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PeopleSoft Financials Budgeting and nVision Reporting for Department Users.

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Presentation on theme: "PeopleSoft Financials Budgeting and nVision Reporting for Department Users."— Presentation transcript:

1 PeopleSoft Financials Budgeting and nVision Reporting for Department Users

2 Presenter Donna Amoriello, PS Financials Team X-5562X

3 PeopleSoft Chart of Accounts PeopleSoft Terminology PeopleSoft Field Length Fund4 Department5 Account6 Initiative5 Chartfield String Fund 1000 Department Account Initiative (optional) To search for a Department ID (Speedtype) go to website: 3

4 Fund Fund 4 digit code used to track cumulative cash/fund balance4 digit code used to track cumulative cash/fund balance Dept ID activities roll-up to a FundDept ID activities roll-up to a Fund Used by Self-support areas to track their programs cumulative fund balance from inception of programUsed by Self-support areas to track their programs cumulative fund balance from inception of program Balance sheetBalance sheet PeopleSoft Chart of Accounts 4

5 Department Department 5 digit code used to represent departments and programs5 digit code used to represent departments and programs Tracks budget, expense, revenue, and encumbrances(PO’s or Requisitions)Tracks budget, expense, revenue, and encumbrances(PO’s or Requisitions) 5 types of Departments5 types of Departments State funded  Starts with 1 or 2 State funded  Starts with 1 or 2 Self Support  Starts with 3 Self Support  Starts with 3 Auxiliary Support  Starts with 4 Auxiliary Support  Starts with 4 Grant Funded  Starts with 5 or 6 Grant Funded  Starts with 5 or 6 Agency Funded  Starts with 9 Agency Funded  Starts with 9 PeopleSoft Chart of Accounts 5

6 Initiatives Further identify activities/mini projects within a department by adding 5-digit Initiative number on transactions. Shadow system in PS to track expenses only Cannot be used with Revenues or Grants Examples: track costs associated with producing and mailing communications. User Maintained Setup/Enter initiative budgets Budget checking is not done on the initiative; the budget checking is done at departmental parent level Categorize own expenses May require reclassify journal entries NOTE:The initiative value must be on each transaction in order to track – may require journal entry to identify NOTE: The initiative value must be on each transaction in order to track – may require journal entry to identify Link to more information  scalplanning/budgetoffice/documents/Workin gwithInitiativesinPeopleSoftFinancials.pdf 6

7 PARENT ACCOUNTS  Pool/Summary PARENT ACCOUNTS  Pool/Summary Roll-up level/summary for a particular category of expenses or revenuesRoll-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 itCalculated field - Budgets or Actual expenses or revenues should never be posted directly to it Example: Obj 03 CommunicationsExample: Obj 03 Communications BUDGET CHECKING is done at this levelBUDGET CHECKING is done at this level CHILD ACCOUNTS  Details CHILD ACCOUNTS  Details Each parent has a list of child accounts which are used to post the budgets and expenses/Revenues Each parent has a list of child accounts which are used to post the budgets and expenses/Revenues Example Postage Regular Bulk Example Postage Regular Bulk BUDGET ENTRY and Expense/Revenue entry is done at this level.BUDGET ENTRY and Expense/Revenue entry is done at this level. Each entry is rolled-up to a parent account Each entry is rolled-up to a parent account PS ACCOUNTS (6 digits) 7

