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ConnectND at NDSU Finance Gary Wawers, Controller 10-28-05 Today Light review of modules Training talk Internal billing review Questions What’s in PeopleSoft Finance General Ledger (Actuals) Commitment Control (Budgets v. Actuals) Purchasing Accounts Payable Vendors

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connectnd at ndsu

ConnectND at NDSU

Finance

Gary Wawers, Controller

10-28-05

today
Today
  • Light review of modules
  • Training talk
  • Internal billing review
  • Questions
what s in peoplesoft finance
What’s in PeopleSoft Finance
  • General Ledger (Actuals)
  • Commitment Control (Budgets v. Actuals)
  • Purchasing
  • Accounts Payable
  • Vendors
  • Asset Management
  • Grants Management (Karen to review)
general ledger
General Ledger
  • Transactions post to GL daily in summary
  • Student Finance (SF) transactions started in July 2005
    • Department deposits
    • Student payments
  • Monthly closeout – approx. 7 days
general ledger5
General Ledger
  • Reporting
    • General Ledger Trial Balance (pdf or csv format) –
      • Navigation: General Ledger > General Reports > Trial Balance
    • General Ledger On-line inquiry –
      • Navigation: General Ledger > Review Journal/Ledger data > Ledger
    • General Ledger Activity
      • Navigation: General Ledger > General Reports > General Ledger Activity
    • Journal inquiry
      • Navigation: General Ledger > Review Journal/Ledger data > Journal
general ledger6
General Ledger
  • Queries

Navigation: Reporting Tools > Query > Query Viewer

      • Trial Balance By Fund and Dept (NDU_GL31A_TRIALBALANCE)
      • List of Accounts

(NDU_GL15_CF_ACCT)

      • List of Funds

(NDU_GL17_CF_FUNDS)

      • List of Departments (GL16), Projects (GL18), Programs (GL19) also available
commitment control
Commitment Control
  • PeopleSoft’s budget monitoring tool
  • Budget vs. Expenses
  • Budget transfers processed through Budget Office or Ag Budget Office
  • Expenses updated as soon as Budget Checked
commitment control8
Commitment Control
  • Reporting
    • Budget Overview
      • Navigation: Commitment Control > Review Budget Activities > Budget Inquiry > Budgets Overview
    • Budget Transaction Detail
      • Navigation: Commitment Control > Review Budget Activities > Budget Reports > Budgets Transactions Detail
    • Budget Status
      • Navigation: Commitment Control > Review Budget Activities > Budget Reports > Budget Status
commitment control9
Commitment Control
  • Parent Ledger Groups (totals)
    • CASH – local funds (funds 00000 – 23999 & 60000 – 89999)
    • PROJECT – Ag Appropriations (funds 35100 – 37999) & Capital Improvements (28100 – 28500 & 38100- 38590) & Athletic Camps (funds 15010 – 15020)
    • GRANT – Grant Funds (funds 40000-49999)
    • FUND – University Appropriations (funds 30000 – 32999) & Scholarships (funds 55000-59999)
commitment control10
Commitment Control
  • Child Ledger Groups
    • CSHDTL – Cash Detail
    • CASHR – Cash Revenue
    • FNDDTL – Fund Detail
    • PRJDTL – Project Detail
    • PROJREV – Project Revenue
    • GNTDTL – Grant Detail
    • GNTTRN – Grant Transaction
accounts payable
Accounts Payable
  • Generally decentralized process
    • AP Vouchers entered in Departments
      • Data Entry & Approver must initial invoice
      • Select correct address by Location field (not address field) and DOUBLE CHECK the address on the Payments Tab
      • Random Audits
    • Exceptions go to Accounting Office
      • Most common exceptions
        • Equipment
        • Sending paperwork with check
        • Travel Expense Reimbursements
accounts payable12
Accounts Payable
  • Ways to get information
    • Voucher Entry Screen
      • Navigation: Accounts Payable > Vouchers > Entry > Regular Entry > Find an existing value
    • Voucher Inquiry (Legacy Screen AP77)
      • Navigation: Accounts Payable > Review > Vouchers > Voucher Inquiry
asset management
Asset Management
  • Used to track equipment items
  • Reporting/Query
    • On-line inquiry by item tag #

Navigation: Asset Management > Owned Assets > Basic Add

    • Query for department list

NDU_AM37_INV_BY_DEPT_W_CST_TBL

finance training
Finance Training
  • Cynthia Rott, CPA, Accountant/Finance Systems Trainer
  • Developing a training program
  • New employees contact Accounting
  • Please complete and return survey to NDSU Accounting Office
    • Add suggestions for new system queries, or fixes you need
general ledger15
General Ledger
  • Internal Billing Journals – Spreadsheet Import Method
    • Examples: PHONE, DOCPUBJT, AUDITRON, PROCARD, POSTAGE, CATERING
    • Facilities Management Charges coming
    • Departments may correct coding after transactions are posted
how do departments redistribute internal billing charges
How do departments redistribute Internal Billing charges
  • Prepare Interdepartmental Billing form, send to Accounting
    • List coding to be charged and credited
    • Best option when just a few lines are corrected
  • Prepare Spreadsheet Template, send to Accounting
    • Best option when many lines are corrected and IDB is impractical
  • Future funding changes, contact billing department
famis interface to general ledger
FAMIS interface to General Ledger
  • Internal billing charges will be caught up one month at a time.
    • July transactions will post to October – around 10/31/05
    • Subsequent months will post to October approx every other day after 10/31/05
    • Journals will include motor pool, garage, central stores, and other facilities charges in one journal
    • Detail support available on Web
    • Training by Facilities Management
questions suggestions
Questions, Suggestions ?

Return survey to Accounting Office, Rm 11, Old Main, or leave on the podium after presentations