Finance Inquiry & Reports
Training Manual Ver 9.0
Inquiry & Reports
Training Manual Ver 9.0
Cal State San Marcos
Table of Contents
Inquiry & Reports Overview ........................................................................ 4
Chart of Accounts ....................................................................................... 5
Inquire on Chartfields .................................................................................................6
Review Vendor ........................................................................................... 7
Inquiring and Reporting Requisition and Purchase Order ............................... 8
Purchase Order and Requisition Structure ....................................................................8
Requisition Inquiries...................................................................................................9
Requisitions .................................................................................................................... 9
Document Status .......................................................................................................... 11
Requisition Reports .................................................................................................. 12
Print Requisitions .......................................................................................................... 12
Open Requisitions by Department................................................................................... 14
Purchase Order Inquiry ............................................................................................ 15
Purchase Order Inquiry.................................................................................................. 15
PO Activity Summary ..................................................................................................... 17
PO Document Status ..................................................................................................... 20
CSU PO Remaining Balance Inquiry ................................................................................ 21
Purchase Order Reports ........................................................................................... 22
Open Purchase Orders by Department ............................................................................ 22
Print PO ....................................................................................................................... 24
Inquiring and Reporting through Accounts Payable ..................................... 26
Accounts Payable Inquiries ....................................................................................... 27
Voucher Inquiry ............................................................................................................ 27
Voucher Document Status Inquiry .................................................................................. 29
Payment Details Inquiry................................................................................................. 30
Accounts Payable Reports ......................................................................................... 31
Payment History by Vendor ............................................................................................ 31
Inquiring & Reporting through the General Ledger ..................................... 32
General Ledger Inquiries .......................................................................................... 32
Actuals Ledger Inquire................................................................................................... 32
General Ledger Reports ............................................................................................ 34
Fund/DeptID Budget Report........................................................................................... 34
Appendix
Appendix
Appendix
Appendix
A Running Reports ..................................................................... 35
B Inquiries Matrix ....................................................................... 45
C Reports Matrix ........................................................................ 48
D My Favorites ........................................................................... 50
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Inquiry & Reports Overview
PeopleSofts General Ledger, Budgets, Accounts Payable, and Purchasing applications track
financial and other activities of the University. These applications allow several ways to
inquire and report on these activities.
The following are examples of inquiries and reports that can be used to gather information.
This is intended to give ideas of what is available, not to teach the user how to use every
inquiry or report. See Appendix B for a full list of all available inquiries. See Appendix C for
a full list of all available reports.
(Note: Your security will determine your inquiry and report access. You may not have all
of the inquiries and reports in Appendix B and C.)
Objectives:
In this training guide you will learn how to:
1. Obtain an overview of the PeopleSoft structures and terminology.
2. Obtain an understanding of the information contained in PeopleSoft.
3. Obtain an understanding of how to use the Purchasing, Accounts Payable, General
Ledger Inquiries and Reports.
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Chart of Accounts
The backbone of the PeopleSoft Financial system is the Chart of Accounts. These are the
fields and values that provide a common language for classifying the Cal State San Marcos
business transactions. The components that make up the Chart of Accounts and provide it
with an overall structure are called ‘ChartFields’ in PeopleSoft. The ChartFields are defined
as integration fields carried by every PeopleSoft system that feed accounting entries to the
PeopleSoft General Ledger.
PeopleSoft applications are delivered with the following standard ChartFields.
GL ChartField
Name
Fund
Field
Length
5
Definition
Account
6





