PeopleSoft Financials A Whole New World

PeopleSoft FinancialsPeopleSoft FinancialsA Whole New WorldA Whole New World

Budgeting andBudgeting and

NVision ReportingNVision Reporting

PresenterPresenter

Julie Hall, Julie Hall, PeopleSoft Project SpecialistPeopleSoft Project Specialist• X45560X45560

• jmhall@towson.edujmhall@towson.edu

PeopleSoft Financials Website• Online Tutorials

Basic Navigation Chart of Accounts

• Printable training materials

• Recorded classroomsessions

•http://wwwnew.towson.edu/adminfinance/fiscalplanning/psfinancials.asp

Budget Office WebsiteBudget Office Website

•Links to PeopleSoft Financials website

•Budget Transfer Information

•Parent/ Child Budgeting Information

PeopleSoft Chart of Accounts

PeopleSoft Terminology

PeopleSoft Field Length

Department 5

Account 6

Fund 4

Grant/Project 7

Initiative 5

Chartfield String

Fund 1000

Department 18930

Fund 5000

Department 52402

Grant 5030100

Project vs. Initiative Project

• Beginning and end date• Non Routine• Specified budget• Crosses accounts• Can Span Fiscal Years• At least $50,000• Should be Capitalized

Examples: Buildings, Campus Lighting, Chiller Replacement

Initiative (a Shadow System w/in PS)• Same criteria as Project, but would not be capitalized

Examples: track costs associated with producing and mailing communications.

NOTE: THE INTIATIVE VALUE MUST BE ON EACH TRANSACTION IN ORDER TO TRACK – MAY REQUIRE JOURNAL ENTRY TO IDENTIFY

How to Process Initiatives Further classify activities

• Into detailed categories• Track expenses for specific activity• User defined activity

User Maintained• Enter own budgets• Categorize own expenses

May require reclassify journal entriesSee Web for specific instructions on

processing

Budget Checking by Objects Object 1 Salaries and Wages

• Overtime• Shift Differential• Tuition Waivers

Object 2 Contractual Employees• Contractual Fringe• Tuition Waivers• PT Faculty and Lecturers• Regular Student Help• Graduate Assistants

Object 3 Communications

Objects 4 through 14 = your new Operating! • Can Post your own transfers here!

Parent/Child Budgeting Where do I budget?

Where does Budget Checking occur?• Parent Level

Communications Budget Expenses• 603003 Postage Regular Bulk $15,000.00 $12,336.00• 603009 Express Mail UPS $1,000.00 $500.00• 603103 Line Charges $9,000.00 $5,224.00

$25,000.00 $18060.00 $6,940.00

Child/ Account/ Detail

Parent

NOTE: All transactions will be budget checked!!

How to Transfer

Departments to Enter Budget Transfers On Line!

Can Post within Objects 4-14 Must Notify Budget Office to post other

journals Must be submitted by Dept giving budget

Encumbering Travel Done through Requisitioning

• Track Budget more efficiently• Plan for Future Travel• Self Monitoring

See website for step by step Instructions

or utilize UPK in PeopleSoft

What is Budgets Overview

Allows you to view budget activity Can combine multiple Departments Can specify certain accounts Provides quick summary information

BUDGETS OVERVIEW

ANY QUESTIONS?

PeopleSoft NVisionPeopleSoft NVision

Departmental Reporting ToolDepartmental Reporting Tool

Nvision Benefits/FeaturesNvision Benefits/Features

Users will run their own reportsUsers will run their own reports Users Users select the as of dateselect the as of date to run to run Run as an Run as an HTML or ExcelHTML or Excel file file Drill downDrill down capability capability

• Available only on HTML fileAvailable only on HTML file After report is run you canAfter report is run you can::

• Email as a link or an attachmentEmail as a link or an attachment• Save to your PC/Network driveSave to your PC/Network drive

NVISION Reports AvailableNVISION Reports Available

DPL/P reportDPL/P report• DDepartment’s epartment’s PProfit and rofit and LLoss Repoross Reportt

DPR reportDPR report• DDepartment’s epartment’s PPayayrroll Reportoll Report

DAT reportDAT report• DDepartment’s epartment’s AAll ll TTransactions Reportransactions Report

DEN reportDEN report• DDepartment’s epartment’s EnEncumbrance Reportcumbrance Report

F reportF report• FFund reportund report

Identification KeysIdentification Keys

Report IDReport ID-- Found in Found in Report BookReport Book

DPL + 5-digit department #DPL + 5-digit department #

Ex: DPL18930Ex: DPL18930

P + 7-digit grant #P + 7-digit grant #

Ex: P5060110Ex: P5060110

DPR18930DPR18930

DAT18930DAT18930

DEN18930DEN18930

F5060110F5060110

F2710F2710

Report NameReport Name- - Found in Found in the Report Managerthe Report Manager

TU_GL200_18930TU_GL200_18930

TU_GL200_5060110TU_GL200_5060110

TU_GL303_18930TU_GL303_18930

TU_GL301_18930TU_GL301_18930

TU_GL302_18930TU_GL302_18930

TU_GL100_5060110TU_GL100_5060110

TU_GL100_2710TU_GL100_2710

DPL report example

DPR report example

DAT REPORT EXAMPLE

Trial Balance (Fund balance)Trial Balance (Fund balance)• By PS 4-Digit Fund

REPORT IDREPORT ID=F4-Digit Fund=F4-Digit Fund• EXAMPLEEXAMPLE FF27102710

REPORT NAMEREPORT NAME=TU_GL100_4-digit Fund=TU_GL100_4-digit Fund• EXAMPLEEXAMPLE TU_GL100_2710 TU_GL100_2710

NVISION Reports AvailableNVISION Reports AvailableDEN report example

TRIAL BALANCE SAMPLE

PS Financials Support Budget Transfers/Overview Questions

• UBO@towson.edu

PS Financials transactions/Nvision• PSFinancials@towson.edu

Financial Services Help-line• Still the same X45599• Call with AP, WF, Payroll, PS Financial journal entry,

Online Requisition related questions

PeopleSoft Security Form

Fill out form

Obtain Supervisor Approval

Return to Vera Swearingen, Financial Services

Will be notified when security is set up.