Financial Statement Reconciliations Business Process Guide for Training at Financial Support Services – 325-3021 Questions? fss@ou.edu Website: http://www.ou.edu/controller/fss/ © Copyright 2007 The University of Oklahoma. All rights reserved, including the right to reproduce this manual or any part of it. Restricted Rights The information contained in this document is proprietary and confidential to The University of Oklahoma. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of The University of Oklahoma. The University of Oklahoma has made every effort to ensure that the information in this guide is complete, concise, and current. The University of Oklahoma assumes no responsibility for the consequences of any errors beyond its control. The examples, sample screens, and reports used throughout this guide are for illustrative purposes only and may not conform to your system requirements. The University of Oklahoma makes no implied warranties or merchantability or fitness for a particular purpose, and such implied warranties are hereby specifically disclaimed. PeopleSoft, PeopleTools, PeopleCode, and PS/n Vision are registered trademarks of PeopleSoft, Inc. Windows is a registered trademark of Microsoft Corp. All other product and company names are trademarks of their respective owners. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 2 of 112 Document Contents This document contains the following lessons: General Ledger Inquiry and Reporting: New PeopleSoft Terminology ............................................................................................. 6 What is an Inquiry? .......................................................................................................... 10 Inquiring on Budget Accounts .......................................................................................... 11 Inquiring on Cash Accounts ............................................................................................. 22 Running Financial Reports ............................................................................................... 29 PeopleSoft Security.......................................................................................................... 37 PeopleSoft Navigation...................................................................................................... 40 Additional Terminology and General Information ............................................................. 58 Additional Reports Information ......................................................................................... 63 Sponsor Responsibilities and Procedures for Reconciling Financial Statements: Responsibilities of an Account Sponsor ........................................................................... 71 Procedures for Reconciling Statements ........................................................................... 72 Reconciling a Hard Money Department ............................................................................ 74 Reconciling All Other Departments .................................................................................. 76 Soft Money Balance Sheet Report ................................................................................... 79 Commitment vs. Budget Report ....................................................................................... 83 Revenue vs. Budget Report ............................................................................................. 86 Documents Stored in Optical Imaging: Document Management System Overview ...................................................................... 89 Vendor Standards ............................................................................................................ 91 Optical Imaging: Acorde Retrieval Procedures ................................................................ 93 Financial Account Management System (FAMS): FAMS Overview ............................................................................................................. 109 Quick Reference Guide - Printing Financial Statements........................................................ 112 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 3 of 112 General Ledger Inquiry and Reporting 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 4 of 112 General Ledger Inquiry and Reports PeopleSoft General Ledger stores posted information from all of the financial applications. As you order items, receive goods and pay invoices, the information is collected in the General Ledger. To track your funds, you will need to use this application. This course details the following information: Terminology and background for the PeopleSoft General Ledger application. How to inquire on your budgeted accounts. How to inquire on your cash accounts. How to run reports from Peoplesoft, including: 6/27/2016 Reports on the PeopleSoft menu, and Public Queries Proprietary and Confidential to University of Oklahoma Page 5 of 112 PeopleSoft Terminology Your PeopleSoft Financial Management System is made up of many tables that contain related data. When you enter a transaction in the PeopleSoft system, some of these values will default for you and you will not need to enter them for each transaction. The implementation team established these defaults for each user based on the tasks the user performs. Some of the basic PeopleSoft terms you will use in searches are defined below. Business Units OU will use only one Business Unit and one SetID. Business units are established to identify each individual company or business entity. The business unit is a 5character alphanumeric field that identifies the owner of the business transactions. The only business unit used for financial transactions is NORMN. SetID SetIDs are set up to group sets of values for specific applications. The PeopleSoft SetID allows you to group together values such as vendors, ChartFields, customers, etc. A SetID may be attached to a single business unit or these values may be shared by multiple business units. The only SetID currently in use is NORMN. Budget Period Your financial transactions will also be posted to a specific budget period. This allows you to track and report on fiscal activity for any time period at the university. OU will use a Budget Period that dates from July 1 – June 30. The Budget Period value will be derived from the date on which the Fiscal Year ends. For example, the fiscal year that ends on June 30, 2007 will be posted to a Budget Period of 2007. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 6 of 112 Accounting Periods Each transaction you record in PeopleSoft will be posted to a specific Accounting Period. These are the consecutive months within a Fiscal Year. You will frequently need to specify an accounting period when running inquiries or reports. The Accounting Periods are: Most of the time the currency code will default based on your security setup. If it does not appear, enter USD. Period Description 1 July 2 August 3 September 4 October 5 November 6 December 7 January 8 February 9 March 10 April 11 May 12 June Currency Your financial transactions deal with money. PeopleSoft is a global system that allows for multiple currency types and you may be prompted for a currency code when you enter a transaction. At OU, the currency will always be USD (US Dollars). ChartFields These are the pieces of accounting information that ensure that the items you request are charged to the correct budget. Each item you request must have all of the ChartFields completed in order to be processed. These are the ChartFields you may need to enter at The University of Oklahoma. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 7 of 112 ChartField Field Size Business Unit 5 Account 6 Definition/Example Identifies the University. BUSINESS UNIT = NORMN. On the various pages, you will see additional ChartFields. These are entered through the PeopleSoft shortcuts (SpeedType and SpeedChart). The ChartFields on this page are entered in addition to those. Identifies activities as Revenue, Expense, Asset, or Liability. Examples: Office Supplies, Equipment The most commonly used base accounts are: Department Number 9 740005 Supplies and Materials 790005 Library Books and Periodicals 800005 Equipment 820005 Travel 830005 Communications 840005 Utilities 850005 Computing and Related Expenses 860005 Maintenance and Repair of Facilities 870005 Professional and Technical Fees 880005 Contractual and Related Expense 930005 Scholarships 940005 Merchandise Purchased for Resale The code used to identify the campus organizational structure. The department number is used as the SpeedChart and identifies the bases for the budgets to track expenditures and revenues. Examples: College of Business, Athletics – Football, VP of Academic Affairs 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 8 of 112 ChartField Project Field Size Definition/Example 9 This code identifies the project or grant to which the transaction should be charged. . 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 9 of 112 What is an Inquiry? An inquiry allows you to review the data that has been entered into the PeopleSoft system. Recalling Data in PeopleSoft You will use online inquiries and pre-defined reports to retrieve and review data from within the PeopleSoft system. Online inquiries allow you to: View up-to-date information that includes the current day’s entries. Data that is being viewed must have been saved and/or posted. View data posted in other applications. Look up small chunks of data on: One or two records, or One or more fields within a record. Use drilldown functionality, allowing you to see the details behind the summarized data. Save the data in an excel format, in some cases. Save the criteria to re-use for future inquiries. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 10 of 112 Inquiring on Budget Accounts PeopleSoft sets up budgets for your financial activity using Commitment Control. Overview of Commitment Control PeopleSoft Commitment Control is used to create, adjust and transfer control budgets, check actual expenditures and revenues. It also determines pre-encumbrances and encumbrances against the control budgets according to the university’s budget setup and budget checking rules. High level tasks involved in setting up and processing commitment controls are listed below. Control budgets are set up according to statutory or business rules and regulations. Transactions and budget checking rules are setup. Financial transactions are entered into PeopleSoft. These include requisitions, vouchers, journal entries, purchase orders, etc. The budget checking process is run either online or in scheduled batches. Budget checking errors are reviewed. Transactions are corrected or budget adjustments made and posted to the control budgets. The budget checking process is run again. The transaction and/or the budget status may be reviewed. Transactions not passing budget check are not processed further until corrected. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 11 of 112 Types of Budget Control Transactions There are three types of budget control transactions. These are defined in the paragraphs that follow. Actuals and Recognized Actual and Recognized transactions are bursar transactions, journal entries, payables vouchers, and payroll transactions. These transactions are posted against the control budgets and the Actuals ledger. These transactions are reported as expenditures or revenue based on the ChartFields used in the transaction line. Encumbrance An encumbrance is an amount that you can legally spend based on a contract or purchase order. An encumbrance transaction does not update the Actuals ledger, it does however, update the Commitment Control Budget Detail ledger based on the ChartFields used. Pre-encumbrance A pre-encumbrance is the amount that you intend to spend when you create a requisition. It does not update the Actuals ledger. It does however; update the Commitment Control Budget Detail ledger based on the ChartFields used. Commitment Control Example The following table follows a requisition through your system and shows the points where the amount of the requisition moves through the different levels of budget control. Activity Effect on Commitment Control Enter requisition Budget Check the Requisition Funds are Pre-encumbered Requisition transformed into PO that is budget checked Funds are Encumbered and removed from pre-encumbrance. Items are received 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 12 of 112 You can navigate to the Budget Details page directly from the menu or from the Budgets Overview inquiry. Activity Effect on Commitment Control Invoice is paid Funds are Expended and removed from encumbrance. Amounts from AP posted to General Ledger Funds are committed to the ACTUALS ledger. Inquiring on Budgets PeopleSoft Commitment Control provides inquiry tools to review individual budgets or to provide a budget overview. The Budgets Overview inquiry allows you to review the overall budget status and drill down to individual Budget Details and Transaction Activity. The drill down pages enables you to view budget journal lines, ledger entries, source transaction activities, budget exceptions and associated budgets. Budget Overview The Budget Overview inquiry page provides a summary budget view, but allows you to drill down all the way to source transaction lines review pages. Business Unit and Ledger Group are required criteria fields to display a Budget Overview Inquiry page. This page can be located by following this path: Commitment Control Review Budget Activities Budget Overview 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 13 of 112 This is the Budget Overview page: You may inquire by Ledger Group or by selecting a predefined Ledger Inquiry Set. Click after you enter the criteria to display the Budget Status and the Budget Overview Results by Budget ChartFields and Amounts. The following page shows the result of a Budget Overview inquiry. