PS Fin TRNG

PeopleSoft Financials Overview
Relationship of PeopleSoft Modules to One Another: Putting the Pieces Together
PeopleSoft Set-up Hierarchy
Transaction data User defaults/preferences Agency set-up / configuration Customer/Item / Vendor settings
State-wide set-up / configuration

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Relationships Among PeopleSoft Modules Projects (grants)

Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing
PeopleSoft Human Resources
Time & Labor
General Ledger / Commitment Control

Time & Labor
Start a New Requisition
Click on Search Catalog for QPA items or Special Request to order by description.
Finish selecting items, enter chartfields, click Save, then Budget Check.
Budget Check and Combo-Edit

Budget Check / Commitment Control: Checks transaction against budgets created by agency (APPROP, ALLOT, PROJ/GRT). Most common check is for Appropriation by fund/center/major point. Combo-Edit: Checks chartfield entries according to Combination Editing Rules set by agency. Most common check is for valid fund/centers.
Potential Budget Check Errors

Exceeds Budget Tolerance
(insufficient funds available)
No Budget Found
(may indicate ineligible expense)
Date out of bounds

(usually for grants)
Exceeds Spending Authority

(usually occurs for negative expenditures) 7
A Req with a valid budget check is reflected as a pre-encumbrance against the appropriate budget.
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Budget Detail Transaction Report

Pre Encumbrance Encumbrance Expenditure
It is also reflected in budget reports.

9
Submit Requisition to generate Approval emails / workflow map.

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Requisition Approvals
Based on role, type of purchase and/or dollar amount. Some are required by oversight agencies. Some may be used and/or adjusted by the agency.
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Time & Labor
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Expedite Requisition to a Purchase Order

1 2
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1. 2. 3. 4. 5. Populate year with 2 digit FY Verify Buyer Select Line Items for PO Verify Vendor Submit PO 13
PO Information for line 2
When a PO is created, review the Requisition from Manage Requisitions to get PO number.
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Pull up PO through Manage Purchase Orders
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Review bill-to location, save PO, get amount approval, then budget check PO.
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A PO with a valid Budget Check is reflected as an Encumbrance against the appropriate budget AND has relieved the Pre-Encumbrance from the related Requisition.
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Both the purchase order and the reversal of the related requisition are reflected on budget reports.
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Dispatch PO
Validate settings then click Run.

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Wait until the Status of the process is Success. Click Details and then View Log/Trace to Print PO.
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Time & Labor
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Click on the Truck Icon to receive on the order.

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Receive either full or partial shipments.

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Enter asset information, including tag number, serial number, and physical location, if purchase is an asset.
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Time & Labor
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In Asset Management users can add or maintain assets, run reports and track physical inventory.
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Time & Labor
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Add voucher with information from the invoice
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Copy PO Receiver to voucher, complete voucher, save, and click budget check.
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A Voucher with a valid Budget Check is reflected as an Expense against the appropriate budget AND has relieved the Encumbrance from the related PO.
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The voucher and the related reversal of the PO are also reflected on budget reports.
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Pay Cycle select batch of vouchers for payment. Claim vouchers, travel claims and PO partials/finals can all be paid via diskette interface to the Auditors office.
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Use Pay Cycle Manager to complete the steps: Generate trial register, print claim vouchers, create diskette, Approve pay cycle.
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Time & Labor
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Request Approval and Reimbursement for Travel
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Configure the States Rules and Agency Policies for Travel
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Time & Labor
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Tracking Project Accounting Data Flow
The diagram illustrates the flow of transactions into PeopleSoft Projects and then on to PeopleSoft Billing and PeopleSoft General Ledger
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The Project Costing module can be used to track and control federal grants and/or to track activity costs.
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Time & Labor
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Customer information including addresses and contact name/phone is maintained by the billing Agency.
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Invoices can be entered online, loaded through an interface or generated from templates.
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Time & Labor
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If an agency is using Billing, most AR items are created from invoices. In AR items can be added, maintained or have payments applied against them. Collections activities are also performed through AR.
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But Wait Theres More!
PeopleSoft is more than REQs and Checks!
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Time & Labor
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Enter a Budget Journal
Journal Header defines Ledger and has a description. Journal Lines define chartfields and amount.
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Enter a GL Journal Entry
Journal Header defines Ledger and has a description. Journal Lines define chartfields and amount.
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Research Transactions Failing Budget Check
Click icon next to voucher ID to review the voucher.

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Search for Budget Overviews
Limit by center, fund, budget ref, major object, etc.
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Budget Overview Search Results
Review by summary or by detail line. Download lines to Excel.

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Search for Specific Budget Lines
Search for all .9 budgets within an agency for current year. Search .5 budgets for a given center over last 5 years.
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More Research Using PeopleSoft
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Search for Requisitions
Search by requester, date range, status, and/or REQ ID. Click REQ Name for details.
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Documents Associated to a Requisition
Click on a document ID to get more details about the transaction. Click on the more icon to get links to accounting entries
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Search for Purchase Orders
Search by buyer, status, vendor, PO ID, etc. Click PO ID for details.

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Search for Vouchers
Search by vendor, invoice #, voucher ID, status, etc. Click voucher ID for details.
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Search for Invoices
Search by customer, invoice #, status, etc. Click invoice ID for details.

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Retrieve AR Summary by Customer
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Search for AR items by Customer
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Review Aging of Agency Receivables
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Use Query Tool to Access Bulk Data
Retrieve specific data from tables based on criteria. Data from PO_HDR, PO_LINE_DISTRIB by BU, date.
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PS Fin TRNG

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PeopleSoft Financials Overview

Relationship of PeopleSoft Modules to One Another: Putting the Pieces Together

PeopleSoft Set-up Hierarchy

State-wide set-up / configuration

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Start a New Requisition

Budget Check and Combo-Edit

Potential Budget Check Errors

Date out of bounds

Exceeds Spending Authority

Budget Detail Transaction Report

It is also reflected in budget reports.

Submit Requisition to generate Approval emails / workflow map.

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Expedite Requisition to a Purchase Order

PO Information for line 2

Pull up PO through Manage Purchase Orders

Budget Detail Transaction Report

Validate settings then click Run.

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Click on the Truck Icon to receive on the order.

Receive either full or partial shipments.

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Add voucher with information from the invoice

Budget Detail Transaction Report

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Request Approval and Reimbursement for Travel

Configure the States Rules and Agency Policies for Travel

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Tracking Project Accounting Data Flow

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

Relationships Among PeopleSoft Modules Projects (grants)

PeopleSoft Human Resources