howard university peoplesoft implementation project · 2008-09-23 · howard university peoplesoft...

GL Module 8.9 Version

Howard University

PeopleSoft Implementation

Project

General Ledger

End User’s Training Guide

for Crosswalk LookUp,

Inquiring on a Department Budget Inquiring on a Project Budget


Table of Contents

TABLE OF CONTENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

BUDGET OVERVIEW : LEDGER GROUP AND BUDGET ROLLUP ACCOUNTS . . . . . . . . . . . . . . . . . 3

JOB A ID: GL CROSSWALK LOOKUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

TRAINING GUIDE : GL CROSSWALK LOOKUP V .8 .9 .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

JOB A ID: GL INQUIRING ON DEPARTMENT BUDGET . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

TRAINING GUIDE : INQUIRING ON DEPARTMENT BUDGET V .8 .9 .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

JOB A ID: GL INQUIRING ON PROJECT BUDGET . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

TRAINING GUIDE : INQUIRING ON PROJECT BUDGET V .8.9 .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

JOB A ID: GL INQUIRING ON A NON-GRANT PROJECT BUDGET . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

TRAINING GUIDE : INQUIRING ON A NON-GRANT PROJECT BUDGET V .8.9 .. . . . . . . . . . . . . 70

JOB A ID: GL INQUIRING ON D ISCRETIONARY ACCOUNTS BUDGET . . . . . . . . . . . . . . . . . . . . . . . 76

TRAINING GUIDE : INQUIRING ON D ISCRETIONARY ACCOUNTS BUDGET V .8.9 .. . . . . . . . 78


Budget Overview: Ledger Group and Budget Rollup Accounts

Budget Overview How to tell the difference between a Department, Non-Grant Project, and Grant Project in PeopleSoft:

• Departments begin with a number, from 1 to 9, and are a total of 6 digits.

• Non-Grant Projects begin with a letter followed by 6 digits. o Non-Grant Projects beginning with an R are Discretionary Accounts. o Non-Grant Projects beginning with R1 are Financial Aid.

• Grant Projects begin with a 0, and are a total of 7 digits.

Ledger Group Ledger Groups are used to define what you will see when you create a Budget Overview. Ensure that you use the Ledger Group that is appropriate for the department, non-grant or grant projects that you are reviewing. Following are the Ledger Groups that you will use to do a Budget Overview for a Department, Non-Grant Project, or Grant Project.

• Departments = CC_DEP o Departments begin with a number, from 1 to 9, and are a total of 6 digits.

• Non-Grant Projects = CC_NONGRT o Non-Grant Projects begin with a letter followed by 6 digits.

• Grant Projects = CC_PG o Grant Projects begin with a 0, and are a total of 7 digits.

Budget Rollup Accounts The Accounts displayed on the Budget Overview are the Budget Rollup Accounts. Below are the Budget Rollup Accounts for:

• Non-Grant Projects (excluding Financial Aid) = Start with an A in PeopleSoft.

• Departments = Start with a B in PeopleSoft.

• Grant and Financial Aid = Start with a C in PeopleSoft.

BUDGET ROLLUP ACCOUNTS

Non-Grant Projects Budget Rollup: (Excluding Financial Aid) o Non-Grant Projects begin with a letter followed by 6 digits. o DOES NOT INCLUDE Financial Aid accounts, which begin with R1.

PeopleSoft Account Description FRS Budget Pools

A500 TOTAL EXPENSE N/A

Department Budget Rollup: o Departments begin with a number, from 1 to 9, and are a total of 6 digits.


B510 SALARY BUDGET 1000

B514 WAGES/OVERTIME BUDGET 1500

B517 FRINGE BENEFITS BUDGET 1900

B520 SUPPLIES & EXPENSE BUDGET 2000

B525 PROCUREMENT CARD BUDGET N/A

B554 FINANCIAL AID BUDGET 6000

B579 UNALLOCATED BUDGET 9900


BUDGET ROLLUP ACCOUNTS

B580 AUXILIARY ENTERPRISE BUDGET 8000

B600 EQUIPMENT/LIBRARY BK BUDGET 5000

B650 CAPITAL EXPENDITURE BUDGET 7000

Grant and Financial Aid Budget Rollup: o Grant Projects begin with a 0, and are a total of 7 digits. o Financial Aid begins with R1.


