1. PeopleSoft Financials A Whole New World Budgeting and NVision Reporting

2. Presenter Julie Hall, PeopleSoft Project Specialist X45560X45560 jmhall@towson.edujmhall@towson.edu

3. PeopleSoft Financials Website Online Tutorials Basic Navigation Chart of Accounts Printable training materials Recorded classroom sessions http://wwwnew.towson.edu/adminfinance/fiscalplanning/ psfinancials.asp

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

5. PeopleSoft Chart of Accounts PeopleSoft Terminology PeopleSoft Field Length Department5 Account6 Fund4 Grant/Project7 Initiative5 Chartfield String Fund 1000 Department 18930 Fund 5000 Department 52402 Grant 5030100

6. Project vs. Initiative Project Beginning and end date Non Routine Specified budget Crosses accounts Can Span Fiscal Years At least $50,000 Should be Capitalized Examples: Buildings, Campus Lighting, Chiller Replacement Initiative (a Shadow System w/in PS) Same criteria as Project, but would not be capitalized Examples: track costs associated with producing and mailing communications. NOTE: THE INTIATIVE VALUE MUST BE ON EACH TRANSACTION IN ORDER TO TRACK – MAY REQUIRE JOURNAL ENTRY TO IDENTIFY

7. How to Process Initiatives Further classify activities Into detailed categories Track expenses for specific activity User defined activity User Maintained Enter own budgets Categorize own expenses May require reclassify journal entries See Web for specific instructions on processing

8. Budget Checking by Objects Object 1 Salaries and Wages Overtime Shift Differential Tuition Waivers Object 2 Contractual Employees Contractual Fringe Tuition Waivers PT Faculty and Lecturers Regular Student Help Graduate Assistants Object 3 Communications Objects 4 through 14 = your new Operating! Can Post your own transfers here!

9. Parent/Child Budgeting Where do I budget? Where does Budget Checking occur? Parent Level Communications Budget Expenses 603003 Postage Regular Bulk $15,000.00 $12,336.00 603009 Express Mail UPS $1,000.00 $500.00 603103 Line Charges $9,000.00 $5,224.00 $25,000.00$18060.00 $6,940.00 Child/ Account / Detail Parent NOTE: All transactions will be budget checked!!

10. How to Transfer Departments to Enter Budget Transfers On Line! Can Post within Objects 4-14 Must Notify Budget Office to post other journals Must be submitted by Dept giving budget

11. Encumbering Travel Done through Requisitioning Track Budget more efficiently Plan for Future Travel Self Monitoring See website for step by step Instructions or utilize UPK in PeopleSoft

12. What is Budgets Overview Allows you to view budget activity Can combine multiple Departments Can specify certain accounts Provides quick summary information

13. BUDGETS OVERVIEW ANY QUESTIONS?

14. PeopleSoft NVision Departmental Reporting Tool

15. Nvision Benefits/Features Users will run their own reports Users will run their own reports Users select the as of date to run Users select the as of date to run Run as an HTML or Excel file Run as an HTML or Excel file Drill down capability Drill down capability Available only on HTML fileAvailable only on HTML file After report is run you can: After report is run you can: Email as a link or an attachmentEmail as a link or an attachment Save to your PC/Network driveSave to your PC/Network drive

16. NVISION Reports Available DPL/P report DPL/P report Department’s Profit and Loss Repor tDepartment’s Profit and Loss Repor t DPR report DPR report Department’s Payroll ReportDepartment’s Payroll Report DAT report DAT report Department’s All Transactions ReportDepartment’s All Transactions Report DEN report DEN report Department’s Encumbrance ReportDepartment’s Encumbrance Report F report F report Fund reportFund report

17. Identification Keys Report ID- Found in Report Book DPL + 5-digit department # Ex: DPL18930 P + 7-digit grant # Ex: P5060110 DPR18930DAT18930DEN18930F5060110F2710 Report Name- Found in the Report Manager TU_GL200_18930TU_GL200_5060110TU_GL303_18930TU_GL301_18930TU_GL302_18930TU_GL100_5060110TU_GL100_2710

18. DPL report example

19. DPR report example

20. DAT REPORT EXAMPLE

21. Trial Balance (Fund balance) Trial Balance (Fund balance) By PS 4-Digit Fund REPORT ID=F4-Digit Fund REPORT ID=F4-Digit Fund EXAMPLE  F2710EXAMPLE  F2710 REPORT NAME=TU_GL100_4-digit Fund REPORT NAME=TU_GL100_4-digit Fund EXAMPLE  TU_GL100_2710EXAMPLE  TU_GL100_2710 NVISION Reports Available DEN report example

22. TRIAL BALANCE SAMPLE

23. PS Financials Support Budget Transfers/Overview Questions UBO@towson.edu PS Financials transactions/Nvision PSFinancials@towson.edu Financial Services Help-line Still the same X45599 Call with AP, WF, Payroll, PS Financial journal entry, Online Requisition related questions

24. PeopleSoft Security Form Fill out form Obtain Supervisor Approval Return to Vera Swearingen, Financial Services Will be notified when security is set up.