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					PeopleSoft Financials
     Overview

  Relationship of PeopleSoft
Modules to One Another: Putting
     the Pieces Together
PeopleSoft Set-up Hierarchy



                         Transaction
                            data

                  User defaults/preferences


              Agency set-up /   Customer/Item
              configuration     /Vendor settings

               State-wide set-up / configuration

                                                   2
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                3
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                4
Start a New Requisition




Click on “Search Catalog” for QPA items or “Special
Request” to order by description.                     5
Finish selecting items, enter chartfields,
click Save, then Budget Check.               6
   Budget Check and Combo-Edit
Budget Check / Commitment Control: Checks transaction against budgets
created by agency (APPROP, ALLOT, PROJ/GRT). Most common check is
for Appropriation by fund/center/major point.

Combo-Edit: Checks chartfield entries according to Combination Editing
Rules set by agency. Most common check is for valid fund/centers.


                                    Potential Budget Check Errors
                                      Exceeds Budget Tolerance
                                         (insufficient funds available)

                                      No Budget Found
                                         (may indicate ineligible expense)

                                      Date out of bounds
                                         (usually for grants)

                                      Exceeds Spending Authority
                                         (usually occurs for negative expenditures)
                                                                                      7
A Req with a valid budget check is reflected as a
pre-encumbrance against the appropriate budget.
                                                    8
Budget Detail Transaction Report
                          Pre Encumbrance   Encumbrance   Expenditure




It is also reflected in budget reports.
                                                                        9
Submit Requisition to generate Approval emails /
workflow map.
                                                   10
Requisition Approvals
Based on role, type of purchase
and/or dollar amount.
Some are required by oversight
agencies.
Some may be used and/or adjusted
by the agency.




                                   11
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                12
    Expedite Requisition to a Purchase Order
                                 1           2




5                  3




             4

        1.   Populate year with 2 digit FY
        2.   Verify Buyer
        3.   Select Line Items for PO
        4.   Verify Vendor
        5.   Submit PO
                                                 13
PO Information for line 2




     When a PO is created, review the Requisition
     from Manage Requisitions to get PO number.     14
Pull up PO through Manage Purchase Orders




                                            15
Review bill-to location, save PO, get amount
approval, then budget check PO.
                                               16
A PO with a valid Budget Check is reflected as an
Encumbrance against the appropriate budget AND
has relieved the Pre-Encumbrance from the related
Requisition.                                        17
Budget Detail Transaction Report
                         Pre Encumbrance   Encumbrance   Expenditure




Both the purchase order and the reversal of the related
requisition are reflected on budget reports.
                                                                       18
Dispatch PO




Validate settings then click Run.
                                    19
Wait until the Status of the process is Success.
Click “Details” and then “View Log/Trace” to Print PO.


                                                         20
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                21
Click on the Truck Icon to receive on the order.
                                                   22
Receive either full or partial shipments.

                                            23
Enter asset information, including tag number, serial
number, and physical location, if purchase is an
asset.

                                                        24
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                25
In Asset Management users can add or
maintain assets, run reports and track physical
inventory.
                                                  26
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                27
Add voucher with information from the invoice




                                                28
Copy PO Receiver to voucher, complete voucher,
                                                 29
save, and click budget check.
A Voucher with a valid Budget Check is reflected as
an Expense against the appropriate budget AND has
relieved the Encumbrance from the related PO.
                                                      30
Budget Detail Transaction Report
                     Pre Encumbrance   Encumbrance   Expenditure




The voucher and the related reversal of the PO are
also reflected on budget reports.                                  31
Pay Cycle – select batch of vouchers for payment.
Claim vouchers, travel claims and PO partials/finals can
all be paid via diskette interface to the Auditor’s office.   32
Use Pay Cycle Manager to complete the steps:
Generate trial register, print claim vouchers, create
diskette, Approve pay cycle.
                                                        33
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                34
Request Approval and Reimbursement for Travel




                                                35
Configure the State’s Rules and Agency Policies for Travel




                                                             36
37
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                38
39
    Tracking Project Accounting Data Flow




The diagram illustrates the flow of transactions into
PeopleSoft Projects and then on to PeopleSoft Billing and
PeopleSoft General Ledger
                                                            40
The Project Costing module can be used to track and
control federal grants and/or to track activity costs.
                                                         41
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                42
Customer information including addresses and
contact name/phone is maintained by the billing
Agency.                                           43
Invoices can be entered online, loaded through an
interface or generated from templates.
                                                    44
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                45
If an agency is using Billing, most AR items are
created from invoices. In AR items can be added,
maintained or have payments applied against them.
Collections activities are also performed through AR.
                                                        46
But Wait…
         There’s More!




PeopleSoft is more than REQs and Checks!   47
               Relationships Among PeopleSoft Modules

                                   Projects (grants)

             Requisition
                                        Inventory                 Billing
               (ePro)

                                                       Travel&
PeopleSoft                 RFQ (ePro)                  Expenses
 Human
Resources
                   Purchase             Receiver     Accounts       Accounts
                  Order (ePro)           (ePro)      Payable       Receivable

 Time &
  Labor                           Asset Management


                   General Ledger / Commitment Control
                                                                                48
Enter a Budget Journal




Journal Header defines Ledger and has a description.
Journal Lines define chartfields and amount.

                                                       49
Enter a GL Journal Entry




Journal Header defines Ledger and has a description.
Journal Lines define chartfields and amount.

                                                       50
Research Transactions Failing Budget Check




Click icon next to voucher ID to review the voucher.
                                                       51
Search for Budget Overviews




Limit by center, fund, budget ref, major object, etc.   52
Budget Overview Search Results




Review by summary or by detail line.
Download lines to Excel.               53
Search for Specific Budget Lines



                                   Search for all .9
                                   budgets within an
                                   agency for current
                                   year.
                                   Search .5 budgets
                                   for a given center
                                   over last 5 years.



                                                        54
More Research Using PeopleSoft




                                 55
Search for Requisitions




Search by requester, date range, status, and/or REQ ID.
Click REQ Name for details.
                                                          56
Documents Associated to a Requisition




Click on a document ID to get more details about the transaction.
Click on the “more” icon to get links to accounting entries
                                                                    57
Search for Purchase Orders




Search by buyer, status, vendor, PO ID, etc.
Click PO ID for details.
                                               58
Search for Vouchers




Search by vendor, invoice #, voucher ID, status, etc.
Click voucher ID for details.
                                                        59
Search for Invoices




Search by customer, invoice #, status, etc.
Click invoice ID for details.                 60
Retrieve AR Summary by Customer




                                  61
Search for AR items by Customer




                                  62
Review Aging of Agency Receivables




                                     63
Use Query Tool to Access Bulk Data




Retrieve specific data from tables based on criteria.
Data from PO_HDR, PO_LINE_DISTRIB by BU, date.
                                                        64

				
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posted:10/29/2011
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