C510 SALARY FACULTY BUDGET 1000

C512 SAL-PDOCT/DOCT/GA BUDGET 1200

C513 SALARY NON FACULTY BUDGET 1300

C514 WAGES BUDGET 1500

C515 OVERTIME BUDGET 1600

C516 STUDENT WAGES BUDGET 1700

C517 FRINGE BENEFITS BUDGET 1900

C520 SUPPLIES & EXPENSE BUDGET 2000

C525 PROCUREMENT CARD BUDGET 2000

C545 FOOD SERVICE COSTS BUDGET 4500

C549 RESEARCH PUBLICATIONS BUDGET 4300

C550 TRAVEL EXPENSE BUDGET 4000

C551 PATIENT CARE COSTS BUDGET 4100

C552 TRAINEE COSTS BUDGET 4200

C553 SUBCONTRACTOR COSTS < 25K 4400

C554 FINANCIAL AID BUDGET 6000

C555 INCIDENTAL COMP BUDGET 6500

C556 SUBCONTRACTOR COSTS > 25K 4400

C570 F&A COSTS BUDGET 9000

C579 UNALLOCATED BUDGET 9900

C580 AUXILIARY ENTERPRISE BUDGET 8000

C600 EQUIPMENT/LIBRARY BK BUDGET 5000

C650 CAPITAL EXPENDITURE BUDGET 7000


Job Aid: GL Crosswalk Lookup

1. Click the Crosswalk Lookup link.

2. In the SetID field, enter a valid value e.g. "HU001".

3. Click the Search button.

4. If you want to know the PeopleSoft equivalents for FRS account numbers, enter the FRS number into the FRS Account field. A valid value e.g. "525232".


6. A list appears displaying the first 23 values that match the specified criteria. The results display the Project, Account, Fund, Program and Responsible Department. Each FRS Account is associated with multiple FRS subcodes. A line will appear for each FRS account and subcode combination. The FRS subcode is equivalent to the PeopleSoft account. The View All link on the navigation bar allows you to see additional matching values that may not appear on this page.

7. For all FRS accounts that begin with a "5" or "6" the project will be displayed and a Responsible Department will be displayed in the last column. This is the PeopleSoft number for the department responsible for the administration of the grant or discretionary account.

8. FRS values that begin with "2" are displayed a little differently. In order to start a new search, clear the values for the previous search. Click the Clear All button.

9. Enter the FRS account that begins with "2" such as lid value e.g. "211125".


11. The FRS account number associated with multiple FRS subcodes is displayed along with the PeopleSoft ChartField information. If the FRS account number begins with a "2", the department number will be displayed in the Department column and not in the Responsible Department column.


12. If you want to narrow the list displayed, enter the FRS account and the FRS subcode. Enter


14. Note that the list displays only 8 rows with Subcode starting with 10

15. Click the Home link.

16. Congratulations! You have successfully completed the lesson for using the Lookup Crosswalk Table. End of Procedure.


Training Guide: GL Crosswalk Lookup v.8.9

Concept

Introduction This business process provides users a way to look up ChartField codes. The Crosswalk is designed to help translate the account and subcode from FRS into the PeopleSoft equivalent ChartFields and vice versa. Assumptions

¬ You have an FRS account which must be translated into a PeopleSoft number.

¬ You have a PeopleSoft department number which must be translated into an FRS number.


Procedure

The customized Crosswalk table built in PeopleSoft allows the users to look up the FRS Account translated into PeopleSoft Chartfields. This function allows you to search partial values or whole values, either in FRS or in PeopleSoft Chartfields. Navigation: Crosswalk Lookup

Step Action

1. Click the Crosswalk Lookup link.


Step Action

2. In the SetID field, enter "HU001".



Step Action

4. If you want to know the PeopleSoft equivalents for FRS account numbers, enter the FRS number into the FRS Account field. Such as "525232".


6. A list appears displaying the first 23 values that match the specified criteria. The results display the Project, Account, Fund, Program and Responsible Department. Each FRS Account is associated with multiple FRS subcodes. A line will appear for each FRS account and subcode combination. The FRS subcode is equivalent to the PeopleSoft account. The View All link on the navigation bar allows you to see additional matching values that may not appear on this page.