Department
4


Program
Class
Project
3

5


8




Identifies the Funding Source (Where).
A required Chartfield in a financial transaction.
Identifies the Expenditure Type (What).
A required Chartfield in a financial transaction.
Account type starts with:
1 = Assets
2 = Liabilities
3 = Fund Equity
5 = Revenues
6 = Expenses
Identifies the Department being charged
(Who).
A required Chartfield in a financial transaction
(Revenue and Expenses ONLY).
Grouping common activities across the
University.
Optional Chartfield.
Further classifying Department Expenditures
or grouping common activities across
departments (Why).
Optional Chartfield.
Identifies a set of activities that span over
multiple years.
Primarily used with Capital Planning.
Optional Chartfield.
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Inquire on Chartfields
The following navigation is used to look up a Chartfield in PeopleSoft and review available:
Setup Financials/Supply Chain > Common Definitions > Design Chartfields >
Define Values > Chartfield Values
Select
Select
Select
Select
Select
Select
Find an Existing Value
Enter a Chartfield value and
select
After the Value is found,
Click on it.
Note: If you do not narrow
down your search you will
see a message of “Only the
first 300 results can be
displayed. Enter more
information above and
search again to reduce
the number of search
results.” You will need to
minimize your search. ie. if
you select Account and enter
66 the search will bring up
accounts that start with a
66.
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Review Vendor
The Review Vendor page allows the user a comprehensive search for a Vendor ID that
matches specific search criteria. The more criteria entered, the more limited the search
results.
The following navigation is used to get to the Review Vendors page:
Vendors > Vendor Information > Add/Update > Review Vendors
Fill in the first few letters (35) of the vendor name you
are searching for. Or you can
fill in any of the other fields if
you know the information.
Note: Make sure to select
Contains in the Name field.
Click
to get all
vendors meeting your criteria.
Make note of the Vendor ID.
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Inquiring and Reporting Requisition and Purchase Order
The various procedures in Purchasing require the entry of a vast amount of information.
For this reason, PeopleSoft inquiry pages can be used to display specific pieces of vendor,
requisition, purchase order, and receiving information. The numerous views and reports
provided by PeopleSoft Purchasing allows you to accurately track the status of a good or
service completely through the purchasing process from requisition to final receipt and
invoice to payment to the vendor. For instance, you can view the status of a requisition as
well as view what purchase order it was sourced to. You can also view the status of a
purchase order and all its line, schedule, and distribution information.
The pages shown are examples of inquiries and reports that can be used to gather
information. This is intended to give ideas of what is available, not to teach the user how
to use every inquiry or report data selection criteria. See Appendix B for a full list of all
available inquiries. See Appendix C for a full list of all available reports. See Appendix A
for a detailed explanation on Setting up Run Controls and Process Scheduler Request
instructions (How to run the report).
Purchase Order and Requisition Structure
Purchase Orders and Requisitions consist of four components: header, line, schedule,
and distribution. Each component has a one-to-many relationship, starting with the
header information and ending with the distribution information. For example, every
PO/Req has a header, but a header can have several lines. Each line can have several
schedules and each schedule can have several lines of distribution information.
Header
Line 1
Schedule 1
for Line 1
Distribution 1
for
Schedule 2
Distribution 2
for
Schedule 2
Line 2
Schedule 2
for Line 1
Schedule 1
for Line 2
Schedule 2
for Line 2
Distribution 3
for
Schedule 2
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Requisition Inquiries
The following are examples of inquiries that can be used to gather requisition information.
Requisitions
This inquiry is useful in helping you find your Requisition number. Some examples of how
you might use this are: You can search by your name (requestor) or all Requisitions
associated to a specific Department. This inquiry gives you line-by-line information for
your requisitions, as well as accesses pages that contain more details about the selected
requisition.
The following navigation is used to Review requisition information:
Purchasing > Requisitions > Review Requisition Information > Requistions
Enter criteria for selecting
requisitions to view on the
Requisitions Inquiry page.
Requisitions meeting the
criteria will be displayed.
Select the Requisition you
wish to view. You will be able
to drill down to the Line,
Schedule and Distribution
details.
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If you select the Status Tab
you will be able to see all
related documents associated
with the requisition.
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Document Status
This is the most commonly used inquiry to find out whether a Requisition has been sourced
into a Purchase Order, has been Vouchered, or has been Paid. This inquiry displays all
associated documents - the Purchase Order, Voucher/Vendor Invoice , Payment, and
Receipt of item.
The following navigation is used for Document Status:
Purchasing > Requisitions > Review Requisitions >Document Status
Enter criteria for selecting
requisitions to view on the
Document Status page.
Note: Only those Document
Types that have been
associated with the
Requisition will appear.
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Requisition Reports
Print Requisitions
If you want to print a hard copy of your requisition, you would use this.
The following navigation is used to print requisition information:
San Marcos Reports/Interfaces > Purchasing > Reports > Print Requisition
Business Unit is SMCMP
Select the Requisition ID you
wish to print.
Click Run.
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Requisition Form
See “Appendix A” for a detailed explanation on Setting Up Run Controls and Process
Scheduler Request instructions (How to run the report).
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Open Requisitions by Department
This report lists all Open Requisitions by Department/Fund. It displays the Requisition
Balance and associated Purchase Orders (if applicable).
The following navigation is used to print open requisitions by department information:
San Marcos Reports/Interfaces > Purchasing > Reports > Open Requisitions
Select by:
Business Unit
Fiscal Year (thru)
Period (thru)
From/To Req
Department
From/To Fund
From/To Account
From/To Class
From/To Project
From/To Program
Delivery Date to be announced
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Purchase Order Inquiry
The following are examples of inquiries that can be used to gather purchase order
information.
Purchase Order Inquiry
Use this inquiry to view purchase order information and related details.
The following navigation is used to inquiry on a purchase order:
Purchasing > Purchase Orders > Review PO Information > Purchase Orders
Business Unit = SMCMP
Search






