Optimize Puget Sound
PeopleSoft Budget Administration Training – Short Handout
Brought to you by: Accounting & Budget Services
Contact us at: ABS@pugetsound.edu
Visit us on the web at: http://www.pugetsound.edu/about/offices--services/accounting--budgetservices/
See our organizational chart at: http://www.pugetsound.edu/files/resources/4182_Org_Chart_ABS.pdf
Electronic version of this handout: http://soundnet.pugetsound.edu/optimizetraining
*Extended version of this handout on: http://soundnet.pugetsound.edu/optimizetraining
Discussion Items
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Chart of Accounts
Annual Budgets Tool – Released August 2013
Budget Overview – Advanced Budget Managers’ Tool
Coding Non-Purchase Order (non-PO) Requests for Payment
Where to Get Additional Help
Table of Contents
Navigating to PeopleSoft Financials .............................................................................................................. 2
Coding Transactions ...................................................................................................................................... 2
Annual Budgets Tool ..................................................................................................................................... 3
Budget Overview........................................................................................................................................... 5
Recommended Saved Search Matrix ............................................................................................................ 6
Coding non-purchase order (non-PO) requests for payment from PeopleSoft ........................................... 7
Appendix A: Supported PeopleSoft Browsers............................................................................................... 9
Appendix B: Where to Get Help .................................................................................................................... 9
Budget Administration
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Navigating to PeopleSoft Financials
Step 1
Go to Cascade https://cascade.pugetsound.edu.
Step 2
Step 3
Step 4
Log into Cascade.
Click on PeopleSoft Financials hyperlink from Cascade Menu Items.
Enter the same username and password that you used to access Cascade at PeopleSoft
login page.
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.
Coding Transactions
You will need PeopleSoft (PS) codes (commonly referred to as the chart of accounts) to purchase items
online through PS’s requisition system and to receive payment for non-purchase (non-PO) order
receipts. P-Card users are still operating under the Banner/Cascade codes and need to “crosswalk” their
accounts when submitting reimbursement forms. Otherwise, the chart of accounts was restructured in
PS so please learn the new PS codes. You can find your new codes using the PS Crosswalk (located
through the PS Financials Main Menu>Puget Sound Financials>How do I code my expenses now?).
PS includes the following codes: SpeedChart (Cascade’s Index), account, department, project (Cascade’s
fund), chartfield 1 (Cascade’s activity), and fund. The PS SpeedChart is always a PS project number
unless there is no project number and then it is the fund plus department code (e.g. fund 10 and
department 1234 become SpeedChart 101234). All transactions require account, fund, and department
codes.
There are two tools to look up budget amounts – Annual Budgets and Budget Overview. The Budget
Overview is for more advanced budget users as you must setup a template to retrieve data. Annual
Budgets is the recommended form to look up your budget and applies to funds 10, 13, and 19. You will
find instructions on how to use both in this handout.
Budget Administration
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Annual Budgets Tool
The Annual Budgets tool was released in August 2013 to allow budget managers to see descriptions, add
notes, and more. The tool applies to funds 10, 13, and 19 for now.
Navigation: To get to the annual budgets page, click the Main Menu button>Puget Sound
Financials>Budget Administration>Annual Budget.
1. 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. Click the Search button.
The Budget Year defaults to the current year ending June 30, 2014 (2014). To view the previous
year, change Budget Year to 2013.
2. 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.
3. 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. On the Financial Status
by Account page, click on any underlined amount to see transactions that make up the amount.
4. Select the Budget hyperlink to view the Detailed Transaction Activity page. 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.) 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. When you are done using the Detailed Transaction Activity page, you can Close
the page.
5. Click the Actuals hyperlink to view the Detailed Transaction Activity page. This will open the
Detailed Transaction Activity page for Actuals. On this page, you can use the Notes button for
each item. Click the Close and Return buttons.
6. Click the Magnifying Glass icon to view the Financial Status by Account. Click the Budget
hyperlink for a specific account to view the detailed transaction history. This is the Detailed
Budget Administration
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Transaction Activity page for the Budget. On transaction activity pages, although document
codes are underlined (hyperlinked), you may not have access to the document. 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.
7. Click the Actual hyperlink for a specific account to view the detailed transaction history. When
you are done using the Detailed Transaction Activity page, you can Exit out of the page.
8. Click the Encumbered hyperlink for a specific account to view your open encumbrance values.
When you drill into Encumbered or Pre-Encumbered amounts, you will see all encumbrance or
pre-encumbrance lines. These are all of the “ins and outs” (pluses and minuses) of requisitions,
purchase orders, and/or accounts payable voucher transactions. We are working to display only
open encumbrance or pre-encumbrance lines. This will be one of our next enhancements! Click
the Close and Return buttons to exit.
