People Soft Financials 8.4
Basic Training
Revised 6/25/03
Welcome

Are you in the Right Room ??

This class is for those of you that (at a
minimum) utilize
paper statements
 GA Query views – DV, VS, VO

2
Meeting Objectives

PeopleSoft Financials going live 1 July



What do I need to do/have?
What is going to change/what not going to change?
Review of Chart of Accounts

Review new Journal Voucher

Review new Reporting Tools


Statement
Views/EZQ
3
System Requirements

This will run on your web browser

Works best with Internet Explorer
4
Security

Similar to the security for our current system 



based on the Purpose chartfield
Similar permissions are being applied
Access for additional people must be requested
Request access

use web form
5
Security

PS security will be a two step process:
by page security (menu options)
 row security (purpose code)

The URL is www.udel.edu/Financials
 User Name will be UNIX name
 Password: Unix Password


May need to change at www.udel.edu/network
6
Phased Timeline
2003
July
2004
July
2005
PHASE II
July
PHASE III
PHASE I
(tentative)
Contracts & Grants Module
Proposal
Processing,
Reports
General Ledger
(GL)
ModuleGrant Budget
Module
Includes Labor Allocation Module for
Projects Module
salary distributions
Facilities Asset Management
Module
Accounts
Receivable
Accounts Payable
(AP)
Module Module
Cash Transmittals
Billing Module
Purchase Order (PO) Module
Invoices
7
PHASE I
July 1 2003
•General Ledger (GL) Module Includes
Labor Allocation Module for salary
distributions
•Accounts Payable (AP) Module
•Purchase Order (PO) Module
8
PHASE I
July 1, 2003
Use new PeopleSoft Processes for:








Journal Vouchers (JVs)
Purchase Requisitions
Request for Check
Cash Advances
Business Expense Reports (BERs)
Purchasing Card Reconciliations
Reporting
Chart of Accounts (COA) Maintenance Sheet

During transition, you’ll receive the old and new
versions
9
PHASE I
July 1, 2003
Use legacy (old) Chart of Accounts for:
Cash Transmittals
 Miscellaneous Billing Invoices
 Grants Management System (GMS)
 FAI (request for service)
 FFAR form