by:
Purchase Order
PO Date
PO Status
Short Vendor Name
Vendor ID
PO Type
Enter a Search Criteria and
Click
PO’s.
for a list of
Click on the PO ID to select.
Purchase Order Inquiry
This page displays the
description, UOM, quantity and
amount for each line of a PO.
Also all related documents and
their details can be viewed
using the links that are
highlighted.
link to view AP
matching information.
link to view additional line
information.
link to view
all related documents.
Link to PO Schedule.
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Purchase Order Schedule
Shows the Qty, Unit Price,
Total Amount, Ship To, Due
Date and Status, for each line.
Also all related documents and
their details can be viewed
using the links that are
highlighted.
To see related links, select the
line to view.
link to view Tax
information.
link to view Chartfield
distribution information.
Distribution
Shows how the PO line was
charged/distributed. (The
accounting information chartfield string). The
chartfield string includes the
account, fund, department ID,
program, project, and class.
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PO Activity Summary
Use the PO Activity Summary page to review the Receiving, Invoicing, and Matching
activities to date, against the Purchase Order.
The following navigation is used to inquiry on a purchase order activity:
Purchasing > Purchase Orders > Review PO Information > Activity Summary
Business Unit = SMCMP
Search by:
PO Number
PO Date
PO Reference
Vendor ID
Enter a Search Criteria and
Click
PO’s.
for a list of
Click on the PO ID to select.
PO Activity Summary
This page shows the PO
status, good or service ordered
for each line, UOM, quantity
ordered, and dollar amount.
Click on the Reciept and/or
Invoice tab to retrieve the
related information for each
Purchase Order line.
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Invoice
Click on the Invoice Tab and
all related vouchers will
appear. You can then drill to
the voucher details by
selecting the voucher you wish
to review and then clicking on
the
link.
Select the Voucher link to view
more information about the AP
Invoice. (See the Voucher
Inquiry below for more
information)
Or
Select the
to go back to the Activity
Summary page.
link
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Receipt
Click on the Receipt Tab on the
Activity Summary page and all
related receipts will appear.
You can drill to the receiver
details by selecting the reciept
you wish to review by clicking
on the
link.
Select the Receipt No link to
view more information about
the Receipt.
Or
Click on the
link and it will take you back to
the Activity Summary page
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PO Document Status
The PO Document Status Inquiry page can be used to research requisitions,
Voucher/Vendor Invoices, receipts, and payments related to a specific Purchase Order.
The following navigation is used to inquiry on purchase order activity:
Purchasing > Purchase Orders > Review PO Information > Document Status
Business Unit = SMCMP
Search by:
PO Number
PO Date
PO Reference
Enter a Search Criteria and
Click
PO’s.
for a list of
Click on the PO ID to select.
PO Document Status
Inquiry
This page allows you to view
details of requisitions,
receivers, Voucher/Vendor
Invoices and payments
posted against a purchase
order.
The Document Type
identifies what the
Document ID is associated
with.
Select the link under the
DOC ID to view details.
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CSU PO Remaining Balance Inquiry
The CSU PO Remaining Balance Inquiry page can be used to research a Purchase Orders
remaining balance and all related Voucher/Vendor Invoices.
The following navigation is used to inquiry on purchase order encumbrance activity:
Purchasing > Purchase Orders > Review PO Information > CSU PO Remaining
Balance Inq
Business Unit = SMCMP
Search by:
PO Number
Enter a Search Criteria and
Click
PO’s.
for a list of
Click on the PO ID to select.
Click on the Purchase Order
Link to review more details
about the PO.
Click on the Reference
Reversal ID to review more
details about the voucher
(invoice).
Click on the
icon to
print this information.
or
Select the
into Excel.
download this
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Purchase Order Reports
There are several Purchase Order reports that can be accessed in PeopleSoft.
following are examples of reports that can be used to gather information.
The
Open Purchase Orders by Department
This report can be used to manage the departments Encumbrances. It displays all open
purchase orders and their balances by Department ID and then by fund. It also identifies
how much has been vouchered against the purchase order.
The following navigation is used to inquiry on a purchase order activity:
San Marcos Reports/Interfaces > Purchasing > Reports > Open PO Report by
Department
Select by:
Business Unit
Fiscal Year (thru)
Period (thru)
From/To PO
From/To Department
From/To Fund
From/To Account
From/To Class
From/To Project
From/To Program
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Lists all open PO’s by
department ID. Can be
further defined by fund,
account, class, program,
and/or project. Includes
vendor name, PO amount,
vouchered amount and
remaining amount.
Note: This report can be
ran to CSV, an Excel
format. When selecting
the format, select CSV
instead of PDF.
See “Appendix A Running Reports” for a detailed explanation on Setting Up Run Controls
and Process Scheduler Request instructions (How to run the report).
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Print PO
This report is used to print a copy of the purchase order. This is for internal use only and
cannot be used as a Vendor Contract.
