PeopleSoft Financials A Whole New World

1. PeopleSoft FinancialsA Whole New World PS Budgets Overview and NVision Reporting For Grant Users

2. Presenter Donna Amoriello, PeopleSoft Specialist X-5562 • damoriello@towson.edu

3. Presenter Eric Martinez, Project Specialist X-5114 • jmartinez@towson.edu

4. PeopleSoft Chart of Accounts Chartfield Roll-up structure Example Fund ID 5000 - Non-DECO Grants Department ID 51612 – Biology Dept Research Grants GrantID 5040046 -Std Reloc Box Turtle To search for a Grant ID or Department ID (Speedtype) go to website: http://inside.towson.edu/webdevelopment/financialserv/chartofaccounts.vFS2/coamain.cfm

5. PeopleSoft Chart of Accounts • Fund • 4 digit code used to roll-up grant revenues and expenses for balance sheet/cash and fund balance reporting purposes • 5000 – Non DECO Grants • 5500 – Deco Grants • Department • 5 digit code used to represent department that the Grant’s revenues, expenses and PO’s/Req’s are rolled up to. • Grant Funded  Starts with 5 or 6

6. PeopleSoft Chart of Accounts • Grant/Project ID • 7-digit code used to track funds for a specific Grant or Project Activities. • Tracks budget, expense, revenue, and encumbrances(PO’s or Requisitions) since the grant/project’s inception. • Types • Fed/State/Local/Private Grants/Contracts  Start with 5 • Digits 2 and 3 Division/College ID • Plant Funded Projects  Start with an 8

7. PeopleSoft Chart of Accounts • Account • The level where the budget activity occurs • 6 digit code used to define a revenue or expense • Revenue accounts Start with 4 • Payroll Expense accounts  Start with 5 and include a state object code • 501xxx – regular payroll • 502xxx – contractual/contingent payroll • Non- Payroll Expense Accounts  Start with 6 and include a state object code • 603xxx – Communications • 604xxx – Travel • 606xxx – Fuel/Utilities • 607xxx – Motor Vehicles/Maintenance • 608xxx – Contractual Services • 609xxx – Supplies and Materials • 610xxx – Equipment Replacement • 611xxx – New Equipment • 612xxx – Grants, Subsidies and Contributions • 613xxx – Fixed Charges • 614xxx – Land and Structures

8. PS ACCOUNTS (6 digits) • PARENT ACCOUNTS Pool/Summary • Roll-up level/summary for a particular category of expenses or revenues • Calculated field - Budgets or Actual expenses or revenues should never be posted directly to it • Example: 603000-Obj 03 Communications • BUDGET CHECKING would be done at this level • CHILD ACCOUNTS Details • Each parent has a list of child accounts which are used to post the budgets and expenses/Revenues • Example 603003-Postage Regular Bulk • BUDGET ENTRY and Expense/Revenue entry is done at this level. • Each entry is rolled-up to a parent account

9. Parent/Child Budgeting Where do I budget? Child Level Where will Budget Checking occur? Parent Level • OBJ 03 COMMUNICATIONSBudgetExpenses • 603003 Postage Regular Bulk $15,000.00 $17,336.00 • 603009 Express Mail UPS $1,000.00 $500.00 • 603103 Line Charges $9,000.00 $5,224.00 Child/ Account Detail $25,000.00 $23,060.00 $1,940.00

10. PS Accounts-Parent Budget Object 1 Salaries and Wages (501xxx) Regular Salary (P) Regular Fringe Benefit (P) Overtime (P) Differential Pay (P) Tuition Waivers Regular (P) Object 2 Contractual Employees (502xxx) Contractual Payment (P) Contractual Fringe (P) Tuition Waivers Contractual (P) PT Faculty and Lecturers (P) Research Grant Stipends (P) Regular Student Help (P) Graduate Assistants (P) Object 3 Communications (603xxx) Communications (P) Objects 4 14 =Travel, Services, Supplies, Equip etc (604xxx and higher). OPERTN (P) http://www.towson.edu/adminfinance/fiscalplanning/budgetoffice/documents/Budgeting_ParentandChildAccounts.pdf

11. What types of transactions could hit my budget • Journal Sources (commonly used) • ZAP Accounts Payable (invoices/travel) • PCD Procurement Card purchases • ZPA Payroll (Regular and Contingent) • ALO Grant Indirect Cost allocations/Self support allocations • PCT TU Printing Center jobs • CPP TU Copies Plus printing jobs • CPY TU monthly copier charges • GSR College of Graduate Studies and Research (CGSR) • ECJ ECS facility rentals etc • AXB Auxiliary Services billing (Parking, Events) • FMT TU Motor Pool/Transportation billing • POJ Postage Monthly billing, Bulk Mailing, Fed-Ex • YCD Bursar’s Office Deposits • TEL Phone Service billing (lines, usage, cell, service) • USC University Store purchases billing • OTS Office of Technology Services billing • POL Fingerprinting/background checks • ZCT Wires/ACH deposits • ZIN  Wires from State (R*Stars invoice payments) • ONL  Financial Services misc adjustments and corrections

