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People Soft Financials 8.

4
Basic Training

Revised 6/25/03

Welcome
Are

you in the Right Room ??

This

class is for those of you that (at a


minimum) utilize
paper

statements
GA Query views DV, VS, VO

Meeting Objectives
PeopleSoft

Financials going live 1 July

What do I need to do/have?


What is going to change/what not going to change?
Review of Chart of Accounts

Review

new Journal Voucher

Review

new Reporting Tools

Statement
Views/EZQ

System Requirements
This

will run on your web browser

Works

best with Internet Explorer

Security
Similar

to the security for our current system -

based on the Purpose chartfield


Similar permissions are being applied
Access for additional people must be requested

Request

access

use web form

Security
PS

security will be a two step process:

by

page security (menu options)


row security (purpose code)
The

URL is www.udel.edu/Financials
User Name will be UNIX name
Password: Unix Password
May

need to change at www.udel.edu/network

Phased Timeline
2003

July

2004

July

2005

PHASEIIII
PHASE

July

PHASEIII
III
PHASE

PHASE I
(tentative)
(tentative)
Contracts
&
Grants
Module
Contracts & Grants Module
General Ledger
(GL)
ModuleGrant
Proposal
Processing,
GrantReports
Reports Module
Proposal
Processing,
Budget
Budget Module
Includes Labor Allocation Module for
Projects Module
Module
salary distributions
Projects
Asset Management
Management
Facilities Asset
Facilities
Module
Module
Accounts
Receivable
Module
Accounts Payable
(AP)
Module Module
Accounts
Receivable
CashTransmittals
Transmittals
Cash

Billing
Module
Billing
Module
Purchase Order (PO)
Module
Invoices
Invoices

PHASE I
July 1 2003

General Ledger (GL) Module


Includes Labor Allocation Module for
salary distributions
Accounts Payable (AP) Module
Purchase Order (PO) Module
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PHASE I
July 1, 2003
Use new PeopleSoft Processes for:
Journal

Vouchers (JVs)
Purchase Requisitions
Request for Check
Cash Advances
Business Expense Reports (BERs)
Purchasing Card Reconciliations
Reporting
Chart of Accounts (COA) Maintenance Sheet

During transition, youll receive the old and new


versions
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PHASE I
July 1, 2003
Use legacy (old) Chart of Accounts for:
Cash

Transmittals
Miscellaneous Billing Invoices
Grants Management System (GMS)
FAI (request for service)
FFAR form

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Chart of Accounts
New Structure, New Language

Current UD Account Code


01fund

1744710type function bud unit

004101XX
project object code line no.

11

Chart of Accounts
New Structure, New Language

Chartfield Comparison
PeopleSoft

UD Legacy

Account

Object Code

current UD account code


01fund

1744710type function bud unit

004101XX
project object code line no.

12

Chart of Accounts
New Structure, New Language

PSACCT
Corresponds to 3 digit object code
Classifies transactions as expenditure,
revenue, asset, liability, or equity
6 alphanumeric characters

13

Chart of Accounts
New Structure, New Language

Chartfield Comparison
PeopleSoft

UD Legacy

Account

Object Code

Class

Line Number

current UD account code


01fund

1744710type function bud unit

004101XX
project object code line no.
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Chart of Accounts
New Structure, New Language

CLASS
Corresponds to UD 3 digit salary line #
A budget line associated with a position
within the University
3 alpha or numeric characters

15

Chart of Accounts
New Structure, New Language

Chartfield Comparison

PeopleSoft

UD Legacy

Account

Object Code

Class

Line Number

Purpose
current UD account code
01fund

1744710type function bud unit

11 Digit Account
004101XX
project object code line no.
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Chart of Accounts
New Structure, New Language

PURPOSE
Corresponds to UD 11-digit account code
or UD 14-digit asset/liability account
An activity that can have revenue,
expense, and balance sheet components
10 or less alphanumeric characters

