peoplesoft (ps) budget administration 1 training
DESCRIPTION
PeopleSoft (PS) Budget Administration 1 Training. Objectives. Learn about the new structure of accounts Discover the terminology and navigation of PeopleSoft Leave with a basic understanding of the crosswalk from Cascade/Banner to PeopleSoft codes Begin to code financial transactions - PowerPoint PPT PresentationTRANSCRIPT
PeopleSoft (PS)
Budget Administration
1 Training
Objectiveso Learn about the new structure of accounts
● Discover the terminology and navigation of PeopleSoft● Leave with a basic understanding of the crosswalk from
Cascade/Banner to PeopleSoft codes◦ Begin to code financial transactions
o Learn about PeopleSoft’s budgeting tools● Discover PeopleSoft Budget Inquiry key terminology/concepts● Learn budget Inquiry “Saved Searches” (for the type of budget
you manage)◦ Interpreting the Budget Inquiry Results Page
o Where to find help and references
Facilitator: Peter Ho, CPA, CCMSenior PeopleSoft ConsultantMoore 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
Electronic Version of Handouts http://www.pugetsound.edu/about/offices--services/technology-services/optimize/optimize-puget-sound-training/training-handouts/
Let’s Begin Navigation to the University of Puget Sound PeopleSoft Financials
Navigate to Cascade o https://cascade.pugetsound.edu/casca
de/cascade.menu
o Click on PeopleSoft Financials from menu items
Enter Your Password
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
Basic PS 9.1 Navigation
Universal Navigation HeaderItem FunctionHome Returns you to your Home page
Worklist Shows your workflow items, if any
Add to Favorites Bookmark the current component so it would be available under the ‘Favorites’ Menu
Sign Out Logs you out of PeopleSoft
Menu
o Access any page within PeopleSoft by starting at the Home Page
o Select a menu item to see the sub-menus
Using My Favoriteo Navigation:
● Main Menu > Puget Sound Financials > How do I code my expenses now
o Add to My Favorite
Search for an Existing ValueSearch 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
Operators and Case Sensitivity
Search Results
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
Searching With Lookup or Drop Down Button
Coding Transactions
Restructured Chart of Accountso Changing from Banner to PeopleSoft
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
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).
Crosswalk Tool
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
PeopleSoft Budget Inquiry
Types of Budgets at Puget Soundo Operating (Department) Budgetso ASUPS Budgeto Carryover fundso Grants and Projectso Facilities and Technology Projects
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.
Procurement & Commitment Control Cycle
Four Budget Ledgers in PeopleSoftLedger Group Purpose
EXPDETAILS Detailed Expenditure budgets
EXPSUMMARY Summary Expenditure budgets
REVDETAILS Detailed Revenue Budgets
REVSUMMARY Summary Revenue Budgets
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 Thru: Detailed Revenue and Expense Budget
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 Detailed Expenditure budgets● REVSUMMARY Summary Revenue Budgets
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 REVSUMMARY
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
Step 3o Navigate to PeopleSoft Budget Inquiry
(to create a saved search)
Refer to Page 19 – 33 for the remainder of Walk Thru
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
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.
Recommended Inquiry Names & Search Criteria for your Budget Types
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