PeopleSoft FinancialsA Whole New World

PS Budgets Overview andNVision Reporting For

Grant Users

Presenter

Donna Amoriello, PeopleSoft SpecialistX-5562

• damoriello@towson.edu

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Presenter

Eric Martinez, Project SpecialistX-5114

• jmartinez@towson.edu

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PeopleSoft Chart of Accounts

PeopleSoft Terminology

PeopleSoft Field

Length

Fund 4

Department 5

Grant/Project 7

Account 6

Example

Fund ID 5000 - Non-DECO Grants

Department ID 51612 – Biology Dept Research Grants

Grant ID 5040046 -Std Reloc Box Turtle

Chartfield Roll-up structure

http://inside.towson.edu/webdevelopment/financialserv/chartofaccounts.vFS2/coamain.cfm

To search for a Grant ID or Department ID (Speedtype) go to website:

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Fund• 4 digit code used to roll-up grant revenues and

expenses for balance sheet/cash and fund balance reporting purposes

5000 – Non DECO Grants 5500 – Deco Grants

Department• 5 digit code used to represent department that the Grant’s

revenues, expenses and PO’s/Req’s are rolled up to.• Grant Funded Starts with 5 or 6

PeopleSoft Chart of Accounts

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Grant/Project ID• 7-digit code used to track funds for a specific Grant or

Project Activities.

• Tracks budget, expense, revenue, and encumbrances(PO’s or Requisitions) since the grant/project’s inception.

• Types Fed/State/Local/Private Grants/Contracts Start with 5

• Digits 2 and 3 Division/College ID Plant Funded Projects Start with an 8

PeopleSoft Chart of Accounts

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PeopleSoft Chart of Accounts

Account• The level where the budget activity occurs• 6 digit code used to define a revenue or expense• Revenue accounts Start with 4• Payroll Expense accounts Start with 5 and include a state object code

501xxx – regular payroll 502xxx – contractual/contingent payroll

• Non- Payroll Expense Accounts Start with 6 and include a state object code 603xxx – Communications 604xxx – Travel 606xxx – Fuel/Utilities 607xxx – Motor Vehicles/Maintenance 608xxx – Contractual Services 609xxx – Supplies and Materials 610xxx – Equipment Replacement 611xxx – New Equipment 612xxx – Grants, Subsidies and Contributions 613xxx – Fixed Charges 614xxx – Land and Structures

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PARENT ACCOUNTS Pool/Summary• Roll-up level/summary for a particular category of expenses or revenues• Calculated field - Budgets or Actual expenses or revenues should never be

posted directly to it• Example: 603000-Obj 03 Communications• BUDGET CHECKING would be done at this level

CHILD ACCOUNTS Details Each parent has a list of child accounts which are used to post the budgets

and expenses/Revenues Example 603003-Postage Regular Bulk• BUDGET ENTRY and Expense/Revenue entry is done at this level.

Each entry is rolled-up to a parent account

PS ACCOUNTS (6 digits)

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Parent/Child Budgeting Where do I budget?

• Child Level

Where will Budget Checking occur?• Parent Level

OBJ 03 COMMUNICATIONS Budget Expenses• 603003 Postage Regular Bulk $15,000.00 $17,336.00• 603009 Express Mail UPS $1,000.00 $500.00• 603103 Line Charges $9,000.00 $5,224.00

$25,000.00 $23,060.00 $1,940.00

Child/ Account Detail

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Object 1 Salaries and Wages (501xxx)• Regular Salary (P)• Regular Fringe Benefit (P)• Overtime (P) • Differential Pay (P)• Tuition Waivers Regular (P)

Object 2 Contractual Employees (502xxx)• Contractual Payment (P)• Contractual Fringe (P)• Tuition Waivers Contractual (P)• PT Faculty and Lecturers (P)• Research Grant Stipends (P)• Regular Student Help (P)• Graduate Assistants (P)

Object 3 Communications (603xxx)• Communications (P)

Objects 4 14 =Travel, Services, Supplies, Equip etc (604xxx and higher).• OPERTN (P)

http://www.towson.edu/adminfinance/fiscalplanning/budgetoffice/documents/Budgeting_ParentandChildAccounts.pdf

PS Accounts-Parent Budget

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What types of transactions could hit my budget Journal Sources (commonly used)

• ZAP Accounts Payable (invoices/travel)• PCD Procurement Card purchases• ZPA Payroll (Regular and Contingent)• ALO Grant Indirect Cost allocations/Self support allocations• PCT TU Printing Center jobs• CPP TU Copies Plus printing jobs• CPY TU monthly copier charges• GSR College of Graduate Studies and Research (CGSR)• ECJ ECS facility rentals etc• AXB Auxiliary Services billing (Parking, Events)• FMT TU Motor Pool/Transportation billing• POJ Postage Monthly billing, Bulk Mailing, Fed-Ex• YCD Bursar’s Office Deposits• TEL Phone Service billing (lines, usage, cell, service)• USC University Store purchases billing• OTS Office of Technology Services billing• POL Fingerprinting/background checks• ZCT Wires/ACH deposits• ZIN Wires from State (R*Stars invoice payments)• ONL Financial Services misc adjustments and corrections

