2.  Types of Budgets  Advantages of PSoft 8.9  Budget Overview (Approp, Rev, Proj/Grt Status Reports)  Budget Transaction Detail Report  Comprehensive Financial Report  Open Encumbrance Report

3. TYPEDESCRIPTIONKEYS Appropriation Highest level of budgeting Establish budgets for money authorized for expenditures for a specific purpose during a specific period of time. Fund, Department, Program, Class, Account Project/Grant Control expenditures specifically for a grant (sponsored project). Fund, Department, Program, Class, Proj/Grant, Account Revenue Estimate Track revenues recognized and cash collected against estimated revenues. Fund, Department or All Depts, Program (00000) except for Auxiliary Funds, Class, Account

4.  Lists the status of Appropriation budgets  May view total budgeted amounts (spending authority amount), pre- encumbered, encumbered, and expended amounts, and the remaining spending amounts  Lists budget amounts by Fund, Department, Program, Class, Appropriation Account, and Budget Period  Provided Totals by fund and budget period, and grand total by business unit

5.  Lists the status of revenue estimate budgets  View the total estimated revenue amounts, revenue recognized amounts, unrecognized amounts, and cash collected amounts  Listed by Fund, Department, Class, Program (00000), Account, and Budget Period  Subtotals by account, and total by fund and business unit

6.  Lists the status of project/grant budgets  Similar to the Appropriation Status Report  View by Fund, Department, Program, Class, Account, and Budget Period  Lists the total budget line amount, pre- encumbered amount, encumbered amount, expended amount, and remaining amount  Total by grant and business unit

7.  Save paper  Copy to excel  Email PDF files  Save time  Drill down to detail  Reduce the use of several different queries

8. PSoft 7.5 Navigation GO – PROCESS FINANCIAL INFORMATION – ANALYZE CONTROLLED BUDGETS – REPORTS – APPROPRIATION STATUS PSoft 8.9 Navigation COMMITMENT CONTROL – REVIEW BUDGET ACTIVITIES – BUDGET OVERVIEW

9.  Use for all 7.5 Budget Status Reports Organization Budget Status Report, Revenue Estimate Status Report, & Project/Grant Budget Status Report  Choose different Ledger Groups and Accounts.  Appropriation Budget Ledger (APPROP)  Project/Grant Budget Ledger (PROJ_GRT)  Revenue Estimate Budget Ledger (REVEST)

11. Can drill down to the Budget Journal, Voucher, Journal, PO or Req

15. Tran Line Docume nt Label Docume nt ID Ref Bdgt? AccountFundDept Progra m ClassBud Ref Budget Period YearPeriod Foreign Amount Moneta ry Amount Tran ID Tran Date 176 Journal ID: APP_EN _ZERN70000010000 303000 1016200110002008 11 - 13,908. 68USD - 13,908. 68USD 000558 0937 5/20/20 08 200119 Purchas e Order: 000000 0187N70000010000 303000 1016200110002008 80USD0 000020 0031 5/6/200 8 215374 Purchas e Order: A- 080312N70000010000 303000 1016200110002008 1528USD528USD 000020 6783 5/6/200 8 218057 Purchas e Order: A- 083180N70000010000 303000 1016200110002008 4 1,664.6 4USD 1,664.6 4USD 000020 7943 5/6/200 8 243727 Purchas e Order: D00011 4195N70000010000 303000 1016200110002008 8175USD175USD 000021 8736 5/6/200 8 243735 Purchas e Order: D00011 4326N70000010000 303000 1016200110002008 80USD0 000021 8741 5/6/200 8 243737 Purchas e Order: D00011 4401N70000010000 303000 1016200110002008 8 7,455.0 0USD 7,455.0 0USD 000021 8743 5/6/200 8 244895 Purchas e Order: D00114 326AN70000010000 303000 1016200110002008 8 4,363.5 6USD 4,363.5 6USD 000021 9143 5/6/200 8 253744 Purchas e Order: E- 081169 45N70000010000 303000 1016200110002008 10475.12USD475.12USD 000022 3672 5/6/200 8 274918 Purchas e Order: E00011 5285N70000010000 303000 1016200110002008 9 1,440.0 0USD 1,440.0 0USD 000023 3288 5/6/200 8 1 Purchas e Order: B- 000100 0N70000010000 303000 1016200110002008 200914USD4 000558 0998 7/18/20 08

16.  The Budget Transaction Detail Report and Comprehensive Financial Report run using the date the transaction were budget checked.  During conversion ALL transactions will be re- budget checked. This will cause the date on these reports to be between 11/01/2008 and 11/06/2008, which is during the upgrade conversion process. If prior period information with the original budget-checked date is needed, please print these reports from V7.5.

