Getting Comfortable with PeopleSoft Navigation

Transcription

1 FMS120, FMS713,, FMS721 Getting Comfortable with PeopleSoft Navigation The purpose of this guide is to explain the general layout of the PeopleSoft pages and provide explanations of commonly used navigational buttons and links. Before you begin... After completing this guide, you will be able to: Access PeopleSoft Recognize navigational elements Use common buttons or icons Sign out of PeopleSoft How do I sign in to PeopleSoft? 1. Sign in to the NUPortal at nuportal.northwestern.edu 2. Click the Staff tab, Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. Who has access? All users who can access PeopleSoft directly Additional Resources Visit the Project Café training website for additional resources Where to get help? For assistance, contact NUIT Support Center at HELP (4357) or consultant@northwestern.edu. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 1

2 FMS120, FMS713,, FMS721 Step 2: Recognizing commonly used navigation elements The PeopleSoft Home page appears. 1. Menu Panel The menu panel contains menus, folders, and pages. Click next to a menu item to see more options. Search Type in the name of a page you want to find in the Search box and then click or press Enter to see the results. 2. Quick Menu This header appears at the top of every PeopleSoft page. Click a link (underlined word) to do these common tasks: Home Return to the Home page. Add to Favorites Add commonly used folders or pages to your My Favorites list at the top of the menu panel. Sign out Sign out of your secure session. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 2

3 FMS120, FMS713,, FMS721 Step 3: Navigating through menus, folders, and pages Use the menu panel to open menus, folders, and pages. In the example below, the menu is selected from the menu panel. The menu is expanded, showing the folders beneath it. These folders also appear as icons on the right side of the screen. Pages are stored in each folder. Pages are useful for completing tasks. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 3

4 FMS120, FMS713,, FMS721 Using breadcrumbs to find your way.... In this example, the user selected the menu from the menu panel. Then they selected the Journals folder. This is an example of the navigation clues that appear on the Journals page. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 4

5 FMS120, FMS713,, FMS721 Step 4: Explore your options with page tabs and links Page tabs and links provide additional options. Tabs appear near the top of the page and links appear near the bottom of the page. The page tabs and links provide the same options. This example shows the tabs and links on the Create/Update Journal Entries page. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 5

6 FMS120, FMS713,, FMS721 Step 5: Using common page features Many pages use drop-down menus and icons to make additional options available. Use these tools to help you enter information. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 6

7 FMS120, FMS713,, FMS721 Step 6: Setting up My Favorites You can save pages or folders that you use frequently by adding them to the My Favorites menu. This will allow you to quickly open these items. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 7

8 Step 6b: Name and access your My Favorites Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 8

9 Step 7: Understanding commonly used buttons Button Description Click the Save button each time when you are finished entering information on a page. You will lose your information if you leave the page without clicking the Save button! Click the Clear button to clear all information entered on a page. Click the Cancel button to cancel an action. Click the Delete button to delete a row or item. Step 8: Signing out of PeopleSoft Click the Sign out link to securely exit PeopleSoft. Getting Comfortable with PeopleSoft Navigation FMS120, GL713,, GL721 9

10 FMS713 and Searching for Actuals Journals This training guide describes the process of using PeopleSoft search pages to find ACTUALS journals that have been entered into the. Before you begin... Upon completion of this guide you will be able to: Decide which search tools are best suited for your search Conduct a journal search using search pages Use search criteria to narrow your journal search What is this process used for? Finding journals that are not valid Identifying journals that were not approved (recycle) Searching for journals that need to be reviewed Searching for journals that need to be posted Searching for journals that have been posted Who has access? Access to inquiry pages is given to all people who can access the PeopleSoft module (not through the portal). How do I sign in to PeopleSoft? 1. Sign in to the NUPortal at nuportal.northwestern.edu 2. Click the Staff or Faculty tab, Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. Additional Resources Visit the Project Café website for additional training materials Where do I get help? For assistance, contact NUIT Support Center at HELP (4357) or consultant@northwestern.edu. Searching for Actuals Journals GL713 and 1

11 FMS713 and Determining which Search Tool to Use You can search for journals using the Journal Inquiry Search page or the Create/Update Journals page. Both pages offer many of the same search options, but only the Create/Update page lets you change or approve journals. See Appendix A for the full list of search parameters. If you are looking for journals that might require a change, you should use the Create/Update Journal Entries page. Use this table to help you decide which search page to use. Do you want to find journals... Create/Update page Journal Inquiry page That have errors? X That are not valid (need to be edited or budget checked)? X That need to be reviewed? X For change or approval? X That were not approved (recycle)? X That need to be posted? X That have been posted? X X In Suspended Activity status (suspense)? X Created by a single user by NetID? X According to budget check status? X Specific journals meeting your criteria? X X Searching for Actuals Journals GL713 and 2