17

Chart of Accounts
New Structure, New Language

OTHER PeopleSoft CHARTFIELDS


Fund
Program
Project
Source
DeptID
User Defined Chartfield
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Chart of Accounts
New Structure, New Language

Chartfield Road Map

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Chart of Accounts
Conversion Data
UDACCT11
01001258300
01001900001
01001900002
01001900003
01001900007
01001900050
01001900051
01001900060
01001900061
01001900094
01001900095
01001900096
01001900097
01001900101
01001900102
01001900103
01001900107
01001900190
01001900191
01001900193
01001900195
01001900196
01001900197

Legacy
Legacy
Account
Account
Code
Code

PURPOSE DESCR
PARALLEL PROGRAM-DTCC TUITION
UNDERGRAD RES FEES-FULL TIME
UNDERGRAD RES FEES-PART-TIME
UNDRGRAD RES FEES-18 PLUS
UNDERGRAD SUSTAINING FEE
UG DTCC WAIVER
UG DSC WAIVER
ROTC CREDIT LIMIT REFUNDS
MARCHING BAND CREDIT LIMIT REF
BIOSPHERE CONTRA-INC RES
U/G RES-REFUNDS
U/G RES-SIBLING DISCOUNT
U/G RES-SENIOR CITIZEN WAIVER
UNDRGRAD NON-RES TUITION-FULL
UNDRGRAD NON-RES TUITION-PARTUNDRGRAD NON-RES TUITION-18 PL
INT'L STUDENT EXCH CONTRA
CONTRACTED TUITION CONTRA
U/G NON-RES DE FEE PRIVILEGE
BIOSPHERE CONTRA-INC NR
U/G NON-RES-REFUNDS
U/G NON RES-SIBLING DISCOUNT
ACADEMIC COMMON MARKET CONTRA

PURPOSE
PARA112114
UNIV112244
UNIV112245
UNIV112246
UNIV112247
UNIV112248
UNIV112249
UNIV112251
UNIV112252
UNIV112253
UNIV112254
UNIV112255
UNIV112256
UNIV112257
UNIV112258
UNIV112259
UNIV112261
UNIV112262
UNIV112263
UNIV112264
UNIV112265
UNIV112266
UNIV112267

PeopleSoft
PeopleSoft
PURPOSE
PURPOSE
Chartfield
Chartfield

20

Chart of Accounts
Conversion Data

CROSSWALK
A conversion tool is available to
convert your UD legacy (old)
account code to PeopleSoft
Chartfields.

21

Chart of Accounts
Conversion Data

url

is linked from udel.edu/UDFS/info


web page where other good information
is found!

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23

24

25

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New Chart of Accounts

auto fill-in

SPEEDTYPES

Enter Speedtype (ex: CHEM110000) into


Speedtype field and the following
chartfields are filled in:
Purpose
Fund
Program
Project
Source
DeptID
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Chart of Accounts
Chartfield Mapping
Chemistry Supplemental Funds
1-7-09-2522-50-410

CHEM17S000
141000
OPBAL
INST2
BLANK
70000000
02522

Purpose & Speedtype


Account
Fund
Program
Project
Source
Dept Id
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Accounting Periods
New Structure, New Language

Accounting

Periods are numbered

0=Beginning

balance
1-12 for the months (July=1)
991 Second close (adjustment period)
992 Third Close (adjustment period)

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Accounting Periods
New Structure, New Language
Month

Period

Beginning Balance

July

August

September

October

November

December

January

February

March

April

10

May

11

June (1st close)

12

2nd close

991

3rd close

992

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Fiscal Year
New Structure, New Language

Fiscal

Year runs July 1 through June 30.

FY

2004 = July 1, 2003 through June 30,


2004

E.g.