17. GO – PROCESS FINANCIAL INFORMATION – ANALYZE CONTROLLED BUDGETS – REPORTS – BUDGET TRANSACTION DETAIL COMMITMENT CONTROL – BUDGET REPORTS - BUDGET TRANSACTION DETAIL REPORT

18.  SQR Reports  Such as the Budget Transaction Detail Report and Comprehensive Financial Report.  Will need to be run on the PSUNX Server.  Viewed by going to the Report Manager.  Crystal Reports  Such as the Open Encumbrance Report.  Will need to be run on the PSNT Server.  Also viewed by going to the Report Manager.

19.  Provides the user with static financial data for a specified accounting period and year  Provides summary and detail data of AR activity, Revenue activity, Direct and Indirect Expenses  Department level security enables the user to only run the report for their designated departments  Report provides data for all chartfield combinations for the selected department and is grouped by CFCs

20. GO – MCG INTERFACE & REPORTS – REPORTS –COMP FINANCIAL REPORT MCG COMPONENTS-MCG INTERFACES REPORTS-REPORT- COMP FINANCIAL RPT

21.  Heading – Contains the current Chartfield Combination, Budget Period, Fiscal Year, and Accounting Period (with month; ex. 01 = July)  Summary  Revenue – Provides budget and revenue totals for Operating and NonOperating Revenues for fund 120XX,140XX,160XX, and 10XXX with class of 41XXX only  A/R – Provides totals for cash receipts (beginning balance, activity, and ending balance) for fund 20000 and 21021 only  Expenses  Direct – Personal Services, Travel, Operating Supplies, and Capital Expenses totals for budget, encumbrances, and expenses  Indirect – Totals for indirect budgets, encumbrances, and expenses

22.  Encumbrance and Pre-encumbrance detail transactions will include an ‘E’ or ‘P’ respectively after the amount to distinguish them  The A/R Section reflects all A/R transactions for the Grant – not just the requested departments transactions.  The A/R Balances/Amounts only reflect the MCG portion of the receivable

23.  For the go-live conversion process, all open encumbrances (POs) will be closed and re-entered manually by Materials Management (Purchasing). The Go-live date for the system will be November 10th; however, the estimated date of completion for the re-entry of all open encumbrances (POs) will be November 16th. Materials Management will contact the campus users once this re- entry process is completed.  During this time between November 10th and the completion of the re-entry of all the POs, the reports that you print out in V8.9 will NOT reflect the true available budget that you have remaining nor show all of your encumbered POs. It is recommended that departments print reports from V7.5 as of the end of October to keep track of their budgets during this transitional period.  Once all of the encumbrances (POs) are re-entered, then the V8.9 reports will reflect your true remaining budget and encumbrances.

24.  Lists all Purchase Orders with their remaining balances  Includes purchase order, vendor name, account, budget period, remaining lines on PO and amount

25. Open Encumbrance GO – MCG INTERFACE & REPORTS – REPORTS –OPEN ENCUMBRANCE MCG COMPONENTS-MCG INTERFACES REPORTS-REPORT- OPEN ENCUMBRANCE

26.  Can be found http://www.mcg.edu/peoplesoft/ peoplesoft_v89.htm http://www.mcg.edu/peoplesoft/ peoplesoft_v89.htm  Under Commitment Control-Inquiries  KK_060_001 - Running Appropriation Budget Inquiries KK_060_001 - Running Appropriation Budget Inquiries  KK_060_003 - Running Revenue Estimate Budget Inquiries KK_060_003 - Running Revenue Estimate Budget Inquiries  KK_060_004 - Running Grant Budget Inquiries KK_060_004 - Running Grant Budget Inquiries  Under Commitment Control-Reports  KK_070_019 - Running Budget Transaction Detail Reports KK_070_019 - Running Budget Transaction Detail Reports

27.  http://calendar.mcg.edu/ http://calendar.mcg.edu/  Able to view all of the various calendars  http://www.mcg.edu/comptroller/index.h tm http://www.mcg.edu/comptroller/index.h tm  Able to access all forms/regulations/contacts relevant to Accounts Payable, Payroll, Travel, and Financial Accounting  http://www.mcg.edu/spa/ http://www.mcg.edu/spa/  Sponsored Program Administration website  http://www.usg.edu/fiscal_affairs/bpm_a cct/ http://www.usg.edu/fiscal_affairs/bpm_a cct/  Board of Regents Business Procedures Manual

28.  This concludes the PeopleSoft Financial Reports and Inquiry Training. If you have any questions or comments you may contact Laura Craft at 1-6235, lcraft@mcg.edulcraft@mcg.edu  You may also find additional information, on the PeopleSoft website: http://www.mcg.edu/peoplesoft/default.htm http://www.mcg.edu/peoplesoft/default.htm  Thank you