12 FMS713 and Searching for Journals Using the Create/Update Journals Page Step 1: Enter the search criteria Quick Navigation: From the Menu panel, click Journals Journal Entry Create/Update Journal Entries. Narrow the search using operators to limit the search results. Each search page uses some of the following operators. Operator Meaning Operator Meaning = Equals >= Greater than or equal to not = Not equal to in Searches for items in a list. Enclose list items in quotation marks and separate them with commas. Example: , < Less than begins with First character or word <= Less than or equal to between Part of a range > Greater than contains Result must contain the search value, but it may contain more information Searching for Actuals Journals GL713 and 3

13 FMS713 and Step 2: Enter the search criteria (continued) All searches require a Business Unit. NWUNV is the only Business Unit. Enter criteria in every field that is relevant to your search. In this example, the user is searching for journals that are valid, which come from the ONL source. Searching for Actuals Journals GL713 and 4

14 FMS713 and Step 3: View the search results Searching for Actuals Journals GL713 and 5

15 FMS713 and Searching for Journals Using the Journal Inquiry Page The Journal Inquiry page is best used for finding: Journals that have been posted Journals in Suspended Activity status (suspense) Journals created by a single user by NetID Step 1: Create an Inquiry Name In this example, the user is searching for journals created by one user. Inquiry names are saved like Run Control IDs. Inquiry names and search options are saved in the system and may be reused at a later date. Searching for Actuals Journals GL713 and 6

16 FMS713 and Step 2: Enter your search criteria Enter search parameters that are relevant to your search. In this example, the search will find all journals for NetID CDM399 for the month of February 2008 (period 6). Searching for Actuals Journals GL713 and 7

17 FMS713 and Step 3: View the search results All journals that meet the search criteria are displayed. You can click a Journal ID link to view the journal. What happens next? The ability to search for journals is important to daily journal processing and tracking. However, there may be times when you need a journal-related report that you can print or send electronically. To find out more information about journalrelated reports, see the Running a Report in PeopleSoft training guide or the PeopleSoft Report Matrix and Templates. Searching for Actuals Journals GL713 and 8

18 FMS713 and In a Nutshell... Process Overview Determine which search tool to use These are the important differences between the two search pages: Use the Create/Update Journals page to... Use the Inquiry search page to... Search for journals that you need to change (journals cannot be updated from the Inquiry search page) Search for journals according to budget check status Search for journals by User (NetID) Search for journals by Suspense Status Searching for Journals Using the Create/Update Journals Page Step 1: Navigate to the search page Journals Journal Entry Create/Update Journal Entries Step 2: Enter the search criteria Step 3: View the search results Searching for Journals Using the Journal Inquiry Page Step 1: Create an Inquiry Name: Journals Review Financial Information Journals Add New Value tab Step 2: Enter the search criteria Step 3: View the search results What happens next? The ability to search for journals is important to daily journal processing and tracking. However, there may be times when you need a journal-related report that you can print or send electronically. To find out more information about journalrelated reports, see the How to Run a Report in PeopleSoft training guide or the PeopleSoft Report Matrix and Templates. Searching for Actuals Journals GL713 and 9

19 FMS713 and Appendix A: Journal Search Parameters This table lists the available search parameters for the Journal Inquiry page and the Create/Update Journals page. X means that the page uses the parameter. Parameter Create/ Update Journals Inquiry Page Description Business Unit or Unit x x Both parameter names search for the same thing. Enter NWUNV if it doesn t default. Ledger x Enter ACTUALS Year x Fiscal Year From Period x Enter the accounting period (1-12, 998). Click the magnifying glass to view the details. The journal date that was entered when the journal was created determines which accounting period the journal will post to. To Period x Enter the accounting period (1-12, 998). Click the magnifying glass to view the details. Suspense Status (Suspended activity) x 0 No Suspense Transactions 1 Suspense Transactions 2 Correction Journal Created 3 Correction Journal Posted Journal ID x x The system-generated Journal ID number Journal Date or Date x x Both parameter names search for the same thing. The date the journal was created. Journal Header Status or Status x x Both parameter names search for the same thing. Searching for Actuals Journals GL713 and 10