The following navigation is used to inquiry on a purchase order activity:
Purchasing > Purchase Orders > Review PO Information > Print POs
Select by:
Business Unit
PO ID
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Prints a copy of the Purchase
Order. This is only a copy
and cannot be used for a
Vendor contract.
See “Appendix A Running Reports” for a detailed explanation on Setting Up Run Controls
and Process Scheduler Request instructions (How to run the report).
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Inquiring and Reporting through Accounts Payable
Voucher (Vendor Invoices) contain a vast amount of information. For this reason,
PeopleSoft inquiry pages can be used to display specific pieces of voucher information. For
instance, you can view the status of vouchers, their accounting line information, and the
payments associated with them. In addition, you can use the drill-down functionality in
PeopleSoft to view General Ledger and Purchasing information that relates to the vouchers.
In PeopleSoft, Vouchers consist of three components: Header, Lines, and Distribution.
Each component of a voucher has a one-to-many relationship, starting with the header
information and ending with the distribution information. For example, every voucher has
a header, but a header can have several lines. Each line can have several lines of
distribution information.
Vouchers are line driven which means the charges and ChartField string (accounting
information) are assigned at the line level of the voucher and not at the header level.
Line 1
Header
Line 1
Distribution 1
for Line 1
Line 2
Distribution 2
for Line 1
San Marcos Business Process: Invoice to Voucher
Vendor invoices are received daily in Accounts Payable and processed into PeopleSoft.
When PeopleSoft saves the vendor invoice information it assigns a Voucher ID number
which is a unique identifying number that is recognized by PeopleSoft.
The vendor invoice and the PeopleSoft voucher have the same information. The voucher
number is assigned by PeopleSoft; the vendor invoice number is generated by the vendor.
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Accounts Payable Inquiries
The following are examples of inquiries that can be used to gather Voucher/Vendor Invoice
and Payment information.
Voucher Inquiry
Use this inquiry to review the Voucher/Vendor Invoice and the related details.
The following navigation is used to inquiry on a voucher (Vendor Invoice):
Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher
Search Name = END USER
INQUIRY
Business Unit = SMCMP
SMASI
SMSTU
Search by:
Various – At a
minimum you need to
specify a Voucher ID,
or Vendor
SETID/Vendor ID, or a
Vendor Invoice Id.
Sort by:
Various
Enter a Search Criteria and
Click
Voucher’s.
for a list of
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Voucher Inquiry
The results will give you
statuses, Vendor Invoice
number/date, Vendor
ID/Name, and Gross/Non
merchandise amounts.
Select on the various Tabs or
Icons to drill to more
detailed information.
Payment Information
Under the Payment
Information Column, if a
Payment Information
Icon appears, a payment has
been made to the Vendor. If
there is not a
and a
Schedule Information Icon is
in the Scheduled Payments
Column, the payment has
not been made to the
Vendor. You can select
either icon to drill to more
information.
If you select the
Payment Information Icon,
you will drill to details about
the Voucher/Vendor Invoice
payment.
Payment Reference ID =
the Check Number
Payment Date = the date
the check was printed.
Typically the check is mailed
out the same day it is
printed.
If you select the
Schedule Information Icon,
you will see when the
Voucher/Vendor Invoice is
scheduled to be paid or if it
is on hold.
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Voucher Document Status Inquiry
Use this inquiry to review all related documents associated with a Voucher/Vendor Invoice.
Related documents might include, a Requisition, Purchase Order, Receipt, or Payment.
The following navigation is used to inquiry on a voucher (Vendor Invoice):
Accounts Payable > Review Accounts Payable Info > Vouchers > Document
Status
Business Unit = SMCMP
SMASI
SMSTU
Search by:
Voucher ID
Vendor Invoice
Number
Invoice Date
Vendor ID
Short Vendor Name
Enter Search Criteria. Click
for a list of
Voucher/Vendor Invoices.
Select the Voucher/Vendor
Invoice.
Voucher Doc Status Inquiry
This page allows you to view
details of requisitions,
purchase orders and payments
posted against a
Voucher/Vendor Invoice. You
can choose one or more
options by clicking on the link.
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Payment Details Inquiry
This page enables you to review payment information as it relates to a Voucher/Vendor
Invoice.
The following navigation is used to inquiry on a Voucher/Vendor Invoice payment:
Accounts Payable > Review Accounts Payable Info > Payments > Payment
Search Name = END USER
INQUIRY
Enter Search Criteria. At a
minimum you need to enter
either the Remit SetID
(SMCMP) and Remit Vendor
ID or the Reference (Check
#)
Click
Payments.
for a list of
Select the Payment.
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Accounts Payable Reports
There are several Accounts Payable reports that can be accessed in PeopleSoft.
The following is an example of a report that can be used to gather information.
Payment History by Vendor
This report lists payment activity for a specified vendor during a specified time.
The following navigation is used to report on Payment History:
Accounts Payable > Reports > Vendor > Payment History by Vendor
Select:
From/Thru Date
Remit SetID and
Remit Vendor ID
Print Options – Summary or
Detail
Hit Run
