People Soft Financials 8 4 Basic Training Revised
People Soft Financials 8. 4 Basic Training Revised 6/25/03
Welcome l Are you in the Right Room ? ? l This class is for those of you that (at a minimum) utilize paper statements l GA Query views – DV, VS, VO l 2
Meeting Objectives l People. Soft Financials going live 1 July l l l What do I need to do/have? What is going to change/what not going to change? Review of Chart of Accounts l Review new Journal Voucher l Review new Reporting Tools l l Statement Views/EZQ 3
System Requirements l This will run on your web browser l Works best with Internet Explorer 4
Security l Similar to the security for our current system l l based on the Purpose chartfield Similar permissions are being applied Access for additional people must be requested Request access l use web form 5
Security l PS security will be a two step process: by page security (menu options) l row security (purpose code) l l The URL is www. udel. edu/Financials l User Name will be UNIX name l Password: Unix Password l 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 General Ledger (GL) Module. Grant Budget Proposal Processing, Reports Module Includes Labor Allocation Module for Projects Module salary distributions Asset Management Module Facilities Accounts Receivable Accounts Payable (AP) 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 People. Soft Processes for: l l l l Journal Vouchers (JVs) Purchase Requisitions Request for Check Cash Advances Business Expense Reports (BERs) Purchasing Card Reconciliations Reporting Chart of Accounts (COA) Maintenance Sheet l 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 l Miscellaneous Billing Invoices l Grants Management System (GMS) l FAI (request for service) l FFAR form l 10
Chart of Accounts New Structure, New Language Current UD Account Code 11
Chart of Accounts New Structure, New Language Chartfield Comparison People. Soft UD Legacy Account Object Code current UD account code 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 People. Soft UD Legacy Account Object Code Class Line Number current UD account code 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 People. Soft UD Legacy Account Object Code Class Line Number Purpose current UD account code 11 Digit Account 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 People. Soft CHARTFIELDS • Fund • Program • Project • Source • Dept. ID • User Defined Chartfield 18
Chart of Accounts New Structure, New Language Chartfield Road Map 19
Chart of Accounts Conversion Data Legacy Account Code People. Soft PURPOSE Chartfield 20
Chart of Accounts Conversion Data CROSSWALK A conversion tool is available to convert your UD legacy (old) account code to People. Soft Chartfields. 21
Chart of Accounts Conversion Data l url is linked from udel. edu/UDFS/info web page where other good information is found! 22
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New Chart of Accounts SPEEDTYPES auto fill-in Enter Speedtype (ex: “CHEM 110000”) into Speedtype field and the following chartfields are filled in: • Purpose • Fund • Program • Project • Source • Dept. ID 27
Chart of Accounts Chartfield Mapping Chemistry Supplemental Funds 1 -7 -09 -2522 -50 -410 CHEM 17 S 000 141000 OPBAL INST 2 BLANK 70000000 02522 Purpose & Speedtype Account Fund Program Project Source Dept Id 28
Accounting Periods New Structure, New Language l Accounting Periods are numbered 0=Beginning balance l 1 -12 for the months (July=1) l 991 Second close (adjustment period) l 992 Third Close (adjustment period) l 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 (1 st close) 12 2 nd close 991 3 rd close 992 30
Fiscal Year New Structure, New Language l Fiscal Year runs July 1 through June 30. l FY 2004 = July 1, 2003 through June 30, 2004 l 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 l Introduction – this will be a web form l blanks and forms for approval, will be accessed through Web Forms inbox l all Web Forms will be in this inbox l l As an approver, you will receive the completed form in your archives l 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 l Budget Journal will be used for temporary budget revisions l 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 l How will we view forms from the legacy system? l OLD EZ-Forms: existing archive will be there through 6/2004; after that, TBD 42
Procurement forms l Training will be provided by Procurement Services l Routing on requisitions will work exactly as it does now l Open order report will show any purchase orders that are in active status and the associated balance. 43
EZQs l Simple public queries for everyday use l Different types: Substitutes for GA-QRY l Easy conversion tools l Labor Allocation Module queries l l All report names start with EZQ 44
Reporting l Use Query Viewer Set Query Viewer as a Favorite l Predefined Queries l Compare several to legacy system l l Only use Query Manager after you have had the Query Class. 45
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EZQs for Lookups l Convert old Account Codes to Purposes l l l EZQ_ACCTPURPCONVERSION Prompts for department acronym and shows all Account Codes/Purpose in that department Convert old Object Codes to Accounts l l EZQ_OCACCOUNTCONVERSION Prompts for Object Code (or partial OC) and converts 47
Convert or Look Up Account Codes/ Purposes 48
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Look up or convert Object Codes/Accounts 50
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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 CHEM 110000 Purpose is referenced by these Speedtypes: l CHEM 110000 for instruction and internal service l CHEM 11 DRES for departmental (unfunded) research l CHEM 11 PSRV for public service l CHEM 11 MTCH 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
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VO for Purposes with Budgets 63
VO for Purposes with Budgets 64
Look up Account Detail for Purpose WITH Budget 65
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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
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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
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Look up Purpose Balances, In Total, for Purpose with Budget 79
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Purpose Balances, in Total for Support Only, for Purpose with Budget 81
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EZQ: GA Query Substitutes OLD NEW Mark X for trans EZQ_TRANS_QUERY 83
Look up Transactions for a Purpose 84
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Charge Expenses Correctly Two things for particular attention: l Accounts l Programs l Charge expenses where they belong, not necessarily where budgeted l Budget may reside in account 140000 l Charges could be in another account l Categorize expenses appropriately l Program chart field allows for this l 86
Charge Expenses Correctly l Special Case for academic departments: budget will all be in CHEM 110000 Purpose and Speedtype, but an expense may be in CHEM 11 DRES Speedtype (CHEM 110000 Purpose and INST 2 Program) 87
EZQs for LAM l LAM = Labor Allocation Module l More Detailed Training Available l To l EZQ_LAM_DISTRIB l To l see Distributions: see Obligations: EZQ_LAM_OBLIG 88
th 7 Inning Stretch? ? 89
Monthly Account Statement (Paper) l Paper statements will no longer be delivered l 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 l Two types: “Push” and “Pull” l “Push” means statements are sent to you without action on your part. You then access them on-line. l “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 l Designated recipients (see DV screen) l This happens at the end of each accounting period (generally around the 5 th of the following month) l Navigate to: l Report Tools> Report Manager> Administration Tab 95
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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 l Select the report you want to see and click the blue 98 VIEW link l
• Click on the blue link by the report you want to view, in this case, NURS 110000. xls • This will bring up the monthly statement in an Excel window. 99
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Know Thy Data l Essential parts of learning to use the new financial system are learning what it contains l what terminology is used l where the data resides l 102
A web-based data resource l http: //www. udel. edu/UDFS/info in the “Data and Terminology” tab. l 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. l Tables of values for very significant fields. l 103
Transition to July 1 l The FY 03 close will occur in the old system l Paper account statements will be distributed for 6/31/03 and 6/32/03 periods l Budget Office will issue July 1, 2003 printed budget (report 680) 104
Further Help l Labor Allocation Module used for 7/15 pay for fiscal employees; 9/15 pay for academic employees l Additional training available l Legacy (MVS) system can be accessed through October 2003 l www. udel. edu/UDFS/info l Come to us 105
www. udel. edu/UDFS/info 106
UDFS Communication & Training Team 107
The End …or the beginning? Thanks for coming
- Slides: 108