20 FMS713 and Parameter Journal Header Status or Status (continued) Appendix A: Journal Search Parameters Create/ Update Journals x Inquiry Page x D E I M N P T U Description Deleted journal was deleted. Permission to delete journals is restricted. Deleting journals deletes the Journal ID from all records. Error on Journal Journal has been edited and has errors. The journal has been recycled (not allowed to post) and you must correct errors before it can post. Posting Error - Repost Posting is incomplete because of posting problems. For example, the system might have crashed after the reversal journal is created but before the original journal is actually posted. Repost as soon as possible. Valid SJE Model Do not post This is a valid standard journal entry model used to generate standard journal entries; the model journal cannot be posted. Only journals generated from the model may post. Edit Required No Status Posted to Ledger Incomplete -The journal is saved, but will not be processed unless it is updated. Unposted - You have unposted the journal entry from the ledger or ledgers where it was originally posted. It cannot be reposted. Permission to unpost journals is restricted. Source x x The Source code used for journal creation. This will be a subsystem source code, ONL, or a user source code. Currency x USD is currently the only supported currency. Searching for Actuals Journals GL713 and 11

21 FMS713 and Appendix A: Journal Search Parameters Parameter Create/ Update Journals Inquiry Page Stat x Not used by NU Document Type x Not used by NU Description User x NetID of the user who created the journal Documents Sequence # x x Not used by NU Sort By x Sort by the search results by Journal ID or the Journal Date Max Rows x Enter the maximum number of rows you want the search to display Line Business Unit x NWUNV is the only Business Unit NU is using Budget Checking Header Status x Error in Budget Check - The journal entry failed to pass budget checking. You must correct the error before you can continue processing. Not Budget Checked - Budget Processor has not processed the journal entry. Valid Budget Check - The entry passed budget checking and the process updated the control budget ledger. Searching for Actuals Journals GL713 and 12

22 FMS713 and Common Journal Searches Use this job aid to help you determine which search criteria to use for common searches. These search parameters are available from both the Journal Inquiry page and the Create/Update Journal page. Journals with errors search parameters Search Field Operator Description Business Unit = NWUNV Defaults based on user preferences Journal Header Status Not = Valid Edits Complete Source = Source code if applicable Journals not approved search parameters Search Field Operator Description Business Unit = NWUNV Journal Header Status = Incomplete Source = Choose the correct source code to narrow search to incomplete journals by source Leave this blank if you want to find all unapproved journals Journals not posted search parameters Search Field Operator Description Business Unit = NWUNV Journal Header Status Not = Posted Source Choose the correct source code to narrow search to incomplete journals by source Leave this blank if you want to find all unapproved journals Searching for Actuals Journals GL713 and 13

23 Reviewing and Posting Actuals Journals This training guide describes the process for reviewing and posting journals to the PeopleSoft. These are the third and fourth steps in the journal lifecycle which consists of creating, editing, reviewing, and posting. There are 2 sections to this guide which are: Posting a Single Journal Immediately and Reviewing and Posting Multiple Journals. This process should only be used for reviewing transactions that do not originate from the Actuals Portal. Before you begin... Upon completion of this guide you will be able to: Review journals by source code Post journals Stop journals from posting Things you need to know to complete this process: Basic knowledge of PeopleSoft ChartFields and chart strings Understanding of budget and spending controls associated with ChartFields Applicable NU policies Who has access? Access to review journals is given to ASRSP, Accounting Services, and the Controller s office. Permission to Post is given to Accounting Services. How do I sign in to PeopleSoft? 1. Sign in to the NUPortal at nuportal.northwestern.edu 2. Click the Staff tab, Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. Additional Resources Visit the Project Café website for additional training materials Visit the NUPortal at nuportal.northwestern.edu to access the Chart of Accounts crosswalk and Chart of Accounts Quick Reference Guide. Review the 90-day policy for journal entries Where do I get help? For assistance, contact NUIT Support Center at HELP (4357) or consultant@northwestern.edu. Reviewing and Posting Actuals Journals 1

24 Posting a Single Journal Immediately Step 1: Find the Journal you want to post Quick Navigation: From the Menu panel, click Journals Journal Entry Create/Update Journal Entries Find an Existing Value tab. Click next to the Source drop-down menu to see all available sources codes and the source code descriptions. NWUNV is the only available Business Unit. Only journals with a Valid status (passed edit and budget check) can be posted. Reviewing and Posting Actuals Journals 2

25 Step 2: Post the Journal The following message appears. All changes to a journal create an audit trail. Permission to execute process menu functions vary according to the permission level assigned to you. Reviewing and Posting Actuals Journals 3

26 Step 3: Make sure the journal posted If the Journal Status is anything other than P, the journal did not post. If the journal did not post, confirm that the chart string values are not inactive. Contact the ChartField Maintenance group in the Controller s Office. Reviewing and Posting Actuals Journals 4