Lists payment activity for a
specified Vendor during a
specified time.
See “Appendix A Running Reports” for a detailed explanation on Setting Up Run Controls
and Process Scheduler Request instructions (How to run the report).
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Inquiring & Reporting through the General Ledger
Performing inquiries & generating reports from the General Ledger are important for
tracking activities over a period of time. The Ledger Inquiry provides this ability as well as
the ability to drilldown to the originating Journal Entry or Accounts Payable transaction.
You can inquire on both general ledger journal entries and ledgers. Reports can be
generated on many different levels such as General Ledger Activity, General Ledger
Summary and other.
General Ledger Inquiries
You can view Actual and Budget ledger balances and journal detail by accounting period
(month, quarter, etc) for a specific year and for any given ChartField combination or
journals posted for a specific account (ChartField combination), for example. These robust
inquiry pages provide you with the flexibility to display the exact information you need,
when you need it.
The following are examples of inquiries that can be used to gather General Ledger
information.
Actuals Ledger Inquire
Use this inquiry to view the Actual ledger balance by fiscal year, accounting periods, or by
any chartfield combination.
The following navigation is used to Inquiry on Ledger Balances:
General Ledger > Review Financial Information > Ledger
Inquire Name = ACTUALS
select
.
If ACTUALS already exists,
Select Find and Existing
Value
Inquiry Name = ACTUALS
select
.
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Ledger
This page allows you to view
the Actual ledger balance by
fiscal year, accounting
periods, or by any chartfield
combination.
Information is available at
both the summary and detail
level.
When inquiring on the
Actuals ledger, you can drilldown to view the journal
header and line details, as
well as supporting data that
originated in the AP
subsystem.
You can use the wildcard
(%) with partial chartfields
values to retrieve all values
for the Chartfields.
Transaction Details
Displays the journals created
based on the selected ledger
criteria and ChartField
criteria.
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General Ledger Reports
There are several General Ledger reports that can be accessed in PeopleSoft.
following is an example of a report that can be used to gather information.
The
Fund/DeptID Budget Report
This report can be used to assist in managing a budget at a Dept/Fund/Account or
Fund/Account level. Displays Budget, Encumbrances, Actuals, and Pre Encumbrance
summary balances.
The following navigation is used to Report on Fund/Department Budgets:
CSU State & SW Reporting > Campus Reports > Fund/DeptID Budget Report
Select:
Business Unit
Budget Report Option
Dept Rpt – Prints
report by
DeptID/Fund/Account
Fund Rpt – Prints
report by
Fund/Account
Dept ID
From/Thru Fund Code
Fiscal Year
Accounting Period
Ledger = STANBUDG
Used to manage a budget at
a DeptID or Fund level.
Have the option of which
one. Displays summary
balances for every account.
Includes Budget,
Encumbrance, Actuals and
Pre Encumbrance.
See “Appendix A Running Reports” for a detailed explanation on Setting Up Run Controls
and Process Scheduler Request instructions (How to run the report).
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Appendix A Running Reports
Reports
The following are examples of how to print reports that can be used to gather information.
There are two types of reports that can be run in PeopleSoft. They are Crystal reports and
SQR reports. This is intended to explain the need for Run Controls and the differences in
completing the Process Scheduler Request panel for each type of report. This is not to
teach the user how to run each report that’s available in PeopleSoft.
Reports can be found within the Accounts Payable, General Ledger and Purchasing
modules as well as under the San Marcos Reports/Interfaces menu.
Run Controls
For most reports, you need to set parameters that determine the content of the report,
such as the Fund or DeptID to report on. You do this by using “Run Controls”.
A Run Control is a database record that provides parameter values for Reports and
Processes. Instead of entering the same values each time you run a report, you may create
(and save) a Run Control with those settings. The next time you run the report, you select
the Run Control you saved and the system recalls the settings.
San Marcos report/Interfaces
> Purchasing > Reports >
Open PO Report by
Department
To create a new Run Control
choose the “Add a New Value”.
Note: Run Controls are case
sensitive and should not
contain spaces or slashes. Use
underscores instead.
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To reuse saved run controls
choose the “Find an Existing
Value” options for the specific
Report you are printing or
viewing.
Note: Once a Run Control is
created it cannot be deleted.
Care should be taken using the
“Add a New Value” option.
Run Controls are reusable and
can be changed before each
re-use. A single generic Run
Control for each module, for
example “POREPORTS”, may
be used to meet all of your
Purchasing reporting needs.
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Cal State San Marcos
Set-Up Parameters – SQR Report
The following is a guide to requesting a SQR report. The Report used in this example is
arbitrary; the steps will be very similar for any SQR report.
The screen for the report you
are requesting displays. Enter
the criteria you wish to report
on.
Click on
process.
to run the
Run Process
SQR Reports

