PeopleSoft 8.9
Reports and Inquiries
Presented by Laura Craft and Karen Castleberry
1
Agenda
Types of Budgets
 Budget Status Reports

(Appropriation, Revenue, & Project/Grant Status Reports)

Budget Overview (Inquiry)

Budget Transaction Detail Report

Comprehensive Financial Report

Open Encumbrance Report
2
Budgets Types
TYPE
DESCRIPTION
KEYS
Appropriation
• Establish budgets for money
authorized for expenditures for a
specific purpose and 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,
Project/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
Detail
For Departmental SalesAccount (between 400000
• Tracks all transaction, revenue,
& 890900), Fund, Dept, &
expenses, and balance sheet accounts
Class For agency account
Will be useful to view departmental sales 241100, fund 60000, &
revenue and expense together, and also
Department
agency accounts
Used for looking at
12XXXX
3
KK-Budget Ledger Summary
Detail
Project
Grant
Project
Master
Expense
Project
Master
Revenue
Appropriatio Organizatio
n
n
Revenue
Estimate
*All Account
Types
*Expense
Accounts
*Expense
Accounts
*Revenue
Accounts
*Expense
Accounts
*Expense
Accounts
*Revenue
Accounts
*Transaction
Posting
controlled
by account
*Transaction
posting
controlled
by Project
*Transaction
posting
controlled
by Project
*Transaction
posting
controlled
by Project
*Transaction
posting
controlled by
Fund (10XXX,
12XXX, 13XXX,
14XXX, 15XXX,
16XXX)
*Transaction
posting
controlled by
Fund (10XXX,
12XXX,
13XXX,
14XXX,
15XXX,
16XXX)
*Transaction
posting
controlled for
all Funds that
use Project &
Appropriation
budgets for
expenditures
*Track Only
*Control or
Track based
on Project
Definition
*Control or
Track based
on Project
Definition
*Track Only
*Control
*Track Only
*Track Only
Is good to
look at
agency funds,
fund 60000
account
code 241100
&
AR12XXXX
Is the child
of the
Project
Master
Expense
Ledger
Is the parent
of the
Project
Grant
Ledger
Is the parent of
the Organization
ledger
Is the child of
the
Appropriation
ledger
4
Controller’s Division Webpage
http://www.georgiahealth.edu/finance/controller/finacctg/
5
6
7
Budget Status Reports
(Appropriation, Revenue/Estimate, Project/Grant)
• Quick Summary Report
• Displays all Commitment Control
Ledger amounts (budgeted, preencumbrance, encumbrance, expense,
collected, recognized) and the available
balance.
8
Appropriation Status Report Info
(Budget Status)

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
9
Revenue Estimate Status Report Info
(Budget Status)

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
10
Project/Grant Budget Status Report Info
(Budget Status)

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, preencumbered amount, encumbered amount,
expended amount, and remaining amount

Total by grant and business unit
11
Appropriation Status Report
PeopleSoft 8.9 Navigation
Commitment Control – Budget reports – Budget Status
*quick look at the summary of you budget based on the appropriation levels 500000, 600000, 700000, etc.*
12
Budget Overview

Choose different Ledger Groups and
Accounts.
◦
◦
◦
◦

Appropriation Budget Ledger (APPROP)
Project/Grant Budget Ledger (PROJ_GRT)
Revenue Estimate Budget Ledger (REVEST)
Detail
Can drill down to source document.
◦ Check #
◦ PO #
◦ Journal entry
13
Inquiry-Budget Overview
PSoft 8.9 Navigation
Commitment Control – Review Budget Activities – Budget Overview
To retrieve
information
Choose
different
ledger
groups
14
Budget Overview-Drill Down
Can drill down to the Budget Journal,
Voucher, Journal, PO or Req
15
Budget Overview-Drill Down
16
Budget Overview-Drill Down to
Voucher Inquiry
17
Budget Overview Drill Down to
Voucher Inquiry Con’d
18
Budget Overview Drill Down to
Voucher Inquiry Con’d
19
Budget Overview Drill Down to
Voucher Inquiry Con’d
Scroll down and to the right on the Voucher
Inquiry Page
20
Budget Overview Drill Down to
Voucher Inquiry Con’d
21
Budget Overview-Drill Down
22
Budget Overview-Drill Down
23
Budget Overview-Drill Down-Send
to Excel
Ref
Tran Document Document
Accoun
Bdgt
Fund
Line
Label
ID
t
?
Dept
Budge
Progra
Bud
t
Perio Foreign
Class
Year
m
Ref Perio
d
Amount
d
Monetar
y Amount
Tran ID Tran Date
176 Journal ID: APP_EN_ZER N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
20011 Purchase
9 Order:
0000000187 N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
8
0 USD
00002000
0 USD 31
5/6/2008
21537 Purchase
4 Order:
A-080312
N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
1
528 USD
00002067
528 USD 83
5/6/2008
21805 Purchase
7 Order:
A-083180
N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
00002079
4 1,664.64 USD 1,664.64 USD 43
5/6/2008
24372 Purchase
7 Order:
D000114195 N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
8
175 USD
00002187
175 USD 36
5/6/2008
24373 Purchase
5 Order:
D000114326 N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
8
0 USD
00002187
0 USD 41
5/6/2008
24373 Purchase
7 Order:
D000114401 N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
00002187
8 7,455.00 USD 7,455.00 USD 43
5/6/2008
24489 Purchase
5 Order:
D00114326A N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
00002191
8 4,363.56 USD 4,363.56 USD 43
5/6/2008
25374 Purchase
4 Order:
E-08116945 N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
27491 Purchase
8 Order:
E000115285 N
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
8
00002332
9 1,440.00 USD 1,440.00 USD 88
5/6/2008
Purchase
1 Order:
B-0001000
1000 3030001
1100 200
700000 0
0
16200 0
8
2008
200
9
1
00055809
4 USD 98
7/18/200
8
N
00055809 5/20/200
11 13,908.68 USD 13,908.68 USD 37
8
10
475.12 USD
4 USD
00002236
475.12 USD 72
5/6/2008
24
Important Note

