PeopleSoft (PS) Budget Administration Training

1. PeopleSoft (PS)Budget Administration Training

2. Brought to you by: Accounting & Budget Services • Contact us at: ABS@pugetsound.edu • Visit us on the web at: http://www.pugetsound.edu/about/offices--services/accounting--budget-services/ • See our organizational chart at: http://www.pugetsound.edu/files/resources/4182_Org_Chart_ABS.pdf • Introductions (Facilitators for this Session)

3. Agenda • PeopleSoft Navigation & Terminology • Logging into PeopleSoft • Searching for an existing value • Coding transactions vocabulary • Finding account values through the crosswalk tool • Coding Non-Purchase Order (non-PO) Requests for Payment • Required and optional accounting information to supply • Non-PO forms and payment procedures • PeopleSoft Budget Inquiry • Learning the types of budgets; key terminology/concepts • Creating and interpreting “saved searches” for the type of budget you manage • Using the advanced “saved search” criteria, matrix, and tips • Budget Inquiry – Beyond the Basics • Personalizing the budget inquiry results table • Exporting the budget inquiry results table to Excel • Viewing the budget inquiry graphical representation • Drilling down to supporting activities • Where to Get Additional Help

4. Supported PS Browsers • Desktop Computers • Firefox 2.x, 3.x, 4+ • Internet Explorer 7, 8, 9 • Safari 3.2, 4.x, 5.x • Chrome 1+ • Mobile • BlackBerry Browser 4 • WebKit-based mobile browsers (iPhone Safari, Android Chrome, Nokia S60) • Access NetFront 3 • OpenWave (UP Browser) 7 • Opera Mini 8 • Pocket Internet Explorer for Windows Mobile 5, 6 • Safari (iOS) 4.3, 5+ • Other Basic XHTML mobile browsers

5. Let’s Begin Navigation to the University of Puget Sound PeopleSoft Financials

6. Navigate to Cascade • https://cascade.pugetsound.edu/cascade/cascade.menu • Click on PeopleSoft Financials from menu items

7. Enter Your Password

8. Basic PS 9.1 Navigation

9. Menu • Access any page within PeopleSoft by starting at the Home Page • Select a menu item to see the sub-menus

10. Crosswalk Tool

11. Using My Favorite • Navigation: • Main Menu > Puget Sound Financials > How do I code my expenses now • Add to My Favorite

12. Searching for Existing Values Search Dialog – search for a particular row or group of rows • Being more specific with your search criteria will help narrow the Search Results • PeopleSoft will return a maximum preset number of rows

13. Operators and Case Sensitivity

14. Wildcards

15. Search Results

16. Searching With Lookup or Drop Down Button

17. Coding Transactions

18. Restructured Chart of Accounts • Changing from Banner to PeopleSoft

19. PeopleSoft fund = primary source of funding • 10 - Educational & General Operating • 13 - Auxiliary Enterprises • 15 - Faculty Enrichment & Student Research-Unrestricted • 17 - Designated Projects • 18 - Designated Operations and Reserves • 19 - ASUPS • 24 - Faculty Enrichment & Student Research-Restricted • 25 - Gifts – Restricted Current • 26 - Endowment Payout – Restricted • 27 - Grants – Restricted Private and Government • 91 - Reserves-Minor/Revolving Facilities Projects • 92 - Reserves-Facilities/Equipment • 93 - Gifts-Restricted Facilities • 94 - Reserves-Major Facilities Projects • In addition to account, all transactions require a fund & department code

20. How to code non-purchase order (non-PO) requests for payment from PeopleSoft

21. High level overview of payment cycle

22. Required & Optional accounting information For Non-PO Payments • PS SpeedChart • PS Account • PS Chartfield1, if applicable

23. Reviewing Banner to PeopleSoft Crosswalk on what you will need

24. About Chartfield1 • Chartfield1 codes are Banner Activity codes • Key changes to Chartfield1 codes • If the first four digits of your Banner Activity code were the same as your Banner Index/Org code, the first four digits of your PS Chartfield1 code will be the same as your PS Department. • Facilities planned major maintenance (PMM) projects that were tracked with Activity codes in Banner are now tracked with Project codes in PS. • For other Activity codes used during the past two years, the PS Chartfield1 code we created is the same value.

