Viewing Financials STATE Training Guide v9cms.csusb.edu/cms/pdf/ViewingSTATEv9.0.pdfViewing...

$: Viewing Financials STATE Training Guide v9cms.csusb.edu/cms/pdf/ViewingSTATEv9.0.pdfViewing Financials STATE v9.0 R:\9.0 Finance Upgrade\CSUSB Training\Viewing Financials\ViewingSTATEv9.0.doc$
Viewing Financials STATETraining Guide v9.0

Last Revised: 05/11/2009

Dena Chester, Budget Office Ext. 73136

Viewing Financials STATE v9.0

Last Revised: 00/00/00 Page ii Template v2.0_02/01/09

REVISION CONTROL

Document Title: R:\9.0 Finance Upgrade\CSUSB Training\Viewing Financials\ViewingSTATEv9.0.doc Author: CMS/Budget File Reference: FinancialViewingSTATEv9.0

Revision History

Revision Date Revised By Summary of Revisions Section(s) Revised 5/11/2009 DMCasillas All to reflect v9.0 ALL


Last Revised: 00/00/00 Page iii Template v2.0_02/01/09

Table of Contents Page

1.0 Introduction .......................................................................................................................................................5

2.0 Chartfield Structure for Accounting and Budget entries. ..................................................................................7

3.0 Overview of PS Data Movement & Storage .....................................................................................................9

4.0 Data Storage in Oracle PS v 9.0.....................................................................................................................11

5.0 Main Menu ......................................................................................................................................................13

6.0 The 020 Report ...............................................................................................................................................15

7.0 Running Queries .............................................................................................................................................37

8.0 Additional Training ..........................................................................................................................................55


Last Revised: 00/00/00 Page iv Template v2.0_02/01/09

1.0 Introduction

PeopleSoft's General Ledger, Budgets, Accounts Payable, and Purchasing applications track financial and other activities of the university. These applications allow several ways to inquire and report on these activities.

This course is designed for new users of the Oracle PS v 9.0 Financial Module and is a required course for access. The user will receive instruction on key financial concepts as well as an introduction to the main financial report, and how to run Queries for reconciliation.

This is not an in-depth course on the Inquiry pages or Queries. Users should sign up for the Department Reporting and Query courses for more in depth training.

Course objectives:

To understand how the following processes work in Fin. 9.0

• Financial Structure—Chartfields, FY • Data Storage • Using the 020 report • Using the PO Activity Report • Running a Query • Other courses offered


R:\9.0 Finance Upgrade\CSUSB Training\Viewing Financials\ViewingSTATEv9.0.doc Last update: 5/11/09

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2.0 Chartfield Structure for Accounting and Budget entries.

General PeopleSoft Finance Chartfield structure for Accounting and Budget entries

CHARTFIELD Account - Fund - DeptID - Program - Class - ProjectLength 6 digits 5 char 5 Char 4 digits 5 Char 15 Char

EXAMPLE 619091 SB001 SB002 C0700 0101 12346 XR905 PROF_FAC/DEV

FEATURES Asset, Liability, Revenue, Expense, etc.

Source of Funds, Lottery, General Fund, Trust, etc.

Main or Controlling Department.

Used for Reporting to CO Used to track budget and expenses seperately from main operating ChartField string.

Used to track temporary, 1x funds seperatly from main ChartField string.

REQUIRED Indicates year of appropriation for GF and RA

Permanent Funds Indicates type of Activity in area, Acad. Instr., Libraries, Student Services, Financial Aid, Fiscal Ops, etc.

Identifies Reimbursed Activity ChartField strings when used with BDxxx, BFxxx or CRxxx Funds Can be used to further differentiate

Class funds or can be used without a Class

REQUIRED Dean, Director, sub-department

REQUIRED REQUIRED when used with Reimbursed Activity ChartField strings

OPTIONAL

Always the same for a given Dean/Dir

Track Permanent or 1x Funds

Use with any Fund under it's control

Must be used consistantly for accurate reporting.