Server Name = PSUNX
(recommended) or
PSNT

Report
Type = Web
Format = PDF


Click
report.
to run the
This is where Type (SQR)
can be identified.
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View/Print Reports
From the page you requested
the report, Select the
Link to
View/Print the Report.
This will take you to the
Process List.
Verify the Run Status says
Success (Hit the
button to update this status),
then select the
Link.
Note: A Success Run Status
does not ensure that you
received the results you
expected. It only means the
PS job had no issues
processing.
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Link
This will take you to the
Process Detail Page.
From here, you select the
Link.
Link
This will take you to the View
Log/Trace page.
From here select the report.
(Look for the file name with
PDF as the extension.)
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Acrobat will launch and bring
up the report for you to view.
If you want to print the report,
select the
icon.
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Cal State San Marcos
Set-Up Parameters – Crystal Report
The following is a guide to requesting a Crystal report. The Report used in this example is
arbitrary; the steps will be very similar for any crystal report.
The screen for the report you
are requesting displays. Enter
the following:
Fields

From Date

Through Date

Business Unit

Remit SetID

Remit Vendor ID
Click on
process.
to run the
Run Process
CRYSTAL Reports
To print to local printer.

Server Name = PSNT
(PSUNX cannot be
used for Crystal
reports)



Click
report.
Report
Type = Web
Format = PDF
to run the
This is where Type (Crystal)
can be identified.
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View/Print Reports
From the page you requested
the report, Select the
Link to
View/Print the Report.
This will take you to the
Process List.
Verify the Run Status says
Success (Hit the
button to update this status),
then select the
Link.
Note: A Success Run Status
does not ensure that you
received the results you
expected. It only means the
PS job had no issues
processing.
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Link
This will take you to the
Process Detail Page.
From here, you select the
Link.
Link
This will take you to the View
Log/Trace page.
From here select the report.
(Look for the file name with
PDF as the extension.)
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Acrobat will launch and bring
up the report for you to view.
If you want to print the report,
select the
icon.
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Appendix B Inquiries Matrix
INQUIRY NAME
USE
NAVIGATION
Review Vendor
This page enables you to search
for a Vendor ID.
This page displays all accounting
information (ChartFields) on a
Voucher/Vendor Invoice. It also
helps you to know that the
voucher has been posted. If it is
not, no accounting lines will
display.
This page displays
Voucher/Vendor Invoices statuses
and allows you to drill to all
related Procure to Pay
documents.
This page displays the
Voucher/Vendor Invoices
associated with a particular
Journal ID.
The page displays the Gross
amount of the Voucher/Vendor
Invoice, any Discount, Freight,
Sales/Use Tax amounts, and
discount information. A grid on
the page displays voucher line.
From this page, you can select
the Voucher Payments tab to view
payment information for the
Voucher/Vendor Invoice.
You can view payment
information for a particular
payment. You can view the total
Amount of the payment, the
payment Date, Method and
Status. The Post, and Cancel
Status display. The page also
shows when the payment was
Created. At the bottom of the
page, you can view the individual
Voucher/Vendor Invoices included
in the payment.
Shows details of payments,
purchase orders, receivers, and
Voucher/Vendor Invoices posted
against a payment.
Shows Voucher related
information. Including Purchase
Order, Invoice and Receiver
details.
Vendors > Vendor Information >
Add/Update > Review Vendors
Accounts Payable > Review Accounts
Payable Info> Vouchers >
Accounting Entries
Voucher Accounting
Entries
Document Status
Journal Drill Down