7. For all FRS accounts that begin with a "5" or "6" the project will be displayed and a Responsible Department will be displayed in the last column. This is the PeopleSoft number for the department responsible for the administration of the grant or discretionary account.


Step Action

8. FRS values that begin with "2" are displayed a little differently. In order to start a new search, clear the values for the previous search. Click the Clear All button.

9. Enter the FRS account that begins with "2" such as "211125", into the FRS Account field.


11. The FRS account number associated with multiple FRS subcodes is displayed along with the PeopleSoft ChartField information. If the FRS account number begins with a "2", the department number will be displayed in the Department column and not in the Responsible Department column.

12. If you want to narrow the list displayed, enter the FRS account and the FRS subcode. Enter "10" into the Subcode field.


14. Note that the list displays only 8 rows with Subcode starting with 10


16. Congratulations! You have successfully completed the lesson for using the Lookup Crosswalk Table. End of Procedure.


Job Aid: GL Inquiring on Department Budget

1. Click the Commitment Control link.

2. Click the Review Budget Activities link.

3. Click the Budgets Overview link. You may use the menu list at the left, or the link in the table near the top of the page.

4. Click the Search button. NOTE: If there is no existing value, select the Add a New Value tab and enter DEPT (or any of your preferred names) as the Inquiry Name. You need to add this Inquiry Name the first time only -- the next time you sign into PeopleSoft, all you need to do is click on the Search button and select your inquiry name.

5. Select an entry in the Inquiry Name column. For this example, click on DEPT. If no matching values are found then click Add a New Value.

6. Click the Add a New Value tab.

7. Enter the desired information into the Inquiry Name field. Enter a valid value e.g. "DEPT".

8. Click the Add button.

9. Enter the desired information into the Description field. Enter a valid value e.g. "Dept Budget Overview".

10. Enter the desired information into the Business Unit field. Enter a valid value e.g. "HU001".

11. Click the Look up Ledger Group (Alt+5) button.

12. Click an entry in the Description column. Click CC_DEP.

13. To continue the query, enter a department number, in the ChartField From Value column. Enter



15. The upper portion of this page displays the Department Budget, Expense, Encumbrance and Pre-Encumbrance and the Available Budget amounts in total (all the pools combined). The Expense amount is recorded when the voucher is budget checked. The Encumbrance amount is recorded when the purchase order is budget checked, and the pre-encumbrance amount is recorded when the requisition is budget checked. The available budget amount is calculated from the above amounts. At Howard, there is no tolerance allowed i.e. you cannot overspend your budget.

16. The lower portion of this page displays the various lines of the budget pools. The total amount of the various lines is equal to the amounts displayed in the upper portion of the page.

17. To drill into the Expense details, Click on the underlined expense amount of "$21.483.03" in the Expense column. The Activity Log page appears with a list of documents displayed. Note: If there are many lines which cannot be shown on one page, you might get a message saying that “more rows are available”.

18. Click the Drill Down button on the left; for this example, select the Voucher having the largest amount (in this example, the amount is 5,313.75).

19. To see the Voucher detail, click the View Related Links button. (Note: if another page does not appear, it is likely that your window is blocking the pop-up. In that case, try again, pressing the [Ctrl] key while clicking on the Links button.)

20. Click the Go to Source Inquiry link.

21. Click the More Details tab. (You would use the right-hand scroll bar or the [Page Down] key if you needed to move down the page.

22. Click the Detail Lines button.

23. The Voucher Details page displays. If the page is not displayed as a full size, click the Maximize/Restore button.

24. NOTE: The Voucher page is displayed with the description of the item.

25. To close this details page, click on the red X in the upper right corner.

26. Next, you will drill down from the Encumbrance amount to the purchase orders. You can drill down only if there is an amount displayed under the Encumbrance column.


27. Click the Budgets Overview link.


29. Click " Dept " in the Inquiry Name column.


31. To drill down the Encumbrance details, click on the underlined encumbrance amount (11,750.11 in our example). The Activity Log page appears with a list of Purchase Order numbers displayed. NOTE: When the voucher is created and budget checked against a purchase order, the PO amount is reversed out and the Voucher ID is also listed on the Activity Log page. Click "$11,750.11" in the Encumbrance column.

