People Soft Financials R s Newsletters Report Review Resolve

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1 People Soft Financials R s Newsletters Report Review Resolve Check out what s new for PeopleSoft Financial 8.9 Users. PeopleSoft Financial Important Reminders Classes available from HR Training: Basic Navigation eprocurement Requisitions PS Tools for Sponsored Project Management Delivered Reports and Inquiries Basic Query Training Advanced Query Training Classes Now available through HR Training. Dates Times February 24, :00am-12:00pm April 28, :00am- 12:00pm Also check out other HR training classes that are available for reconciliation and travel fundamentals. Controller s Division Information Series (Information for people who manage and reconcile departmental financial reports) Travel Training 101 (An understanding on foreign and domestic travel arrangements and how to process paperwork) Your input is important so please provide some helpful feedback. Anything that you have found helpful in working with PeopleSoft Financials 8.9 let us know so we can share the tip with others. Page 1

2 Happy Holidays PeopleSoft Financials 8.9 Sharing Light Tips For Requisition Priority / Rush Orders When you create a requisition that needs special attention please follow these steps to ensure your requisition is processed without delay. Marking your requisition with a high priority does not move your requisition any faster through the workflow approval system. (See example below) If you need an order rushed please send your buyer an requesting that your requisition is a high priority. Page 2

3 PeopleSoft Financials 8.9 Commitment Control Module Commitment Control Module The main purpose of using commitment control is to enforce budgetary control over expense accounts and a tracking source over revenue accounts. Ideally the commitment control module is used to process the following functions: Inquire on Budget journals (Commitment Control>Budget Journals>Enter Budget Journals) Inquire on Available Budget, Expenses, Encumbrances, and Pre-encumbrances (Commitment Control>Review Budget Activities) Run Budget Reports (Commitment Control>Budget Reports) Review budget checking errors (Commitment Control>Review Budget Check Exceptions) Page 3

4 PeopleSoft Financials 8.9 ~ Need More Journal Details? ~ Journal Entry Reports & Queries The General Ledger menu allows the ability to inquire and report on journal entries and ledger. Journal Entry Detail Report You can run a report that will list detail information on your journal entries. The navigation is: General Ledger > General Reports > Journal Entry Detail Create a new Run Control to include: Business Unit = Ledger Group = ACTUALS Ledger = ACTUALS Source: (only enter if you know it) Journal ID: Enter the ID listed on your query or Budget Trans Detail report From and To Dates: list the range of dates for the transaction Click Refresh, and choose the CFC values you want displayed on the report, and if you need a description. Save the Run Control by clicking the Save button. Click on Run to run the report and choose the PSUNX server. Get your output just like other SQR reports. How to Find Banner Journal Detail -If you have Banner Journals (they start with a Journal ID of B) listed on your Budget Transaction Detail Report and you need a description of the transaction, you can run this query: MCG_GL_BNR_LUMPED_DEP_DETAIL This query will prompt you to enter a ZURGFTT_ACCOUNT and the From and To Activity Dates. For example: If you have a Budget Transaction Detail Report that showed a Banner Journal with the date of 04/10/2009 and on the CFC the Fund_code is and the DeptID is Then you would enter in these constants in the prompts: ZURGFTT_ACCOUNT: 10600% % From Activity Date: 04/09/2009 To Activity Date: 04/11/2009 This will return the detail of the Banner journal along with a description under the GFTT_TRANS_DESC field. Page 4

5 Requisition Processing Tips Common Mistakes Buyers Commodities To prevent a delay when you are entering requisitions please don t forget to select the correct the Buyer from the Campus Commodities / Buyers Listing. Please go to the Forms Repository and Search on MCG Buyers to find the Commodity Listing. Find this form and use it to find what buyer is associated with the items you order. How to Setup Internet Explorer for Query Download 1. In Internet Explorer, go to Tools > Internet Options. 2. Under the Custom Level Security Settings make the following changes or verify these settings: o Automatic prompting for ActiveX controls: Enable o Binary and script behaviors: Enable o Download signed ActiveX controls: Enable o Run ActiveX controls and plug-ins: Enable o Script ActiveX controls marked safe for scripting: Enable 3. Under the Header Downloads section, make the following changes or verify the settings: o Set all options to: Enable 4. Under the Submit non-encrypted form data: Set all to Enable. 5. Under the User data persistence: Set it to Enable. 6. Under Web sites in less privileged web content zone can navigate into this zone: Set it to Enable. 7. Under the Scripting Header: Set all options to Enable. Please Note: To test if your problem is with Internet Explorer settings, you can try logging into PeopleSoft Financials using Mozilla Firefox. If your query results download from Firefox, then you know the problem that you have is with Internet Explorer settings. Page 5