10
Chart of Accounts
New Structure, New Language
Current UD Account Code
01fund
1744710type function bud unit
004101XX
project object code line no.
11
Chart of Accounts
New Structure, New Language
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
current UD account code
01fund
1744710type function bud unit
004101XX
project object code line no.
12
Chart of Accounts
New Structure, New Language
PSACCT
•Corresponds to 3 digit object code
•Classifies transactions as expenditure,
revenue, asset, liability, or equity
•6 alphanumeric characters
13
Chart of Accounts
New Structure, New Language
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
Class
Line Number
current UD account code
01fund
1744710type function bud unit
004101XX
project object code line no.
14
Chart of Accounts
New Structure, New Language
CLASS
•Corresponds to UD 3 digit salary line #
•A budget line associated with a position
within the University
•3 alpha or numeric characters
15
Chart of Accounts
New Structure, New Language
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
Class
Line Number
Purpose
current UD account code
01fund
1744710type function bud unit
11 Digit Account
004101XX
project object code line no.
16
Chart of Accounts
New Structure, New Language
PURPOSE
•Corresponds to UD 11-digit account code
or UD 14-digit asset/liability account
•An activity that can have revenue,
expense, and balance sheet components
•10 or less alphanumeric characters
17
Chart of Accounts
New Structure, New Language
OTHER PeopleSoft CHARTFIELDS
•Fund
•Program
•Project
•Source
•DeptID
•User Defined Chartfield
18
Chart of Accounts
New Structure, New Language
Chartfield Road Map
OLD FIELD
NEW UD FIELD
11-digit code
Object code
Line number
Purpose
Account
Class
SELECTION FIELDS:
ADDITIONAL FIELDS FOR REPORTING:
Fund Type
Function (characters 4 & 5)
No UD Equivalent
Fdg sources & agency codes
No UD Equivalent
Fund and Purpose digits 5 & 6
Program
Project
Source
Chartfield 3 (User field)
CENTRAL HIERARCHICAL STRUCTURE FOR REPORTING:
Current UD hierarchical “tree”
Dept ID
19
Chart of Accounts
Conversion Data
Legacy
Account
Code
UDACCT11
01001258300
01001900001
01001900002
01001900003
01001900007
01001900050
01001900051
01001900060
01001900061
01001900094
01001900095
01001900096
01001900097
01001900101
01001900102
01001900103
01001900107
01001900190
01001900191
01001900193
01001900195
01001900196
01001900197
PURPOSE DESCR
PARALLEL PROGRAM-DTCC TUITION
UNDERGRAD RES FEES-FULL TIME
UNDERGRAD RES FEES-PART-TIME
UNDRGRAD RES FEES-18 PLUS
UNDERGRAD SUSTAINING FEE
UG DTCC WAIVER
UG DSC WAIVER
ROTC CREDIT LIMIT REFUNDS
MARCHING BAND CREDIT LIMIT REF
BIOSPHERE CONTRA-INC RES
U/G RES-REFUNDS
U/G RES-SIBLING DISCOUNT
U/G RES-SENIOR CITIZEN WAIVER
UNDRGRAD NON-RES TUITION-FULL
UNDRGRAD NON-RES TUITION-PARTUNDRGRAD NON-RES TUITION-18 PL
INT'L STUDENT EXCH CONTRA
CONTRACTED TUITION CONTRA
U/G NON-RES DE FEE PRIVILEGE
BIOSPHERE CONTRA-INC NR
U/G NON-RES-REFUNDS
U/G NON RES-SIBLING DISCOUNT
ACADEMIC COMMON MARKET CONTRA
PURPOSE
PARA112114
UNIV112244
UNIV112245
UNIV112246
UNIV112247
UNIV112248
UNIV112249
UNIV112251
UNIV112252
UNIV112253
UNIV112254
UNIV112255
UNIV112256
UNIV112257
UNIV112258
UNIV112259
UNIV112261
UNIV112262
UNIV112263
UNIV112264
UNIV112265
UNIV112266
UNIV112267
PeopleSoft
PURPOSE
Chartfield
20
Chart of Accounts
Conversion Data
CROSSWALK
A conversion tool is available to
convert your UD legacy (old)
account code to PeopleSoft
Chartfields.
21
Chart of Accounts
Conversion Data

url is linked from udel.edu/UDFS/info
web page where other good information
is found!
22
23
24
25
26
New Chart of Accounts
SPEEDTYPES
auto fill-in
Enter Speedtype (ex: “CHEM110000”) into
Speedtype field and the following
chartfields are filled in:
•Purpose
•Fund
•Program
•Project
•Source
•DeptID
27
Chart of Accounts
Chartfield Mapping
Chemistry Supplemental Funds
1-7-09-2522-50-410
CHEM17S000
141000
OPBAL
INST2
BLANK
70000000
02522
Purpose & Speedtype
Account
Fund
Program
Project
Source
Dept Id
28
Accounting Periods
New Structure, New Language

Accounting Periods are numbered
0=Beginning balance
 1-12 for the months (July=1)
 991 Second close (adjustment period)
 992 Third Close (adjustment period)

29
Accounting Periods
New Structure, New Language
Month
Period
Beginning Balance
0
July
1
August
2
September
3
October
4
November
5
December
6
January
7
February
8
March
9
April
10
May
11
June (1st close)
12
2nd close
991
3rd close
992
30
Fiscal Year
New Structure, New Language

Fiscal Year runs July 1 through June 30.