32. Click on Drill Down icon (the magnifying glass) on the left of the line with Purchase Order amount of 10,000.00. Click the Drill Down button.

33. You still can drill down to the PO details to find the vendor name. Click on the View Related Links button next to the PO number. NOTE: If nothing comes up, it’s likely that your window is blocking the pop-up. To bypass that, press the [Ctrl] key and hold it down while clicking on the Links icon.


35. Click the Maximize/Restore button.

36. The Purchase Order Inquiry page is displayed with Vendor name and description of the item purchased. (If the information you wanted to see were not visible, you would use the "maximize" button at the top right.)

37. Close the Purchase Order Inquiry page by clicking the red X on the upper right corner. Click the Close button.


38. To get back to the previous screen, click the OK button.

39. Click OK again to return to the Budgets Overview page.

40. (If necessary, use the vertical scrollbar or the [Page Down] key to move down the page.) To drill down the Pre-Encumbrance details, click on underlined amount of $1,600.00 under the Pre-Encumbrance column. The Activity Log page appears with the Requisition number(s) displayed. Note: That when the Requisition becomes the Purchase Order, the amount will be deducted from the Pre-Encumbrance total. Click "$1,600.00" in the Pre-Encumbrance column.

41. Click the View Related Links button.

42. NOTE: The Pre-Encumbrance amount of $1.500.00 is the largest amount on the list. Let's investigate what it was for.

43. Click the Drill Down button.

44. Click the View Related Links (Alt+6) button.


46. Click an entry in the Requisition column.


48. Click the Close button.

49. Click the OK button.

50. Click OK again to return to the Budget Overview page.


52. Congratulations! You have completed the business process for Inquiry on a Department Budget.

End of Procedure.


Training Guide: Inquiring on Department Budget v.8.9

Concept

Purpose The Budget Inquiry function allows the users to look at the total budget, expense, encumbrance, pre-encumbrance, and budget balance for a department. This document defines the steps necessary for inquiring on the budget balance for a selected department. Inquiring on the Department Budgets The system allows you to inquire on the Department Budget Overview and Budget Details on a real time basis. •Budget checking a requisition which updates the pre-encumbrance field. •Budget checking a purchase order which updates the encumbrance field. •Budget checking a voucher which updates the expense field.


Procedure

Navigation: Commitment Control > Review Budget Activities > Budget Overview

Step Action



Step Action


3. Click the Budgets Overview link. You may use the menu list at the left, or the link in the table near the top of the page.


Step Action


5. Select an entry in the Inquiry Name column. For this example, click on DEPT. If no matching values are found then click Add a New Value.


7. Enter the desired information into the Inquiry Name field. Enter "DEPT".



Step Action

9. Enter the desired information into the Description field. Enter "Dept Budget Overview".

10. Enter the desired information into the Business Unit field. Enter "HU001".

11. Click the Look up Ledger Group (Alt+5) button.

12. Click an entry in the Description column. Click CC_DEP.

13. To continue the query, enter a department number, in the ChartField From Value column. Enter "110100".



Step Action

15. The upper portion of this page displays the Department Budget, Expense, Encumbrance and Pre-Encumbrance and the Available Budget amounts in total (all the pools combined). The Expense amount is recorded when the voucher is budget checked. The Encumbrance amount is recorded when the purchase order is budget checked, and the pre-encumbrance amount is recorded when the requisition is budget checked. The available budget amount is calculated from the above amounts. At Howard, there is no tolerance allowed i.e. you cannot overspend your budget.

