peoplesoft (ps) budget admin ii training

PeopleSoft (PS)

Budget Admin II Training

Objectiveso How to code non-purchase order (non-PO)

requests for payment from PeopleSoft:● Required and Optional accounting information to supply● Non-PO Forms to submit

◦ Revisiting non-PO request for payment procedures o Advanced budget inquiries:

● 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

o Advanced Saved Search Structures:● Reviewing the 9 Recommended Saved Search Criteria ● Alternatives to one-to-one mapping of Budget Admin to Save Search

◦ Variable searches

Facilitator: Peter Ho, CPA, CCMSenior PeopleSoft Consultant, Moore Integrated Solutions (MIS)

Assisted by a member of Accounting and Budget Services: Dana KaplaFinancial and Budget Analyst

Stefanie LundSenior Financial Accounting Analyst

Janet Hallman '84, CPAAssociate Vice President & ControllerAccounting & Budget Services

Jody PutmanDirector of Financial Reporting and Tax

Angela MarkosDirector of Financial Systems & Disbursements

Electronic version of handouts: http

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

How to code non-purchase order (non-PO) requests for payment from PeopleSoft:

High level overview of payment cycle

Required & Optional accounting information For Non-PO Payments

PS SpeedChartPS Accounto PS Chartfield1, if applicable

Reviewing Banner to PeopleSoft Crosswalk on what you will need

About Chartfield1o Chartfield1 codes are Banner Activity

codeso 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 usedo A “Chartfield1” code can be added to

track budget and actual at a program, event, or activity level.

o 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 lookupSpeedChart

Reviewing PeopleSoft accounting values lookupo 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.

o 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.

Reviewing PeopleSoft accounting values lookupAccount

Reviewing PeopleSoft accounting values lookupChartfield1

Non-PO Forms to submit for payment

Disbursement Stamp InstructionsStamp and fill in accounting information

Disbursement Stamp InstructionsStamp 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 Stamp Instructions

Disbursement Request Form Instructionso 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 Instructions

Disbursement Request Form Instructionso 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).

o Obtain approval by the budget manager or someone with disbursement authority.

Advance Processing Form Instructions

Where to send in your completed forms

o Send approved form with required accounting information to:

o Or deliver to Jones Hall Room 018. Accounts Payable (Jones 018) ● Monday – Friday, 8 am – 5 pm, except

university holidays

Where to find additional help

TS Service Desk • In PeopleSoft, click on the button displayed in the search results page to contact the Service Desk

• Call the Service Desk at 253.879.8585 or email them at servicedesk@pugetsound.edu

PeopleSoft Help • PeopleSoft Help, adapted from Oracle’s User Productivity Kit (UPK), provides self-paced animated videos developed by the project team to guide you through each topic. •You can locate these videos from the Cascade Menu. In the description field for PeopleSoft Financials, there is a Learn More link to the right-hand side. The full URL is https://pshelp.pugetsound.edu/pshelp

Advanced budget inquiries:

Personalizing the Budget Inquiry Results Table o 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 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

Ledger GroupPercent Available

o 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:oUncollected Revenue (Rec-Coll)o 0.000

Additional recommendations

o Do not use the following features at this time: Copy Settings Share Settings Delete Settings

Exporting the Budget Inquiry Results Table to Excel

o Select the Download link on the grid

Exporting the Budget Inquiry Results Table to Excel

o 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 Excel

o 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

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

Viewing the Budget Inquiry Graphical representation

o Click on the Display Chart button

2 Types of Graph: Bar vs. Pie

Drilling down to supporting activities

o You can drill down to see the supporting activity log for:• Budget• Expense• Encumbrance• Pre-Encumbrance

Advanced Saved Search Structures:

Advanced Saved Search Structures

o 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

Reviewing the 9 Recommended Saved Search Criteria

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 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 Search

Chartfield wildcard searches

Alternatives to one-to-one mapping of Budget Admin to Save Search

Unique Chartfield Value Set searcheso When you have cases where your

Chartfield values are:• Not in sequential range• Not in any logical sequence

o 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 Search

Unique Chartfield Value Set searcheso In the example of BUDGET_OPER&CAPITAL

Chartfield Value Set, it filters out compensation accounts from the inquiry results

o If you need to establish a ChartField Value Set, please contact Financial & Budget Analyst Dana Kapla in Accounting & Budget Services (dkapla@pugetsound.edu or x2736)

Where to find additional help

TS Service Desk • In PeopleSoft, click on the button displayed in the search results page to contact the Service Desk

• Call the Service Desk at 253.879.8585 or email them at servicedesk@pugetsound.edu

PeopleSoft Help • PeopleSoft Help, adapted from Oracle’s User Productivity Kit (UPK), provides self-paced animated videos developed by the project team to guide you through each topic. •You can locate these videos from the Cascade Menu. In the description field for PeopleSoft Financials, there is a Learn More link to the right-hand side. The full URL is https://pshelp.pugetsound.edu/pshelp