8 Categories of Expenses and Revenues Categories of Expenses and Revenues Revenue accounts  Start with 4Revenue accounts  Start with 4 Payroll Expense accounts  Start with 5 and include a state objectPayroll Expense accounts  Start with 5 and include a state object 501XXX – Regular payroll 501XXX – Regular payroll 502XXX – Contractual/contingent payroll 502XXX – Contractual/contingent payroll Non- Payroll Expense Accounts  Start with 6 and include a state objectNon- Payroll Expense Accounts  Start with 6 and include a state object 603XXX – Communications 603XXX – Communications 604XXX – Travel 604XXX – Travel 606XXX – Fuel/Utilities 606XXX – Fuel/Utilities 607XXX – Motor Vehicles/Maintenance 607XXX – Motor Vehicles/Maintenance 608XXX – Contractual Services 608XXX – Contractual Services 609XXX – Supplies and Materials 609XXX – Supplies and Materials 610XXX – Equipment Replacement 610XXX – Equipment Replacement 611XXX – New Equipment 611XXX – New Equipment 612XXX – Grants, Subsidies and Contributions 612XXX – Grants, Subsidies and Contributions 613XXX – Fixed Charges 613XXX – Fixed Charges 614XXX – Land and Structures 614XXX – Land and Structures Go to Financial Services website for PS account list by object Go to Financial Services website to search for PS account 8

9 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) PS Accounts-Parent Budget Checking 9

10 Parent/Child Budgeting Where do I budget? Child Level Where does Budget Checking occur? Parent Level NOTE: All transactions will be budget checked!! OBJ 03 COMMUNICATIONS Budget Expenses Postage Regular Bulk $15, ($17,336.00) Express Mail UPS $1, $ Line Charges $9, $5, $25,000.00$23,060.00$1, Child/ Account Detail 10

11 What types of transactions could hit my budget Journal Sources (commonly used) Journal Sources (commonly used) ZAP  Accounts Payable (invoices/travel)ZAP  Accounts Payable (invoices/travel) PCD  Procurement Card purchasesPCD  Procurement Card purchases ZPA  Payroll (Regular and Contingent)ZPA  Payroll (Regular and Contingent) ALO  Grant Indirect Cost allocations/Self support allocationsALO  Grant Indirect Cost allocations/Self support allocations PCT  TU Printing Center jobsPCT  TU Printing Center jobs CPP  TU Copies Plus printing jobsCPP  TU Copies Plus printing jobs CPY  TU monthly copier chargesCPY  TU monthly copier charges GSR  College of Graduate Studies and Research (CGSR)GSR  College of Graduate Studies and Research (CGSR) ECJ  ECS facility rentals etcECJ  ECS facility rentals etc AXB  Auxiliary Services Billing (Parking, Events)AXB  Auxiliary Services Billing (Parking, Events) FMT  TU Motor Pool/Transportation billingFMT  TU Motor Pool/Transportation billing FMB  Building Trades/Facilities work-order billingFMB  Building Trades/Facilities work-order billing POJ  Postage Monthly billing, Bulk Mailing, Fed-ExPOJ  Postage Monthly billing, Bulk Mailing, Fed-Ex YCD  Bursar’s Office DepositsYCD  Bursar’s Office Deposits TEL  Phone Service billing (lines, usage, cell, service)TEL  Phone Service billing (lines, usage, cell, service) USC  University Store purchases billingUSC  University Store purchases billing OTS  Office of Technology Services billingOTS  Office of Technology Services billing POL  Fingerprinting/background checksPOL  Fingerprinting/background checks ZCT  Wires/ACH depositsZCT  Wires/ACH deposits ONL  Financial Services misc adjustments and correctionsONL  Financial Services misc adjustments and corrections 11

12 Budget Transfers (Spending Authority) Departments Enter Budget Transfers On Line! Can enter multiple transfers in one journal Can Post ONLY within Objects 4-14 within 1 department Must Notify Budget Office to post other journals Must be submitted by Dept giving budget See handout for step-by-step instructions. 12

13 What is Budgets Overview 13 Provides quick budget summary for a department Up to the minute balances View Expense and Revenues budgets: Separately (state funded)  Ledger group/set = LEDGER GROUP Combined (self-support)  Ledger group/set = LEDGER INQUIRY SET View budget at parent or child level Can download results to Excel

