People Soft Financials Reports and Inquiry Training Financial

People. Soft Financials Reports and Inquiry Training Financial Information Systems & Reporting Finance/Controller’s Division 1

Agenda • • • Chart. Field Information Review Run Controls Reports and Inquiry Process Scheduler and Process Monitor Reconciling Tips Website Review 2

Chart. Field Information Review 3

Chartfield Combination (CFC) Fund Code 5 -digits Dept ID 8 -digits Program Code 5 -digits Class Field 5 -digits Project ID (optional) Examples: 10000 -30100015 -16200 -11000 -2017 21021 -30100015 -12100 -11200 -RIA 1001 -2017 • • • Fund Code – the source of the funds Department ID – the department ID Program Code – code that corresponds to a functional area Class Field – denotes the specific source of the funding Project ID (optional) – Project ID for grant or project Budget Reference – budget year Budget Ref 4 -digit yr

Accounting Period is a range of months throughout the fiscal year (July of the current through June of the next year. ) The accounting period is based on the months i. e. ( August is accounting period 2. ) July August September October November December January February March April May June 1 2 3 4 5 6 7 8 9 10 11 12

Ledger Group Selection for Reports • APPROP – If your Chartfield Combination does not have a Project ID • PROJ_GRT – If your Chartfield Combination HAS a Project ID • DETAIL – If your Chartfield Combination generates revenue (Will show revenue as a negative expense. ) – Do not use with Budget Status report

Account codes • • • Personnel Services – 5 xxxxx Travel – 6 xxxxx Operating Expenses – 7 xxxxx Equipment (> $5, 000) – 8 xxxxx Revenue – 4 xxxxx

Chart. Field Query Folder • To find the Chart. Field Query Folder navigate to Query Manager or Query Viewer. • In the Search By box change the box to say Folder Name and then enter CFC in the search box and click search. • This folder has all the CFC attributes listed in People. Soft in a Query.

Run Controls 9

Run Controls • A Run Control is the driver that needs to be created to run reports and processes. • The idea of a run control is to create and save them so you can use them again without having to create the same criteria every month or week for the same data you want a report. • A separate Run Control should be saved for each report and process that you run. • DO NOT use the same Run Control with all your reports and processes. • The names cannot include spaces. (recommend capital letters with _this symbol works best) • They can not deleted. 10

Creating a Run Control • • • To create a run control Navigate to the report you would like run for example (Budget Transaction Detail Report) To run the report you will need a Run Control ID. Click on click Add a New Value, then you will have to name your Run Control. I recommend starting the name with the report name or process. If you already have a existing Run Control then you just need to click search to see the name listed below search results. Add A New Value Find an Existing Value 11

Run Controls(Criteria) • The Leger Group can be changed to different ledger group if click on the magnify glass. • Transaction Type option must always say ALL • Commit Control Date Option must say Range at all times. (select your Date From and Date To. ) • Ledger Type option must always say ALL • Clicking on Refresh will allow you to select Chatfield information

Run Controls (Chart. Field) • This page allows you to select what Chatfield information you want to see. (please not all CFC information needs to be entered) • In the middle you will need to put a check mark in boxes beside the Chatfield name (this will allow your criteria to print on your report. • Enter you criteria in value section on both sides

Run Controls (Chatfield) • Once you have enter all you criteria click on save at bottom left. • Then Click Run top right. • Another screen will open the Process Scheduler Request.

Reports and Inquiries 15

Report and Inquiry Training • Budget Overview – Good summary report • Budget Transaction Detail – Good reconciliation tool • Comprehensive Financial Report – Summary and transaction detail • Open Encumbrance Query – View Open Po’s • Budget Status- good inquiry into your budget • Budget Activity Report-monitor budgets and expenditure

Common Query Review • 120_Req_Info is a good query you can see all your requisitions. • 120_MCG 0005_OPEN_ENC this query list everything that is still outstanding in your budget that has not been paid. • 120_GL_JOURNAL_LIKE_CFC this query will list all expenses but nothing pre-encumbered. • 120_GL_JRNL_LIKE_CFC_REV_ONLY this query will list all the revenue generated.

Process Scheduler Request

Process Scheduler Request The process scheduler has two functions • Getting an output now following the step of the report. • Schedule a report to get it by email at another date or time during the month.

Process Scheduler Request (Getting Output Now) • If your are processing a report to get an output now. Click ok wait for your report to finish processing. • Clicking Ok will take you back to the criteria page and you will have to click Process Monitor located beside the Run button.

Process Scheduler Request (Getting Output Now) • To get your report process you will need to click on Refresh a couple times. • In the process list the Run and Distributions Status will change to Success and Posted. • Now your ready to pull your report click on Details. Another window opens.

Process Scheduler Request (Process Detail) • 1. Click Details another window opens Into the Process Detail. • Under the Actions Header click on the words View Log/Trace • Another windows opens.

Process Scheduler Request (View Log/Trace) • The View Log/Trace window opens. • Under the File List section click on the middle line that has a PDF ending. • The report will open into a PDF document.

Process Scheduler Request (To Schedule a Report)

Process Scheduler Request • On this page you are able to change the recurrence of your report i. e. ( to monthly, weekly, daily ) Click on the drop down menu beside recurrences to see the different options. • If you are scheduling the report to run Monthly, then change the Run Date to the date you want to run your report. • You will need to changed the Type section so your report can be delivered to your email. • Next click on distribution so you can insert your username. Another window will open. • Click ok to initiate your report process.

Process Scheduler Request • The Distribution Detail page gives you the ability: Enter a email subject, Email Web Report, enter another person email who does not have People. Soft Access , and select your user ID and enter yourself or others user to get the same report you requested. • The report will be delivered on email on the date and time you requested. • Click Ok to finish your scheduled process.

Process Monitor • After you have scheduled your report Navigate to Process Monitor. The Navigation: People. Tools > Process Scheduler >Process Monitor • You are now able to see your recurring scheduled report the date and time your report will be delivered. • Notice the highlighted line and the green circle, on that line your report is in recurring status and will run on 12/1/2019 at 5: 45 AM. So until you cancel it you will get a new report the first of every month. 27

Process Scheduler Request • To cancel a scheduled Report that you no longer want. • Navigate to Process Monitor. • Identify the recurring report line and click on Details. Another Widow opens. • On the Process Detail window select cancel under the Update Process header. • Click ok to cancel the process.

Reconciling Tips

Tips When Reconciling • As a good practice run a budget overview first when trying to reconcile your budget. This will give a better overall view of your budget. • Also run a budget transaction detail report to see the transaction. Please note it might also be a good practice to run this report into excel spreadsheet. • How to tell difference in a health e. Shop purchases or special item purchase order. Health e. Shop PO ID is a system generated number Special item PO ID has your buyer initials at the beginning.

Reconciling Tool • When using a Budget Transaction Detail report to reconcile your budget. This could be helpful to change the output from a PDF to CSV output. This will allow you to work in a spreadsheet output to sort the data much easier. • After you have entered your criteria click save and run. The process scheduler request window will open. In the process list section you will be able to change the type and the format to WEB and CSV.

Balancing Budget Monthly • If you mange a budget the prior month information will not fully close until the middle of the current month. • See Controller’s Division website for exact date. Located at the top of the page.

If You Need Help • Financial Information Systems and Reporting – Problem resolution and general questions • ITS Help Desk– 706 -721 -4000 – Requisition Workflow Approvals and Security forms – Department ID creation/editing & Authorized Signature forms • Tina Fletcher – 706 -721 -0018 • PS_FINANCIALS@augusta. edu -- email to our area 33

Questions 34