27 Reviewing and Posting Multiple Journals All journals must be reviewed by an approved person who is not the journal creator. This is the process for reviewing journals that do not originate from the Actuals Portal. If an error is identified, the journal will be saved in an Incomplete status for further review and correction/processing before posting. Step 1: Search for journals to review Quick Navigation: From the Menu panel, click Journals Journal Entry Create/Update Journal Entries If the Source box is left blank, the search returns journals of every source type that meet your criteria. Reviewing and Posting Actuals Journals 5

28 Step 2: Review the journal header information From the Search Results table, click the Journal ID of the first journal you want to review. Click the Header tab if the Header page does not appear. Reviewing and Posting Actuals Journals 6

29 Step 3: Review the journal line information What happens next? Review all the journals. Find an efficient way to track which journals you have reviewed (Examples: print or copy and paste to an Excel spreadsheet). Mark journals that should not post as Incomplete. Reviewing and Posting Actuals Journals 7

30 Step 4: Prevent journals from posting (as applicable) If at any time during your review, you find a journal that should not post, save it as Incomplete and it will not be picked up in the batch process. Click to send an to the journal creator. You may want to let the recipient know the details of why the journal was not posted or any updates that they need to make. To take the journal out of Incomplete status, uncheck the Save Journal Incomplete Status box, and then click Save. Before the journal can be posted, you must run the edit and budget check process again. Reviewing and Posting Actuals Journals 8

31 Step 5: Post the journals After the journals have been reviewed, post them in a batch process. Use a Run Control ID to set up a batch posting process. Quick navigation: From the Menu panel, click Journals Process Journals Post Journals Run Controls: Your can reuse a Run Control ID by changing the parameters whenever necessary. From the screen above, click the Find an Existing Value, and then click Search. Click the name of the Run Control ID you want to reuse, and then follow the process covered in this guide. The recommended naming convention for a Run Control ID is process_description or just the process name. Spaces are not allowed in the ID name. Run controls are user specific. You may only use the run controls that you create. Reviewing and Posting Actuals Journals 9

32 Step 5b: Configure the Run Control parameters Field Definitions: a. Business Unit Please select NWUNV if it does not default. b. Source Select the source code for the journals you want to post c. Journal ID From / Journal ID To Enter a range here to pull journals with a specific number range. d. Journal date type searches Journal Date From / Journal Date To Enter a calendar date range here to pull journals with a specific calendar date range. From Year / To Year Enter the fiscal year range to pull journals from specific fiscal years (Sept Aug). From Period / To Period Enter the accounting period range to pull journals from specific periods. e. Description Required; enter a description for the process you are running. f. Ledger Group Select ACTUALS. Reviewing and Posting Actuals Journals 10

33 Step 5c: Run the batch process. Reviewing and Posting Actuals Journals 11

34 Step 5d: Check the status of the batch post Navigate to the message log for your instance number. Reviewing and Posting Actuals Journals 12

35 Step 5d: Check the status of the batch post (continued) Run Status Message Queued Success Warning No Success Description The process is waiting to run. The process ran successfully. Check the message log to make sure everything processed as you expected. The process ran, but there was a problem. The process did not run. Any attempts to run were undone and no transactions were processed. Distribution Status Message Description Posted The message log has posted. This does not mean all the journals have posted. Check the message log to check journal posting status. No Success The message log or report did not post. N/A A message log was not required for the process, or there was a technical problem posting the message log (not necessarily a problem with the process). Reviewing and Posting Actuals Journals 13

36 Step 5d: Check the status of the batch post (continued) Reviewing and Posting Actuals Journals 14

37 Step 5d: Check the status of the batch post (continued) The Message Log lets you know how many journals posted successfully. Click Return to return to the previous screen. What happens next? See the Running a Report in PeopleSoft training guide and the Report Matrix and Templates to learn about helpful reports that are available to you. Reviewing and Posting Actuals Journals 15

38 In a Nutshell... Reviewing and Posting Journal Entries Posting a Single Journal Immediately Step 1: Find the Journal you want to post Journals Journal Entry Create/Update Journal Entries Find an Existing Value tab Step 2: Post the Journal Step 3: Make sure the journal posted Reviewing and Posting Multiple Journals Step 1: Search for journals to review Journals Journal Entry Create/Update Journal Entries Find an Existing Value tab Step 2: Review the journal header information Step 3: Review the journal line information Step 4: Prevent journals from posting (as applicable) Step 5: Post the journals Step 5b: Configure the Run Control parameters Step 5c: Run the batch process Step 5d: Check the status of the batch post What happens next? See the Running a Report in PeopleSoft training guide and the Report Matrix and Templates to learn about helpful reports that are available to you. Reviewing and Posting Actuals Journals 16