14 Ledger Groups Allows reporting on the various types of budgets DPT_BUD_CH  DEPARTMENT Child Expense Budget DPT_BUD_CH  DEPARTMENT Child Expense Budget DPT_BUD_PA  DEPARTMENT Parent Expense Budget DPT_BUD_PA  DEPARTMENT Parent Expense Budget DPT_REV  DEPARTMENT Revenue Budget DPT_REV  DEPARTMENT Revenue Budget GRT_BUD_CH  GRANT Child Expense Budget GRT_BUD_CH  GRANT Child Expense Budget GRT_BUD_PA  GRANT Parent Expense Budget GRT_BUD_PA  GRANT Parent Expense Budget GRT_REV  GRANT Revenue GRT_REV  GRANT Revenue INITIATIVE  INITIATIVE Expense Budget INITIATIVE  INITIATIVE Expense Budget Budgets Overview is the only place you will see initiatives!Budgets Overview is the only place you will see initiatives! 14

15 Budget Overview-Dept Child Budget View- CRITERIA Ledger group/Set and Ledger group work hand in hand. Using Group you then select either Revenues or Expenses at either the parent or child level. Using SET will show BOTH Rev & Expense. Lastly-Click Search to query dataEnter Dept ID 15

16 Budget Overview- Dept Child Budget View- RESULTS Child level account breakdown Overall Balance Click to download grid to Excel 16

17 BUDGETS OVERVIEW 17

18 PeopleSoft nVision Departmental Reporting Tool 18

19 nVision Features Report books in PS used to run your own reports Report books in PS used to run your own reports Report Names:Report Names: Department All Transaction Report—DATDepartment All Transaction Report—DAT Department Payroll Report—DPRDepartment Payroll Report—DPR Department Encumbrance Report—DENDepartment Encumbrance Report—DEN Department Profit and Loss (Budget Balance Report)—DPLDepartment Profit and Loss (Budget Balance Report)—DPL Fund report -FFund report -F Output options:Output options: WEB  Report saved in Report Manager page. Click to open.WEB  Report saved in Report Manager page. Click to open.  Report is immediately sent in 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 is immediately sent in to individuals specified. Should specify yourself as well otherwise or you will not get a copy. Note: Report is NOT saved to Report Manager. 19

20 nVISION Reports Available Report formats:Report formats: EXCELEXCEL DAT/NAT, DEN/NEN, DPR/NPR reports MUST be run as Excel or reports won’t open! DAT/NAT, DEN/NEN, DPR/NPR reports MUST be run as Excel or reports won’t open! DATxxxxx  Budget Balance and 5 transaction reports in 1 DATxxxxx  Budget Balance and 5 transaction reports in 1 Budget Balance (DPL)Budget Balance (DPL) Rev & Exp transaction listRev & Exp transaction list Budget/spending authority transaction listBudget/spending authority transaction list Student Financial transaction detailsStudent Financial transaction details Purchase Order Balance SummaryPurchase Order Balance Summary Requisition Balance SummaryRequisition Balance Summary 20

21 DAT REPORT EXAMPLE Notice multiple tabs/worksheets 21 Filter Feature-click drop down arrow to select/filter

22 nVISION Reports Available Report Formats ContinuedReport Formats Continued DPRxxxxx  4 Payroll transaction Reports in 1 DPRxxxxx  4 Payroll transaction Reports in 1 Payroll Trans  Lists payroll transactions by Account, Pay Period End ‐ Date and Employee ID/Name. Payroll Trans  Lists payroll transactions by Account, Pay Period End ‐ Date and Employee ID/Name. Payroll Account Empl  Subtotals payroll transactions by Account then Empl ID. Payroll Account Empl  Subtotals payroll transactions by Account then Empl ID. Payroll Employee-Date  Subtotals all salary and fringe payroll transactions by Employee Name and Pay Period End ‐ Date Payroll Employee-Date  Subtotals all salary and fringe payroll transactions by Employee Name and Pay Period End ‐ Date Payroll Employee-Month  Subtotals all salary and fringe payroll transactions by Employee Name and Month Payroll Employee-Month  Subtotals all salary and fringe payroll transactions by Employee Name and Month 22

