Types of Budgets Advantages of PSoft 8.9 Budget Overview (Approp, Rev,

Proj/Grt Status Reports) Budget Transaction Detail Report Comprehensive Financial Report Open Encumbrance Report

TYPE DESCRIPTION KEYS

Appropriation • Highest level of budgeting

• Establish budgets for money authorized for expenditures for a specific purpose during a specific period of time.

Fund, Department, Program, Class, Account

Project/Grant • Control expenditures specifically for a grant (sponsored project).

Fund, Department, Program, Class, Proj/Grant, Account

Revenue Estimate • Track revenues recognized and cash collected against estimated revenues.

Fund, Department or All Depts, Program (00000) except for Auxiliary Funds, Class, Account

Lists the status of Appropriation budgets May view total budgeted amounts

(spending authority amount), pre-encumbered, encumbered, and expended amounts, and the remaining spending amounts

Lists budget amounts by Fund, Department, Program, Class, Appropriation Account, and Budget Period

Provided Totals by fund and budget period, and grand total by business unit

Lists the status of revenue estimate budgets

View the total estimated revenue amounts, revenue recognized amounts, unrecognized amounts, and cash collected amounts

Listed by Fund, Department, Class, Program (00000), Account, and Budget Period

Subtotals by account, and total by fund and business unit

Lists the status of project/grant budgets

Similar to the Appropriation Status Report

View by Fund, Department, Program, Class, Account, and Budget Period

Lists the total budget line amount, pre-encumbered amount, encumbered amount, expended amount, and remaining amount

Total by grant and business unit

Save paper Copy to excel Email PDF files

Save time Drill down to detail Reduce the use of several different queries

PSoft 7.5 Navigation

GO – PROCESS FINANCIAL INFORMATION – ANALYZE CONTROLLED BUDGETS – REPORTS – APPROPRIATION STATUS

PSoft 8.9 Navigation

COMMITMENT CONTROL – REVIEW BUDGET ACTIVITIES –

BUDGET OVERVIEW

Use for all 7.5 Budget Status ReportsOrganization Budget Status Report, Revenue Estimate Status Report, & Project/Grant Budget

Status Report

Choose different Ledger Groups and Accounts. Appropriation Budget Ledger (APPROP) Project/Grant Budget Ledger (PROJ_GRT) Revenue Estimate Budget Ledger (REVEST)

Can drill down to the Budget Journal, Voucher, Journal, PO or Req

Tran Line

Document Label

Document ID

Ref Bdgt? Account Fund Dept Progra

m Class Bud Ref Budget Period Year Period Foreign

Amount Moneta

ry Amount

Tran ID Tran Date

176Journal ID:

APP_EN_ZER N 700000 10000

30300010 16200 11000 2008 2008 2008 11

-13,908.

68 USD

-13,908.

68 USD0005580937

5/20/2008

200119Purchase Order:

0000000187 N 700000 10000

30300010 16200 11000 2008 2008 2008 8 0 USD 0 USD

0000200031

5/6/2008

215374Purchase Order:

A-080312 N 700000 10000

30300010 16200 11000 2008 2008 2008 1 528 USD 528 USD

0000206783

5/6/2008

218057Purchase Order:

A-083180 N 700000 10000

30300010 16200 11000 2008 2008 2008 4

1,664.64 USD

1,664.64 USD

0000207943

5/6/2008

243727Purchase Order:

D000114195 N 700000 10000

30300010 16200 11000 2008 2008 2008 8 175 USD 175 USD

0000218736

5/6/2008

243735Purchase Order:

D000114326 N 700000 10000

30300010 16200 11000 2008 2008 2008 8 0 USD 0 USD

0000218741

5/6/2008

243737Purchase Order:

D000114401 N 700000 10000

30300010 16200 11000 2008 2008 2008 8

7,455.00 USD

7,455.00 USD

0000218743

5/6/2008

244895Purchase Order:

D00114326A N 700000 10000

30300010 16200 11000 2008 2008 2008 8

4,363.56 USD

4,363.56 USD

0000219143

5/6/2008

253744Purchase Order:

E-08116945 N 700000 10000

30300010 16200 11000 2008 2008 2008 10 475.12 USD 475.12 USD

0000223672

5/6/2008

274918Purchase Order:

E000115285 N 700000 10000

30300010 16200 11000 2008 2008 2008 9

1,440.00 USD

1,440.00 USD

0000233288

5/6/2008

1Purchase Order:

B-0001000 N 700000 10000

30300010 16200 11000 2008 2008 2009 1 4 USD 4 USD

0005580998

7/18/2008

The Budget Transaction Detail Report and Comprehensive Financial Report run using the date the transaction were budget checked.