1st letter indicates campus division

OPTIONAL (except on RA ChartField strings)

REQIURED on all Department transactions



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3.0 Overview of PS Data Movement & Storage

(No Budgets)

PO

HR/Payroll

AP Bursar

Genl Acctng

Other

ACTUALS Ledger

“ACTUALS”

(No Budgets) Dept Budget Transfer Requests

Budget Office Internal

Transfers

BUDGET Ledger

“STD_BUDG”

Budget Transactions Only

(No Actuals)

Requisition PO Payment Process Pre Encumbrance Encumbrance Actuals

= Requisition = PO = Expenditure

Dept Enters Req $100

Req Turned into PO ($100) $100

AP Issues Payment ($100) $100

_____ _____ _____

Total $0 $0 $100

Journal

PO AP

CSH SP

GL

INT

HR



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4.0 Data Storage in Oracle PS v 9.0 There are three main data storage areas in PS V 9.0 and each one receives data in a slightly different manner.

Data is held in storage areas called LEDGERS.

The Budget ledger store only Budget data. Data is entered by journals created by departments or the Budget Office staff. Data entered is posted to the ledger immediately (real-time). Drill down is only to the journal line detail. Ledger name---STD_BUDG.

The Actuals ledger stores information from a variety of sources except the Purchasing system. Data is entered via journals created by General Accounting, the HR module(payroll data), Accounts Payable, and interface systems such as CashNet and PS Student Information module. Data is entered here when the journal completes the posting process. Some manual journals are posted during the day and some are posted during the nightly process run. In addition, the AP accruals (vouchers) are primarily posted to this ledger during the nightly process This can create a slight delay in the availability of real time information for Inquiry and reporting purposes. Ledger name---ACTUALS

The KK Ledger Group stores information from the Purchasing system in 2 different sub-ledgers. Purchasing and requisition information are entered into the KK ledger in real time. Therefore, there are no accounting lines or journal line details that can be accessed related to POs and Reqs using the Inquiry drill down feature. Only summary information is available at the Inquiry page with the KK Ledgers.

• Pre-Encumbrance (Requisition) information is stored in sub-ledger KK_DTL_PRE. • Encumbrance (Purchase Order) information is stored in sub-ledger KK_DTL_ENC. • Payment (A/P accrual journals) and all other journal entries (payroll from HR and

entries from various subsystems)are stored in sub-ledger KK_DTL_ACT .

Yes, there are 2 ledgers that house Actual information and they should always be in sync at month end. The KK sub-ledgers are are used by the 020 report for Current Month Actuals, Pre-Encumbrance and Encumbrance data. The ACTUALS ledger is updated nightly and is used in the ITD column of the report. The 020 report also uses the Budget ledger STD_BUDG which is always current.



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5.0 Main Menu

Main menu displays a list of Options to select from that assist with navigation.

Home link - Click here to return to this menu.

Add to Favorites link - Click here when in a main location page to save that page for easy reference. PS Favorites will always take you to the search option for that location if there is one.

Sign Out link - Click here to sign off from an active connection



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6.0 The 020 Report

The campus SBGLS020 - Current Status of Departmental Accounts Report is the first Financial report you should run when you begin your account analysis. It is also the report to run for a quick overview of your account status.

This report allows departments to view financial summary information for their area by Fund /Dept combination. It includes all chartfield string combinations for that Fund/Dept. The report provides the comparison of an area’s Budgets to Actuals and calculates a Budget Balance Available by Account with subtotals at each change in chartfield string as well as a Department total. Information is provided in a cumulative period-to-date format that can be run by departments as needed. The report can be run anytime for a variety of parameters and is easily printed using Adobe Acrobat. Report Features:

• YTD Summary of Budget, Actuals, and current open Requisitions and PO balances with a calculated Budget Balance Available

• Report can be run one time for a range of departments

• Report returns all chartfield combinations for the given Fund/Dept request.

• The report separates out Pre-encumbrances and Encumbrances for easier

reconciliation.

• Pre-encumbrance and Encumbrance (Req and PO) information is “real-time”.

• ITD Actuals Column is updated nightly.



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To run the 020 report:

1. Navigation: Main Menu>CSU Custom Rpts/Interfaces>Rpts A-M>Current Stat of Dept Accounts. Create a new Run Control or search for an existing one. Use ‘_’ for spaces within the ID.

• The report uses a Run Control ID to save your set up. • Use only one Run Control and change parameters each time or create

different Run Controls for different parameters(Ex. Funds or Depts) you may have.

• Recommended: Use one Run Control and change the parameters as needed. Create an ID such as “020”.



