LIMIT REF
BIOSPHERE CONTRA-INC RES
U/G RES-REFUNDS
U/G RES-SIBLING DISCOUNT
U/G RES-SENIOR CITIZEN WAIVER
UNDRGRAD NON-RES TUITION-FULL
UNDRGRAD NON-RES TUITION-PARTUNDRGRAD NON-RES TUITION-18 PL
INT'L STUDENT EXCH CONTRA
CONTRACTED TUITION CONTRA
U/G NON-RES DE FEE PRIVILEGE
BIOSPHERE CONTRA-INC NR
U/G NON-RES-REFUNDS
U/G NON RES-SIBLING DISCOUNT
ACADEMIC COMMON MARKET CONTRA
PURPOSE
PARA112114
UNIV112244
UNIV112245
UNIV112246
UNIV112247
UNIV112248
UNIV112249
UNIV112251
UNIV112252
UNIV112253
UNIV112254
UNIV112255
UNIV112256
UNIV112257
UNIV112258
UNIV112259
UNIV112261
UNIV112262
UNIV112263
UNIV112264
UNIV112265
UNIV112266
UNIV112267
PeopleSoft
PURPOSE
Chartfield
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Chart of Accounts
Conversion Data
CROSSWALK
A conversion tool is available to
convert your UD legacy (old)
account code to PeopleSoft
Chartfields.
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Chart of Accounts
Conversion Data
url is linked from udel.edu/UDFS/info
web page where other good information
is found!
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23
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25
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New Chart of Accounts
SPEEDTYPES
auto fill-in
Enter Speedtype (ex: “CHEM110000”) into
Speedtype field and the following
chartfields are filled in:
•Purpose
•Fund
•Program
•Project
•Source
•DeptID
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Chart of Accounts
Chartfield Mapping
Chemistry Supplemental Funds
1-7-09-2522-50-410
CHEM17S000
141000
OPBAL
INST2
BLANK
70000000
02522
Purpose & Speedtype
Account
Fund
Program
Project
Source
Dept Id
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Accounting Periods
New Structure, New Language
Accounting Periods are numbered
0=Beginning balance
1-12 for the months (July=1)
991 Second close (adjustment period)
992 Third Close (adjustment period)
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Accounting Periods
New Structure, New Language
Month
Period
Beginning Balance
0
July
1
August
2
September
3
October
4
November
5
December
6
January
7
February
8
March
9
April
10
May
11
June (1st close)
12
2nd close
991
3rd close
992
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Fiscal Year
New Structure, New Language
Fiscal Year runs July 1 through June 30.
FY 2004 = July 1, 2003 through June 30,
2004
E.g. 2004 and 1 mean July, 2003: this is
accounting period number 1 in the 2004 fiscal
year. It would correspond in the legacy
system to activity reported on the statement of
“20030731” (July 31, 2003)
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Journal Voucher
Introduction –
this will be a web form
blanks and forms for approval, will be
accessed through Web Forms inbox
all Web Forms will be in this inbox
As an approver, you will receive the
completed form in your archives
Approval process the same as it is now
for the HR forms
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Journal Voucher
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Journal Voucher
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Journal Voucher
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Journal Voucher
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Journal Voucher
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Journal Voucher
approver’s view
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Journal Voucher
approver’s view
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Budget Journal
Budget Journal will be used for temporary
budget revisions
Until Phase II is implemented, contract or
grant budget changes will continue to be
handled in GMS as they are now
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Need A…
BREAK??
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Viewing Old Forms
How will we view forms from the legacy
system?
OLD EZ-Forms: existing archive will be
there through 6/2004; after that, TBD
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Procurement forms
Training will be provided by Procurement
Services
Routing on requisitions will work exactly as
it does now
Open order report will show any purchase
orders that are in active status and the
associated balance.
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EZQs
Simple public queries for everyday use
Different types:
Substitutes for GA-QRY
Easy conversion tools
Labor Allocation Module queries
All report names start with EZQ
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Reporting
Use Query Viewer
Set Query Viewer as a Favorite
Predefined Queries
Compare several to legacy system
Only use Query Manager after you have
had the Query Class.
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EZQs for Lookups
Convert old Account Codes to Purposes
EZQ_ACCTPURPCONVERSION
Prompts for department acronym and shows all
Account Codes/Purpose in that department
Convert old Object Codes to Accounts
EZQ_OCACCOUNTCONVERSION
Prompts for Object Code (or partial OC) and
converts
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Convert or Look Up
Account Codes/ Purposes
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Look up or convert Object
Codes/Accounts
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EZQ: GA Query
Substitutes
OLD
NEW
DV
EZQ_DV_SPEEDTYPE
VO
EZQ_BAL_QUERY (for Purposes
that don’t have budgets)
EZQ_BAL_BGT (for Purposes
that do have budgets)
VS
Several Substitutes
Mark X for trans
EZQ_TRANS_QUERY
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EZQ: GA Query
Substitutes
OLD
NEW
DV
EZQ_DV_SPEEDTYPE
Use to get descriptive information about a Speedtype.