During conversion ALL transactions will be re-budget checked. This will cause the date on these reports to be between 11/01/2008 and 11/06/2008, which is during the upgrade conversion process.  If prior period information with the original budget-checked date is needed, please print these reports from V7.5.

GO – PROCESS FINANCIAL INFORMATION – ANALYZE CONTROLLED BUDGETS – REPORTS – BUDGET TRANSACTION DETAIL

COMMITMENT CONTROL – BUDGET REPORTS - BUDGET TRANSACTION DETAIL REPORT

SQR Reports Such as the Budget Transaction Detail Report

and Comprehensive Financial Report. Will need to be run on the PSUNX Server. Viewed by going to the Report Manager.

Crystal Reports Such as the Open Encumbrance Report. Will need to be run on the PSNT Server. Also viewed by going to the Report Manager.

Provides the user with static financial data for a specified accounting period and year

Provides summary and detail data of AR activity, Revenue activity, Direct and Indirect Expenses

Department level security enables the user to only run the report for their designated departments

Report provides data for all chartfield combinations for the selected department and is grouped by CFCs

GO – MCG INTERFACE & REPORTS – REPORTS –COMP FINANCIAL REPORT

MCG COMPONENTS-MCG INTERFACES REPORTS-REPORT-COMP FINANCIAL RPT

Heading – Contains the current Chartfield Combination, Budget Period, Fiscal Year, and Accounting Period (with month; ex. 01 = July)

Summary Revenue – Provides budget and revenue totals for

Operating and NonOperating Revenues for fund 120XX,140XX,160XX, and 10XXX with class of 41XXX only

A/R – Provides totals for cash receipts (beginning balance, activity, and ending balance) for fund 20000 and 21021 only

Expenses Direct – Personal Services, Travel, Operating Supplies, and

Capital Expenses totals for budget, encumbrances, and expenses

Indirect – Totals for indirect budgets, encumbrances, and expenses

Encumbrance and Pre-encumbrance detail transactions will include an ‘E’ or ‘P’ respectively after the amount to distinguish them

The A/R Section reflects all A/R transactions for the Grant – not just the requested departments transactions.

The A/R Balances/Amounts only reflect the MCG portion of the receivable

For the go-live conversion process, all open encumbrances (POs) will be closed and re-entered manually by Materials Management (Purchasing). The Go-live date for the system will be November 10th; however, the estimated date of completion for the re-entry of all open encumbrances (POs) will be November 16th. Materials Management will contact the campus users once this re-entry process is completed. 

During this time between November 10th and the completion of the re-entry of all the POs, the reports that you print out in V8.9 will NOT reflect the true available budget that you have remaining nor show all of your encumbered POs. It is recommended that departments print reports from V7.5 as of the end of October to keep track of their budgets during this transitional period.

Once all of the encumbrances (POs) are re-entered, then the V8.9 reports will reflect your true remaining budget and encumbrances.

Lists all Purchase Orders with their remaining balances

Includes purchase order, vendor name, account, budget period, remaining lines on PO and amount

Open EncumbranceOpen Encumbrance

GO – MCG INTERFACE & REPORTS – REPORTS –OPEN ENCUMBRANCE

MCG COMPONENTS-MCG INTERFACES REPORTS-REPORT- OPEN ENCUMBRANCE

Can be found http://www.mcg.edu/peoplesoft/ peoplesoft_v89.htm

Under Commitment Control-Inquiries KK_060_001 - Running Appropriation Budget Inquiries KK_060_003 - Running Revenue Estimate Budget

Inquiries KK_060_004 - Running Grant Budget Inquiries

Under Commitment Control-Reports KK_070_019 - Running Budget Transaction Detail

Reports

http://calendar.mcg.edu/ Able to view all of the various calendars

http://www.mcg.edu/comptroller/index.htm Able to access all forms/regulations/contacts

relevant to Accounts Payable, Payroll, Travel, and Financial Accounting

http://www.mcg.edu/spa/ Sponsored Program Administration website

http://www.usg.edu/fiscal_affairs/bpm_acct/ Board of Regents Business Procedures Manual

This concludes the PeopleSoft Financial Reports and Inquiry Training. If you have any questions or comments you may contact Laura Craft at 1-6235, lcraft@mcg.edu

You may also find additional information, on the PeopleSoft website: http://www.mcg.edu/peoplesoft/default.htm

Thank you