39 Reviewing and Posting Journals Originating from the Actuals Portal This training guide describes the process for reviewing and posting journals to the PeopleSoft that originate from the Actuals Portal. This includes journals with a source code of ISJ (Internal Sales Journal), COR (Correction Journal), or TFR (Transfer Journal). These are the third and fourth steps in the journal lifecycle which consists of creating, editing, reviewing, and posting. Journals that enter PeopleSoft through the Actuals Portal are excluded from the automatic evening batch posting process. These journals must be manually posted. Accounting Services will review these journals for propriety and compliance with the 90-day rule before posting. If an error is identified, the journal workflow should be reset and the journal initiator should be contacted. Before you begin... Upon completion of this guide you will be able to: Search for approved Actuals journals in PeopleSoft Find the approved journals in the Actuals Portal Review journals - including 90-day journals Reset workflow for journals Manually batch post reviewed journals Things you need to know to complete this process: Basic knowledge of PeopleSoft ChartFields and chart strings Applicable NU policies including the details of the 90-day rules Who has access? Access to review journals is given to ASRSP, Accounting Services, and the Controller s office. Permission to Post is given to Accounting Services. How do I access PeopleSoft? 1. Sign in to the NUPortal at nuportal.northwestern.edu 2. Click the Staff tab, Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. How do I access the Actuals Portal? 1. Sign in to the NUPortal at nuportal.northwestern.edu 2. Click the Staff tab, Finance and Budget tab, and then locate the Journal Create or Search Journal Entries area. Additional Resources Visit the Project Café website for additional training materials Visit the Project Café website to access the Chart of Accounts Quick Reference Guide Visit the NUPortal to access the Chart of Accounts Crosswalk nuportal.northwestern.edu Review the 90-day policy for journal entries Where do I get help? For assistance, contact NUIT Support Center at HELP (4357) or consultant@northwestern.edu. Reviewing and Posting Journals Originating from the Actuals Portal 1

40 Reviewing and Posting Process Overview 1. From PeopleSoft, find the journals that you need to review. 2. Look up the same journals in the Actuals Portal. 3. Review the Journals on the Actuals Portal. 4. Post the journals from the PeopleSoft Mark Journals for Posting page. Step 1: From PeopleSoft, search for journals that are ready for review Quick Navigation: Sign in to the NUPortal at nuportal.northwestern.edu. Click the Staff tab, Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. From the Menu panel, click Journals Process Journals Mark Journals for Posting. If you change your search values, click to update the search results. Reviewing and Posting Journals Originating from the Actuals Portal 2

41 Step 2: Note the date range The search results appear. All journals entering PeopleSoft from the Actuals Portal are marked with which means the journal has passed edit and budget check and has received all workflow approvals. is equivalent to the workflow status of Approved to Post. Do not close this window. Leave it open. You will come back to it in later steps. Click View All to display all the search results on one page. Click to export the results to a spreadsheet. This may be helpful for your tracking purposes. A maximum of 300 journals appear. If 300 approved journals appear, there is a possibility that there are more than 300 approved journals. If this occurs, narrow your search to a smaller date range and approve journals in increments. Reviewing and Posting Journals Originating from the Actuals Portal 3

42 Step 3: From the Actuals Portal, search for the journals you identified Quick Navigation: Sign in to the NUPortal at nuportal.northwestern.edu or navigate back to the NUPortal window if you left it open. Click the Staff tab, Finance and Budget tab, and then locate the Search Journal Entries area of the page. The simplified search page defaults. Reviewing and Posting Journals Originating from the Actuals Portal 4

43 Step 3b: Search by date range and source code The goal of this search is to find the same journals that you identified on the Mark Journals for Posting page. You will review these journals from the Actuals Portal. Do not close this window. Leave it open. You will come back to it in later steps. Reviewing and Posting Journals Originating from the Actuals Portal 5

44 Step 4: Review the journals The journal appears for your review; but remember that only the journal initiator can modify the journal. If you have an issue with the journal, you may hold it for further information before posting it, or return it to the journal initiator. Reviewing and Posting Journals Originating from the Actuals Portal 6

45 Variation: Review the journal (over 90 days example) Follow your departmental process for reviewing journals. Review the 90-day justification form and any attached documentation. Reviewing and Posting Journals Originating from the Actuals Portal 7

