PeopleSoft (PS) Budget Admin II Training

1. PeopleSoft (PS)Budget Admin II Training

2. Objectives • How to code non-purchase order (non-PO) requests for payment from PeopleSoft: • Required and Optional accounting information to supply • Non-PO Forms to submit • Revisiting non-PO request for payment procedures • Advanced budget inquiries: • 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 • Advanced Saved Search Structures: • Reviewing the 9 Recommended Saved Search Criteria • Alternatives to one-to-one mapping of Budget Admin to Save Search • Variable searches

3. Facilitator: Peter Ho, CPA, CCM Senior PeopleSoft Consultant, Moore Integrated Solutions (MIS) Assisted by a member of Accounting and Budget Services: Dana Kapla Financial and Budget Analyst Stefanie Lund Senior Financial Accounting Analyst Janet Hallman '84, CPA Associate Vice President & Controller Accounting & Budget Services Jody Putman Director of Financial Reporting and Tax Angela Markos Director of Financial Systems & Disbursements

4. Electronic version of handouts: http://www.pugetsound.edu/about/offices--services/technology-services/optimize/optimize-puget-sound-training/training-handouts/

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

6. High level overview of payment cycle

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

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

9. 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.

10. 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.

11. Reviewing PeopleSoft accounting values lookup SpeedChart

12. 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.

13. Reviewing PeopleSoft accounting values lookup Account

14. Reviewing PeopleSoft accounting values lookup Chartfield1

15. Non-PO Forms to submit for payment

16. Disbursement Stamp Instructions Stamp and fill in accounting information

17. 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

18. Disbursement Stamp Instructions

19. 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.

20. Disbursement Request Form Instructions

21. 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.

22. Advance Processing Form Instructions

23. 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

24. Where to find additional help

25. Advanced budget inquiries:

26. Personalizing the Budget Inquiry Results Table • From most result grids, including the Budget Overview Results grid, you can use the Personalize link to: • Change the order of the columns • The sort order • Which columns are hidden • Which columns are frozen Any personalization that you make to a grid remains in place until you change them.

27. Recommend sort order • Ledger Group (desc) • - descending so revenue appears on the top • Then ascending by • Fund • Dept • Project • Chartfield1 • Account (So transactions will be grouped in that order vs. the default order of by Account)

28. Recommend column to hide • Ledger Group • Percent Available • In doing so, most of the other columns will fit on the page without needing to scroll to the right • When revenue budgets are included, recommend hiding: • Uncollected Revenue (Rec-Coll) • 0.000

29. Additional recommendations • Do not use the following features at this time: • Copy Settings • Share Settings • Delete Settings

30. Exporting the Budget Inquiry Results Table to Excel • Select the Download link on the grid

31. Exporting the Budget Inquiry Results Table to Excel • When browser display the popup dialog box to ask you what to do, select Open with MS Excel, and click OK

32. Exporting the Budget Inquiry Results Table to Excel • If MS Excel displays this warning message about file extension, allow it to open by clicking on the Yes button

33. Viewing the Budget Inquiry Graphical representation • Select the Show Budget Details icon on the budget line of interest

34. Viewing the Budget Inquiry Graphical representation • Click on the Display Chart button

35. 2 Types of Graph: Bar vs. Pie

36. Drilling down to supporting activities • You can drill down to see the supporting activity log for: • Budget • Expense • Encumbrance • Pre-Encumbrance

37. Advanced Saved Search Structures:

38. Advanced Saved Search Structures • 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

39. Reviewing the 9 Recommended Saved Search Criteria

40. Alternatives to one-to-one mapping of Budget Admin to Save Search Variable searches You can map and save each Banner Budget Admin to PeopleSoft Save Search, or consider a more general Save Search with variable search by providing your Chartfield values at the time of the search.

41. Alternatives to one-to-one mapping of Budget Admin to Save Search Chartfield range searches Consider Chartfield range of values at the time of the search, such as a range of Departments or Project Codes.

42. Alternatives to one-to-one mapping of Budget Admin to Save Search Chartfield wildcard searches

43. Alternatives to one-to-one mapping of Budget Admin to Save Search Unique Chartfield Value Set searches • When you have cases where your Chartfield values are: • Not in sequential range • Not in any logical sequence • Or you want to include/exclude series of Chartfield values, consider ‘Chartfield Value Set’

44. Alternatives to one-to-one mapping of Budget Admin to Save Search Unique Chartfield Value Set searches • In the example of BUDGET_OPER&CAPITAL Chartfield Value Set, it filters out compensation accounts from the inquiry results • If you need to establish a ChartField Value Set, please contact Financial & Budget Analyst Dana Kapla in Accounting & Budget Services (dkapla@pugetsound.edu or x2736)

45. Where to find additional help