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 14 of 112 The chart appears when you turn on the Display Chart check box on the inquiry page. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 15 of 112 Procedure – Adding a New Overview Inquiry Use the following steps to create a new Budget Overview inquiry. To create an inquiry: 1. Select Commitment Control. The Commitment Control folders appear. 2. Once inquiries have been created, you can select them from the Find an Existing Value page. Enter the name of the inquiry, or click and select the inquiry from the search results list. Select Budgets Overview in the Review Budget Activities folder. The Budgets Overview search page appears. 3. Click the Add a New Value tab. The Budgets Overview – Add a New Value page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 16 of 112 4. Enter an Inquiry Name. This names the inquiry for future use. 5. Click . The Inquiry Criteria Page appears. Budget Type 6. Accept NORMN as the Business Unit. 7. Select a value from the Ledger Group Set dropdown box to indicate whether to inquire by Ledger Group or Ledger Inquiry Set. The related ChartFields to use for selections appear in the ChartField Criteria section at the bottom of the page. Click when it appears to display additional information about making a selection. 8. Enter the appropriate Ledger Group or Ledger Inquiry Set name in the field opened by the Ledger Group Set selection. 9. Turn on the Display Chart checkbox to automatically build a chart that reflects the budget information. Time Span 10. Enter or verify Detail Budget Period from the drop-down list. 11. Change the From Budget Period and To Budget Period, if applicable. Use the Fiscal Year for Departments. Leave blank for projects. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 17 of 112 ChartField Criteria % returns all available information. To narrow it down to specific information, enter values in both the From and To fields. 12. Enter criteria in the ChartField From Value and ChartField To fields. Enter information to return information for Account, Dept Nbr, and/or Fund. 13. Click . The totals appear on the Budget Overview page. The Ledger Totals appear showing the totals for the selected ChartFields. If selected, a chart appears to show the information in a graphical format. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 18 of 112 You can right-click on the chart and choose Save Picture As… The Save Picture As dialog box appears to save the file as a *.jpg or *.bmp image for use in presentations and other documents. The Budget Overview Results appear at the bottom of the page with the detailed information for the selected ChartFields. 14. This page is the same page that results when doing the Budget Details inquiry. Click (Show Budget Details) on any Budget Overview Results line. The Budget Details page appears. 15. Click (View Related Links) in the Ledger Amounts section to drill down to the details that comprise this amount. The following page appears. 16. Click on one of the links to view Ledger or Budget Journal details. The Ledger or Budget Journal page appears. 17. Click (Show all columns) to see both chartfields and monetary amounts. 18. Review the information. 19. Click . The Budget Details page reappears. 20. Click . The Budget Overview Results reappears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 19 of 112 21. Click (Show Budget Transaction Types) on any Budget Overview Results line. The Budget Transaction Types page appears. 22. Click . The Budget Overview Results page reappears. 23. Click (View Related Links) on any row to see the formula used to generate the Percent Available amount. 24. Click the Budget amount hyperlink on any line to drill down to the information on Budget ChartFields and Budget Amounts that make up the number shown on the results line. This page displays each budget journal entry. It also shows the budget year and period during which the entry was made. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 20 of 112 This page is the same information that results when doing the Activity Log inquiry. 25. Click the Expense amount hyperlink on any line to drill down to the Budget Activity Log showing all transactions that make up the number shown on the results line. 26. Click (Show all columns) to see both chartfields and monetary amounts. This page displays the transaction ID, date, Chartfields and amounts posted to the general ledger journal entry. 27. Click (Drill Down) to see the supporting details for the selected line. The specific transaction information for that line appears. It may be Procurement, Payables or a Journal Line depending on the transaction being reviewed. For the above example, The Payables Voucher Line Drill Down page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 21 of 112 Inquiring on Cash Accounts Use the General Ledger Inquiry options to view activity on cash accounts. The various general ledger Inquiries can be found by following this path: General Ledger Review Financial Information You can create and save your inquiry parameters so that you can access it again at a later time. If no saved inquiries exist for your User ID, you will need to create at least one. Saving your inquiry saves time if you use the same criteria often. Performing a Ledger Inquiry You can inquire into Ledger balances by Accounting Period for a specific year and for any given ChartField combination by using the Ledger component in the Review Journal/Ledger Data menu. All pages in the Ledger component are linked pages. Linked pages allow you to access the pages by drilling down from one to the next for more detail. Once you have retrieved the Ledger information, you can drill down to more detail with each successive page until you reach Journal line detail. The Ledger component contains the following six pages that are accessed through the various buttons and drill down functions: Ledger Criteria Summary Balance Inquiry Transaction Detail Inquiry Journal Header Detail Inquiry Accounting Entry Ledger Detail Inquiry 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 22 of 112 Ledger Criteria Page You use the Ledger Criteria page to enter search criteria. Most of your Ledger inquiries will begin from this page. You must specify the business unit, Ledger, Year, and Periods for which you want Ledger balances. You can use wildcards in the Currency fields and Stat fields, as well as any of the ChartFields or leave them blank. To look for a specific account balance, you need to enter the account in the Acct field. This is the Ledger Criteria page: When you inquire on the Actuals Ledger, the following summary and detail Inquiry pages are available under the Show menu when ‘Include Balance Forward’ is not selected: Sum by Period, Account Sum by Period, Account, Department Sum by Period, Project Ledger Balances Ledger Activity When you inquire on the Actuals Ledger with the ‘Include Balance Forward checkbox selected, the following Inquiry pages are available under the Show menu. Balance by Period, Account Per Balances by Period, Acct, Dept Per Balances by Period, Acct, Proj(ect) Sum by Period, Account Sum by Period, Account, Dept Sum by Period, Project Ledger Balances Ledger Activity 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 23 of 112 Procedure – Performing a Ledger Inquiry Use these steps to inquire on Ledger information. To perform a Ledger Inquiry: 1. Select General Ledger. 2. Select the Review Financial Information folder. Remember that you can create inquiries and save them. You are saving the criteria, not the data. If you want to view an Inquiry you have already entered and saved, click on Find an Existing Value. The Review Financial Information folders appear. 3. Select Ledger. The Ledger search page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 24 of 112 4. Click the Add a New Value tab. The Journals – Add a New Value page appears. 5. Enter an Inquiry Name. This names the inquiry for future use. 6. Click . The Ledger Inquiry Criteria page appears. 7. Enter NORMN as the Unit. 8. Enter ACTUALS as the Ledger. The ChartField search criteria appears below. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 25 of 112 9. To inquire on Fund cash balances enter your Fund Code and Cash Account Number (100001). 10. Enter the From Period. 11. Enter the To Period. 12. Turn on the Include Balance Forward check box. 13. Click 14. Enter any specific ChartField Value to include. 15. Click a type of Inquiry in the View section. . The Summarization Details page for the selected option appears. 16. 6/27/2016 Enter the Year. Click the Activity link to view transaction details. Proprietary and Confidential to University of Oklahoma Page 26 of 112 The Transaction Detail Inquiry page appears. This page displays the Journals that make up the selected balance. 17. Click a hyperlink to view the further details. The Journal Inquiry Details page appears. 18. Select the middle hyperlink in the Go To area to return to the Summarization Details page. The Summarization Details page reappears. 19. Click Detail on any line to review the Ledger Balances for that line. The Ledger Balances page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 27 of 112 20. Click Activity on any of the lines to review the transaction details. The Transaction Details page appears. 21. Click the Journal ID link to review the journal details. 22. Click Inquiry Criteria to return to the criteria page. The criteria page reappears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 28 of 112 Running Financial Reports PeopleSoft includes many reports for each application. In addition reports have been added that are specific to OU. There are three basic types of reports which we will discuss in this chapter. Standard reports appear on the menu and are run using the Process Scheduler. Pre-defined queries are accessed through the Reporting Tools menu group and consist of queries specific to OU which have already been made available to run. Pre-defined nVision reports are accessed through the Reporting Tools menu group and consist of specific reports for OU which have been set up to run using a combination of PeopleSoft and Microsoft Excel features. Running Standard Reports The following diagram illustrates the procedure for running a standard process or report. Begin by selecting a process or report from the PeopleSoft menu. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 29 of 112 Use the Process Scheduler to run standard PeopleSoft reports. There are four basic steps for running reports: Step 1 Description Select or add a Run Control. The Run Control is used to uniquely identify a set of processing parameters and save them for repeated use. 2 Specify criteria on the Parameters Page to indicate the data to process. Data may include department, as-of date, etc. To specify criteria, set up a Run Control. Specify the parameter values on the page that appears. 3 Process the request by using the Process Scheduler. The Process Scheduler is used to designate when and where the request is processed. 4 Check the status of the request or view a web-based version of the report by using the Report Manager. Procedure – Running a Standard Report Follow these steps to run a standard report. Create a Run Control and run a report: 1. Navigate to the report. The Find an Existing Value page appears for the selected report. 2. 6/27/2016 Click Run Control. to locate and select an existing Proprietary and Confidential to University of Oklahoma Page 30 of 112 3. If no Run Control is found, enter a new Run Control. Click the Add a New Value tab. The Add a New Value page appears for the selected report. 4. Type a unique identifier as the Run Control in the Run Control ID field. 5. Click . The parameters page appears with the specified Run Control ID. 6. Enter any required parameter values. 7. Click . The selected parameters are automatically saved and the Process Scheduler Request page appears. See Appendix B, Additional Information, for explanations of the different report types. 