46 Step 5: Review remaining journals Quick navigation: Go back to the portal Journal Search window (shown below). Do not click Search after you begin your journal review. If additional journals have been Approved to Post in the date range you selected, they will appear. This may make it more difficult to determine which journals you have reviewed. Reviewing and Posting Journals Originating from the Actuals Portal 8

47 Step 6: Prevent journals from posting (as applicable) If you have questions about a journal, leave the journal as marked to post so that the workflow status is not changed. Note the Journal ID number for communication purposes and so that you know which journal to remove from the posting process in Step 7b. If you reset the workflow for a journal, contact the journal initiator. Only the journal initiator will be able to modify the journal and resubmit it to workflow. Communicate the Journal ID and explain what needs to be corrected on the journal. Reviewing and Posting Journals Originating from the Actuals Portal 9

48 Step 7: Post the journals After the journals have been reviewed, post them in a batch process. Reviewing and Posting Journals Originating from the Actuals Portal 10

49 Step 7b: Initiate the post process The system automatically generates the run-control information. Click to remove a journal from the posting process without changing any of the journal statuses. You may do this if you have questions about the journal that are unresolved. Click the View link to view all the journals that will post, or click it again to view only one journal. Reviewing and Posting Journals Originating from the Actuals Portal 11

50 Step 7c: Select the NU Journal Posting process The other process options available from this page will not work for our purposes. Do not select them. Reviewing and Posting Journals Originating from the Actuals Portal 12

51 Step 7d: Note the instance number Reviewing and Posting Journals Originating from the Actuals Portal 13

52 Step 8: Check the status of the batch post Run Status Message Queued Success Warning No Success Description The process is waiting to run. The process ran successfully. Check the message log to make sure everything processed as you expected. The process ran, but there was a problem. The process did not run to completion. Any attempts to run were cancelled and no transactions were processed. Distribution Status Message Posted No Success N/A Description The message log has posted. This does not mean all the journals have posted. Check the message log to check journal posting status. The message log or report did not post. A message log was not required for the process, or there was a technical problem posting the message log (not necessarily a problem with the process). Reviewing and Posting Journals Originating from the Actuals Portal 14

53 Step 8b: Access the message log If you are posting a large number of journals, it may be easier for you to track the status of the post from the View Log/Trace link. The file does not display well in an Internet Explorer browser. If you are using an Internet Explorer web browser copy and paste the View Log/Trace file contents into a Word document and then view the results. Reviewing and Posting Journals Originating from the Actuals Portal 15

54 Step 8c: Review the message log The Message Log lets you know how many journals posted successfully. Click Return if you want to return to the previous screen. Use the following navigation to go back at a later date or time and review the batch post results. Quick Navigation: From the Menu panel, click PeopleTools Process Scheduler Process Monitor. Type the instance number 13965, in the Instance box, and then click Refresh. Reviewing and Posting Journals Originating from the Actuals Portal 16

55 In a Nutshell... Reviewing and Posting Journals Originating from the Actuals Portal Step 1: From PeopleSoft, search for journals that are ready for review Sign in to the NUPortal at nuportal.northwestern.edu. Click the Staff tab, Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. From the Menu panel, click Journals Process Journals Mark Journals for Posting Step 2: Note the date range Step 3: From the Actuals Portal, search for the journals you identified Sign in to the NUPortal at nuportal.northwestern.edu or navigate back to the NUPortal window if you left it open. Click the Staff tab, Finance and Budget tab, and then locate the Search Journal Entries area of the page. The simplified search page defaults. Step 3b: Search by date range and source code Step 4: Review the journals Variation: Review the journal (over 90 days example) Step 5: Review remaining journals Go back to the portal Journal Search window Step 6: Prevent journals from posting (as applicable) Step7: Post the journals Step 7b: Initiate the post process Step 7c: Select the Cobol post process Step 7d: Note the instance number Step 8: Check the status of the batch post Step 8b: Access the message log Step 8c: Review the message log What happens next? If applicable, communicate with the journal initiator for any journals that you remove from workflow. Reviewing and Posting Journals Originating from the Actuals Portal 17