2004 and 1 mean July, 2003: this is


accounting period number 1 in the 2004 fiscal
year. It would correspond in the legacy system
to activity reported on the statement of
20030731 (July 31, 2003)
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Journal Voucher
Introduction

this

will be a web form


blanks and forms for approval, will be
accessed through Web Forms inbox
all Web Forms will be in this inbox
As

an approver, you will receive the


completed form in your archives
Approval process the same as it is now
for the HR forms
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Journal Voucher

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Journal Voucher

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Journal Voucher

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Journal Voucher

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Journal Voucher

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Journal Voucher
approvers view

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Journal Voucher
approvers view

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Budget Journal
Budget

Journal will be used for temporary


budget revisions

Until

Phase II is implemented, contract or


grant budget changes will continue to be
handled in GMS as they are now

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Need A

BREAK??

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Viewing Old Forms


How

will we view forms from the legacy


system?
OLD

EZ-Forms: existing archive will be


there through 6/2004; after that, TBD

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Procurement forms
Training

will be provided by Procurement

Services
Routing

on requisitions will work exactly


as it does now

Open

order report will show any purchase


orders that are in active status and the
associated balance.
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EZQs
Simple

public queries for everyday use


Different types:
Substitutes

for GA-QRY
Easy conversion tools
Labor Allocation Module queries
All

report names start with EZQ

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Reporting
Use

Query Viewer

Set

Query Viewer as a Favorite


Predefined Queries
Compare several to legacy system
Only

use Query Manager after you have


had the Query Class.

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EZQs for Lookups


Convert

old Account Codes to Purposes

EZQ_ACCTPURPCONVERSION
Prompts for department acronym and shows all
Account Codes/Purpose in that department

Convert

old Object Codes to Accounts

EZQ_OCACCOUNTCONVERSION
Prompts for Object Code (or partial OC) and
converts

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Convert or Look Up
Account Codes/ Purposes

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Look up or convert Object


Codes/Accounts

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EZQ: GA Query
Substitutes
OLD

NEW

DV

EZQ_DV_SPEEDTYPE

VO

EZQ_BAL_QUERY (for Purposes


that dont have budgets)
EZQ_BAL_BGT (for Purposes
that do have

budgets)
VS

Several Substitutes

Mark X for trans

EZQ_TRANS_QUERY

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EZQ: GA Query
Substitutes
OLD

NEW

DV EZQ_DV_SPEEDTYPE

Use to get descriptive information about a Speedtype.


Remember, Speedtype and Purpose are almost always identical
The exception to this is in academic departments, when one Purpose may
have several Speedtypes associated with it. For example, the CHEM110000
Purpose is referenced by these Speedtypes:

CHEM110000 for instruction and internal service

CHEM11DRES for departmental (unfunded) research

CHEM11PSRV for public service

CHEM11MTCH for match

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DV screen in GA Query

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EZQ_DV_SPEEDTYPE

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EZQ_DV_SPEEDTYPE

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EZQ_DV_SPEEDTYPE

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EZQ: GA Query
Substitutes
OLD

NEW

VO

EZQ_BAL_QUERY for Purposes that


dont have budgets
EZQ_BAL_BGT for Purposes that
do have budgets

These queries return one row of information for each PS Account.

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VO for Purposes
without Budgets

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VO for Purposes
without Budgets

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Look up Account Detail for


Purpose without Budget

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VO for Purposes
with Budgets

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VO for Purposes
with Budgets

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Look up Account Detail for


Purpose WITH Budget

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EZQ: GA Query
Substitutes
OLD: VS Screen
NEW
EZQ_BAL_TOTAL for Purposes that dont have budgets; just
one total row that shows balance
EZQ_BAL_BGT_SUMMARY for Purposes that do have budgets;
one row for each Account Category
EZQ_BAL_BGT_TOTAL for Purposes that do have budgets:
Just one total row that shows balance
EZQ_BAL_BGT_TOTAL_SPPT for Purposes that do have
budgets: Just one total row that shows balance, and only
includes PS Accounts for support
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VS for Purposes without


Budgets (pg 1/3)

