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PeopleSoft (PS)
Budget Administration
Training
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Brought to you by:Accounting & Budget Services
Contact us at: [email protected] us on the web at:
http://www.pugetsound.edu/about/offices--services/accounting--budget-services/
See our organizational chart at: http://www.pugetsound.edu/files/resources/4182_Org_Chart_ABS.pdf
Introductions (Facilitators for this Session)
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Agendao PeopleSoft Navigation & Terminology
● Logging into PeopleSoft● Searching for an existing value● Coding transactions vocabulary● Finding account values through the crosswalk tool
o Coding Non-Purchase Order (non-PO) Requests for Payment
● Required and optional accounting information to supply● Non-PO forms and payment procedures
o PeopleSoft Budget Inquiry● Learning the types of budgets; key terminology/concepts● Creating and interpreting “saved searches” for the type of budget you manage● Using the advanced “saved search” criteria, matrix, and tips
o Budget Inquiry – Beyond the Basics● 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 Where to Get Additional Help
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Supported PS Browserso Desktop Computers
● Firefox 2.x, 3.x, 4+● Internet Explorer 7, 8, 9● Safari 3.2, 4.x, 5.x● Chrome 1+
o Mobile● BlackBerry Browser 4● WebKit-based mobile browsers (iPhone Safari, Android
Chrome, Nokia S60)● Access NetFront 3● OpenWave (UP Browser) 7● Opera Mini 8● Pocket Internet Explorer for Windows Mobile 5, 6● Safari (iOS) 4.3, 5+● Other Basic XHTML mobile browsers
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Let’s Begin Navigation to the University of Puget Sound PeopleSoft Financials
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Navigate to Cascade o https://cascade.pugetsound.edu/casca
de/cascade.menu
o Click on PeopleSoft Financials from menu items
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Enter Your Password
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Basic PS 9.1 Navigation
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Menu
o Access any page within PeopleSoft by starting at the Home Page
o Select a menu item to see the sub-menus
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Crosswalk Tool
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Using My Favoriteo Navigation:
● Main Menu > Puget Sound Financials > How do I code my expenses now
o Add to My Favorite
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Searching for Existing ValuesSearch Dialog – search for a particular row or group
of rows
o Being more specific with your search criteria will help narrow the Search Results
o PeopleSoft will return a maximum preset number of rows
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Operators and Case Sensitivity
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Wildcards_ (underscore) Match any single character% Match one or more characters
Operator Value ResultsContains sm_th Smathering
BlacksmithsPeter H. SmithSmithers, MikeJanet Smithe
Contains ste%n Aster’s Perfect NailsKatie StephenKathryn,StephanSteve and Maria CoffeeCafé Stephanie
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Search Results
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Searching With Lookup or Drop Down Button
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Coding Transactions
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Restructured Chart of Accountso Changing from Banner to PeopleSoft
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PeopleSoft fund = primary source of funding o 10 - Educational & General Operating o 13 - Auxiliary Enterpriseso 15 - Faculty Enrichment & Student Research-Unrestrictedo 17 - Designated Projects o 18 - Designated Operations and Reserveso 19 - ASUPSo 24 - Faculty Enrichment & Student Research-Restrictedo 25 - Gifts – Restricted Currento 26 - Endowment Payout – Restrictedo 27 - Grants – Restricted Private and Governmento 91 - Reserves-Minor/Revolving Facilities Projectso 92 - Reserves-Facilities/Equipmento 93 - Gifts-Restricted Facilitieso 94 - Reserves-Major Facilities Projects In addition to account, all transactions require a fund &
department code
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How to code non-purchase order (non-PO) requests for payment from PeopleSoft
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High level overview of payment cycle
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Required & Optional accounting information For Non-PO Payments
PS SpeedChartPS Accounto PS Chartfield1, if applicable
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Reviewing Banner to PeopleSoft Crosswalk on what you will need
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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.
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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.
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Reviewing PeopleSoft accounting values lookupSpeedChart
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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.
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Reviewing PeopleSoft accounting values lookupAccount
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Reviewing PeopleSoft accounting values lookupChartfield1
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Non-PO Forms to submit for payment
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Disbursement Stamp InstructionsStamp and fill in accounting information
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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
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Disbursement Stamp Instructions
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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.