6/27/2016 8. Select PSNT in the Server Name field. 9. Verify that Web is in the Type field. 10. Verify that PDF is in the Format field. Proprietary and Confidential to University of Oklahoma Page 31 of 112 11. Click . The report runs. 12. When the process is complete, click Report Manager to view the report. 13. Access the Administration Page. 14. As needed, click of the report. 15. When the report status is Posted, click the report name hyperlink. to update the status An Adobe Acrobat window will open and display the report. Save the report for future use or print from this window. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 32 of 112 Procedure – Accessing the Report Manager from the Home Page Menu Use these steps to access reports from the Home Page menu. To access the Report Manager: 1. Open the Reporting Tools menu. The Reporting Tools folders appear. 2. Select Report Manager. The Report Manager List page appears. 3. Access the Administration page. The Administration page appears. 4. 6/27/2016 Click the report name hyperlink to view a report. Proprietary and Confidential to University of Oklahoma Page 33 of 112 Running a Standard Query Query is a reporting tool that allows extraction of data from the database table. Standard queries are created to retrieve data on a recurring basis. Once the query is created, it can be run repeatedly and always retrieves the most recent data. You can run existing queries from the Query Viewer page. To run a query, you enter a partial or complete Query name or description and click Search for a list of matching queries. You then click the Run hyperlink on the line next to the query you want to run. The data will appear in a new window from which you can download to an Excel Spreadsheet. Query Viewer This is the Query Viewer page with the results of a search. Procedure – Running a Standard Query Use the following steps to run a standard query. To run a standard query: 1. Select Reporting Tools. The Reporting Tools folders appear. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 34 of 112 2. Select Query Viewer in the Query folder. The Query Viewer page appears. 3. Enter appropriate options to locate the query in the Search By section. 4. Click . A list of available queries appears. 5. Click the Run to Excel hyperlink on the row of the query you wish to run. The query parameters appear. <Ctrl> + 6. Type a date for the Posted Begin Date. 7. Type a date for the Posted End Date. 8. Click <Ctrl> + . The Query Results appear. eliminates problems that may occur with browser pop-up blockers. 9. Select File, Save As from the menu. The Save As dialog box appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 35 of 112 10. Locate a Save In location. 11. Enter a File Name. 12. Enter or verify Microsoft Excel Workbook as the Save as Type. 13. Click . The query results are saved to the specified location. 14. Close the report window. Procedure – Adding a Query to Your Favorites Use the following steps to add queries to your own personal list of favorite queries. To add a query to the favorites list: 1. Do not change the name of the query when adding it to your favorites list. 6/27/2016 From the Query Viewer results list, click Add to Favorites. The query appears in a list at the bottom of the page. This list is named My Favorite Queries. This will be present whenever you are logged in. You can delete single queries by clicking clear all by clicking . on the row or Proprietary and Confidential to University of Oklahoma Page 36 of 112 Appendix A PeopleSoft Basics PeopleSoft Security PeopleSoft requires a User ID and password for sign-in. Each user will be assigned a User ID and password with associated security access. Security access is based on the tasks performed by the user and determines the items that appear on the menu and which employee records can be retrieved. Sign In Page This is the PeopleSoft sign-in page that appears after accessing the PeopleSoft URL. Procedure – Signing Into Peoplesoft Add the PeopleSoft URL to your browser favorites or add a desktop icon to avoid typing the URL each time. Follow these steps to sign into PeopleSoft. Sign into PeopleSoft: 2. 6/27/2016 Open the web browser. Proprietary and Confidential to University of Oklahoma Page 37 of 112 3. Type the PeopleSoft URL address into the browser address field or select from browser favorites if previously bookmarked. 4. Click on the browser address line or press <Enter>. The PeopleSoft Sign In page appears. The PeopleSoft User ID and Password are case sensitive. 5. Enter the assigned User ID. 6. Enter the Password for the User ID. Click or press <Enter>. The PeopleSoft homepage appears. The home page will be different for each user dependant on the security roles to which each user is assigned. Time Out Information The PeopleSoft session will expire if it is left idle for a period of time. Data entered but not saved at the time-out will not automatically be saved and will need to be reentered. Time out returns to the Sign In page. Procedure – Signing Out of PeopleSoft Follow these steps to sign out of the PeopleSoft program. Be sure to check the task bar and close all open PeopleSoft windows. 6/27/2016 Sign off the system: 1. From any open PeopleSoft window, click Sign out. Proprietary and Confidential to University of Oklahoma Page 38 of 112 The active window closes and the Sign In page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 39 of 112 PeopleSoft Navigation The following procedures information for PeopleSoft. provide basic navigation PeopleSoft Home Page After the User ID and password are successfully verified during sign-in, PeopleSoft displays the Home page. This is the PeopleSoft Home page: Do not use the browser’s Back button. Only use the menu and navigation elements found on the PeopleSoft pages to navigate within the program. Elements on this page include the FMS menu and the navigation toolbar. The menu provides a structure to find the components and pages needed to manage your financial information. It is organized by functionally-related business processes. The Navigation toolbar appears at the upper right of every PeopleSoft page. This is the Navigation toolbar: The Navigation toolbar provides the following options: Use the Sign Out option on the navigation toolbar to close the PeopleSoft session. 6/27/2016 Option Action Home Close the open page and display the Home page. Add to Favorites Display a page to add the current page to the My Favorites section of the PeopleSoft menu. Proprietary and Confidential to University of Oklahoma Page 40 of 112 Remember, the menu will be different for each user dependant on the security roles to which each user is assigned. Option Action Sign Out End the current user session and connection with PeopleSoft. If multiple windows are open, they are all disabled. PeopleSoft Home Page Menu The Home page menu provides the highest level of navigation to the PeopleSoft functionality. The roles associated with the user ID define which items are displayed. The Home page menu contains one or more of the following menu groups: Menu Option Function My Favorites Bookmark frequently used pages. Purchasing Contains the pages to create the requisition. eProcurement Contains the pages to monitor requisitions and receive items. Reporting Tools Contains the Report Manager to access reports. Procedure – Navigating to a PeopleSoft Page The arrow ( ) indicates a menu or menu item with folders. Click the symbol or name to open. An open menu is identified with an arrow pointing down ( ). Components to enter or view data are identified with a dash ( ) symbol. Click the component hyperlink to open. 6/27/2016 The menu provides different levels of organization for the components and pages needed to store data. Expand and collapse the menu folders to access components for data entry or review. Navigate to a new page: 1. On the PeopleSoft menu, click a menu group (e.g., Purchasing). The menu group opens and the folder page appears. Proprietary and Confidential to University of Oklahoma Page 41 of 112 Click a menu group name to open the folder page and see all available items. 2. Click a hyperlink for the component to access. A search dialog page appears. Additional steps may be required on the Find an Existing Value page. See the search procedures for more information. 3. Enter information to open the component. 4. Click on the Add a New Value page or page. on the Find an Existing Value The component opens in the mode selected. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 42 of 112 Procedure – Opening a Second PeopleSoft Window More than one window may be open at a time to compare information between the two windows. Follow these steps to open a page in a second window. Open a second PeopleSoft window: 1. Signing out of any window closes the session. On the current window, click the New Window link found at the upper right corner of the page. A new window opens and displays the menu item currently in use. 2. Navigate to the new component. 3. To close the window, select File, Close from the menu of the new window. Procedure – Navigating to the Home Page Follow these steps to navigate to the Home page. Navigate to the Home page: 1. From any page, click the Home link on the navigation bar. The Home page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 43 of 112 Procedure – Selecting a Search Option On most search pages PeopleSoft provides two options: Basic and Advanced. Switch between search types by clicking the hyperlinks at the bottom of the search dialog page. The basic search returns records based on the value in only one field. The advanced search (default) returns records based on the combination of values in multiple fields. Select a search option: 1. On the search dialog page, click Basic Search. The basic search page appears and displays an option to search by only one field. 2. Click the drop-down list to see the fields available to use in the search. 3. Click Advanced Search to return to the original search page. The Advanced Search page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 44 of 112 Procedure – Searching for a New Data Record The advanced search dialog page offers many options to help search for information. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 45 of 112 Follow these steps to find a record to view. Select a record to view: The ”between” operator adds an additional value field to allow for a beginning and ending search value. The “in” operator provides a longer search value field allowing entry of several values separated by commas. 1. On the search dialog page, select an operator for the search field being used. 2. Enter a search value in the corresponding field. 3. Click . A list that matches the criteria appears in the Search Results area. Only the first 300 entries matching the search criteria appear in the search list. If there are no records that match, a message will appear: “No matching values were found.” If 300 entries are returned and the record of interest is not displayed, repeat steps 1-3 to further refine the search. 4. Click one of the underlined headers in the Search Results list. The results are re-sorted using that column for a primary sort. 5. Click the underlined link to access the record of interest. The current record for the selected list item appears. 6. Select the Last link in the navigation bar, if available. The last record appears. 7. 6/27/2016 Click page. at the bottom of the Proprietary and Confidential to University of Oklahoma Page 46 of 112 The next record from the Search results list appears. 8. Click page. at the bottom of the 9. The previous record from the Search results list appears. Using Operators in a Search The ”between” operator adds an additional value field to allow for a beginning and ending search value. The “in” operator provides a longer search value field allowing entry of several values separated by commas. Operators are used for one or more fields to make the search more specific. The following operators are available: Begins with <= Contains > = >= not = between (inclusive) < In (for multiple selections Using Wildcards in a Search PeopleSoft applications support three wildcard features: % (percent sign) – matches one or more characters _ (underscore) – matches a single character Wildcards cannot be used in every instance or in every application. For example, they are not viable in Date fields. 6/27/2016 \ (backslash) – escape character that indicates the next character (if % or _) should not be treated as a wildcard Example: If you enter the letter “B” without a wildcard returns all values beginning with the letter “B.” If you want to make this a more specific search, such as value with the first letter “B” and the letter “n” in their name, you enter “B%n” in the field. This will return Bender, Brown or O’Brien. Proprietary and Confidential to University of Oklahoma Page 47 of 112 Procedure – Saving Search Criteria Follow these steps to save search criteria to re-use at a later time. Save the search criteria: 1. Click the Save Search Criteria hyperlink at the bottom of the Search dialog page. The Save Search As page appears. 