16. The lower portion of this page displays the various lines of the budget pools. The total amount of the various lines is equal to the amounts displayed in the upper portion of the page. LIST OF BUDGET ROLLUP ACCOUNTS

The Accounts displayed on the Budget Overview are the Budget Rollup Accounts. Below is a listing of the Department Budget Rollup Accounts:

Department Budget Rollup

PeopleSoft Account Description

FRS Budget Pools

B510 SALARY BUDGET 1000

B514 WAGES/OVERTIME BUDGET 1500

B517 FRINGE BENEFITS BUDGET 1900

B520 SUPPLIES & EXPENSE BUDGET 2000

B554 FINANCIAL AID BUDGET 6000

B579 UNALLOCATED BUDGET 9900

B580 AUXILIARY ENTERPRISE BUDGET 8000

B600 EQUIPMENT/LIBRARY BK BUDGET 5000

B650 CAPITAL EXPENDITURE BUDGET 7000


Step Action

17. To drill into the Expense details, Click on the underlined expense amount of "$21.483.03" in the Expense column. The Activity Log page appears with a list of documents displayed. Note: If there are many lines which cannot be shown on one page, you might get a message saying that “more rows are available”.

Step Action

18. Click the Drill Down button on the left; for this example, select the Voucher having the largest amount (in this example, the amount is 5,313.75).


Step Action

19. To see the Voucher detail, click the View Related Links button. (Note: if another page does not appear, it is likely that your window is blocking the pop-up. In that case, try again, pressing the [Ctrl] key while clicking on the Links button.)



Step Action

21. Click the More Details tab. (You would use the right-hand scroll bar or the [Page Down] key if you needed to move down the page.



Step Action

23. The Voucher Details page displays. If the page is not displayed as a full size, click the Maximize/Restore button.

24. NOTE: The Voucher page is displayed with the description of the item.

25. To close this details page, click on the red X in the upper right corner.

26. Next, you will drill down from the Encumbrance amount to the purchase orders. You can drill down only if there is an amount displayed under the Encumbrance column.


Step Action



Step Action


29. Click " Dept " in the Inquiry Name column.


Step Action



Step Action

31. To drill down the Encumbrance details, click on the underlined encumbrance amount (11,750.11 in our example). The Activity Log page appears with a list of Purchase Order numbers displayed. NOTE: When the voucher is created and budget checked against a purchase order, the PO amount is reversed out and the Voucher ID is also listed on the Activity Log page. Click "$11,750.11" in the Encumbrance column.


Step Action

32. Click on Drill Down icon (the magnifying glass) on the left of the line with Purchase Order amount of 10,000.00. Click the Drill Down button.


Step Action

33. You still can drill down to the PO details to find the vendor name. Click on the View Related Links button next to the PO number. NOTE: If nothing comes up, it’s likely that your window is blocking the pop-up. To bypass that, press the [Ctrl] key and hold it down while clicking on the Links icon.



Step Action


36. The Purchase Order Inquiry page is displayed with Vendor name and description of the item purchased. (If the information you wanted to see were not visible, you would use the "maximize" button at the top right.)

37. Close the Purchase Order Inquiry page by clicking the red X on the upper right corner. Click the Close button.


Step Action

38. To get back to the previous screen, click the OK button.


Step Action

39. Click OK again to return to the Budgets Overview page.


Step Action

40. (If necessary, use the vertical scrollbar or the [Page Down] key to move down the page.) To drill down the Pre-Encumbrance details, click on underlined amount of $1,600.00 under the Pre-Encumbrance column. The Activity Log page appears with the Requisition number(s) displayed. Note: That when the Requisition becomes the Purchase Order, the amount will be deducted from the Pre-Encumbrance total. Click "$1,600.00" in the Pre-Encumbrance column.


Step Action

41. Click the View Related Links button.

42. NOTE: The Pre-Encumbrance amount of $1.500.00 is the largest amount on the list. Let's investigate what it was for.


Step Action



Step Action

44. Click the View Related Links (Alt+6) button.



Step Action

46. Click an entry in the Requisition column.


Step Action




Step Action

50. Click OK again to return to the Budget Overview page.


Step Action


52. Congratulations! You have completed the business process for Inquiry on a Department Budget. End of Procedure.


Job Aid: GL Inquiring on Project Budget




4. From the Budgets Overview page Click the Add a New Value tab.

5. Enter the desired information into the Inquiry Name field. Enter a valid value e.g. "GRANT".


7. If the Inquiry value is not displayed enter the information as displayed on the next page. If the value is displayed click GRANT.