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Disbursement Request Form Instructions
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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.
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Advance Processing Form Instructions
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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
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PeopleSoft Budget Inquiry
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Finding Your Index in Cascadeo Navigate to the
Budget Administration hyperlink in the Cascade menu.
o Select View by Index link.
o You will see a drop down box with all your index codes and descriptions (as pictured).
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Types of Budgets at Puget Soundo Operating (Department) Budgetso ASUPS Budgeto Carryover fundso Grants and Projectso Facilities and Technology Projects
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PeopleSoft Budget Inquiry Key Terminology/Conceptso Budgets are referred to as “Commitment
Control” in PeopleSoft.
o Commitment Control tracks or controls expenditures actively against predefined, authorized budgets.
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Procurement & Commitment Control Cycle
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Four Budget Ledgers in PeopleSoftLedger Group Purpose
EXPDETAILS Detailed Expenditure budgets
EXPSUMMARY Summary Expenditure budgets
REVDETAILS Detailed Revenue Budgets
REVSUMMARY Summary Revenue Budgets
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Get Started with Budget Inquiryo 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.
o Create a search to view department operating budgets that contain both revenue and expense
Walk Through: Detailed Revenue and Expense Budget
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Step 1o Decide which of the four budget ledgers
that you would need to assess your committed amount(s).
o Since you manage a budget with both Revenue and Expense, in this case you would need the following Budget Ledger Groups:
● EXPDETAILS Detail Expenditure Budgets● REVDETAILS Detail Revenue Budgets
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Step 1 (Continue)o Accounting & Budget Services created
a combination ‘Ledger Inquiry Sets’ to link the Expenditure and Revenue Detailed Budget Ledgers:
Ledger Inquiry SetDETAIL = EXPDETAILS linked to REVDETAILS
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Step 2o Identify your valid PeopleSoft
ChartField values to use for your inquiry● For revenue and expenditure detailed
budget inquiry, you will need the following:
See Page 17
ChartFields Required? Value(s) to useDepartment Yes Fund Yes E&G 10 or Aux 13Chartfield 1 OptionalProject Optional
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Step 3o Navigate to PeopleSoft Budget Inquiry
(to create a saved search)
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Refer to Page 28– 33 for the remainder of Walk Through
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Message (1)o If you receive the following information, you
have not done anything wrong. One of two possible reasons would result in this message:
● There is no budget exists based on the criteria of your Inquiry; or ● You do not have security access to the budget based on your
criteria of your Inquiry
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Message (2)o If you saw this message as this page
open, it will indicate that the number of detail lines on section 3 exceed the allotted setting of 100.
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Budget Inquiry – Beyond the Basics
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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.
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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)
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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
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Additional recommendations
o Do not use the following features at this time: Copy Settings Share Settings Delete Settings
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Exporting the Budget Inquiry Results Table to Excel
o Select the Download link on the grid
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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
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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
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Viewing the Budget Inquiry Graphical Representation
o Select the Show Budget Details icon on the budget line of interest
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Viewing the Budget Inquiry Graphical Representation
o Click on the Display Chart button
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2 Types of Graph: Bar vs. Pie
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Drilling down to supporting activities
o You can drill down to see the supporting activity log for:• Budget• Expense• Encumbrance• Pre-Encumbrance
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Advanced Saved Search Structures
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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
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Reviewing the 9 Recommended Saved Search Criteria
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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.
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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.
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Alternatives to one-to-one mapping of Budget Admin to Save Search
Chartfield wildcard searches
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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’
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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 ([email protected] or x2736)
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Recommended Inquiry Names & Search Criteria for your Budget Types (p. 50-51)
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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 [email protected].
PeopleSoft Help • PeopleSoft Help, adapted from Oracle’s User Productivity Kit (UPK), provides self-paced animated videos developed by the project team to guild 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.
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Electronic Version of Handouts
http://www.pugetsound.edu/about/offices--services/technology-services/optimize/optimize-puget-sound-training/training-handouts/
From pugetsound.edu/optimize, navigate to:Optimize Training
Training Handoutsor follow the direct link below -