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VS for Purposes without


Budgets (pg 2/3)

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VS for Purposes without


Budgets (pg 3/3)

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Look up Purpose Balance for


Purpose without Budget

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VS for Purposes with


Budgets (pg 1/3)

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VS for Purposes with


Budgets (pg 2/3)

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VS for Purposes with


Budgets (pg 3/3)

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EZQ: VS Substitutes for


Purposes with Budget
THREE RELATED QUERIES for Purposes with Budgets

EZQ_BAL_BGT_SUMMARY: One row for each Account Category

EZQ_BAL_BGT_TOTAL: Just one total row that shows balance

EZQ_BAL_BGT_TOTAL_SPPT : Just one total row that shows


balance, and only includes PS Accounts for support

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Look Up Account Summaries


for Purposes with Budget

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Look up Purpose Balances, In


Total, for Purpose with Budget

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Purpose Balances, in Total for


Support Only, for Purpose with Budget

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EZQ: GA Query
Substitutes
OLD

NEW

Mark X for trans

EZQ_TRANS_QUERY

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Look up Transactions
for a Purpose

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Charge Expenses
Correctly
Two

things for particular attention:


Accounts
Programs
Charge expenses where they belong, not
necessarily where budgeted
Budget may reside in account 140000
Charges could be in another account
Categorize expenses appropriately
Program chart field allows for this
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Charge Expenses
Correctly
Special

Case for academic departments:


budget will all be in CHEM110000 Purpose
and Speedtype, but an expense may be in
CHEM11DRES Speedtype (CHEM110000
Purpose and INST2 Program)

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EZQs for LAM


LAM

= Labor Allocation Module


More Detailed Training Available
To see

Distributions:

EZQ_LAM_DISTRIB

To see

Obligations:

EZQ_LAM_OBLIG

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7 Inning
th

Stretch??

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Monthly Account
Statement (Paper)
Paper

statements will no longer be


delivered

Statements

will be on-line

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Old Statement (Paper) 1/3

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Old Statement (Paper) 2/3

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Old Statement (Paper) 3/3

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Monthly Statements
Two

types: Push and Pull

Push means statements are sent to you without


action on your part. You then access them on-line.

Pull means that you elect to run your statement


report at the time of your choosing; this is an option
that requires set-up and is beyond the scope of this
Basic Training course.

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Push Monthly
Statements
Designated

recipients (see DV screen)

This

happens at the end of each accounting


period (generally around the 5th of the following
month)

Navigate

to:

Report Tools>
Report Manager>
Administration Tab
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Under View Reports For set Last to 30 days.


Click REFRESH button and you will see the reports that
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you ran (or were run for you) in the last 30 days.

Push Monthly
Statements

Click

SAVE to have 30 days be your default period


Select the report you want to see and click the
98
blue VIEW link

Click on the blue link by the report you want to view, in


this case, NURS110000.xls
This will bring up the monthly statement in an Excel
window.

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100

101

Know Thy Data


Essential

parts of learning to use the


new financial system are
learning

what it contains
what terminology is used
where the data resides

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A web-based data resource


http://www.udel.edu/UDFS/info

in the

Data and Terminology tab.


Begin

with the online glossary, in which


terms are defined and linked to:
A

Data Dictionary of many of the most


useful Records for writing queries.
Tables of values for very significant fields.
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Transition to July 1
The

FY 03 close will occur in the old system

Paper

account statements will be


distributed for 6/31/03 and 6/32/03 periods

Budget

Office will issue July 1, 2003 printed


budget (report 680)
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Further Help

Labor Allocation Module used for 7/15 pay for fiscal


employees; 9/15 pay for academic employees

Additional training available

Legacy (MVS) system can be accessed through


October 2003

www.udel.edu/UDFS/info

Come to us
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www.udel.edu/UDFS/info

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UDFS Communication
& Training Team

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The End
or the beginning?
Thanks for coming