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The Tables You Need to Know in PeopleSoft Financials

The Tables You Need to Know in PeopleSoft Financials. Session #23679 March 12, 2007 Alliance 2007 Conference Orlando, Florida. Presenters. Gilbert Morales – General Ledger Business Analyst, Florida International University

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The Tables You Need to Know in PeopleSoft Financials

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  1. The Tables You Need to Know in PeopleSoft Financials Session #23679 March 12, 2007 Alliance 2007 Conference Orlando, Florida

  2. Presenters • Gilbert Morales – General Ledger Business Analyst, Florida International University • Marc Bello – Senior Budget Coordinator, Florida International University • Hector Pagan – Financials System Analyst, • Florida International University • Fay Greenholtz – Principal Consultant ,CedarCrestone Inc. 2

  3. Florida International University September 1972, 5,667 students entered the new state university. 3

  4. Florida International University • In 2000, the Carnegie Foundation reclassified the University as a Carnegie Doctoral/Research Universities-Extensive – the highest ranking for research universities. 4

  5. Florida International University • Today Florida International University (FIU) has more than 38,000 students, almost 1,000 full-time faculty and more than 117,500 alumni, making it the largest university in South Florida. 5

  6. Florida International University • The University graduated its first law school class In 2005. • In the fall of 2009, The University plans to welcome its first medical school class. 6

  7. Florida International University We have also expanded with satellite schoolsand educating throughout the world! 7

  8. FIU and Oracle/PeopleSoft • In an effort to streamline state operations, The State of Florida mandated that all the State Universities move away from the state system and become Body Corporate. • To this goal the State Universities choose to go with PeopleSoft in 2003. • FIU is working with PeopleSoft 8.4. 8

  9. Got Query Manager? Now What???? 9

  10. Agenda/Contents • Overview of PeopleSoft Structure • Introducing the Key Tables • Procurement Process (Purchasing, Accounts Payable, Travel) • General Ledger, Asset Management and Commitment Control • Finding the Tables on your Own 10

  11. Overview of PeopleSoft Structure THE BIG PICTURE THE BIG PEOPLESOFT PICTURE 11

  12. Agenda/Contents • Overview of PeopleSoft Structure • Introducing the Key Tables • Procurement Process (Purchasing, Accounts Payable, Travel) • General Ledger, Asset Management and Commitment Control • Finding the Tables on your Own 12

  13. A Look at the Procurement Process 13

  14. Requisitions REQ_HDR PeopleSoft Table Description: There is 1 header row for each requisition and the fields in this table apply to all lines in the requisition Key Fields: Requisition ID, Requester, Requisition Status, Budget Status, Approval Status, Entered By User ID, Requisition Dates (Entered Date, Approval Date, Accounting Date) 14

  15. Requisitions (cont’d.) REQ_LINE PeopleSoft Table Description: There is 1 row for each line in the requisition. Key Fields: Requisition ID, Requisition Date, Vendor, Line Description, Line Quantity, Line Amount, Buyer, Category, Line Status 15

  16. Requisitions (cont’d.) REQ_LINE_DISTRIB PeopleSoft Table Description: There is 1 row for each accounting distribution in the requisition. Key Fields: Requisition ID, Req Line #, Department ID and Account (and Other Chartfields), Asset Profile, Distribution Amounts, Budget Dates, Close Flag 16

  17. Requisitions (cont’d.) Key Requisition Tables 17

  18. A Look at the Procurement Process 18

  19. Purchase Orders Key Purchase Order Tables REQ_HDR 19

  20. A Look at the Procurement Process 20

  21. Vouchers Key Voucher Tables REQ_HDR 21

  22. A Look at the Procurement Process 22

  23. Receiving Tables Key Receiving Tables 23

  24. A Look at the Procurement Process 24

  25. Travel Authorizations Key Travel Authorization Tables 25

  26. A Look at the Procurement Process 26

  27. Expense Reports Key Expense Report Tables 27

  28. Cash Advances Key Cash Advance Tables 28

  29. A Look at the Procurement Process 29

  30. Payments Key Payment Tables 30

  31. Other Important Tables in the Procurement Process Vendor Tables 31

  32. Agenda/Contents • Overview of PeopleSoft Structure • Introducing the Key Tables • Procurement Process (Purchasing, Accounts Payable, Travel) • General Ledger, Asset Management and Commitment Control • Finding the Tables on your Own 32

  33. Getting Data to the General Ledger - There are a number of tables that interface into the General Ledger. - These tables are important for queries to reconcile your subsystems to the General Ledger. 33

  34. Getting Data to the General Ledger (cont’d.) * The GL_DISTRIB_STATUS field on these tables is equal to ‘D’ if the rows on the table have already been journal generated to the GL. 34

  35. General Ledger Module Key GL Tables *The Sum of the posted and un-posted Journal Lines by chartfields should equal the ledger balance for the corresponding chartfields for the specified time period. 35

  36. Asset Management Module Key AM Tables 36

  37. Commitment Control Key Budget Checking Tables 37

  38. Agenda/Contents • Overview of PeopleSoft Structure • Introducing the Key Tables • Procurement Process (Purchasing, Accounts Payable, Travel) • General Ledger, Asset Management and Commitment Control • Finding the Tables on your Own 38

  39. Finding the Tables on Your Own 39

  40. Steps to Look Up a Record • Go to the page in PeopleSoft that has the field you are looking for. • Select Control + J to find the Page Name • Look Up the Definition of the Page in App Designer • Find the Field in App Designer, Right Click, and select 40

  41. Find the Page 41

  42. Press Control + J Remember the Page Name! 42

  43. View Definition of Page in App Designer • File – Open – View Definition (Page) • 2. Enter Page Name and Click Open 43

  44. View Definition of Page in App Designer • 3. Right-Click Field and Select View Definition 44

  45. View Definition of Page in App Designer • 3. Right-Click Field and Select View Definition RECORD NAME FIELD 45

  46. Questions? 46

  47. Contacts Marc Bello Senior Budget Coordinator University Budget Office Florida International University E-mail: belloma@fiu.edu Fay Greenholtz Principal Consultant Higher Education CedarCrestone, Inc. E-mail: fay.greenholtz@cedarcrestone.com • Gilbert Morales • General Ledger Business Analyst • PeopleSoft Technical Team • Florida International University • E-mail: moralesg@fiu.edu • Hector Pagan • Accounting Coordinator, IT Systems • Office of the Controller • Florida International University • E-mail: paganh@fiu.edu 47

  48. This presentation and all Alliance 2007 presentations are available for download from the Conference Site Presentations from previous meetings are also available 48

  49. Questions? 49

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