56 Uploading Journal Spreadsheets into PeopleSoft This training guide describes the process for uploading journal spreadsheets (flat files) into PeopleSoft to be processed for posting to the. For this process, text file and flat file have the same meaning (are the same thing). Registered users will use an Excel template to record journal lines. These journal lines may include any combination of ChartFields for general purposes (including balance sheet transactions and adjusting and correcting entries). The journal spreadsheet may contain hundreds of lines, but will be processed as one journal. After the journal has been approved by Accounting Services, the Excel file is converted into a text file (flat file) and is uploaded into PeopleSoft. The journal must be edited and budget checked before it can post. Before you begin... Upon completion of this guide you will be able to: Convert the spreadsheet template into a flat file Upload the flat file into PeopleSoft Process the flat file journal Recognize and troubleshoot errors Things you need to know before attempting this process: Knowledge of PeopleSoft ChartFields and chart strings Knowledge of correct configuration of journal lines Your department s Journal mask (if applicable) Who has access? Journal spreadsheets are created by a limited number of registered users in the university community. Access to upload these flat file journals is given to Accounting Services. How do I sign in to PeopleSoft? 1. Sign in to the NUPortal at nuportal.northwestern.edu 2. Click the Staff or Faculty tab, and then the Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. Additional Resources Visit the Project Café website for additional training materials Visit the NUPortal to access the Chart of Accounts crosswalk or Chart of Accounts Quick Reference Guide. Review the 90-day policy for journal entries Where do I get help? For assistance, contact NUIT Support Center at HELP (4357) or consultant@northwestern.edu. Uploading Journal Spreadsheets into PeopleSoft 1

57 Step 1: What needs to happen before the spreadsheet can be uploaded? The journal spreadsheet must be reviewed and approved. The reviewers will check the following: 1. The Journal Total box = $0.00. This means that the debits and credits amounts entered in the lines total 0.00 and are balanced. 2. The date is within the correct accounting period. 3. Review the comments to Accounting Services in the Journal Comment box. This information does not appear on reports. 4. The journal passes automated macros for business rules (RDX, Transfers etc.) 5. The spreadsheet has no known ChartField combination errors or missing or inaccurate information. 6. The purpose of the lines is evident and makes sense. 7. Approved spreadsheets are ed to eivjv@northwestern.edu. The person who uploads the file will do the following: 1. Retrieve the approved spreadsheet from the EIVJV mailbox. 2. Name the file and save it in the designated place (follow Accounting Services business processes). 3. Open the Excel file. 4. Note the Journal Mask (if a mask is listed on the spreadsheet, you will enter it into PeopleSoft in a later step.) A journal mask/department mask is a 3-digit code that identifies your department as the owner of the spreadsheet. Uploading Journal Spreadsheets into PeopleSoft 2

58 Step 2: Enable the macros This Excel file requires the use of macros. Your security level must be low enough to allow macros to operate. If your security level is too high, a dialog box appears. Follow the instructions in the box to lower your macro security level. Step 3: Run the macros 1. Click 2. Click Uploading Journal Spreadsheets 3

59 Step 3b: Save the spreadsheet as a text file The Save As box appears. Remember where you save the file. You will need to find the file later to upload it into PeopleSoft. Keep the Excel file until you have successfully imported the text file into PeopleSoft. Uploading Journal Spreadsheets 4

60 Step 4: Upload the file into PeopleSoft Navigate to the file upload area in PeopleSoft: 1. Sign in to the NU portal at nuportal.northwestern.edu. 2. Click the Staff tab, and then the Finance and Budget tab, and then click the Login to PeopleSoft link from the left navigation pane. 3. From the Menu panel, click Journals Import Journals External Flat File Add a New Value. Step 4b: Create a new Run Control ID You can reuse a run control for this process if you already have one configured. Reusing Run Control IDs 1. If you already have a Run Control ID setup for flat file uploads, click the Find an Existing Value tab, and then click Search, 2. Click the name of the flat file run control. 3. Click Delete to delete the old file, and then click Add to add a new file to the upload. 4. Browse for a new file and proceed with the upload process. Uploading Journal Spreadsheets 5

61 Step 4c: Attach the file to the Run Control Uploading Journal Spreadsheets 6

62 Step 4c: Attach the file to the Run Control (continued) The Flat File Journal Import Request page appears. Uploading Journal Spreadsheets 7

63 Step 5: Run the process to import the journal The Attached File name should be the name of the file you want to import. If it is not, click Delete, and then click Add upload the correct file. Uploading Journal Spreadsheets 8

64 Step 5b: Schedule the process Uploading Journal Spreadsheets 9

65 Step 5c: Note the Process Instance number Uploading Journal Spreadsheets 10

66 Step 6: View the Message Log If The Run Status for your instance says Success, then the journal was imported. If the Status says No Success, there were errors in the flat file and the journal was not created. (See Troubleshooting Flat File Upload Error Messages at the end of this guide.) Uploading Journal Spreadsheets 11