FY 2004 = July 1, 2003 through June 30,
2004

E.g. 2004 and 1 mean July, 2003: this is
accounting period number 1 in the 2004 fiscal
year. It would correspond in the legacy
system to activity reported on the statement of
“20030731” (July 31, 2003)
31
Journal Voucher

Introduction –
this will be a web form
 blanks and forms for approval, will be
accessed through Web Forms inbox
 all Web Forms will be in this inbox

As an approver, you will receive the
completed form in your archives
 Approval process the same as it is now
for the HR forms

32
Journal Voucher
33
Journal Voucher
34
Journal Voucher
35
Journal Voucher
36
Journal Voucher
37
Journal Voucher
approver’s view
38
Journal Voucher
approver’s view
39
Budget Journal

Budget Journal will be used for temporary
budget revisions

Until Phase II is implemented, contract or
grant budget changes will continue to be
handled in GMS as they are now
40
Need A…
BREAK??
41
Viewing Old Forms

How will we view forms from the legacy
system?

OLD EZ-Forms: existing archive will be
there through 6/2004; after that, TBD
42
Procurement forms

Training will be provided by Procurement
Services

Routing on requisitions will work exactly as
it does now

Open order report will show any purchase
orders that are in active status and the
associated balance.
43
EZQs
Simple public queries for everyday use
 Different types:

Substitutes for GA-QRY
 Easy conversion tools
 Labor Allocation Module queries


All report names start with EZQ
44
Reporting

Use Query Viewer
Set Query Viewer as a Favorite
 Predefined Queries
 Compare several to legacy system


Only use Query Manager after you have
had the Query Class.
45
46
EZQs for Lookups

Convert old Account Codes to Purposes



EZQ_ACCTPURPCONVERSION
Prompts for department acronym and shows all
Account Codes/Purpose in that department
Convert old Object Codes to Accounts


EZQ_OCACCOUNTCONVERSION
Prompts for Object Code (or partial OC) and
converts
47
Convert or Look Up
Account Codes/ Purposes
48
49
Look up or convert Object
Codes/Accounts
50
51
EZQ: GA Query
Substitutes
OLD
NEW
DV
EZQ_DV_SPEEDTYPE
VO
EZQ_BAL_QUERY (for Purposes
that don’t have budgets)
EZQ_BAL_BGT (for Purposes
that do have budgets)
VS
Several Substitutes
Mark X for trans
EZQ_TRANS_QUERY
52
EZQ: GA Query
Substitutes
OLD
NEW
DV
EZQ_DV_SPEEDTYPE
Use to get descriptive information about a Speedtype.
Remember, Speedtype and Purpose are almost always identical
The exception to this is in academic departments, when one Purpose may
have several Speedtypes associated with it. For example, the CHEM110000
Purpose is referenced by these Speedtypes:

CHEM110000 for instruction and internal service

CHEM11DRES for departmental (unfunded) research

CHEM11PSRV for public service

CHEM11MTCH for match
53
DV screen in GA Query
54
EZQ_DV_SPEEDTYPE
55
EZQ_DV_SPEEDTYPE
56
EZQ_DV_SPEEDTYPE
57
EZQ: GA Query
Substitutes
OLD
NEW
VO
EZQ_BAL_QUERY for Purposes that
don’t have budgets
EZQ_BAL_BGT for Purposes that
do have budgets
These queries return one row of information for each PS Account.
58
VO for Purposes
without Budgets
59
VO for Purposes
without Budgets
60
Look up Account Detail for
Purpose without Budget
61
62
VO for Purposes
with Budgets
63
VO for Purposes
with Budgets
64
Look up Account Detail for
Purpose WITH Budget
65
66
EZQ: GA Query
Substitutes
OLD: VS Screen
NEW
EZQ_BAL_TOTAL for Purposes that don’t have budgets; just
one total row that shows balance
EZQ_BAL_BGT_SUMMARY for Purposes that do have budgets;
one row for each Account Category
EZQ_BAL_BGT_TOTAL for Purposes that do have budgets:
Just one total row that shows balance
EZQ_BAL_BGT_TOTAL_SPPT for Purposes that do have
budgets: Just one total row that shows balance, and only
includes PS Accounts for support
67
VS for Purposes without
Budgets (pg 1/3)
68
VS for Purposes without
Budgets (pg 2/3)
69
VS for Purposes without
Budgets (pg 3/3)
70
Look up Purpose Balance for
Purpose without Budget
71
72
VS for Purposes with
Budgets (pg 1/3)
73
VS for Purposes with
Budgets (pg 2/3)
74
VS for Purposes with
Budgets (pg 3/3)
75
EZQ: VS Substitutes for
Purposes with Budget
THREE RELATED QUERIES for Purposes with Budgets
EZQ_BAL_BGT_SUMMARY: One row for each Account Category
EZQ_BAL_BGT_TOTAL: Just one total row that shows balance
EZQ_BAL_BGT_TOTAL_SPPT : Just one total row that shows balance,
and only includes PS Accounts for support
76
Look Up Account Summaries
for Purposes with Budget
77
78
Look up Purpose Balances, In
Total, for Purpose with Budget
79
80
Purpose Balances, in Total for
Support Only, for Purpose with Budget
81
82
EZQ: GA Query
Substitutes
OLD
NEW
Mark X for trans
EZQ_TRANS_QUERY
83
Look up Transactions
for a Purpose
84
85
Charge Expenses
Correctly