2. Type a Name of Search. 3. Click . The Save Search As message appears. 4. Click Return to Advanced Search. The search dialog page appears with two new elements. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 48 of 112 The Use Saved Search drop-down appears at the top of the page. The name of the saved search is contained in the list. Any other page that uses the same search dialog record will display the drop-down list. The Delete Saved Search hyperlink appears at the bottom of the page. Procedure – Using a Saved Search Follow these steps to use a saved search on a search dialog page. Use the saved search: 1. Navigate to a search dialog that displays the Use Saved Search field. 2. Select the saved search from the drop-down list. The search is applied. 3. Click the hyperlink for the correct record from the search results list. The component opens with the selected record. Procedure – Deleting Saved Search Criteria Follow these steps to delete saved search criteria. Delete saved search criteria: 1. Click the Delete Saved Search hyperlink at the bottom of the Search dialog page. The Delete Saved Searches page appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 49 of 112 Lookup buttons appear on both search and data pages. The magnifying glass icon ( ) provides a link to a lookup page where valid values can be displayed and retrieved. 2. Highlight the name of the search to delete. 3. Click . The search is deleted. 4. Click Return to Advanced Search. The search dialog page appears. The search will no longer appear in the list. Procedure – Using PeopleSoft Lookups Follow these steps to use the lookup buttons to locate valid values on any page. Use PeopleSoft LookUps: 1. Click next to the search field. A Look Up page appears. The fields available for search will vary based on the search field selected. When the Case Sensitive check box is enabled, the system will match the case. If not checked, the system will ignore case in your searches. Basic Lookup returns values based on the value in only one field. Advanced Lookup (default) returns values based on the combination of values in multiple fields. 2. Enter information in the search fields and click . A list of available values appears. 3. Click the link for the correct value. The search page appears with the selected value. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 50 of 112 4. Continue to select fields for your search. Drop-down lists ( ) may appear in some fields instead of the lookup icon. Click the arrowhead to open the list and display available values. Click the value or type the first letter of the value. The first value beginning with that letter will appear. If this is not the correct value, type the letter again until the correct value appears. Use the drop-down lists or arrows on the Current Date line to move the calendar to previous and future months. Procedure – Using the Calendar Lookup Use the following steps to specify a date by using the calendar lookup. Use the calendar lookup feature: 1. Click next to a calendar field. A calendar appears. 2. Select the month from the drop-down. 3. Select the year from the drop down. 4. Click the day on the calendar to select the correct date. The calendar closes and the selected date appears in the field. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 51 of 112 Procedure – Adding an Item to My Favorites Use Add to Favorites from any data page or search dialog. Only the search dialog page for the component will appear when the items is selected from the My Favorites menu. No retrieved data is saved. Use the Edit Favorites link under My Favorites to delete or re-order the selected favorites. Use the following steps to add a frequently used component to a personal list of favorites within PeopleSoft. Add a component to the PeopleSoft My Favorites menu: 1. Navigate to the page or search dialog to add. 2. Click Add to Favorites on the menu navigation bar. The Add to Favorites page appears. 3. Accept the *Description. Do not change the default description. 4. Click . The Item is added to the My Favorites menu. 5. Click Home to close the page and collapse the menu. 6. Open the My Favorites menu group. The added component appears on the list. 7. Click the component link. The search dialog for the selected component appears. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 52 of 112 Buttons and Hyperlinks The following table contains buttons and hyperlinks found on PeopleSoft pages. Element Description Add A Row / Delete A Row Drop Down / Translate Field Add Multiple Rows Calendar (brings up calendar to select date) Check box (may activate as many as needed) Radio button (may only select one) * Indicates A Required Field (In front of Field Name) Next Record / Previous Record Lookup (click to search for values) Save Record Return to the Previous Search Page Previous Record in List Next Record in List Refreshes Page (Calculates Formulas / Values). Applies formula or calculates values. Displays a template to send e-mail notification. Update / Display – displays current and future rows; can update future or insert new rows after current date New Window 6/27/2016 Hyperlink Proprietary and Confidential to University of Oklahoma Page 53 of 112 Keyboard Shortcuts Hot keys are shortcuts that perform immediate actions on the page without using the mouse. Access Key <ALT> + 1 <ALT> + 2 Button Activity Activate one of the following actions applicable to the page: Save a transaction on a data entry page Display the search results on a search or lookup page Open the component from an Add an Existing Value page Display previously retrieved search results. Or <F5> 6/27/2016 <ALT> + 3 Display the next item in a search list. <ALT> + 4 Display the previous item in a search list. <ALT> + 5 Activate one of the following applicable to the field: Display the Look Up page Display a calendar <ALT> + 7 Insert a new row after the active row. <ALT> + 8 Delete the active row. <ALT> + . Display the next row of information in a scroll area or grid. <ALT> + , Display the previous row of information in a scroll area or grid. <ALT> + / Display a search box to locate data entered on the page. <ALT> + ‘ Display all rows in a grid, scroll area or search list. (View All) <ALT> + \ Toggle between Add a New Value and Find an Existing Value search dialog pages. <Ctrl> + J Display system information about the current page. <Ctrl> + K Display the list of keyboard shortcuts <Ctrl> + Y Toggle the menu between hidden and visible. <Ctrl> + <Tab> Toggle focus through the frame set. <Enter> Activate one of the following actions applicable to the page: Display search results Display lookup results Proprietary and Confidential to University of Oklahoma Page 54 of 112 Access Key Button Activity <Esc> Activate the Cancel button, if available. PeopleSoft Access Keys Access keys use the <Alt> key with another key to navigate to a field or button on the page or toolbar. Press <Enter> to invoke the command. Access Key Button Activity <ALT> + 5 Move to the search button on a search page. Press <Enter> to activate. <ALT> + 9 Move to the menu line. Use the <Tab> key to select New Window or Help. Press <Enter> to activate. <ALT> + \ Move to the toolbar buttons at the bottom of the page. Use the <Tab> key to select the button. Press <Enter> to activate. <Ctrl> + Z Move to the Search box on the menu. Use the <Tab> key to move through the menu to a component. Press <Enter> to activate. Windows Shortcut Keys The Windows operating system provides additional shortcuts that are helpful when working in PeopleSoft. 6/27/2016 Shortcut Activity <Alt> + Tab Toggle between open windows. <Ctrl> + C Copy highlighted text <Ctrl> + N Open a New Window - identical to current Search page (tiled) <Ctrl> + P Print the current page <Ctrl> + V Paste highlighted text where cursor has been placed in field <Ctrl> + W Close the current active Window (same as windows “ X ”) <Shift>+<End> Highlight data in the field when the cursor is at the beginning of the field. <Shift>+<Home> Highlight data in the field when the cursor is at the end of the field. <Tab> Move to next field in tab order, including menu items, buttons and links (but not drop-downs). <Shift>+<Tab> Move to THE previous field in tab order, including menu items, buttons and links (but not drop-downs). <F11> Toggle between full screen and regular views in the browser. Proprietary and Confidential to University of Oklahoma Page 55 of 112 Page Object Elements The diagrams below show some of the page objects that facilitate data entry. Navigation Elements The diagrams below show some of the page objects that assist with navigation. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 56 of 112 Navigation Terminology The following table contains common PeopleSoft navigation terminology. Term Refers to Component This lowest level on the menu. is a hyperlink that represents one or more pages. Home Page The page that opens after sign in is complete. This contains the menu items available determined by the security setup associated to the User ID. Hotspots, Push Buttons, or Hyperlinks Buttons or underlined text that, when clicked, display another page, or execute an action, command or process. Menu The 2nd level of a menu. May be a component. Menu Group The 1st level of a menu that appears on the home page. Menu Item The 3rd level of a menu. May be a component. Page The actual data entry page. There may be several within a component. Prompt Values Use to select valid values from a prompt table. Use drop-down lists to select valid values from translate tables. 6/27/2016 Search, Advanced Provides additional search keys for combinations to refine data retrieval. Search, Basic Limited Search on single search value. Search, Partial Allows entry of part of a value for lookup. Search Key Fields The fields found on the Search dialog page. Search Key Values The data found in the search key fields. Search Dialog Page The page used to identify values to use to retrieve a page or valid value for a field. Search Results List that appears after clicking Search. A maximum of 300 records will be listed. Search Topic Name The name that appears at the top of the page to identify the field or page for which a selection is being made. Sign In Page 1st PeopleSoft page. Enter User ID and password to sign into the system. Proprietary and Confidential to University of Oklahoma Page 57 of 112 Appendix B Additional Information This appendix contains additional information on PeopleSoft General Ledger. Additional Terminology and General Information Ledger/Ledger Group A Ledger is a set of posted balances that represents a set of balanced books for a Business Unit. Ledgers store posted net balances for each combination of ChartFields by accounting period and fiscal year. The PeopleSoft General Ledger Application allows you to define Ledgers to record actuals (periodic financial data), budgets, forecasts, statistics, or any other type of data at any level. The number of Ledgers maintained depends on the type of data you want to maintain. The Application supports detailed and summary Ledgers. Multiple detail Ledgers can be linked together in a Ledger group. When you post a Journal entry, you have the option of posting the Journal to a single Ledger or to all Ledgers in a Ledger group. When you make a journal entry in the system, the Ledger group will automatically be populated for you. This Ledger Group has Ledgers attached to it. When your journal entry is posted, the Ledger attached to the entry defines the set of books that get updated. Expense and revenue journal entries will be posted to the actuals ledger group called ACTUALS. Revenue and expense budgets are posted to the following Commitment Control Ledgers in the specified Ledger Groups: 6/27/2016 Ledger Group Ledger Description CC_DEP CC_DEP_BUD Department commitment control budget CC_DEP CC_DEP_ENC Department commitment control encumbrances CC_DEP CC_DEP_EXP Department commitment control expenditures Proprietary and Confidential to University of Oklahoma Page 58 of 112 Ledger Group Ledger Description CC_DEP CC_DEP_PRE Department commitment control preencumbrances CC_DEPT_RR CC_DEPT_RB Department budgeted revenue CC_DEPT_RR CC_DEPT_RV Department recognized revenue CC_DEPT_RR CC_DEPT_RC Department collected revenue CC_PROJ CC_PRJ_BUD Project/grant commitment control budget CC_PROJ CC_PRJ_ENC Project/grant commitment control encumbrances CC_PROJ CC_PRJ_EXP Project/grant commitment control expenditures CC_PROJ CC_PRJ_PRE Project/grant commitment control preencumbrances CC_PROJ_RR CC_PRJ_RB Commitment control project/grant revenue budgets CC_PROJ_RR CC_PRJ_RC Commitment control project/grant collected revenue CC_PROJ_RR CC_PRJ_RV Commitment control project/grant recognized revenue Forms Forms have been developed to allow you to request information to be added to the PeopleSoft database. The following pages contain these forms: Application for New Department Number or Change to Existing Department Number http://www.ou.edu/controller/fss/dwnload/cont1.xls Transfer Form The Transfer Form is used to request a transfer of funds from one SpeedType (Department Number) and account to another. 