67 Step 6b: View the Message log (continued) Uploading Journal Spreadsheets 12

68 Step 6c: View the message log (continued) Uploading Journal Spreadsheets 13

69 Step 7: Check log for the Journal ID number The Process Detail page appears. The view/trace log file appears. What happens next? Follow the Accounting Services business process for communicating the Journal ID and post date to the journal creator. The journals need to be edited and budget checked for errors. If the journal should be posted immediately, see the Manually Batch Editing and Posting Actual Journals training guide to learn how to create a Run Control for batch posting. For more information about the Excel journal spreadsheet see the Creating a Journal Spreadsheet training guide. Uploading Journal Spreadsheets 14

70 Troubleshooting Flat File Upload Error Messages If the Run Status for your instance number says No Success, there were errors in the flat file or no flat file was uploaded. If there was an error, a journal was not created. No journal lines were imported. The error must be corrected in the Excel journal spreadsheet and the regenerated text file must be uploaded again. Step 1: Check the View/ Log Trace to see what errors occurred Quick Navigation: From the Process Detail page (the page where the message log is accessed), click Details View/Log Trace From the File List, click on the file name GL_Journal_IMP_xxxxx.log (where xxxxx = the number of the instance of the run process). The log lists the error messages for the flat file. Use the table below to guide you in fixing the error. Step 2: Fix the error and rerun the process Use this table to determine how to correct the error. Error or Message Description Action Journal Line errors Total lines do not match control total. File not found When the file is imported, the ChartField value is checked. If the value is not valid, this error message is generated. The import process does not check for valid chart string combinations. Total Journal line numbers total debits and/or credits are not correct. There is no file attached to the run control for the upload process. Update the Excel spreadsheet with correct ChartField values, and then regenerate the text file and repeat the flat file upload process. Correct errors in the Excel template then regenerate the text file and repeat the flat file upload process. Upload a new file and attach it to the run control, repeat the upload process. Uploading Journal Spreadsheets 15

71 In a Nutshell... Process Overview Uploading Journal Spreadsheets Step 1: What needs to happen before the spreadsheet can be uploaded? Step 2-3: Enable and run the macros Step 3b: Save the spreadsheet as a text file Step 4: Upload the file into PeopleSoft Journals Import Journals External Flat File Add New Value Step 4b: Create a new Run Control ID Step 4c: Attach the file to the Run Control Step 5: Run the process to import the journal Step 5b: Schedule the process Step 5c: Note the Process Instance number Step 6-6c: View the Message Log Step 7: Check log for the Journal ID number Troubleshooting Flat File Upload Error Messages Step 1: Check the View/ Log Trace to see what errors occurred: Details View/Log Trace Step 2: Fix the error and rerun the process What happens next? Follow the Accounting Services process for communicating the Journal ID and Post date to the journal creator. The journals need to be edited and budget checked for errors. If the journal should be posted immediately, see the Reviewing and Posting Actuals Journals training guide to learn how to create a Run Control for batch posting. For more information about the Excel journal spreadsheet see the Creating a Journal Spreadsheet training guide. Uploading Journal Spreadsheets into PeopleSoft 16

72 r 4 Accounting Services: Chart String Construction Rules Use this table to determine if a chart string is correct. Find the Fund the chart string uses, and then follow the row across to see what rules apply to each ChartField for that Fund number. The Fund and Account ChartFields are required on every transaction. Fund 3 digits Dept ID 7 digits Project ID 8 digits Activity 2 digits Account 5 digits Any valid # Not allowed Not allowed Required; any valid number * Any valid # Not allowed Not allowed Required; no revenue or expense; use accounts that begin with 1, 2, 3, Any valid # Not allowed Not allowed Required; any valid number * Any valid # First digit = 1 01 Required; any valid number * Any valid # First digit = 6 01 Required; any valid number * Any valid # First digit = 3 01 Required; any valid number * 330 Any valid # First digit = 3 01 Required; no expense; use accounts starting with 1-5, or Any valid # First digit = 4 or use Required; any valid number * Any valid # First digit = 5 01 Required; any valid number * Any valid # First digit = 6 01 Required; any valid number * Any valid # First digit = 7 01 Required; use accounts starting with 1 7, Any valid # First digit = 7 01 Required; any valid number Any valid # First digit = 8 Any Required; any valid number * Symbols For balance sheet transactions, Fund/Account or Fund/Project/Activity/Account is required; Dept ID is not allowed, and Account code must begin with 1, 2, or 3. Unless the sponsoring agency doesn t allow carry-over funding between award periods or requires billing invoices to be sent for spending on individual periods. * As allowed by NU policies and procedures. For example, restricted funds may prohibit certain types of expense. GL713 and 1