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2. Enter Parameters: UNIT—Always use SBCMP throughout the PS system FUND---Enter your FUND chartfield DEPT---Enter your DeptID or use the Wild Card symbol for a range, ex. C09% FISCAL YEAR—Year of Activity you want to view PERIOD---Period (Month) you wish data summarized through. Report begins at Per 1 (July) of the Fiscal Year requested. Create report using the following criteria: Unit SBCMP FUND SB001 DEPT C0900 YEAR 2006 PER 12 Click SAVE Click RUN



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3. At Process Scheduler Request Page:

• Change Server Name to PSUNX (for Process Type SQR Report) • Note: Process Type (SQR) and Format (must be PDF) • Click OK

4. Back On the Parameter page,

• Note Process Instance # • Click on Report Manager Link



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5. Under Report List:

a. View report progress under “Status” (Queued, Processing, Success) b. Click on yellow REFRESH button to update status until you see “Posted” c. Click on the report “Description” (becomes an active link when posted).

a

b

c



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6. The 020 Report will display

7. To return and run another report with different parameters:

• Close the window displaying the 020 Report. • Click the link Go back to Current Stat of Dept. Accounts at the bottom

of the Report Manager Page

• Repeat steps 2-6 above



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Printing the PO Activity Report Use this report to view PO activity/history and balances that are not available from the Inquiry panel.

1. Navigation:

CSU Custom Reports/Interfaces > Rpts N-Z < PO Activity for A COA String

• The Run Control ID is case sensitive and cannot contain spaces. Use an

underscore as a space, if necessary.

• You can use a previously defined Run Control ID by searching at the Find an Existing Value tab.

2. To create a new Run Control ID:

• Click on the Add a New Value Tab

Enter a name for your run control (can not have spaces)

3. Click on ADD Creating a new Value, enter value and click ADD

This view shows list of Run Controls previously created.



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4. Enter these parameters to view the detail for the encumbrances in the Supplies Account from the sample 020 report. • Account—619091 • Fund—SB001 • Dept—C0900 • Prog—0101 • Class—Leave blank for chartfield string w/o Class • Project—Leave blank for chartfield string w/o Project • From Period 1 – To Period 12 (same as 020 report) • Fiscal Year—2006 (same as 020 Report) • Leave check box blank

5. Enter or verify the Parameter information.

After the criteria is entered, click the button at the lower left-hand side. Now press the button at the top right-hand corner of the page.

• If you leave any of the fields above empty, the system will read them as blanks.

NOTE: Your total from this report should match the 020 Encumbrance column amount for the same period. Therefore, you should enter the same criteria as the 020 report.



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6. The Process Scheduler Request page loads.

Server Name: PSNT (Select the first time you set up the Run Control)

Process Type: Crystal (Note: Crystal reports must run on the PSNT server)

Type: Web (Verify)

Format: PDF (Verify)

Click the button.



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7. Back on the Parameter Page: • Note Process Instance Number • Click on Report Manager link

8. Under Report List: a. View Report progress under “Status” (Queued, Processing, Success)

b. Click on yellow REFRESH button to update status until you see “Posted” c. Click on the report “Description” (becomes an active link when posted).

a

c

b



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9. The PO Activity Report will display

Your document will open as a PDF file (Adobe Acrobat) and you can print from there. You can also save you document to your working network drive. This document format works for e-mailing purposes also.



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7.0 Running Queries Query in 9.0 Queries are a tool that allows the user to bring back a wide range of raw data on their accounts for reconciliation. Different queries bring back different types of data.

Queries look at the data storage areas mentioned earlier in this book as well as other “tables” of information. The queries are built and maintained or changed by a few central users and Financial Technical staff. When ready, they are saved to a Public list for you to view and run.

Some queries produce a list of chartfields for your easy reference,(for chartfields such as Fund, DeptID, Prog, Class, Project). These are set to bring back the most current information in the system and have few, if any parameters for you to enter.

Other Queries allow you to put in your chartfield string and select different periods of data you want to see.

There are over a thousand queries that can be run but those most commonly used by departments are consolidated in the list with names that begin SB_DEPT_…



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Running a query

1. Navigation:

Main Menu>Reporting Tools>Query>Query Viewer

2. Enter SB_DEPT

3. Click SEARCH

• Queries that begin with SB were created specifically for our campus.



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This is a sample of the queries available for you to run.

• Queries with KK should ALWAYS be run using the Schedule Option

• Schedule option treats the query like a report and can be used with any query. Gives the user the option to have the query run at a different time.

FIND SB_DEPT_ACCT_LIST

Click on the Excel link.

(Fill in any parameters required)



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Last Revised:05/11/09 Page 43 of 57



Additional Training

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>Training>Register for Training https://info001.csusb.edu/cms/reg/courseview.php

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