Note: In using the Annual Budget tool, you may need to scroll up, down, or side-to-side, but in
most cases, you shouldn’t have to do both on the same screen.
Budget Administration
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Budget Overview
The Budget Overview is designed for advanced budget managers interested in funds other than 10, 13,
and 19. Budget Overview is based on Saved Searches or inquiries that you set up to retrieve budget
information. View the Saved Search Matrix for instructions on how to set up various templates
depending on the type of budget you manage.
Navigation: Main Menu>Commitment Control>Review Budget Activities>Budget Overview.
1. Select from previous searches using the “Find an Existing Value” tab or create a new search
through the “Add a New Value” tab.
2. If you create a new search, pick a short name or use the fund and department codes. On the
next page, you will be able to enter a description like Operating Budget.
3. Refer to the Saved Search Matrix to set up your inquiry. Click Save and/or Search (Save is at the
bottom of the screen and Search is at the top of the screen)!
4. When referencing established inquiries through the “Find an Existing Value” tab, click on the
inquiry name and then Search on the budget details page.
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Recommended Saved Search Matrix
Using these search criteria will facilitate Budget Overview support and help.
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Coding non-purchase order (non-PO) requests for payment from PeopleSoft
Requisitions and Purchase Orders are covered under separate procedures. This section is intended for
Non-Purchase Order related submissions for payment.
To code a non-PO payment request, you will need:
 PS SpeedChart
 PS Account
 PS Chartfield1, if applicable
Summary of forms and purpose
Disbursement
Request Form
Advance Processing
Form
Disbursement Stamp
 Purpose
Request payment for:
 non-PO Invoice
 non-PO Contract
Disbursement Request
for when you do not have
Request for travel or
expense advance
an invoice or are
requesting reimbursement
and do not use the
preferred Wells Fargo CCER
Out-of-pocket Expense
reporting system
Disbursement Stamp Instructions
1. Locate a clear space on your vendor invoice to place your stamp (using the back of the invoice
will work fine). Stamp and fill in accounting information. If there is no clear space on the front or
back of the vendor invoice
>Stamp any other blank paper which is big enough for the stamp
>Please staple (do not paperclip) the stamped paper to the back of the invoice.
(Most information AP staff need to reference is included on the face of the vendor invoice.)
>Please do not use disbursement or date stamps on the vendor remittance copies and/or
coupons. They need to be returned to the vendor with payment to ensure correct payment
processing by the vendor.
2. The budget manager (or another individual with disbursement authority) signs and dates the
stamped document
3. Send the invoice with Disbursement Stamped data to: Accounts Payable, Campus Mail Box
(CMB) 1042 OR deliver to Jones Hall Room 018.
>Accounts Payable (Jones 018) is open Monday – Friday, 8 am – 5 pm, except university
holidays.
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Disbursement Request Form Instructions
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1.
2.
3.
4.
When approving non-purchase order vendor invoices, statements, or contracts for payment, the
disbursement stamp is recommended to save time over a Disbursement request form.
However you may find the Disbursement Request Form works better for specific situations. If so,
please use the steps below.
Download Disbursement Request Form
>Time saving tip: The form opens in Excel. You can save the forms on your local or share drive,
by using the “File>Save As” command. This will allow you to fill in and save information that will
be the same each time you complete the form.
Complete Disbursement Request Form
>Attach original receipts or other supporting documentation as applicable.
>If helpful to you in organizing your receipts, complete and attach the optional Travel Expense
Form (Summary).
Obtain approval by the budget manager or someone with disbursement authority.
Send approved form with required accounting information to: Accounts Payable, Campus Mail
Box (CMB) 1042 OR deliver to Jones Hall Room 018.
>Accounts Payable (Jones 018) is open Monday – Friday, 8 am – 5 pm, except university
holidays.
Advance Processing Instructions
 If you are requesting a travel or expense advance, please use the Advance Processing Form.
1. Complete Advance Processing Form
>Provide required and optional accounting information: SpeedChart, Account, and Chartfield1
(optional).
2. Obtain approval by the budget manager or someone with disbursement authority.
3. Send approved form with required accounting information to: Accounts Payable, Campus Mail
Box (CMB) 1042 OR deliver to Jones Hall Room 018.
>Accounts Payable (Jones 018) is open Monday – Friday, 8 am – 5 pm, except university
holidays.
Budget Administration
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Appendix A: Supported PeopleSoft Browsers
Desktop Computers
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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)
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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 B: Where to Get Help
PeopleSoft Help
TS Service Desk
Refer to Optimize Training at soundnet.pugetsound.edu/optimizetraining
to retrieve all handouts and help videos.
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.
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