8. Enter the desired information into the Description field. Enter a valid value e.g. "Budget Overview For Grants".

9. Enter the desired information into the Business Unit field. Enter a valid value e.g. "HU001".

10. Enter the desired information into the Ledger Group field. Enter a valid value e.g. "CC_PG".

11. NOTE: - As soon as you tab out of this Ledger Group Field, all the ChartFields will be displayed on the lower half of the page. - All the ChartFields From and ChartFields To default to % which is a wild card signifying all values. -You must enter a Project value in the Project field under the column ChartField From value (it doesn't make sense for you to see the Budget of all Projects combined).

12. Enter the desired information into the ChartField From Value field. Enter a valid value e.g. "0000199".



14. The upper portion of this page displays the Project Budget, Expense, Encumbrance and Pre-Encumbrance and the available budget amounts in total (all the pools combined). The Expense amount is recorded when the voucher budget is checked. The Encumbrance amounts are recorded when the purchase order is budget checked, and the re-encumbrance amount is recorded when the requisition is budget checked. The available budget amount is calculated from the above amounts. At HU, there is no tolerance allowed, i.e. you cannot overspend your budget.

15. The lower portion of this page displays the various lines of the budget pools. The total amount on the various lines is equal to the amount displayed in the upper portion of the page.

16. You may need to scroll down to see the bottom of the page. To drill down to see the Expense details, click on the amount under the Expense column. Click 2,950.00

17. The Activity Log page appears. On the Activity Log page, Click on the Drill Down icon (the magnifying glass) on the left of the Journal or Voucher ID. Note: In a production environment, the documents will mostly be Vouchers for the

rolled up account C520, Supplies.

18. The Payable Voucher Line Drill Down page displays. Click on the red arrow next to the Voucher ID number to drill down to the Source Inquiry link.

19. Click the Go to Source Inquiry link. The Voucher lines will be displayed.

20. Click the More Details tab.


22. The Voucher Details page is displayed with the description of the item.




26. Click an entry in the Inquiry Name column.



28. Click an entry in the Encumbrance column.


30. Click the Red arrow next to the PO Number button.


32. The Purchase Order Inquiry page is displayed.


34. Note: The purchased item is displayed.




38. Point to the OK object.

39. You have successfully viewed the drill down to both Expense and Encumbrance Details.

40. Click the Home link. The lesson is complete.

41. End of Procedure.


Training Guide: Inquiring on Project Budget v.8.9

Concept

Purpose The Budget Inquiry function allows the users to look at the total budget, expense, encumbrance, pre-encumbrance, and budget balance for a project. This document defines the steps necessary for inquiring on the budget balance for a selected project.

Inquiring on the Project Budgets The system allows you to inquire on the Project Budget Overview and Budget Details on a real time basis. •Budget checking a requisition which updates the pre-encumbrance field. •Budget checking a purchase order which updates the encumbrance field. •Budget checking a voucher which updates the expense field.


Procedure


Step Action



Step Action




Step Action

4. From the Budgets Overview page Click the Add a New Value tab.

5. Enter the desired information into the Inquiry Name field. Enter "GRANT".


7. If the Inquiry value is not displayed enter the information as displayed on the next page. If the value is displayed click GRANT.


Step Action

8. Enter the desired information into the Description field. Enter "Budget Overview For Grants".

9. Enter the desired information into the Business Unit field. Enter "HU001".

10. Enter the desired information into the Ledger Group field. Enter "CC_PG".

11. NOTE: - As soon as you tab out of this Ledger Group Field, all the ChartFields will be displayed on the lower half of the page. - All the ChartFields From and ChartFields To default to % which is a wild card signifying all values. -You must enter a Project value in the Project field under the column ChartField From value (it doesn't make sense for you to see the Budget of all Projects combined).

12. Enter the desired information into the ChartField From Value field. Enter "0000199".



Step Action

14. The upper portion of this page displays the Project Budget, Expense, Encumbrance and Pre-Encumbrance and the available budget amounts in total (all the pools combined). The Expense amount is recorded when the voucher budget is checked. The Encumbrance amounts are recorded when the purchase order is budget checked, and the re-encumbrance amount is recorded when the requisition is budget checked. The available budget amount is calculated from the above amounts. At HU, there is no tolerance allowed, i.e. you cannot overspend your budget.


