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