23 DPR report example Notice multiple tabs/worksheets 23

24 nVISION Reports Available Department Reports (Cont’d)Department Reports (Cont’d) DENxxxxx  PO/Req Encumbrance Reports DENxxxxx  PO/Req Encumbrance Reports Purchase Order Encumbrance BalancesPurchase Order Encumbrance Balances Purchase Order Line Encumbrance BalancesPurchase Order Line Encumbrance Balances Encumbrance TransactionsEncumbrance Transactions Requisition Pre-Encumbrance BalancesRequisition Pre-Encumbrance Balances Pre-Encumbrance TransactionsPre-Encumbrance Transactions 24

25 DEN REPORT EXAMPLE Multiple spreadsheets in 1 report. 25

26 Working with Excel reports Working with Excel reports Excel filter feature allows you to limit the list of data displayed by selecting just a particular value(s) in a column(s).Excel filter feature allows you to limit the list of data displayed by selecting just a particular value(s) in a column(s). Excel subtotal feature allows you to subtotal the list of transactions by any column you chose (i.e. Account) by a couple clicks of the mouse.Excel subtotal feature allows you to subtotal the list of transactions by any column you chose (i.e. Account) by a couple clicks of the mouse. nVision reporting See step by step instructions in the PeopleSoft Guide to Budgeting and the Chart of Accounts: 26

27 nVision Features Report formats: Report formats:HTML Drill down capability Drill down capability DPL/NPL DPL/NPL DPLxxxxx  Budget Balance ReportDPLxxxxx  Budget Balance Report Opportunity to “drill-down” on individual accounts Opportunity to “drill-down” on individual accounts F reports F reports Fxxxx  Fund Balance report for Self-support FundsFxxxx  Fund Balance report for Self-support Funds *If you need information from a previous fiscal year, you must use the DPL report. DPL report. The “As of Date” will only apply to these reports. 27

28 DPL report example 28 = Drill down to transactions by clicking on blue hyperlinks

29 29 Example F Report Drill down to transactions by clicking on blue hyperlinks

30 30 If you selected an account that begins with a 6xxxxx, you will choose the “DEPT-Revenue & Expense Trans” Run Drilldown Button. If you selected an account that begins with a 5xxxxx, you will choose the “DEPT-HR/Payroll Transactions” Run Drilldown Button.

31 If chose TYPE= must Click on Distribution to enter info nVision output options/format 31

32 Distribution link info The User ID listed in Distribute to will automatically get an . Use + or – to add or delete users. Can also add others via typing address under address list. You would need to use this if user does not have access to PS Financials. 32

33 Click on Description to open Report. NOTE: If pop-up Blocker is on, then hold the CTRL key down at the same time you click on description. Report Manager 33

34 ANY QUESTIONS? ANY QUESTIONS? Let’s try running some reports! Let’s try running some reports! nVision reporting 34

35 PeopleSoft Security Form Fill out form Obtain Supervisor Approval Return to ELLA WATTS, Financial Services Will be notified when security is set up. 35

36 RESOURCES 36

37 PS Financials Support Budget Transfers/Balance Questions PS Financials transactions/nVision Financial Services Help-line Still the same X45599 Call with AP, WF, Payroll, PS Financial journal entry, Online Requisition related questions 37

38 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 update news 38

39 PeopleSoft Financials Printable training materials and reference guides Latest update news In process of redesign. Training Workshops stems-Welcome.asphttp://www.towson.edu/adminfinance/fiscalplanning/financialservices/FinancialSy stems-Welcome.asp 39

40 Budget Office Website Links to PeopleSoft Financials website Budget Transfer Information Parent/ Child Budgeting Information 40

41 PeopleSoft Chartfields - resources Will be able to search for the various chartfields in PS: Will be able to search for the various chartfields in PS: Department ID’sDepartment ID’s PS AccountsPS Accounts Link to the how to look up these fields in PS is below:Link to the how to look up these fields in PS is below: 41

42 Department ID Search SetID must be SHARE 42

43 Department Page Click on Attribute link To find out budget contact Divisional info, program/fund. 43

44 PS ACCOUNT list 44


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