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PeopleSoft (PS) Budget Administration Training. Brought to you by: Accounting & Budget Services Contact us at: [email protected] Visit us on the web at: http://www.pugetsound.edu/about/offices--services/accounting--budget-services/

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Peoplesoft ps budget administration training

PeopleSoft (PS)Budget Administration Training


Brought to you by:

Accounting & Budget Services

  • Contact us at: [email protected]

  • 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)


Agenda
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


Supported ps browsers
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


Let s begin
Let’s Begin

Navigation to the University of Puget Sound PeopleSoft Financials


Navigate to cascade
Navigate to Cascade

  • https://cascade.pugetsound.edu/cascade/cascade.menu

  • Click on PeopleSoft Financials from menu items


Enter your p assword
Enter Your Password



Menu

  • Access any page within PeopleSoft by starting at the Home Page

  • Select a menu item to see the sub-menus



Using my favorite
Using My Favorite

  • Navigation:

    • Main Menu > Puget Sound Financials > How do I code my expenses now

  • Add to My Favorite


Searching for existing values
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







Restructured chart of accounts
Restructured Chart of Accounts

  • Changing from Banner to PeopleSoft


Peoplesoft fund primary source of funding
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




Required optional accounting information for non po payments
Required & Optional accounting information from PeopleSoftFor Non-PO Payments

  • PS SpeedChart

  • PS Account

  • PS Chartfield1, if applicable



About chartfield1
About Chartfield1 need

  • 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.


How chartfield1 codes can be used
How Chartfield1 codes can be used need

  • 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.



Reviewing peoplesoft accounting values lookup1
Reviewing PeopleSoft accounting values lookup need

  • 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.




Non po forms to submit for payment
Non-PO needForms to submit for payment


Disbursement stamp instructions
Disbursement Stamp Instructions need

Stamp and fill in accounting information


Disbursement stamp instructions1
Disbursement Stamp Instructions need

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



Disbursement request form instructions
Disbursement Request Form Instructions need

  • 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.



Disbursement request form instructions2
Disbursement Request Form Instructions need

  • 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.



Where to send in your completed forms
Where to send in your completed forms need

  • 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



Finding y our index in cascade
Finding needYour 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).


Types of budgets at puget sound
Types of Budgets at Puget Sound need

  • Operating (Department) Budgets

  • ASUPS Budget

  • Carryover funds

  • Grants and Projects

  • Facilities and Technology Projects


Peoplesoft budget inquiry key terminology concepts
PeopleSoft Budget Inquiry Key Terminology/Concepts need

  • Budgets are referred to as “Commitment Control” in PeopleSoft.

  • Commitment Control tracks or controls expenditures actively against predefined, authorized budgets.




Get started with budget inquiry
Get Started with Budget Inquiry need

  • 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


Step 1
Step 1 need

  • 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


Step 1 continue
Step 1 (Continue) need

  • Accounting & Budget Services created a combination ‘Ledger Inquiry Sets’ to link the Expenditure and Revenue Detailed Budget Ledgers:


Step 2
Step 2 need

  • 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


Step 3
Step 3 need

  • Navigate to PeopleSoft Budget Inquiry (to create a saved search)



Message 1
Message (1) need

  • If you receive the following information, you have not done anything wrong. One of two possible reasons would result in this message:

    • There is no budget exists based on the criteria of your Inquiry; or

    • You do not have security access to the budget based on your criteria of your Inquiry


Message 2
Message (2) need

  • If you saw this message as this page open, it will indicate that the number of detail lines on section 3 exceed the allotted setting of 100.


Budget inquiry beyond the basics
Budget Inquiry – needBeyond the Basics


Personalizing the budget inquiry results table
Personalizing the Budget Inquiry Results Table need

  • 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.


Recommend sort order
Recommend sort order need

  • 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)


Recommend column to hide
Recommend column to hide need

  • 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


Additional recommendations
Additional recommendations need

  • Do not use the following features at this time:

    • Copy Settings

    • Share Settings

    • Delete Settings


Exporting the budget inquiry results table to excel
Exporting the Budget Inquiry Results Table to Excel need

  • Select the Download link on the grid


Exporting the budget inquiry results table to excel1
Exporting the Budget Inquiry Results Table to Excel need

  • When browser display the popup dialog box to ask you what to do, select Open with MS Excel, and click OK


Exporting the budget inquiry results table to excel2
Exporting the Budget Inquiry Results Table to Excel need

  • If MS Excel displays this warning message about file extension, allow it to open by clicking on the Yes button


Viewing the budget inquiry graphical representation
Viewing the Budget Inquiry Graphical Representation need

  • Select the Show Budget Details icon on the budget line of interest


Viewing the budget inquiry graphical representation1
Viewing the Budget Inquiry Graphical Representation need

  • Click on the Display Chart button



Drilling down to supporting activities
Drilling down to supporting activities need

  • You can drill down to see the supporting activity log for:

    • Budget

    • Expense

    • Encumbrance

    • Pre-Encumbrance



Advanced saved search structures1
Advanced Saved Search Structures need

  • 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



Alternatives to one to one mapping of budget admin to save search
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.


Alternatives to one to one mapping of budget admin to save search1
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.



Alternatives to one to one mapping of budget admin to save search3
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’


Alternatives to one to one mapping of budget admin to save search4
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 ([email protected] or x2736)




Electronic version of h andouts
Electronic Version of Types (p. 50-51)Handouts

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

  • From pugetsound.edu/optimize, navigate to:

  • Optimize Training

    • Training Handouts

  • or follow the direct link below -


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