6/27/2016 http://www.ou.edu/controller/fss/dwnload/trsfform.xls Proprietary and Confidential to University of Oklahoma Page 59 of 112 THE UNIVERSITY OF OKLAHOMA NORMAN CAMPUS APPLICATION FOR NEW DEPARTMENT NUMBER OR CHANGE TO EXISTING DEPARTMENT NUMBER PAGE 1 OF 2 Prepared By FOR USE BY FINANCIAL SUPPORT SERVICES Department Number Assigned Phone Number Date Entered Initials Check One: (1) Application for a New Department Number If checked, complete items (2) through (7) Inactivate an Existing Department Number If checked, sponsor signature required in (6). Please indicate department number assigned above. Change in Existing Department Name Change in Existing Department Purpose Change in Reporting Levels for Existing Department Change in Sponsor or Co-Sponsor of Existing Department (2) Proposed Name of Department (3) Purpose of Department (be specific): If checked, complete items (2) and (6). Please indicate department number assigned above. If checked, complete items (3), (5), (6), and (7). Please indicate department number assigned above. If checked, complete items (4), (6), and (7). Please indicate department number assigned above. If checked, complete Page 2 only. Reporting Levels for this Department: (4) (5) Vice President Sponsor Name Dean/Director Parent Department Will deposits be made? If yes, what is the source? For use by Financial Support Services 6/27/2016 Fund State Agency Project State Bank Account SpeedType Base Function Proprietary and Confidential to University of Oklahoma Page 60 of 112 THE UNIVERSITY OF OKLAHOMA NORMAN CAMPUS APPLICATION FOR NEW DEPARTMENT NUMBER OR CHANGE TO EXISTING DEPARTMENT NUMBER PAGE 2 OF 2 Dept number assigned by Financial Support Services: Check Here if Change in Sponsorship Only Proposed Name of Department (same as page 1) (6) Sponsor and Co-Sponsor Signatures As Sponsor of this department, I will be responsible for authorization of expenditures and regular review and reconciliation of account records prepared by Financial Support Services, and for reimbursement of all unauthorized overdrafts. I also understand that I am responsible for providing information for tax reporting and/or reporting information directly to tax authorities for sales tax, unrelated business income tax, and other taxes as required by State and Federal law. Questions regarding tax reporting should be directed to Financial Support Services. Signature of Sponsor (must be a full-time faculty or staff member) Title of Sponsor EMPLID of Sponsor Date Signature of Co-Sponsor Title of Co-Sponsor EMPLID of Co-Sponsor Date Signature of Co-Sponsor Title of Co-Sponsor EMPLID of Co-Sponsor Date Signature of Co-Sponsor Title of Co-Sponsor EMPLID of Co-Sponsor Date Signature of Co-Sponsor Title of Co-Sponsor EMPLID of Co-Sponsor Date If additional co-sponsors are needed, attach another form. (7) Recommendation for approval by appropriate Vice President, Director, or Dean Signature Title Date Notes: For new department numbers, items (1) through (7) must be completed fully before submission to Financial Support Services. Incomplete data on any line will result in the return of the form for more information. The purpose listed in item 3 must be detailed and specific. Details should include the purpose of the organization, what types of expenditures will be made from the department, and general categories. Additional information should be provided as necessary to fully explain the purpose of the department number request. It is recommended that at least one co-sponsor be designated so that approvals may be made during the absence of the sponsor. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 61 of 112 Page 1 of 1 UNIVERSITY OF OKLAHOMA TRANSFER FORM Prepared by: Date: Department: Phone University Address: Reversing Entry? Yes or No Yes or No Reversal Date: Accounting Period: DOCUMENT NUMBER: (Fss Use Only) LINE NO. SPEEDTYPE (DEPT NO.) ACCOUNT Create Due To/From? FSS USE ONLY LINE DESCRIPTION (Limit 30 Characters) DEBIT CREDIT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 TOTAL JUSTIFICATION/PURPOSE 0.00 I CERTIFY THAT DOCUMENTATION IN SUPPORT OF THE ABOVE TRANSACTION IS ON FILE AND AVAILABLE FOR REVIEW UPON REQUEST. I UNDERSTAND THAT SAID DOCUMENTATION IS TO BE MAINTAINED FOR A PERIOD OF NOT LESS THAN FIVE YEARS FROM THE DATE OF THE TRANSACTION. SIGNATURE (REQUIRED ON ALL DOCUMENTS) 6/27/2016 0.00 Proprietary and Confidential to University of Oklahoma Page 62 of 112 Additional Reports Information If no search dialog exists, click the Add a New Value tab to enter a new Run Control ID. Specifying Process Parameters Each report has a process parameters page. Notice that the Run Control ID appears in the upper left beneath the name of the report. This is a sample parameters page: The process panel will appear with the same parameter selections when the Run Control is selected again, provided the information is saved on the process parameters page. Using the Process Scheduler After defining the Run Control ID and setting the report parameters, the Process Scheduler Request page is displayed for destination and scheduling input. The Process Scheduler Request page contains some defaults that identify where and when the requests should be processed and where to direct the output. This is the Process Scheduler Request page: 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 63 of 112 The bottom of the Process Scheduler Request page lists the processes or reports that are in the queue to run. If only one process appears, it will be enabled automatically. If more than one process appears in the list, the Select check box should be enabled for all reports that need to be generated. There are many fields on the Process Scheduler Request page that default based on the security profile of the user. These are the fields on the Process Scheduler Request page: Field Description User ID Displays the ID of the user running the report. Run Control ID Displays the Run Control ID selected on the search dialog page. Server Name Specifies the server where the report will run. Select PSNT. Run Date The date the report is to be run. This defaults to the current date. To run the report immediately, accept the default option. Recurrence If scheduled, specifies how often the report runs. To run the report immediately, accept the default option. Run Time The time the report is to be run. This defaults to the current time. To run the report immediately, accept the default option. Time Zone If scheduled, specifies the time zone for the date and time. Accept the default option. Reset to Current Date/Time Click the pushbutton to reset a displayed run date and run time to the current date and time. Process List group box Select 6/27/2016 Enable the check box to select the report or process to run. Proprietary and Confidential to University of Oklahoma Page 64 of 112 Field Description Description, Process Name, Process Type Displays the name of the report, the defined description and the type of the selected report or process. Type Use one of the following options: Web – Sends all output to the report repository for access through the Report Manager. A distribution list may be created to send to others. E-mail – to e-mail the report to a distribution list. Click on the Distribution hyperlink. A distribution detail page will appear to create a distribution list. Do not use these options. Format Printer – to send the report to the default printer. File – to send the report to a file. An Output Destination field appears to specify where the file is to be placed. Accept the default value: PDF. Starts the report or process and returns to the parameters page. Cancels the selection and returns to the parameters page. Other types and format options are available; however, standard reports are formatted for WEB and PDF. Selecting other options may result in unacceptable output. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 65 of 112 Distribution Detail Page Click the Distribution hyperlink on the Process Scheduler Request page to e-mail the report to a distribution list. This is the Distribution Detail page: If the Type is E-mail, use the Distribute To group box to distribute the report to the e-mail of individual PeopleSoft users or users associated to roles. Use the Email Only box to send the report to others who are not PeopleSoft users. If the Type is Web, use the Distribute To group box to send the report to the Report Manager of other PeopleSoft users or users associated to roles. Click when you are finished to return to the Process Scheduler page. These are the fields on the Distribution Detail page: 6/27/2016 Field Description Process Name Displays the Process Name for the report. Process Type Displays the type of report. Proprietary and Confidential to University of Oklahoma Page 66 of 112 Field Description Folder Name Leave this field blank. Distribute to group box ID Type Select the Type of ID for distribution of the report. Distribution ID Enter the User ID of the PeopleSoft user to receive the report. Email Only group box Email With Log Do not use this field. Email Web Report Do not use this field. Email Subject Enter a subject line for the email to accompany the report. If no subject line is entered, a default subject will be printed. Message Text Enter a message for the email to accompany the report. If no message is entered, a default message will be printed. Email Address List Enter the complete email address (including domain name) for each person to receive the report. Separate the entries with commas. Running the Report Click to run the report. The parameters page reappears with an instance number. This is the number that identifies the report to the report server. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 67 of 112 Monitoring the Report Progress Click Report Manager on the Process Parameters page to access the Report Manager. The report manager is provided to easily check the status of the report and view the finished report. Use the Administration page to monitor the report status and view the finished report. This is the Report Manager Administration page: The following sections on the Report Manager page perform different functions: Section Description View Reports For Enter values to filter the list to a specific user, process type, status or time frame. Click to update the report status. Report List group box This section displays descriptive information about the report and the distribution status (scheduled, processing generated, posting, or posted). Management activities in this section include. 6/27/2016 Select reports for deletion by enabling the check box and clicking . Click Details to display the details of the report distribution. Click View to view and print the selected report. Proprietary and Confidential to University of Oklahoma Page 68 of 112 Viewing the Report Detail Click the hyperlink for the report name on the Administration page to view the report. A new window opens with the report. Review the information and print or save as appropriate. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 69 of 112 Sponsor Responsibilities and Procedures for Reconciling Financial Statements 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 70 of 112 RESPONSIBILITIES OF AN ACCOUNT SPONSOR The sponsor of a university account assumes responsibility for the account's expenditures, deposits, and resolution of deficits should it be necessary. Specific major responsibilities are: 1. The sponsor's approval as shown on the Application for Department Number form is required for all expenditures to vendors external to the University. 2. A method of monthly review and verification of the transactions appearing on the monthly reports must be established and performed on a regular basis. 3. Unauthorized deficits are not permitted. If a temporary deficit has been forecast, written approval must be obtained from the appropriate Dean/Provost, Vice President or President. 4. Cash, checks, etc., must be deposited at the Bursar's Office within twenty-four (24) hours of receipt of funds. Contact the Bursar's Office for assistance in complying with this requirement. 5. Purchases which exceed $5,000 must be processed according to procedures established by the Purchasing Department. 6. During a sponsor's absence, it is advisable to temporarily appoint a co-sponsor. 7. Any changes in the account should be processed by memorandum to Financial Support Services, along with any new Application for Department Number form, if needed. 8. Controls and separation of duties must be in place to the extent staffing levels permit to assure that a single individual is not responsible for deposit processing, accounts receivable processing and record maintenance, and inventory control and record maintenance. For assistance in establishing procedures and controls, contact the Controller's Office at 325-3021. 