Voucher Inquiry
Payment Inquiry
Payment Document
Status
Purchase Order Inquiry
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Accounts Payable > Review Accounts
Payable Info > Vouchers >
Document Status
Accounts Payable > Review Accounts
Payable Info> Vouchers > Journal
Drill Down
Accounts Payable > Review Accounts
Payable Info > Vouchers > Voucher
Accounts Payable > Review Accounts
Payable Info > Payments > Payment
Accounts Payable > Review Accounts
Payable Info > Payments >
Document Status
Accounts Payable > Review Accounts
Payable Info > Interfaces > Purchase
Order
Last Revised: 6/30/16
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Cal State San Marcos
INQUIRY NAME
USE
NAVIGATION
Requisitions
View line-by-line information for
your requisitions, as well as
access pages that contain more
details about the selected
requisition.
Shows the accounting distribution
by line and schedule. This
information shows after a req has
been Budget Checked.
Shows details of receivers,
purchase orders, payments, and
Voucher/Vendor Invoices posted
against a req.
Shows details of each page of a
PO (lines, schedule, distribution,
header and comments).
Lists all receipts and invoices on a
PO as well as the quantity and
amount that have been matched.
Shows the accounting distribution
by line and schedule. This
information shows after a PO has
been Budget Checked.
Shows details of requisitions,
receivers, Voucher/Vendor
Invoices and payments posted
against a PO.
The CSU PO Remaining Balance
Inquiry page can be used to
research Purchase Order
remaining balances and all related
Voucher/Vendor Invoice s.
Shows receivers posted against a
purchase order.
Access and review information
about procurement documents
associated with a receipt.
To view journal header and detail
information for the specified
periods in a selected fiscal year.
To view ledger balances by fiscal
years, accounting periods, or by
any chartfield combination.
Information is available by
summary and detail level. Allow
you to drill-down to view journal
header and detail, as well as
supporting data that originated in
the AP subsystem.
Purchasing > Requisitions > Review
Requisition Information >
Requisitions
Req Accounting Entries
Req Document Status
Inquiry
Purchase Order
Activity Summary
PO Accounting Entries
Document Status
CSU PO Remaining
Balance Inquiry
Receipts
Receipt Document Status
Journal
Ledger
Page 46 of 51
Purchasing > Requisitions > Review
Requisition Information > Req
Accounting Entries
Purchasing > Requisitions > Review
Requisition Information > Req
Document Status Inquiry
Purchasing > Purchase Orders >
Review PO Information > Purchase
Orders
Purchasing > Purchase Orders >
Review PO Information > Activity
Summary
Purchasing > Purchase Orders >
Review PO Information > PO
Accounting Entries
Purchasing > Purchase Orders >
Review PO Information > Document
Status
Purchasing > Purchase Orders >
Review PO Information > Document
Status
Purchasing > Receipts > Review
Receipt Information > Receipts
Purchasing > Receipts > Review
Receipt Information > Document
Status
General Ledger > Review Financial
Information > Journals
General Ledger > Review Financial
Information > Ledger
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Cal State San Marcos
INQUIRY NAME
USE
NAVIGATION
Fiscal Authority Lookup
To view who has approval
authority by department.
To view who has approval
authority by Fund.
To view Chartfield values.
Account/Fund/Department/
Program/Class/Project/Scenario
San Marcos Reports/Interfaces >
Fiscal Authority Lookup
San Marcos Reports/Interfaces >
Trust Fund Lookup
Setup Financials/Supply Chain >
Common Definitions > Design
Chartfields > Define Values >
Chartfield Values
Trust Fund Lookup
Chartfields
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Appendix C Reports Matrix
REPORT NAME
USE
NAVIGATION
Open PO Report by
Department
COOPO005
Lists all open PO’s by
department ID. Can be further
defined by fund, account, class,
program, and/or project/grant.
Includes vendor name, PO
amount, liquidated amount,
vouchered amount and
remaining amount.
Prints a copy of a PO. The copy