LIST OF BUDGET ROLLUP ACCOUNTS

The Accounts displayed on the Budget Overview are the Budget Rollup Accounts. Below is a listing of the Grant Budget Rollup Accounts:

Grant Budget Rollup

PeopleSoft Account Description

FRS Budget Pools

C510 SALARY FACULTY BUDGET 1000

C512 SAL-PDOCT/DOCT/GA BUDGET 1200

C513 SALARY NON FACULTY BUDGET 1300

C514 WAGES BUDGET 1500

C515 OVERTIME BUDGET 1600

C516 STUDENT WAGES BUDGET 1700

C517 FRINGE BENEFITS BUDGET 1900

C520 SUPPLIES & EXPENSE BUDGET 2000

C525 PROCUREMENT CARD BUDGET 2000

C545 FOOD SERVICE COSTS BUDGET 4500

C549 RESEARCH PUBLICATIONS BUDGET 4300

C550 TRAVEL EXPENSE BUDGET 4000

C551 PATIENT CARE COSTS BUDGET 4100

C552 TRAINEE COSTS BUDGET 4200

C553 SUBCONTRACTOR COSTS < 25K 4400

C554 FINANCIAL AID BUDGET 6000

C555 INCIDENTAL COMP BUDGET 6500

C556 SUBCONTRACTOR COSTS > 25K 4400

C570 F&A COSTS BUDGET 9000

C579 UNALLOCATED BUDGET 9900

C580 AUXILIARY ENTERPRISE BUDGET 8000

C600 EQUIPMENT/LIBRARY BK BUDGET 5000

C650 CAPITAL EXPENDITURE BUDGET 7000


Step Action

16. You may need to scroll down to see the bottom of the page. To drill down to see the Expense details, click on the amount under the Expense column. Click 2,950.00


Step Action

17. The Activity Log page appears. On the Activity Log page, Click on the Drill Down icon (the magnifying glass) on the left of the Journal or Voucher ID. Note: In a production environment, the documents will mostly be Vouchers for the

rolled up account C520, Supplies.


Step Action

18. The Payable Voucher Line Drill Down page displays. Click on the red arrow next to the Voucher ID number to drill down to the Source Inquiry link.

19. Click the Go to Source Inquiry link. The Voucher lines will be displayed.


Step Action

20. Click the More Details tab.


22. The Voucher Details page is displayed with the description of the item.


Step Action



Step Action


26. Click an entry in the Inquiry Name column.


Step Action



Step Action

28. Click an entry in the Encumbrance column.


Step Action



Step Action

30. Click the Red arrow next to the PO Number button.


32. The Purchase Order Inquiry page is displayed.


Step Action


34. Note: The purchased item is displayed.



Step Action



Step Action


38. Point to the OK object.

39. You have successfully viewed the drill down to both Expense and Encumbrance Details.


Step Action

40. Click the Home link. The lesson is complete.

41. End of Procedure.


Job Aid: GL Inquiring on a Non-Grant Project Budget







7. Enter the desired information into the Inquiry Name field. Enter a valid value e.g. "NON_GRANT".


9. Enter the desired information into the Description field. Enter a valid value e.g. "NON_GRANT Budget Overview".

10. Click the Look up Business Unit button.

11. Click HU001 in the Business Unit column.

12. Click the Look up Ledger Group button.

13. Click CC_NONGRT in the Ledger Group column.

14. Enter into the ChartField From Value field. Projects beginning with C are Construction Projects.



16. Click the Collapse Menu button.

17. The upper portion of this page displays the Non-Grant Budget, Expense, Encumbrance and Pre- Encumbrance and the available budget amounts in total. The Expense amount is recorded when the voucher budget is checked. The Encumbrance amount is related to purchase orders and the Pre-encumbrance amount is related to requisitions. The available budget amount is calculated from the above amounts. At HU, there is no tolerance allowed, i.e. you cannot overspend your budget.