6 PeopleSoft Financial 8.9 Fundamental Tips Budget Period- A university fiscal period from July 1 of a current year thru June 30 of the following year Accounting Period - The number of months that span a university's fiscal period. For example, July (1 month), August (2 month) and June (12 months) Pre-Encumbered - The amount of money that is recorded because you have created a requisition to purchase an item. Encumbrance - The amount of money that records an amount that you authorize to spend when a purchase order is created (actual expense). Accounting Date- The date that indicates when a transaction is recognized in the system as opposed to the date the transaction occurred. The accounting date determines the period in the general ledger. Budget Check - The process that ensures that your commitments and expenses do not exceed total budgets. Overview of COA Structure An information structure for all financial systems called a chart field complied of seven unique fields with a purpose. The chartfield framework defines the type and purpose of a transaction that helps track financial transactions against the correct budget. The combination of chartfields brings meaning to the transactions and allows for financial reporting. ACCOUNT DEPTID PROGRAM CODE BUDGET REF FUND_CODE CLASS_FLD PROJECT ID Page 6

7 PeopleSoft Financials 8.9 Reporting Tips If you would like to setup your reports to be scheduled to run monthly, you can do the following: 1) Go to your report and create a new Run Control that will only be used for your scheduled job. After you have setup the criteria to run the report and saved your Run Control, then click on the Run button to go to the Process Scheduler page. 2) Choose the Server Name for the report type that you are running. (Crystal uses PSNT; SQR Report and anything else uses PSUNX.) 3) Choose the first run date and enter in the Run Date field. If you are setting up this report for the second day of every month, then type in the next month s date (i.e., 01/02/2010). 4) Under the Recurrence drop down box, choose how often that you want to run the report. (i.e., BOR_MONTHLY will run the report once a month.) Notice that the Run Time will be populated with a time after 5PM, so the report will be run after working hours. 5) Make sure to select the report to be run by clicking the checkbox in front of the report description. It should be defaulted as checked; however, some reports have a detail and summary report that can be run. Make sure to only choose one report. 6) Verify that the Type and Format drop down boxes list the output that you would like to receive. 7) Click on the distribution link. Here you can setup to have the report or notification sent to your , and you can add other users as well. You can choose to have the log or the web report ed to you by checking the checkboxes. Then you can choose to write a message for the . Click OK when complete. 8) At the Process Scheduler Request, click OK to save this scheduled report and schedule it for processing. 9) If you go into Process Monitor, you will notice that your report is scheduled for the first date of processing that you entered. You will notice that all scheduled jobs have the green recurring circle arrow in front of the User to signify that it is a recurring job. 10) Once your job is run, it will automatically schedule a new job to run at that next appointed recurring time. Page 7

8 Tips & Tricks You can setup your Home Page in PeopleSoft Financials to include your most recently run reports in Process Monitor listed with the report hyperlink. This is a time saving step as you do not have to go into Process Monitor to pull up your report. To set this up, do the following: 1) Click on the Personalize Content link main menu on the left. 2) The Personalize Content page displays. above the 3) Select the items that you want to appear on your Home page. 4) Click on the box in front of My Reports to your reports to the Home page. 5) Click on the Save button to save your changes. add 6) Click o n the Person alize Layout link. The Personalize Layout page will now display. 7) Choose 2 or three columns and follow the directions to move your My Reports option to the column of your preference. 8) Click on Save to save your changes. 9) You will now be able to see your Reports on the Home page. The Lighter Side What do you call a person who is afraid of Santa Claus? Claustrophobic! Why did the elephant sit on the marshmallow? To keep from falling into the hot chocolate! Season s Greetings! Think Snow!! Security Administration & Workflow Management Contacts Workflow Administrator: Financial Information Sys & Rpt Mgr: Tina Fletcher Janice Chancey Controller s Division Controller s Division Annex I B223 Annex I B th Street th Street Augusta, GA Augusta, GA Phone: Phone: FAX: FAX: tfletcher@mcg.edu jchancey@mcg.edu Page 8