12. What is Budgets Overview Provides quick budget summary for a department or grant ID View Expense and Revenues budgets: Separately Ledger group/set = LEDGER GROUP Combined Ledger group/set = LEDGER INQUIRY SET View budget at parent or child level Select a Ledger group Can download results to Excel

13. Budgets Overview Description that shows on Run Control Search Page • Ledger group/Set and Ledger Inquiry set work hand in hand. • Using SET will show BOTH Rev & Expense. • Using Group you then select either Revenues or Expenses at either the parent or child level. Grant ID you want to select.

14. BUDGETS OVERVIEW ANY QUESTIONS?

15. PeopleSoft NVision Grant Reporting Tool

16. Nvision Features • Report books in PS used to run your own reports • Output options: • WEB Report sent right to the window and copy also saved in Report Manager page. • Email Report is immediately sent in email to individuals specified. Should specify yourself as well otherwise or you will not get a copy. Note: Report is NOT saved to Report Manager. • Report formats: • EXCEL • P reportsMUST be run as Excel or reports won’t open! • Excel Filter feature turned on for all transaction lists. • Subtotal feature of excel easy to use with transaction lists • HTML • F reports only • Drill down capability • As of Date-Applied to Budget Balance report only! • All of the other report tabs will be through date report run. • Can save report to your PC/Network drive

17. NVISION Reports Available P report (i.e. P5040046) Grant’s Budget Balance Report Balances and transactions since grant was open. 7 reports in 1 excel spreadsheet Budget balance summary Revenues and expense transaction detail Budget transactions Payroll Details(by Employee) Student Financials Details Purchase Order (PO) Balances Requisition (REQ) Balances

18. Example P Report = 7 WORKSHEETS IN 1 REPORT!

19. P REPORT Revenue and Expense Transaction List Filter Feature-click drop down arrow to select/filter Click Rev & Exp Trans Tab to display

20. NVISION Reports Available F report (i.e. F5040046) Fund report Trial Balance Report can be used to view Accounts Receivable(AR) billings

21. Example F Report

22. Nvision output options/format If chose TYPE=EMAIL must Click on Distribution to enter email info

23. Email Distribution link info The User ID listed in Distribute to will automatically get an email. Use + or – to add or delete users. Can also add others via typing email address under emailaddress list. You would need to use this if user does not have access to PS Financials.

24. Identification Keys Report ID- Found in Report Book P + 7-digit grant # Ex: P5040046 F5040192 Report Name- Found in the Report Manager or that is emailed as attachment. P5040046 Std Reloc Box Turtle PL Rpt - 2010-05-27 F5040192 Building Security In Trial Bal - 2010-06-16

25. NVision reporting ANY QUESTIONS? Let’s try running some reports!

26. PeopleSoft Chartfields • Will be able to search for the various chartfields in PS: • Grant/Project ID’s • Department ID’s • PS Accounts

27. Grant/Project ID Search

28. Grant Bolt-on Page

29. Chartfield Attributes Department ID Search SetID must be SHARE

30. Department Page Click on Attribute link To find out budget contact Divisional info, program/fund.

31. PS ACCOUNT list

32. PS Financials Support • Budget Transfers/Overview Questions • cgsrgrants@towson.edu • psteam@towson.edu • PS Financials transactions/Nvision • cgsrgrants@towson.edu • psteam@towson.edu • Financial Services Help-line • Still the same X45599 • Call with AP, WF, Payroll, PS Financial journal entry, Online Requisition related questions

33. CGSR Finance Website

34. Financial Services Website • Links to all of our services • Accounts Payable • Payroll • Business Travel/Working Fund • Chart of Account info • List of PS Accounts • Search/List Dept/Grant ID’s by number or division • PeopleSoft Financials System info • Resource documents • Latest email update news • Link to PS Financials Website • Email: psteam@towson.edu

35. PeopleSoft Financials Printable training materials and reference guides Latest email update news Note: In process of redesign. • http://www.towson.edu/adminfinance/fiscalplanning/financialservices/FinancialSystems-Welcome.asp

36. PeopleSoft Security Form • Fill out form • Obtain Supervisor Approval • Return to Ella Watts, Financial Services Will be notified when security is set up.

37. Wrap-up Any other questions? Thanks for coming!