Optimize Puget Sound
PeopleSoft Financials
Annual Budgets Tool
Online Help Documents: https://soundnet.pugetsound.edu/optimizetraining
Navigating to the Annual Budget Tool in PeopleSoft Financials
•
•
•
From your Cascade Menu, select and log into PeopleSoft Financials.
Then select Main Menu>Puget Sound Financials>Budget Administration>Annual Budget.
Consider adding Annual Budget to your PeopleSoft Financials Favorites. To do so, at the Annual
Budget screen, select Favorites (immediately to the left of Main Menu) and Add to Favorites. You
have the option to change the default description (Annual Budget) and click OK.
Important Information about the Annual Budget Tool
•
•
•
The third time you use the Magnifying Glass to drill into a budget, a new page will open. This is a
PeopleSoft design (and not possible to change). Depending on your browser setting, either a new
tab within the existing window will open or a new window will open. It may take a few moments for
the new page or window to populate in the new page/window.
On transaction activity pages, although document codes are underlined (hyperlinked), you may not
have access to the document (next page). We are working on security and functionality that will
make drill down to requisition, purchase order, accounts payable, and vendor payment documents
possible in the future.
Please contact the Service Desk at x8585 or servicedesk@pugetsound.edu with questions, problems,
and any feedback for possible future enhancements.
August 2013
Page 1 of 11
Annual Budgets Tool Handout
Instructions to Explore an Annual Budget Using this Tool
Step
Action
1.
To get to the annual budget page click the Main Menu button > Puget Sound Financials >
Budget Administration > Annual Budget.
2.
Now you will enter your search information. Enter the Fund and the Department codes.
If you do not specify a fund and department code before you click Search, then you will see
all Fund 10, 13, and/or 19 annual budgets that you administer.
The Budget Year defaults to the current year ending June 30, 2014 (2014). To view the
previous year, change Budget Year to 2013.
Click the Search button.
3.
The search will populate all of your budgets for the specified year. For each budget, the
Financial Summary is displayed including Total Revenue and Expense Budgets. You will also
see Actual Encumbered, Pre-Encumbered, and Budget Variances.
Click the Magnifying Glass icon to view the Financial Summary page.
August 2013
Page 2 of 11
Annual Budgets Tool Handout
Step
4.
Action
On the Financial Summary page, clicking the Magnifying Glass on the Revenue or
Operating and Capital Expense rows will take you to a Financial Status by Account page
with budget, actual, encumbered, pre-encumbered, and variance by account information.
Click the Magnifying Glass icon to view the Financial Status by Account for Revenues.
August 2013
Page 3 of 11
Annual Budgets Tool Handout
Step
5.
Action
On the Financial Status by Account page, click on any underlined amount to see
transactions that make up the amount.
Select a hyperlink in the Budget collum for a specific account to view the Detailed
Transaction Activity page for Revenues.
At this point a new window will open. (When using the annual budget tool, the third click to
drill-down into a budget will always open a new window. It may take a few moments for
the new window to load.)
August 2013
Page 4 of 11
Annual Budgets Tool Handout
Step
6.
Action
In the Detailed Transaction Activity window, you will see a Notes button, which will take
you to another page where you can enter information about the budget transaction. This
provides the same functionality as Cascade.
The notes page is for departmental (budget administrator) use only.
Enter information to further describe or categorize your transactions into the notes field.
When you have completed your notes, click the Save button, then click the Return button.
7.
August 2013
When you are done using the Detailed Transaction Activity page, you can Close the page.
Page 5 of 11
Annual Budgets Tool Handout
Step
Action
8.
Click a hyperlink in the Actuals collum to view the Detailed Transaction Activity page for
Revenues. This will open the Detailed Transaction Activity page for Revenue Actuals. On
this page, you can use the Notes button for each item.
9.
Click the Close button to exit the page.
10.
Click the Return button on the Financial Status by Account page to return to the Financial
Summary page.
11.
Click the Magnifying Glass icon to view the Financial Status by Account for Operating and
Capital Expense.
August 2013
Page 6 of 11
Annual Budgets Tool Handout
Step
12.
Action
On the Financial Status by Account page click a hyperlink in the Budget collum for a
specific account to view the detailed transaction history.
This is the Detailed Transaction Activity page for the Operating and Capital Expense
Budget. On transaction activity pages, although document codes are underlined
(hyperlinked), you may not have access to the document (next page).
