PSoft 8.9 Financial Reports & Inquiries Guide

1. PSoft 7.5 vsPSoft 8.9 Reports and Inquiries

2. Agenda • Types of Budgets • Advantages of PSoft 8.9 • Budget Overview (Approp, Rev, Proj/Grt Status Reports) • Budget Transaction Detail Report • Comprehensive Financial Report • Open Encumbrance Report

3. Budgets

4. Appropriation Status Report Info (Budget Overview) • Lists the status of Appropriation budgets • May view total budgeted amounts (spending authority amount), pre-encumbered, encumbered, and expended amounts, and the remaining spending amounts • Lists budget amounts by Fund, Department, Program, Class, Appropriation Account, and Budget Period • Provided Totals by fund and budget period, and grand total by business unit

5. Revenue Estimate Status Report Info (Budget Overview) • Lists the status of revenue estimate budgets • View the total estimated revenue amounts, revenue recognized amounts, unrecognized amounts, and cash collected amounts • Listed by Fund, Department, Class, Program (00000), Account, and Budget Period • Subtotals by account, and total by fund and business unit

6. Project/Grant Budget Status Report Info (Budget Overview) • Lists the status of project/grant budgets • Similar to the Appropriation Status Report • View by Fund, Department, Program, Class, Account, and Budget Period • Lists the total budget line amount, pre-encumbered amount, encumbered amount, expended amount, and remaining amount • Total by grant and business unit

7. Advantages of PSoft 8.9 • Save paper • Copy to excel • Email PDF files • Save time • Drill down to detail • Reduce the use of several different queries

8. Appropriation Status Report PSoft 7.5 Navigation Go – Process Financial Information – Analyze Controlled Budgets – Reports – Appropriation Status PSoft 8.9 Navigation Commitment Control – Review Budget Activities – Budget Overview

9. Budget Overview • Use for all 7.5 Budget Status Reports Organization Budget Status Report, Revenue Estimate Status Report, & Project/Grant Budget Status Report • Choose different Ledger Groups and Accounts. • Appropriation Budget Ledger (APPROP) • Project/Grant Budget Ledger (PROJ_GRT) • Revenue Estimate Budget Ledger (REVEST)

10. Budget Overview Cont’d

11. Budget Overview-Drill Down Down to Excel!! Can drill down to the Budget Journal, Voucher, Journal, PO or Req

12. Budget Overview-Drill Down

13. Budget Overview-Drill Down

14. Budget Overview-Drill Down

15. Budget Overview-Drill Down-Send to Excel

16. Important Note • The Budget Transaction Detail Report and Comprehensive Financial Report run using the date the transaction were budget checked. • During conversion ALL transactions will be re-budget checked. This will cause the date on these reports to be between 11/01/2008 and 11/06/2008, which is during the upgrade conversion process.  If prior period information with the original budget-checked date is needed, please print these reports from V7.5.

17. Budget Transaction Details Report Go – Process Financial Information – Analyze Controlled Budgets – Reports – Budget Transaction Detail Commitment Control – Budget Reports - Budget Transaction Detail Report

18. Types of Reports • SQR Reports • Such as the Budget Transaction Detail Report and Comprehensive Financial Report. • Will need to be run on the PSUNX Server. • Viewed by going to the Report Manager. • Crystal Reports • Such as the Open Encumbrance Report. • Will need to be run on the PSNT Server. • Also viewed by going to the Report Manager.

19. Comprehensive Financial Report • Provides the user with static financial data for a specified accounting period and year • Provides summary and detail data of AR activity, Revenue activity, Direct and Indirect Expenses • Department level security enables the user to only run the report for their designated departments • Report provides data for all chartfield combinations for the selected department and is grouped by CFCs

20. Comprehensive Financial Report Go – MCG INTERFACE & REPORTS – REPORTS –COMP FINANCIAL REPORT MCG components-mcg interfaces reports-report-comp financial rpt

21. Comprehensive Financial Report • Heading – Contains the current Chartfield Combination, Budget Period, Fiscal Year, and Accounting Period (with month; ex. 01 = July) • Summary • Revenue – Provides budget and revenue totals for Operating and NonOperating Revenues for fund 120XX,140XX,160XX, and 10XXX with class of 41XXX only • A/R – Provides totals for cash receipts (beginning balance, activity, and ending balance) for fund 20000 and 21021 only • Expenses • Direct – Personal Services, Travel, Operating Supplies, and Capital Expenses totals for budget, encumbrances, and expenses • Indirect – Totals for indirect budgets, encumbrances, and expenses

22. Comprehensive Financial Report • Encumbrance and Pre-encumbrance detail transactions will include an ‘E’ or ‘P’ respectively after the amount to distinguish them • The A/R Section reflects all A/R transactions for the Grant – not just the requested departments transactions. • The A/R Balances/Amounts only reflect the MCG portion of the receivable

23. Open Encumbrance • For the go-live conversion process, all open encumbrances (POs) will be closed and re-entered manually by Materials Management (Purchasing). The Go-live date for the system will be November 10th; however, the estimated date of completion for the re-entry of all open encumbrances (POs) will be November 16th. Materials Management will contact the campus users once this re-entry process is completed.  • During this time between November 10th and the completion of the re-entry of all the POs, the reports that you print out in V8.9 will NOT reflect the true available budget that you have remaining nor show all of your encumbered POs. It is recommended that departments print reports from V7.5 as of the end of October to keep track of their budgets during this transitional period. • Once all of the encumbrances (POs) are re-entered, then the V8.9 reports will reflect your true remaining budget and encumbrances.

24. Open Encumbrance Report • Lists all Purchase Orders with their remaining balances • Includes purchase order, vendor name, account, budget period, remaining lines on PO and amount

25. Open Encumbrance GO – MCG INTERFACE & REPORTS – REPORTS –OPEN ENCUMBRANCE MCG components-mcg interfaces reports-report- OPEN ENCUMBRANCE

26. PSoft Financials V8.9 Business Processes • Can be found http://www.mcg.edu/peoplesoft/ peoplesoft_v89.htm • Under Commitment Control-Inquiries • KK_060_001 - Running Appropriation Budget Inquiries • KK_060_003 - Running Revenue Estimate Budget Inquiries • KK_060_004 - Running Grant Budget Inquiries • Under Commitment Control-Reports • KK_070_019 - Running Budget Transaction Detail Reports

27. Recommended Web Sites • http://calendar.mcg.edu/ • Able to view all of the various calendars • http://www.mcg.edu/comptroller/index.htm • Able to access all forms/regulations/contacts relevant to Accounts Payable, Payroll, Travel, and Financial Accounting • http://www.mcg.edu/spa/ • Sponsored Program Administration website • http://www.usg.edu/fiscal_affairs/bpm_acct/ • Board of Regents Business Procedures Manual

28. Conclusion • This concludes the PeopleSoft Financial Reports and Inquiry Training. If you have any questions or comments you may contact Laura Craft at 1-6235, lcraft@mcg.edu • You may also find additional information, on the PeopleSoft website: http://www.mcg.edu/peoplesoft/default.htm • Thank you