The Budget Transaction Detail Report and
Comprehensive Financial Report must be run using
the date the transaction was budget checked.

Even though the date on the transaction is March 1,
if the transaction is budget checked and posted on
February 28, the transaction will show up with the
February 28 date on the Budget Transaction Detail
Report.
25
Budget Transaction Details Report

You can view the Appropriation, Revenue,
and Project/Grant Expenses, Revenue,
Encumbrance and Pre-encumbrance by
selecting the Detail Ledger Group, but you
will not pull the Budget.

You would also want to choose the
account values from 400000 to 999999.
26
Budget Transaction Details Report
PSoft 8.9 Navigation
Commitment Control – Budget Reports - Budget Transaction Detail Report
27
Budget Transaction Details Report
28
Types of Reports

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 or
Process Monitor –View Log/Trace-_____.PDF

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
Process Monitor –View Log/Trace-_____.PDF
29
Comprehensive Financial Report

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
30
Comprehensive Financial Report
PSoft 8.9 Navigation
MCG components-mcg interfaces reports-report-comp financial rpt
31
Comprehensive Financial Report

Heading – Contains the current Chartfield Combination,

Summary
Budget Period, Fiscal Year, and Accounting Period (with month; ex.
01 = July)
◦ 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
32
Comprehensive Financial Report

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
33
Open Encumbrance Report

Lists all Purchase Orders with their
remaining balances

Includes purchase order, vendor name,
account, budget period, remaining lines on
PO and amount
34
Open Encumbrance
PSoft 8.9 Navigation
MCG COMPONENTS-MCG INTERFACES REPORTS-REPORT- OPEN ENCUMBRANCE
35
GEORGIA FIRST Inquiries
36
Advantages of PSoft 8.9

Save paper
 Copy to excel
 Email PDF files

Save time
 Drill down to detail
 Reduce the use of several different queries
 Schedule Reports to run Monthly
37
PSoft Financials V8.9
Business Processes

Can be found
http://www.georgiahealth.edu/finance/peoples
oft/ps_v89_training_docs.html

Under Commitment Control Documentation
◦ Controlled Budget Inquiries
 KK_060_001 - Running Appropriation Budget Inquiries
 KK_060_003 - Running Revenue Estimate Budget Inquiries
 KK_060_004 - Running Grant Budget Inquiries
◦ Commitment Control-Reports
 KK_070_019 - Running Budget Transaction Detail Reports
38
Recommended Web Sites

http://calendar.georgiahealth.edu/
◦ Able to view all of the various calendars

http://georgiahealth.edu/finance/controller/
◦ Able to access all forms/regulations/contacts relevant to
Accounts Payable, Payroll, Travel, and Financial Accounting

http://georgiahealth.edu/spa/
◦ Sponsored Program Administration website

http://www.usg.edu/business_procedures_manual/
◦ Board of Regents Business Procedures Manual

http://georgiahealth.edu/finance/peoplesoft/3_r_n
ewsletter.html
◦ PeopleSoft Newsletters, has helpful hints and current issues
39
Questions
40
Conclusion
This concludes the PeopleSoft Financial
Reports and Inquiry Training. If you have any
further questions or comments you may
contact Laura Craft at 1-6235,
lcraft@georgiahealth.edu or Karen
Castleberry at 1-2135,
kcastleberry@goerigahealt.edu
 You can also find additional information, on
the PeopleSoft website:
http://www.georgiahealth.edu/finance/people
soft/
 Thank you

41