19. Note that the Budget Account is A500 meaning you can spend on any expense category.


21. Navigation: Commitment Control > Review Budget Activities > Budget Overview End of Procedure.


Training Guide: Inquiring on a Non-Grant Project Budget v.8.9

Concept

Purpose The Budget Inquiry function allows the users to look at the total Non-Grant Project budget, expense, encumbrance, pre-encumbrance, and budget balance for a project. This document defines the steps necessary for inquiring on the budget balance for a selected project. Inquiring on Non-Grant Project Budgets The system allows you to inquire on Non-Grant Project Budget and Budget Details on a real time basis. •Budget checking a requisition which updates the pre-encumbrance field. •Budget checking a purchase order which updates the encumbrance field. •Budget checking a voucher which updates the expense field.


Procedure


Step Action



Step Action





Step Action



7. Enter the desired information into the Inquiry Name field. Enter "NON_GRANT".



Step Action

9. Enter the desired information into the Description field. Enter "NON_GRANT Budget Overview".


11. Click HU001 in the Business Unit column.

12. Click the Look up Ledger Group button.

13. Click CC_NONGRT in the Ledger Group column.

14. Enter C110025" into the ChartField From Value field. Projects beginning with C are Construction Projects.



Step Action


17. The upper portion of this page displays the Non-Grant Budget, Expense, Encumbrance and Pre- Encumbrance and the available budget amounts in total. The Expense amount is recorded when the voucher budget is checked. The Encumbrance amount is related to purchase orders and the Pre-encumbrance amount is related to requisitions. The available budget amount is calculated from the above amounts. At HU, there is no tolerance allowed, i.e. you cannot overspend your budget.




21. Navigation: Commitment Control > Review Budget Activities > Budget Overview

End of Procedure.


Job Aid: GL Inquiring on Discretionary Accounts Budget




4. Click the Search button. NOTE: If there is no existing value, select the Add a New Value tab and enter NON_GRT (or any of your preferred names) as the Inquiry Name. You need to add this Inquiry Name the first time only -- the next time you sign into PeopleSoft, all you need to do is click on the Search button and select your inquiry name.


6. Enter the desired information into the Inquiry Name field. Enter a valid value e.g. "NON_GRT".


8. Enter the desired information into the Description field. Enter a valid value e.g. "Budget Overview for Non Grant Project".


10. Click an entry in the Description column.

11. Click the Look up Ledger button.

12. Click an entry in the Ledger Group column.

13. Enter into the ChartField From Value field. In PeopleSoft ALL Discretionary Accounts are Projects starting with R.




16. You will notice that there is no budget amount listed because donations become your Associated Revenue and allow you to spend up to the amount shown on the Associate Revenue line.

17. For this project you will use the Available Budget displayed on the upper portion of this page and not the Available Budget on the detail line.



20. Navigation: Commitment Control > Review Budget Activities > Budgets Overview End of Procedure.


Training Guide: Inquiring on Discretionary Accounts Budget v.8.9 Discretionary Accounts:

R1XXXXX Gifts & Endowment Income – Exclusively for Financial Aid (FRS 528 and 638) R2XXXXX Gifts & Endowment Income – Can be spent on anything (FRS 527 and 637) R4XXXXX Other Internally Designated (FRS 529)


Procedure

Navigation: Commitment Control > Review Budget Activities > Budgets Overview

Step Action



Step Action




Step Action

4. Click the Search button. NOTE: If there is no existing value, select the Add a New Value tab and enter NON_GRT (or any of your preferred names) as the Inquiry Name. You need to add this Inquiry Name the first time only -- the next time you sign into PeopleSoft, all you need to do is click on the Search button and select your inquiry name.


6. Enter the desired information into the Inquiry Name field. Enter "NON_GRT".



Step Action

8. Enter the desired information into the Description field. Enter "Budget Overview for Non Grant Project".


10. Click an entry in the Description column.

11. Click the Look up Ledger button.

12. Click an entry in the Ledger Group column.

13. Enter "R200076" into the ChartField From Value field. In PeopleSoft ALL Discretionary Accounts are Projects starting with R.



Step Action


16. You will notice that there is no budget amount listed because donations become your Associated Revenue and allow you to spend up to the amount shown on the Associate Revenue line.

17. For this project you will use the Available Budget displayed on the upper portion of this page and not the Available Budget on the detail line.



20. Navigation: Commitment Control > Review Budget Activities > Budgets Overview End of Procedure.

howard university peoplesoft implementation project · 2008-09-23 · howard university peoplesoft...

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