will be identified as a REPRINT
and the signature block at the
bottom of the PO will be blacked
out with the work
“Unauthorized” printed over it.
Lists purchase order activity for
the PO business unit,
department, and dates you
select. Reviewing this report
enables you to perform
comparisons and resolve
discrepancies proactively.
Lists the beginning and ending
ledger balances by ChartField
combination and account. Also
lists the detailed journal line
activity posted against the
ledger for the accounting
periods that are specified. (SQR)
San Marcos Reports/Interfaces >
Purchasing > Reports > Open PO
Report by Department
Lists all journal entries entered
in the system for a business unit
and ledger within the date
range specified. For each line
included in the journal entry,
lists the line number of the
entry, all chartfields against the
journal line, and debit and credit
detail.
Combines detail and summary
balance information. Shows the
ending ledger balances for the
specified year and period by
ChartField combination. Also
displays subtotals by ChartField.
Prints a final total for debits and
credits. (SQR)
General Ledger > General Reports >
Journal Entry Detail
Purchase Orders Print
POPO005
CSU PO Detail Activity
Report
CSUPO051
CSUPO052
General Ledger Activity
GLS7002
Journal Entry Detail
FIN2001
Trial Balance
GLS7012
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Purchasing > Purchase Orders >
Reports > Purchase Orders Print
Purchasing > Purchase Orders >
Reports > CSU PO Detail Activity
Report
General Ledger > General Reports >
General Ledger Activity
General Ledger > General Reports >
Trial Balance
Last Revised: 6/30/16
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Cal State San Marcos
REPORT NAME
USE
NAVIGATION
Fund/DeptID Budget
Report
Used to manage a budget at a
DeptID or Fund level. Have the
option of which one. Displays
summary balances for every
account. Includes Budget,
Encumbrance, Actuals, and Pre
Encumbrance.
Lists all open requisitions by
department ID. Can be further
defined by fund, account, class,
program and/or project/grant.
Includes the requisition amount,
liquidated amount, PO amount
and remaining amount.
Prints a hard copy Requisition.
CSU State & SW Reporting > Campus
Reports > Fund/DeptID Budget Report
Open Requisitions by
Department
SMOPO003
Print Requisition
SMOPO006
Payment History by Vendor
APY2000
Lists all Payments made to the
specified vendor during the
specified From/To Date.
Page 49 of 51
San Marcos Reports/Interfaces >
Purchasing > Reports > Open
Requisitions by Department
San Marcos Reports/Interfaces >
Purchasing > Reports > Print
Requisition
Accounts Payable > Reports > Vendor
> Payment History by Vendor
Last Revised: 6/30/16
Inquiry & Reports
Training Manual Ver 9.0
Cal State San Marcos
Appendix D My Favorites
The favorites list is like your own list of bookmarks to components and transaction pages
that you use frequently.
To add favorites:
1. Open the page that
you want to designate
as a favorite.
2. Click Add to Favorites
in the universal
navigation header.
The Add to Favorites
page appears, with the
page name as the
default in the
Description field.
3. If you like, update the
description for the
favorite.
4. Click OK.
The favorite is saved
and displayed in the
My Favorites folder.
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On the Edit Favorites page you can relabel favorites, delete favorites, or modify the
sequence in which they appear on your menu pagelet.
To edit favorites:
1. Expand the My
Favorites folder in the
menu pagelet.
2. Click Edit Favorites.
The Edit Favorites
page appears,
displaying a grid with
the favorites that you
selected and their
sequence numbers. If
there are no favorites
currently saved, a
message indicates this
in place of the
Favorites grid.
3. Locate the favorite that
you want to modify,
and make your
changes.
To relabel a favorite,
type a new name in
the text box. To delete
a favorite, press the
Delete button
associated with it. To
reorder favorites, type
an appropriate number
in the Sequence
number box.
4. Save your changes.
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