Remember, Speedtype and Purpose are almost always identical
The exception to this is in academic departments, when one Purpose may
have several Speedtypes associated with it. For example, the CHEM110000
Purpose is referenced by these Speedtypes:
CHEM110000 for instruction and internal service
CHEM11DRES for departmental (unfunded) research
CHEM11PSRV for public service
CHEM11MTCH for match
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DV screen in GA Query
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EZQ_DV_SPEEDTYPE
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EZQ_DV_SPEEDTYPE
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EZQ_DV_SPEEDTYPE
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EZQ: GA Query
Substitutes
OLD
NEW
VO
EZQ_BAL_QUERY for Purposes that
don’t have budgets
EZQ_BAL_BGT for Purposes that
do have budgets
These queries return one row of information for each PS Account.
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VO for Purposes
without Budgets
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VO for Purposes
without Budgets
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Look up Account Detail for
Purpose without Budget
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VO for Purposes
with Budgets
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VO for Purposes
with Budgets
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Look up Account Detail for
Purpose WITH Budget
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EZQ: GA Query
Substitutes
OLD: VS Screen
NEW
EZQ_BAL_TOTAL for Purposes that don’t have budgets; just
one total row that shows balance
EZQ_BAL_BGT_SUMMARY for Purposes that do have budgets;
one row for each Account Category
EZQ_BAL_BGT_TOTAL for Purposes that do have budgets:
Just one total row that shows balance
EZQ_BAL_BGT_TOTAL_SPPT for Purposes that do have
budgets: Just one total row that shows balance, and only
includes PS Accounts for support
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VS for Purposes without
Budgets (pg 1/3)
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VS for Purposes without
Budgets (pg 2/3)
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VS for Purposes without
Budgets (pg 3/3)
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Look up Purpose Balance for
Purpose without Budget
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VS for Purposes with
Budgets (pg 1/3)
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VS for Purposes with
Budgets (pg 2/3)
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VS for Purposes with
Budgets (pg 3/3)
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EZQ: VS Substitutes for
Purposes with Budget
THREE RELATED QUERIES for Purposes with Budgets
EZQ_BAL_BGT_SUMMARY: One row for each Account Category
EZQ_BAL_BGT_TOTAL: Just one total row that shows balance
EZQ_BAL_BGT_TOTAL_SPPT : Just one total row that shows balance,
and only includes PS Accounts for support
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Look Up Account Summaries
for Purposes with Budget
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Look up Purpose Balances, In
Total, for Purpose with Budget
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Purpose Balances, in Total for
Support Only, for Purpose with Budget
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EZQ: GA Query
Substitutes
OLD
NEW
Mark X for trans
EZQ_TRANS_QUERY
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Look up Transactions
for a Purpose
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Charge Expenses
Correctly
Two things for particular attention:
Accounts
Programs
Charge expenses where they belong, not
necessarily where budgeted
Budget may reside in account 140000
Charges could be in another account
Categorize expenses appropriately
Program chart field allows for this
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Charge Expenses
Correctly
Special Case for academic departments:
budget will all be in CHEM110000 Purpose
and Speedtype, but an expense may be in
CHEM11DRES Speedtype (CHEM110000
Purpose and INST2 Program)
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EZQs for LAM
LAM = Labor Allocation Module
More Detailed Training Available
To see Distributions:
EZQ_LAM_DISTRIB
To see Obligations:
EZQ_LAM_OBLIG
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th
7
Inning
Stretch??
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Monthly Account
Statement (Paper)
Paper statements will no longer be
delivered
Statements will be on-line
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Old Statement (Paper) 1/3
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Old Statement (Paper) 2/3
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Old Statement (Paper) 3/3
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Monthly Statements
Two types: “Push” and “Pull”
“Push” means statements are sent to you without
action on your part. You then access them on-line.
“Pull” means that you elect to run your statement
report at the time of your choosing; this is an option
that requires set-up and is beyond the scope of this
Basic Training course.
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“Push” Monthly
Statements
Designated recipients (see DV screen)
This happens at the end of each accounting
period (generally around the 5th of the
following month)
Navigate to:
Report Tools>
Report Manager>
Administration Tab
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Under “View Reports For” set “Last” to 30 days.
Click REFRESH button and you will see the reports that
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you ran (or were run for you) in the last 30 days.
“Push” Monthly
Statements
Click SAVE to have 30 days be your default period
Select the report you want to see and click the
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blue VIEW link
•Click on the blue link by the report you want to view, in
this case, NURS110000.xls
•This will bring up the monthly statement in an Excel
window.
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Know Thy Data
Essential parts of learning to use the
new financial system are
learning what it contains
what terminology is used
where the data resides
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A web-based data resource
http://www.udel.edu/UDFS/info in the
“Data and Terminology” tab.
Begin with the online glossary, in which
terms are defined and linked to:
A Data Dictionary of many of the most
useful Records for writing queries.
Tables of values for very significant fields.
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Transition to July 1
The FY 03 close will occur in the old system
Paper account statements will be
distributed for 6/31/03 and 6/32/03 periods
Budget Office will issue July 1, 2003 printed
budget (report 680)
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Further Help
Labor Allocation Module used for 7/15 pay for fiscal
employees; 9/15 pay for academic employees
Additional training available
Legacy (MVS) system can be accessed through
October 2003
www.udel.edu/UDFS/info
Come to us
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www.udel.edu/UDFS/info
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UDFS Communication
& Training Team
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The End
…or the beginning?
Thanks for coming