We are working on security and functionality that will make drill down to requisition,
purchase order, accounts payable, and vendor payment documents possible in the future.
Click the Close button to exit.
13.
On the Financial Status by Account page click a hyperlink in the Actual collum for a specific
account to view the detailed transaction history for the Operating and Capital Expense
Actuals.
14.
When you are done using the Detailed Transaction Activity page, you can Exit out of the
page.
August 2013
Page 7 of 11
Annual Budgets Tool Handout
Step
15.
Action
Click a hyperlink in the Encumbered collum for a specific account to view your open
encumbrance values.
When you drill into Encumbered or Pre-Encumbered amounts, you will see only “open”
encumbrance or pre-encumbrance lines.
These will be “open” requisitions, purchase orders, and/or accounts payable voucher
transactions.
16.
Click the Close button to exit the page.
17.
Click the Return button to return to the Financial Summary page.
18.
Click the Return button to return to the Annual Budget page.
19.
Click the Magnifying Glass icon to view the Financial Summary.
20.
Click the Magnifying Glass icon to view the Account Summary for Operating and Capital
Expense.
August 2013
Page 8 of 11
Annual Budgets Tool Handout
Step
Action
21.
Scroll down here. In using the new Budget Tool you may need to scroll up or down, or sideto-side, but in most cases, you shouldn’t have to do both on the same screen.
At the bottom you will see a Total listed.
22.
Click the Return button return to the Financial Summary page.
23.
Click the Return button tp return to the Annual Budget page.
24.
Click the Home link.
25.
This concludes the overview of the new budget screens.
For PeopleSoft assistance, contact the Technology Service Desk at
servicedesk@pugetsound.edu (mailto:servicedesk@pugetsound.edu) or 253.879.8585.
August 2013
Page 9 of 11
Annual Budgets Tool Handout
Appendix A: Overview of PeopleSoft’s Homepage
Step
1.
2.
3.
4.
5.
Action
PeopleSoft Financials is currently reached through Cascade. Navigate to Cascade
(https://cascade.pugetsound.edu).
Log into Cascade using your Puget Sound domain credentials.
Click on PeopleSoft Financials hyperlink from the Cascade menu.
Enter your Puget Sound domain credentials on the PeopleSoft login page.
Welcome to the PeopleSoft homepage.
Menu
You can access your Favorites and any Menu items that your security profile
allows here.
Universal Navigation Header
The Universal Navigation Header includes several links.
Home
Returns to homepage
Worklist
Shows any workflow items with summary information
Add to Favorites
Allows you to bookmark the current page so it will be
available under the ‘Favorites’ menu
Sign Out
Logs out of PeopleSoft
k
August 2013
Page 10 of 11
Annual Budgets Tool Handout
Appendix B: PeopleSoft Navigation Tips
Signing Off:
Properly signing off the system is important when you are finished working. Signing off
disconnects you from the system and prevents unauthorized access.
Back Button:
Try not to use the web browser’s back button during PeopleSoft navigation. It may take you back
to the homepage and not the last page visited. You will lose your work if this happens.
Pop-ups:
Enable or allow pop-ups when using PeopleSoft.
Appendix C: Supported PeopleSoft Browsers
Desktop Computers
•
•
•
•
Firefox 2.x, 3.x, 4+
Internet Explorer 7, 8, 9
Safari 3.2, 4.x, 5.x
Chrome 1+
Mobile (available in late 2013)
•
•
•
•
•
•
•
•
BlackBerry Browser 4
WebKit-based mobile browsers (iPhone Safari, Android Chrome, Nokia S60)
Access NetFront 3
OpenWave (UP Browser) 7
Opera Mini 8
Pocket Internet Explorer for Windows Mobile 5, 6
Safari (iOS) 4.3, 5+
Other Basic XHTML mobile browsers
Note: These are the supported PeopleSoft browsers provided by Oracle as of July 2012.
Appendix D: Where to Get Help
PeopleSoft Help
Help documents and videos are located on SoundNet through
soundnet.pugetsound.edu/optimizetraining.
PeopleSoft Help also provides animated videos developed by the project team to guide
you through each step. The URL is pshelp.pugetsound.edu.
TS Service Desk
August 2013
Please call or email the Technology Service Desk at 253.879.8585 or
servicedesk@pugetsound.edu for any system questions. Your query will be answered or
routed to the appropriate party.
Page 11 of 11
Annual Budgets Tool Handout