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What is Budgets Overview Provides quick budget summary for a department

or grant ID View Expense and Revenues budgets:

• Separately Ledger group/set = LEDGER GROUP• Combined Ledger group/set = LEDGER INQUIRY SET

View budget at parent or child level • Select a Ledger group

Can download results to Excel

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Description that shows on Run Control Search Page

Ledger group/Set and Ledger Inquiry set work hand in hand.

• Using SET will show BOTH Rev & Expense.

• Using Group you then select either Revenues or Expenses at either the parent or child level.

Grant ID you want to select.

Budgets Overview

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BUDGETS OVERVIEW

ANY QUESTIONS?

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PeopleSoft NVision

Grant Reporting Tool

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Nvision Features Report books in PS used to run your own reports Output options:

• WEB Report sent right to the window and copy also saved in Report Manager page.

• Email Report is immediately sent in email to individuals specified. Should specify yourself as well otherwise or you will not get a copy. Note: Report is NOT saved to Report Manager.

Report formats:• EXCEL

P reports MUST be run as Excel or reports won’t open! Excel Filter feature turned on for all transaction lists. Subtotal feature of excel easy to use with transaction lists

• HTML F reports only Drill down capability

As of Date-Applied to Budget Balance report only!• All of the other report tabs will be through date report run.

Can save report to your PC/Network drive16

NVISION Reports Available

P report (i.e. P5040046)• Grant’s Budget Balance Report

Balances and transactions since grant was open.• 7 reports in 1 excel spreadsheet

Budget balance summary Revenues and expense transaction detail Budget transactions Payroll Details(by Employee) Student Financials Details Purchase Order (PO) Balances Requisition (REQ) Balances

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Example P Report

7 WORKSHEETS IN 1 REPORT!

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Click Rev & Exp Trans Tab to display

P REPORT Revenue and Expense Transaction List

Filter Feature-click drop down arrow to select/filter

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NVISION Reports Available

F report (i.e. F5040046)• Fund report• Trial Balance• Report can be used to view Accounts Receivable(AR)

billings

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Example F Report

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If chose TYPE=EMAIL must Click on Distribution to enter email info

Nvision output options/format

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Email Distribution link info

The User ID listed in Distribute to will automatically get an email. Use + or – to add or delete users.

Can also add others via typing email address under email address list. You would need to use this if user does not have access to PS Financials. 23

Identification Keys

Report ID- Found in Report Book

P + 7-digit grant #Ex: P5040046

F5040192

Report Name- Found in the Report Manager or that is emailed as attachment.

P5040046 Std Reloc Box Turtle PL Rpt - 2010-05-27

F5040192 Building Security In Trial Bal - 2010-06-16

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ANY QUESTIONS?

Let’s try running some reports!

NVision reporting

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PeopleSoft Chartfields

Will be able to search for the various chartfields in PS:• Grant/Project ID’s• Department ID’s• PS Accounts

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Grant/Project ID Search

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Grant Bolt-on Page

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Department ID SearchChartfield Attributes          

SetID must be SHARE

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Department Page

Click on Attribute linkTo find out budget contactDivisional info, program/fund.

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PS ACCOUNT list

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PS Financials Support Budget Transfers/Overview Questions

• cgsrgrants@towson.edu• psteam@towson.edu

PS Financials transactions/Nvision• cgsrgrants@towson.edu• psteam@towson.edu

Financial Services Help-line• Still the same X45599• Call with AP, WF, Payroll, PS Financial journal entry,

Online Requisition related questions

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CGSR Finance Website

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Financial Services Website

Links to all of our services• Accounts Payable• Payroll• Business Travel/Working

Fund

Chart of Account info• List of PS Accounts• Search/List Dept/Grant ID’s

by number or division

PeopleSoft Financials System info

• Resource documents• Latest email update news• Link to PS Financials

Website

• Email: psteam@towson.edu

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PeopleSoft Financials

• Printable training materials and reference guides

• Latest email update news

• Note: In process of redesign.

• http://www.towson.edu/adminfinance/fiscalplanning/financialservices/FinancialSystems-Welcome.asp

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PeopleSoft Security Form

Fill out form

Obtain Supervisor Approval

Return to Ella Watts, Financial Services

Will be notified when security is set up.

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Any other questions?

Thanks for coming!

Wrap-up

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