25. How Chartfield1 codes can be used • A “Chartfield1” code can be added to track budget and actual at a program, event, or activity level. • For Example •  Theatre department can have different Chartfield1 codes so track revenues and costs by each production. • Optimize Puget Sound project can track the cost of implementing individual PeopleSoft modules (e.g. Campus, HR/Payroll, Financials, Analytics). • Alumni Programs can use unique Chartfield1 code to track the revenues and expenses associated with each event.

26. Reviewing PeopleSoft accounting values lookup SpeedChart

27. Reviewing PeopleSoft accounting values lookup • Your Banner Index is always 6 digits or characters. You can use the “contains” search operator if you don’t know the full 6 digits. • If you don’t know your Banner Index, you can look it up by name using: • Cascade Budget Administration>View by Index>Select an Index; or • Cascade Banner Tools>FOAPAL Search>Index Search.

28. Reviewing PeopleSoft accounting values lookup Account

29. Reviewing PeopleSoft accounting values lookup Chartfield1

30. Non-PO Forms to submit for payment

31. Disbursement Stamp Instructions Stamp and fill in accounting information

32. Disbursement Stamp Instructions Stamp and fill in accounting information • Do not use disbursement or date stamps on the vendor remittance copies and/or coupons. They need to be returned to the vendor with payment to ensure correct payment processing by the vendor

33. Disbursement Stamp Instructions

34. Disbursement Request Form Instructions • Download Disbursement Request Form • Time saving tip: the form opens in Excel. You can save the forms on your local or share drive, by using the “File>Save As” command. This will allow you to fill in and save information that will be the same each time you complete the form.

35. Disbursement Request Form Instructions

36. Disbursement Request Form Instructions • Attach original receipts or other supporting documentation as applicable. • If helpful to you in organizing your receipts, complete and attach the optional Travel Expense Form (Summary). • Obtain approval by the budget manager or someone with disbursement authority.

37. Advance Processing Form Instructions

38. Where to send in your completed forms • Send approved form with required accounting information to: • Or deliver to Jones Hall Room 018. Accounts Payable (Jones 018) • Monday – Friday, 8 am – 5 pm, except university holidays

39. PeopleSoft Budget Inquiry

40. Finding Your Index in Cascade • Navigate to the Budget Administration hyperlink in the Cascade menu. • Select View by Index link. • You will see a drop down box with all your index codes and descriptions (as pictured).

41. Types of Budgets at Puget Sound • Operating (Department) Budgets • ASUPS Budget • Carryover funds • Grants and Projects • Facilities and Technology Projects

42. PeopleSoft Budget Inquiry Key Terminology/Concepts • Budgets are referred to as “Commitment Control” in PeopleSoft. • Commitment Control tracks or controls expenditures actively against predefined, authorized budgets.

43. Procurement & Commitment Control Cycle

44. Four Budget Ledgers in PeopleSoft

45. Get Started with Budget Inquiry • The ‘Saved Searches’ feature of PeopleSoft Budget Inquiry enables you to save budget search criteria that is specific to the type(s) of budget(s) you manage or need to view. • Create a search to view department operating budgets that contain both revenue and expense

46. Step 1 • Decide which of the four budget ledgers that you would need to assess your committed amount(s). • Since you manage a budget with both Revenue and Expense, in this case you would need the following Budget Ledger Groups: • EXPDETAILS Detail Expenditure Budgets • REVDETAILS Detail Revenue Budgets

47. Step 1 (Continue) • Accounting & Budget Services created a combination ‘Ledger Inquiry Sets’ to link the Expenditure and Revenue Detailed Budget Ledgers:

48. Step 2 • Identify your valid PeopleSoft ChartField values to use for your inquiry • For revenue and expenditure detailed budget inquiry, you will need the following: See Page 17

49. Step 3 • Navigate to PeopleSoft Budget Inquiry (to create a saved search)

50. Refer to Page 28– 33 for the remainder of Walk Through