Two things for particular attention:
 Accounts
 Programs
 Charge expenses where they belong, not
necessarily where budgeted
 Budget may reside in account 140000
 Charges could be in another account
 Categorize expenses appropriately
 Program chart field allows for this
86
Charge Expenses
Correctly

Special Case for academic departments:
budget will all be in CHEM110000 Purpose
and Speedtype, but an expense may be in
CHEM11DRES Speedtype (CHEM110000
Purpose and INST2 Program)
87
EZQs for LAM
LAM = Labor Allocation Module
 More Detailed Training Available


To see Distributions:


EZQ_LAM_DISTRIB
To see Obligations:

EZQ_LAM_OBLIG
88
th
7
Inning
Stretch??
89
Monthly Account
Statement (Paper)

Paper statements will no longer be
delivered

Statements will be on-line
90
Old Statement (Paper) 1/3
91
Old Statement (Paper) 2/3
92
Old Statement (Paper) 3/3
93
Monthly Statements

Two types: “Push” and “Pull”

“Push” means statements are sent to you without
action on your part. You then access them on-line.

“Pull” means that you elect to run your statement
report at the time of your choosing; this is an option
that requires set-up and is beyond the scope of this
Basic Training course.
94
“Push” Monthly
Statements

Designated recipients (see DV screen)

This happens at the end of each accounting
period (generally around the 5th of the
following month)

Navigate to:

Report Tools>
Report Manager>
Administration Tab
95
96
Under “View Reports For” set “Last” to 30 days.
Click REFRESH button and you will see the reports that
97
you ran (or were run for you) in the last 30 days.
“Push” Monthly
Statements

Click SAVE to have 30 days be your default period
 Select the report you want to see and click the
98
blue VIEW link
•Click on the blue link by the report you want to view, in
this case, NURS110000.xls
•This will bring up the monthly statement in an Excel
window.
99
100
101
Know Thy Data

Essential parts of learning to use the
new financial system are
learning what it contains
 what terminology is used
 where the data resides

102
A web-based data resource

http://www.udel.edu/UDFS/info in the
“Data and Terminology” tab.

Begin with the online glossary, in which
terms are defined and linked to:
A Data Dictionary of many of the most
useful Records for writing queries.
 Tables of values for very significant fields.

103
Transition to July 1

The FY 03 close will occur in the old system

Paper account statements will be
distributed for 6/31/03 and 6/32/03 periods

Budget Office will issue July 1, 2003 printed
budget (report 680)
104
Further Help

Labor Allocation Module used for 7/15 pay for fiscal
employees; 9/15 pay for academic employees

Additional training available

Legacy (MVS) system can be accessed through
October 2003

www.udel.edu/UDFS/info

Come to us
105
www.udel.edu/UDFS/info
106
UDFS Communication
& Training Team
107
The End
…or the beginning?
Thanks for coming
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Basic Training - University of Delaware