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 / Customer/Item /

configuration Vendor settings

State-wide set-up /
configuration
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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

4
Start a New Requisition

Click on “Search Catalog” for QPA items or “Special

Request” to order by description. 5
Finish selecting items, enter chartfields,
click Save, then Budget Check. 6
 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)
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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.

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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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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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 Expedite Requisition to a Purchase Order
1 2

5 3

1. Populate year with 2 digit FY

2. Verify Buyer
3. Select Line Items for PO
4. Verify Vendor
5. Submit PO 13
PO Information for line 2

When a PO is created, review the Requisition

from Manage Requisitions to get PO number. 14
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. 17
Budget Detail Transaction Report
Pre Encumbrance Encumbrance Expenditure

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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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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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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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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In Asset Management users can add or
maintain assets, run reports and track physical
inventory.
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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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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. 29
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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Budget Detail Transaction Report
Pre Encumbrance Encumbrance Expenditure

The voucher and the related reversal of the PO are

also reflected on budget reports. 31
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 Auditor’s office. 32
Use Pay Cycle Manager to complete the steps:
Generate trial register, print claim vouchers, create
diskette, Approve pay cycle.
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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

34
Request Approval and Reimbursement for Travel

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Configure the State’s Rules and Agency Policies for Travel

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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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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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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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Customer information including addresses and
contact name/phone is maintained by the billing
Agency. 43
Invoices can be entered online, loaded through an
interface or generated from templates.
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 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

45
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…
There’s More!

PeopleSoft is more than REQs and Checks! 47

 Relationships Among PeopleSoft Modules
Projects (grants)

Requisition
Inventory Billing
(ePro)

Travel&
PeopleSoft RFQ (ePro) Expenses
Human
Resources
Purchase Receiver Accounts Accounts
Order (ePro) (ePro) Payable Receivable

Time &
Labor Asset Management

General Ledger / Commitment Control

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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. 52

Budget Overview Search Results

Review by summary or by detail line.

Download lines to Excel. 53
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. 60
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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