9. The Account Sponsor is liable for the financial management of the account. 10. Approval of Personal Financial Transactions Employees, whether faculty, staff or students, shall not approve any transaction that impacts themselves financially, whether directly or indirectly. This includes, but is not limited to, salary increases, special payments, travel, reimbursements, or other supplemental payments or non-cash fringe benefits. Such transactions shall only be approved in writing by a University employee who is in a greater level of institutional authority and who is completely independent from the individual receiving the benefit or reimbursement. Note: It is the responsibility of an account sponsor to be familiar with the University Guide to Services. Link: http://www.ou.edu/aa/index1.htm 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 71 of 112 PROCEDURES FOR RECONCILING STATEMENTS According to the Guide to Services, a method of monthly review and verification of the transactions appearing on the monthly reports must be established and performed on a regular basis. How this review is completed depends on the type of department you have: Hard money department (budget controlled) o These departments can be easily identified by the associated fund. If the fund is 01000, 02000, 03000, or 10000, it is a hard money department. o A budget is determined for each of these departments annually. The budget is the controlling factor in the amount available for expenditure. It is the department sponsor’s responsibility to ensure that the expenditures do not exceed the budget. o The only monthly report applicable to these departments is the Commitments vs. Budget Report. All other departments (cash controlled) 6/27/2016 o These departments can be easily identified by the associated fund. If the fund is NOT 01000, 02000, 03000, or 10000, it falls into this category. o These departments are limited to the amount of cash available. The department sponsor is responsible for ensuring that cash is not over-spent. Budgets are loaded for these departments, but they are not the controlling factor. Grant and contract departments are subject to both budget and cash controls, in addition to special controls depending on the award. o These departments may include Self-Supported E&G, Agency Special (including auxiliaries and student organizations), Grant & Contract, and Plant. Note: There are additional controls applicable to grant and contract departments. o Three reports are necessary to fully reconcile these statements monthly. They are the Soft Money Balance Sheet, the Commitments vs. Budget, and the Revenue vs. Budget Reports. Additional reports are available for grant and contract department. Contact your grant specialist for further information. Proprietary and Confidential to University of Oklahoma Page 72 of 112 The mechanics of reconciliation of these two types of departments varies slightly. However, there some procedures that is common to both: Statements should be reconciled on a monthly basis. Reconciliation involves the review of the individual transactions appearing on the statement to determine that all transactions are valid and appropriate. Identified discrepancies between the departmental information and the information shown on reports should be resolved. Resolution involves contacting the originating department regarding needed corrections, as well as following up to ensure that corrections are completed. The following list provides the originating department information for most transactions: o Purchase Orders: Purchasing o Requisitions: Purchasing o Budgets: Budget Office o Travel payments: Financial Support Services o Other Accounts Payable payments: Financial Support Services. Note that some of the documentation for these payments is available in the imaging system. o Deposits and student accounts receivable transactions: Bursar (journals begin with BUR) o Journal entries. Note that the documentation for these entries is available in the imaging system. Please retrieve this documentation prior to calling the responsible department: Beginning with UPS: Printing Services Beginning with CCE: College of Continuing Education Beginning with SM: Student Media Beginning with UFS: Fleet Services Beginning with PHY: Physical Plant Beginning with UT: Utility System Beginning with TC: Telecommunications Beginning with AE: Architecture & Engineering Services Beginning with ATH: Athletic Department Beginning with OMU: Oklahoma Memorial Union Beginning with PY: Payroll Beginning with HFS: Housing and Food Services Beginning with GCC: Post Award Services Beginning with IT: Information Technology Beginning with CML: Central Mail All others: Financial Support Services Each Department is responsible for retaining itemized records/invoices/receipts and copies of written exemptions pertaining to Pcard purchases for seven years. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 73 of 112 RECONCILING A HARD MONEY DEPARTMENT: Use the Commitments vs. Budget Report. Run the report with “show detail” checked for the fiscal year and period you are reconciling. Confirm that the opening balances on the report match the prior month’s report. Each transaction on the report should be validated, including: o Budgets o Pre-encumbrances: These transactions are generated when a requisition is approved. They should be liquidated when the corresponding purchase order is created. o Encumbrances: These transactions are generated in one of two ways: For payroll accounts, these transactions are created from the same process that creates the Position Control Report. For non-payroll accounts, these transactions are generated when a purchase order is budget-checked. They should be liquidated as payments are made against the purchase order. o Expense: These transactions are generated when a journal entry or accounts payable payment is posted to the department. o Balance: This is a calculated field: Budget Less Pre-Encumbrance Less Encumbrance Less Expense. If all commitments are shown on the report, this balance is the amount available for expenditure. Review the activity posted to each account for the department to ensure that the detail items are: o Properly classified to the department/account combination, o Authorized in accordance with University policies, State and Federal laws and regulations, and specific sponsor or donor requirements or restrictions, and o Within the guidelines of the stated purpose of the department. Ensure that all submitted activity appears on the statement. Take appropriate action to resolve errors or discrepancies, and follow up as necessary. Confirm the ending balance per the reconciliation agrees to the statement. Formalize the statement reconciliation with the signature of the preparer and the reviewer, with the corresponding dates. A sample reconciliation form is attached. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 74 of 112 HARD MONEY DEPARTMENT RECONCILIATION ENTITY NAME FUND DEPARTMENT FOR THE MONTH ENDED Balance per Commitments vs. Budget Report Reconciling Items: Total Adjustments Adjusted Balance PREPARED BY: DATE: REVIEWED BY: DATE: 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 75 of 112 RECONCILING ALL OTHER DEPARTMENTS: Use the Soft Money Balance Sheet, the Commitments vs. Budget, and the Revenues vs. Budget reports. Run the reports with “show detail” checked for the fiscal year and period you are reconciling. Confirm that the opening balances on the report match the prior month’s reports. The Soft Money Balance Sheet Report is the primary report used for reconciling these departments. o o On the report, there are three key account numbers to focus on: 100001 Cash—This account contains all expenditures and receipts during the month from or to non-University departments. In addition, it will contain a few lines of due to (151001) and due from (251002) closing entries at the end of each month. 151001 Due From Fund Account—When transfers are processed within University departments (including billings for University services), the cash movement does not occur immediately. This account collects all of the cash related activity for these items, and the balance in the account is swept to 100001 at the end of each month. 251002 Due to Fund Account (the use of this account is being phased out)--When transfers are processed within University departments (including billings for University services), the cash movement does not occur immediately. This account collects all of the cash related activity for these items, and the balance in the account is swept to 100001 at the end of each month. Each transaction on the report should be validated. On the Revenue vs. Budget Report, the transactions should be validated. On the Commitments vs. Budget Report, each transaction on the report should be validated, including: o Budgets o Pre-encumbrances: These transactions are generated when a requisition is approved. They should be liquidated when the corresponding purchase order is created. o Encumbrances: These transactions are generated in one of two ways: o 6/27/2016 For payroll accounts, these transactions are created from the same process that creates the Position Control Report. For non-payroll accounts, these transactions are generated when a purchase order is budget-checked. They should be liquidated as payments are made against the purchase order. Expense: These transactions are generated when a journal entry or accounts payable payment is posted to the department. Proprietary and Confidential to University of Oklahoma Page 76 of 112 o Balance: This is a calculated field: Budget Less Pre-Encumbrance Less Encumbrance Less Expense. If all commitments are shown on the report, this balance is the amount available for expenditure. Review the activity posted to each account for the department to ensure that the detail items are: o Properly classified to the department/account combination, o Authorized in accordance with University policies, State and Federal laws and regulations, and specific sponsor or donor requirements or restrictions, and o Within the guidelines of the stated purpose of the department. Ensure that all submitted activity appears on the statement. Take appropriate action to resolve errors or discrepancies, and follow up as necessary. Confirm the ending balance per the reconciliation agrees to the statement. Formalize the statement reconciliation with the signature of the preparer and the reviewer, with the corresponding dates. A sample reconciliation form is attached. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 77 of 112 CASH RECONCILIATION ENTITY NAME FUND DEPARTMENT FOR THE MONTH ENDED Cash per Soft Money Balance Sheet Report Reconciling Items: Total Adjustments Adjusted Cash PREPARED BY: DATE: REVIEWED BY: DATE: 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 78 of 112 Soft Money Balance Sheet Report Information Contained on Report: Fiscal Year and Period Fund Number and Name (Note that department is not included. This report is run at the fund level, for all departments within a fund. One or more departments are included in each fund.) For each account number: o Name of account o Beginning balances o Detail of activity o Ending balances For each fund, ending balances are included. This information will probably not be useful to you in your reconciliation. Fund Balance Account (300003): This is the cumulative balance of your department over time. This balance should be ignored for reconciliation purposes. Detail information columns: o Date o Source of Data o Journal ID (if applicable) o Ref (Bursar batch number, if applicable) o SubID—This will include the reference from a PeopleSoft subsystem, such as: If an AP item, it will include the voucher number If a PO, it will include the purchase order number If a Requisition, it will include the requisition number o Line—refers to the line number of the SubID document. o The amount for each line item appears in the transaction amount column. The net of the ending balance amounts for Cash (100001), Due From (151001), and Due To (251002) indicates the amount available for expenditure. o This balance does not reflect items ordered but not yet paid. o At the end of each month, the Due From and Due To accounts is closed to cash; however, if you run a report at other times these balances must be included. It does not reflect items ordered but not yet paid. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 79 of 112 Note that the balances in 151001 and 251002 close to cash (100001) at the end of the month, with Journal ID DUE0000001. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 80 of 112 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 81 of 112 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 82 of 112 Commitment vs. Budget Report Information Contained on Report: Fiscal Year and Period Fund Number and Name Department Number and Name For each account number: o Name of account o Beginning balances for budget, pre-encumbrance (requisitions), encumbrance (purchase orders), expense, and balance. o Detail of activity for budget, pre-encumbrance (requisitions), encumbrance (purchase orders), and expense items. o Subtotals of current month and YTD balances for budget, pre-encumbrance (requisitions), encumbrance (purchase orders), expense, and balance. For each department, current month and YTD totals for budget, pre-encumbrance, encumbrance, expense, and balance are included. Detail information columns: o Date o Source of Data o Journal ID (if applicable) o Ref (Bursar batch number, if applicable) o SubID—This will include the reference from a PeopleSoft subsystem, such as: If an AP item, it will include the voucher number If a PO, it will include the purchase order number If a Requisition, it will include the requisition number o Line—refers to the line number of the SubID document. o The amount for each line item appears in the appropriate column: Budget, Preencumbrance, encumbrance, or expense. The balance column indicates the amount available for expenditure (assuming all commitments are included). 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 83 of 112 Sample Report for Hard Money Department 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 84 of 112 Sample Report for Non-Hard Money Department 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 85 of 112 Revenue vs. Budget Report Information Contained on Report: Fiscal Year and Period Fund Number and Name Department Number and Name For each account number: o Name of account o Beginning balances for budget, revenue, and unrecognized budget balance. o Detail of activity for budget, revenue, and unrecognized budget balance. o Subtotals of current month and YTD balances for budget, revenue, and unrecognized budget balance. For each department, current month and YTD totals for budget, revenue, and unrecognized budget balance are included. Detail information columns: o Date o Source of Data o Journal ID (if applicable) o Ref (Bursar batch number, if applicable) o SubID—This will include the reference from a PeopleSoft subsystem, such as: If an AP item, it will include the voucher number If a PO, it will include the purchase order number If a Requisition, it will include the requisition number o Line—refers to the line number of the SubID document. o The amount for each line item appears in the appropriate column: revenue, and unrecognized budget balance. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 86 of 112 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 87 of 112 Documents Stored in Optical Imaging 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 88 of 112 DOCUMENT MANAGEMENT SYSTEM OVERVIEW The University of Oklahoma has a document management system (imaging) that has been in place since July 1st of 1995. This system is maintained by Information Technology. You may obtain access to the imaging system by filling out the PDF form included in this document or follow the link below. http://forms.ou.edu/Optical%20Imaging%20Request%20Form.pdf The table below lists the applications that are available in imaging that will support certain transactions that appear on your financial statements. Though these transactions appear on your financial statements, FSS isn’t always the originating department of the charge. If you have a question about a particular charge please contact the person listed in the Contact column. Imaging Search Name Description Contact FSS Payments All payments processed through FSS as of 07/01/05, excludes travel claims FSS 325-3021 FSS Transfers Posted journal entries as of 07/01/95 FSS 325-3021 FSS Book Exchange Billing Monthly charges as of 09/26/05 Book Store 325-3511 Apple Monthly Billing Monthly charges as of 06/26/06 IT - David Stone 325-6157 BMI Mthly Billing Monthly charges as of 07/22/05 BMI – Ginger David 6001328 Corporate Exp Mthly Billing Monthly charges as of 07/01/05 Corporate Express Central Mail Postage Billing *Monthly charges as of 12/20/06 (JRNL ID begins with CML) Printing Services 325-4176 When entering in the Department number, do not add the last two digits. Dell Monthly Billing Monthly charges as of 09/06/05 IT - David Stone 325-6157 GP Coca Cola Monthly Billing Monthly charges as of 07/21/05 GP Coca Cola IT/Telecom Invoices – Current *Monthly charges as of 08/02/06 (JRNL ID begins with IT or TC) Winona Bark 325-2033 PaymentNet ProCard Billing Monthly charges as of 07/28/05 Email proadmin@ouhsc.edu PaymentNet Travel Billing Scanned Monthly charges as of 07/01/05 FSS – Cindy 325-3021 Standley Monthly Billing Monthly charges as of 07/28/05 Standley – Cindy Tampkins 224-0819 * Filed into imaging through IT process, not PeopleSoft. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 89 of 112 INFORMATION TECHNOLOGY – Request for Imaging System Access Merrick Computer Center Building NC611 1610 Newton Drive 73069 Date: _____________________________________ New Access _____ Change Access_____ Name: ______________________________________________ OU ID: ___________________ (4+4) Campus Phone: ______________________ Department: ____________________________________________________________________ If you wish to be placed on our distribution list and notified of the Imaging system status, please provide your email address_________________________________________________________ If this is a new employee access request and it is a replacement for a previous employee, please provide the previous employee name, else skip to the question just beyond this box. Previous employee name: ________________________________________________ Should employee have the same access as an existing employee, other than the one named above? ______________________________________ If so, please provide the existing employee’s name: _____________________________ If no, what documents/reports would you like to access? (Attach a separate sheet if necessary) Approved by Supervisor or Departmental Imaging Contact: _____________________________________Phone:_________ Please note: The following documents/reports require no approval to access: OU FSS Statement of Account, OU Monthly Billings, OU Procurement and Payment Documents and OU Transfers All other requests will be forwarded to the department of record for final approval before access will be granted. Please return the completed form to: Merrick 175C or fax to Attn: Imaging For IT Internal Use Only, Please Dept Approval?: BUR__ FSS__ BUD__ TC__ Personnel__ Proposal Svcs ______ Image Envoy ID: ________________ Sooner ID added to grps? __________ Sooner ID: ________ UPDATE CHECKLIST: Imaging Users_____ IT-STATUS_____ SENT: Desktop ____ Web____ Spreadsheet____ 325-3987 Attn: Imaging Groups: Date Completed: _______ Initials___ Please call 325-8111 for questions or assistance. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 90 of 112 VENDOR STANDARDS Vendor standards have been established as an aid in searching for vendor payments in imaging. These standards provide a consistent method of abbreviating vendor names. These standards are included in this document. Example: University of Oklahoma Health Sciences Center would be found in imaging as Univ of OK HSC 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 91 of 112 University of Oklahoma Vendor Standards - Name Only Word Abbr & Academy Account(s) Accounting Administration America, American Apartment(s) Architecture Associates, Associated Association(s) Automated, Automatic, Automation Board(s) Boulevard Building(s) Center(s) Chemical College(s), Collegiate Communication(s), Committee(s), Commission(s) Company, Companies Computer(s), Computing Conference Construction Convention Cooperative Corporation Council Department Develop(er), Development(s), Developmental Distributor(s), Distributing, Distribution(s) Division Education, Educational, Educators AND ACAD ACCT ACCTG ADMN AMER APT ARCH ASSOC ASSN AUTO BD BLVD BLDG CTR CHEM COLL COMM CO COMP CONF CONST CONV COOP CORP COUN DEPT DEV DIST DIV EDUC Word Abbr Electronic(s), Electric, Electrical Engineering, Engineer(s) Enterprise(s) Environment, Environmental Equipment Estate Executive Fabricators, Fabrications Federal Finance, Financial, Financing Fort Foundation(s) Geological Government Graduate(s) Health Science Center Highway Incorporated Industry, Industrial, Industries Information Institute, Institution(s) Instrument(s), Instrumental International Journal(s) Laboratory, Laboratories Limited Machine(s) Maintenance Management Manufacture(rs), Manufacturing Market, Marketing ELEC ENG ENT ENVIR EQUIP EST EXEC FAB FED FIN FT FDTN GEO GOVT GRAD HSC HWY INC IND INFO INST INSTR INTL JRNL LAB LTD MACH MAINT MGMT MFG MKT Word Mechanical Meeting(s) Mount, Mountain National Oklahoma Oklahoma City Organization(s), Organizational Petroleum Photography, Photographic, Photographer Printing Product(s), Production(s) Professional(s) Program(s), Programming Project Publication(s), Publisher(s), Publishing Research Saint Scientific, Science(s) Service Services Society State(s) Supply System(s) Technical, Technology(gies)(gical) Telecommunication(s) Training United States United States of America University Unlimited Abbr MECH MTG MT NATL OK OKC ORGN PETRO PHOTO PRTG PROD PROF PROG PROJ PUBL RES ST SCI SVC SVCS SOC ST SPLY SYS TECH TELECOMM TRNG US USA UNIV UNLTD Other Name Only Standards: Do not include Dr, Jr, III, Phd, Mr, Mrs, Miss, Ms etc. Delete spaces between acronyms and initials: The, An, A as the first word of a vendor name will be deleted, unless vendors requests otherwise. ATS&F If any abbreviation is part of the name, do not abbreviate. Example: MICROSYSTEMS A B C COMPANY Dot Com vendors - remove the dot. Example: YAHOO.COM should be YAHOO COM A one word vendor name MUST be spelled out. LASTNAME,FIRSTNAME MI on individuals only. This comma is the only punctuation allowed in a vendor name. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 92 of 112 ATS AND F ABC CO Optical Imaging Services Optical Imaging: Acorde Retrieval Procedures A publication of the Department of Information Technology Getting Started Overview Stellent Acorde combines scanned images, computer-generated reports and universal files into one application. These documents can be retrieved using the production client or through any standard web browser. Topics Installation of Acorde Login to Acorde Selecting Searches Performing Searches and Viewing Search Results Retrieving Documents Printing or Emailing Documents Using Linear Search For Help If you need assistance with the topics covered in this document, please contact the Optical Imaging Helpdesk at 325-8111 or via email at imaginghelpdesk@ou.edu. Installation of Acorde What you will need: A copy of the Acorde 4.0 Installation file, called (Optikastartup.exe). This file should be sent by Imaging services but can also be obtained at http://itstore.ou.edu . A PC running Microsoft windows 2000/XP Operating system. The Acorde Desktop Client will not run on a Macintosh. Local administrator access to the PC. If you don’t have access or are not sure, contact your local PC technician. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 93 of 112 Installation: 1) Exit any programs that you currently have opened. This will allow you to reboot your machine if necessary. 2. Open the Email sent to you by Imaging Services. There should be a link that reads \\quark\install\optikastartup.exe . Click on this link. If this link does not work, simply save and unzip the attached file OPTIKASTARTUP.zip. Once unzipped, drag the file to your desktop and proceed to Step 5. 3. You will see a box that says "Save As." Click the down-arrow next to the "Save in" box. 4. Scroll to the top and select "desktop." Click Save. 5. Double click on the Optikastartup icon that now appears on your desktop . 6. Click Yes, if asked to Restart your PC. 7. Log into Acorde using your Sooner Domain username and Password. As with all logins at the university, your username and password are case sensitive. Make sure your CAPS LOCK key is not turned on. 8. After logging into Acorde, the client will download several files. This could take several minutes, but is perfectly normal. Windows XP Service Pack 2 users ONLY: 1. Minimize the Acorde Desktop Client once it has finished installing. 2. Go to the START button and open CONTROL PANEL. 3. Double Click on Windows Firewall. 4. Click on the Exceptions Tab. Make sure that “Optika Acorde” is checked. 5. Press OK. Acorde is now ready to use. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 94 of 112 Login to Acorde Click on the Stellent Acorde Startup icon. The Stellent Acorde Startup Icon should be located on your desktop. The name of the file is OPTIKASTARTUP.EXE. It can also be found by clicking on your START button, and then go to Programs Acorde Acorde Startup. Below is a sample of the Acorde Login Screen. Figure 1 1. User Name – Enter in your SOONER Domain 4 + 4. example: abcd1234 2. Password - Enter in your Sooner Domain network password. Generally, this should be the same password you use to log on to your computer each day. Select OK. If logon is successful, the Acorde - Search Form will be displayed (See next page). 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 95 of 112 General Acorde Window Overview The Acorde – Search Form has Four sections: Figure 2 Search Form (located in the upper left hand corner) 1) Allows the customer to select from a gallery of assigned searches 2) And execute searches based upon the customer’s search criteria. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 96 of 112 Search Results (located Left hand side center) Displays the results found from the executed search. Search Manager (Located lower left hand corner) Displays the progress of each search as well as other vital information. Viewer (Located on the right side of the screen). Displays the image. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 97 of 112 Note: For optimization, these sections have been locked down using a screen resolution of 1024 x 768. For optical imaging, we recommend for that you adjust your screen display settings to AT LEAST 1024 x 768. Selecting Searches Click on the drop down arrow located to the right of the search name beside the Select Search field. A list of authorized searches will be displayed. Highlight the search you wish to perform. Figure 4 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 98 of 112 Performing Searches and Viewing Search Results Once a search has been selected the Search Form box will be updated with the defined fields for this search. Please note the field names and the comparison keys for each field. You may scroll right, left, up and down using the scroll bars to view all of the field information. Below is an example of some Search Form fields: Ref Nbr, Name and Begin Date are Field Names =, Contains, and >= are Comparison Keys Determine which field you wish to search based on the information you have. Enter in a value for that field. The % wildcard is still valid, but often not necessary in Acorde. Once you have entered all of the desired values, Click the Execute Search button. Buttons in the Search Form Box (From left to right) Execute Search Clear Refresh Search Form Load previous search on Startup Viewing the Search Results All results that correspond to the search just performed will be displayed in the Search Results section of the screen. You may scroll right, left, up and down using the scroll bars to view all of the field information. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 99 of 112 Figure 6 The pictures located to the left of the document reference the following: Scanned Document COLD Report Universal File Document Unknown Object Type Document Images are locked by Another User Document Contains a Document Annotation Document Contains a Page Annotation Document Contains a Document and Page Annotation Maximum Number of Hits If an executed query has a hit list greater than 100 (for most queries), you will receive a notice that the maximum number of hits have been reached If an executed query has only one hit, the document will be displayed in the viewer. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 100 of 112 Sorting the Query Results Column The results are displayed in field order as listed in the Query Form section. You may re-sort the results in descending or ascending order by double clicking on the column name. Sum a Column If you wish to sum a column in the Query Results section for a field that has been defined as numeric, select the Sum Column button. Select the field you wish to sum from the Sum Column dialog box. The total will be displayed on the last row. Buttons In the Search results box Re-Execute Sear Stop Search Auto Load Beep on Completion Display Document Details Refresh Status Send to File Filter Search Results Modify Index Scan: Append Page Scan: Insert Page Remove Search Remove All Searches 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 101 of 112 Auto launch single results Save Column Information Retrieving Documents If the Search Results box only displays one hit, the image(s) will open automatically in the Viewer. If multiple documents have been found, a list will be displayed. To open a document, double click on the document line and the image(s) will open in the Viewer. The Viewer icons are broken down into sections: View the image(s); single at a time, multiple pages in tabs, or multiple pages tiled. Open an Existing Document Fit the image; window width, window height, entire window, increases or decreases in the image size. You may also zoom in on a document by drawing a box around an area and selecting Zoom. Ability to move back and forth when multiple pages exists in a document. Close the current window or all windows. Launch Document and Linear Search Print Document 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 102 of 112 Goto Page – If a scanned application has multiple pages, you may select the page you wish to go to by clicking the right mouse in the viewer area and typing in the page number. User Preferences on the Viewer – You may select how you wish the documents to appear in your viewer by clicking the right mouse in the viewer area and selecting User Preferences. Printing Documents Documents may be printed from two areas: Search Results section and the Viewer section. To print, double-click on the printer icon. The Print screen dialog box will appear. Figure 7 Select the printer by clicking on the drop down arrow located to the right of the Name. Select the page range and the number of copies. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 103 of 112 If you wish to use a cover page for faxing or printing to the local printer, click on the Options button. Click on the drop down arrow located to the right of the Cover Page. Select the appropriate cover page. To Print to a Local Printer If you selected your local printer, select the OK button. You will receive a message box that states that the printing is complete. NOTE: Faxing is no longer an option; you may email documents as a replacement action. Emailing Documents Figure 8 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 104 of 112 1. Select the document to be emailed in the search results window. 2. Right-click on the line (on the white part) and select “Send to Mail Recipient”. You will notice a pop-up window similar to the following: When the export is complete, it will launch your mail client with the document as an attachment. Follow the normal procedures for emailing a document. Using The Linear Search Button The Linear Search Button is similar to FIND in Microsoft Office or Notepad. It allows you to find specific text in a document like account numbers, dates, names, etc. NOTE: Linear Search will only work on COLD reports. In addition, as of this release of Acorde, Linear Search will not work through the web. You must have an Acorde Desktop client in order to use Linear Search. How to Use the Linear Search Button Open the COLD report you wish to view in your viewer. Notice the toolbar along the top of the viewer window. This is what you should see: Notice the icon that is farthest to the right. It looks like a yellow piece of paper with a set of binoculars on top of it. This is the Linear Search button. (Note: If this button is grayed out, you are not viewing a COLD report and cannot use Linear Search). 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 105 of 112 Click on the Linear Search Button with your mouse pointer. You should see the following window appear. This is the Linear Search Window. Simply type the information you wish to find in the Find What: field and press okay. The viewer will go to the information that you seek. If you wish to find another occurrence of the information that you seek, Right Click on the viewer window and choose Next Linear Search Hit. If you wish to go to a previous occurrence of something you were searching for, Right Click on the viewer and choose Previous Linear Search Hit. (See next page for options). Options when using Linear Search: Match Case Selecting the Match case option will cause only results to be returned where the case of the found text exactly matches the case of the entered string to be searched. Cross Document Boundaries: Selecting the Cross Document Boundaries option will cause the search to cross documents. Forward: Select this check box to cause the search to proceed forward from the selected location. The search starts at the user's current location, as indicated by the yellow highlight bar, and then moves forward through the document. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 106 of 112 Backward: 6/27/2016 Select this check box to cause the search to proceed backward from the selected location. The search starts at the user's current location, as indicated by the yellow highlight bar, and then moves backward through the document Proprietary and Confidential to University of Oklahoma Page 107 of 112 Financial Account Management System (FAMS) 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 108 of 112 FINANCIAL ACCOUNT MANAGEMENT SYSTEM (FAMS) OVERVIEW What is FAMS? The Financial Account Management System (FAMS) manages part of the security for PeopleSoft Financials (fin.ou.edu) and PeopleSoft HRMS (hrms.ou.edu). The information in FAMS determines what departmental information you can see in PeopleSoft. What is the URL for FAMS? fams.ou.edu Who can log on to FAMS? Sponsors of department numbers Those employees that have been given Create Proxies by the sponsors What security can the sponsor (or a person with a create proxy role) give me through FAMS? Create Proxies – gives the designated employee the ability to assume the same authority level as the department sponsor. Note: This is a very powerful tool. When the sponsor is changed, those with “create proxies” do not change. PAF Approval – for PeopleSoft HRMS - hrms.ou.edu HR Reports – for PeopleSoft HRMS – hrms.ou.edu. You must also have either the OU_Departmental_User or the OU_Reports role. Send questions to hrms@ou.edu. Financials Inquiry – ability to run financial reports in PeopleSoft Financials – fin.ou.edu Requisition Add/Update/Cancel – in PeopleSoft Financials – fin.ou.edu Requisition Approve – in PeopleSoft Financials – fin.ou.edu Receiving – in PeopleSoft Financials – fin.ou.edu 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 109 of 112 How does the department sponsor give an individual security rights through fams.ou.edu? Step 1 – Have the department sponsor, or someone with the create proxies role, log on to fams.ou.edu using their 4+4 and network password. Please remember, the department sponsor is the primary sponsor of record at Financial Support Services. Signature authority (i.e. co-sponsors) does not give a person access to FAMS. If the department sponsor is unable to log on to fams.ou.edu, send an email to fin@ou.edu. Step 2 – Type in the department number you wish to update and click on the Filter button. Step 3 – Type in the Emplid you wish to add/update or perform a Lookup by clicking on the Lookup button. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 110 of 112 Step 4 – Check all of the appropriate security boxes for this employee. Click the Add Proxy button. Step 5 – The additions/changes will appear at the bottom of the page. Note: I have removed the Emplid’s and Names from the screen print below. Timing of Updates and Changes Once a department is set up in PeopleSoft Financials, it will be added to FAMS during the next nightly cycle. Once an employee is given security in rights through FAMS, it will be added to PeopleSoft Financials during the next nightly cycle. 6/27/2016 Proprietary and Confidential to University of Oklahoma Page 111 of 112 Quick Reference Guide - Printing Financial Statements Step 1 – Navigate to General Ledger>OU GL Reports> Commitment vs Budget Report or Revenue vs Budget Report or Soft Money Balance Sheet Step 2 – Select or Create a Run Control Creating a Run Control (when running a report for the 1st time) o Click on the Add a New Value tab o Type in a name for the new Run Control o Click Add OR Selecting a Run Control o Click Search on the Find an Existing Value tab o Click on the appropriate Run Control Step 3 – Report Input Parameters Language will always be English Type in the Fiscal Year in a 4 digit format (example: 2007) Type in the Period Check the Show Detail box if you wish to see the report detail o If this box is unchecked, your report will show totals only Currency will always be USD Fund Codes or Department ID’s o Commitment vs Budget and Revenue vs Budget Reports – Type in the Department Number o Soft Money Balance Sheet Report – Type in the Fund Note: You may add additional department or fund numbers by clicking on the button. Step 4 – Running the Report 6/27/2016 Click Run Click OK Click Process Monitor Click on Refresh every so often until the Run Status and Distribution Status shows Success and Posted Click Details Click View Log/Trace Click the file name that ends in PDF Proprietary and Confidential to University of Oklahoma Page 112 of 112