PeopleSoft Financial Reports

Transcription

1 PeopleSoft Financial Reports

2 Financial Report Training Agenda Introduction Types of Budgets Various Reports Budget Panel Query vs. Report Recommendations

3 Budgets TYPE DESCRIPTION KEYS ALLOW OVERDRAFT Appropriation Highest level of budgeting Fund Not available. Establish budgets for money authorized for expenditures for a specific purpose during a specific period of time. Department Program Class Account Organization Often called a departmental budget, it is used to break Appropriation budgets into operating budgets at a lower level of detail. All organization budgets will use the allow overdraft function. Fund Department Program Class Account Allows expenditures to exceed Departmental (Org) budgets if funds are available at the appropriation Budget level (e.g., , , , and ).

4 Budgets (continued) TYPE DESCRIPTION KEYS ALLOW OVERDRAFT Project/Grant Control expenditures specifically for a grant (sponsored project). Fund Department Program Class Proj/Grant Account Allows expenditures to exceed Grant Budget lines as long as permission is granted at the Overall project level and funds are available in the Overall Grant. For example, a Project/Grant Budget line may allow for only $5,000 per fiscal year in office supplies expenditures, but a user may spend additional funds if the Overall (multi-year) Project/Grant Budget allows it. Revenue Estimate Track revenues recognized and cash collected against estimated revenues. Fund Department or All Depts Class Account Allows revenue transactions to exceed revenue Estimate Budgets for 4XXXXX accounts. For example, you can budget that you will collect $10,000 and actually book $12,000 if allow overdraft is turned on.

5 Appropriation Status Report Info 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

6 Appropriation Status Report Navigation: Go > Process Financial Information > Analyze Controlled Budgets Report > Appropriation Status > Add or Update/Display

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8 Run Controls Established for reports/processes Can create specific run control for processes ran on regular basis that stores criteria Determines where process is ran Can specify different output destinations

9 Run Control Can set up multiple run controls using specific criteria instead of changing criteria each time process/report is ran.

10 Run with/without defaults Allows the user to change run location and output destination. Bypasses Process Scheduler Request window and runs process/report with previous selections for run location and output destination.

11 Process Scheduler Request Most processes are run on client. Output destination options for process types: Crystal reports: File, Printer, Window SQR: File, Printer Cobol: File

12 Process Scheduler Request If you would like to view the SQR report in your window, select File as your Output Destination, and enter C:\Temp\ -ZIV in the File\Printer field. The space is required before the ZIV.

13 Process Monitor Navigation: Go > PeopleTools > Process Monitor Tracks status of all completed and pending Process Scheduler requests. To update status, click on Fetch button (picture of dog) For detail process information, click on Detail or magnifying glass button.

14 Process Request Detail Shows run parameters Instance number can be used to view errors in sqr log. Can update processes by selecting appropriate button to hold, queue, cancel, delete, or restart a request.

15 Process Monitor Status Queued: Indicates a process in line to be run Initiated: Indicates that the process has started Processing: Indicates process is running Error: Problem exists with the process before it is started Unsuccessful: Problem occurs while a process is running Success: Process has completed successfully

16 Update Process Request Status Error Queued Initiated Canceled Processing Successful Unsuccessful Hold Possible Actions Delete Cancel, Hold Cancel Delete Cancel Delete Delete Queue

17 Organization Budget Status Report Info Lists the status of Organization budgets Should have a budget amount of $0.00. Can view total pre-encumbered amounts, encumbered amounts, and expended amounts. Lists amounts by Fund, Department, Program, Class, Summary Account, and Budget Period Lists subtotal by each department, fund, budget period, and business unit

18 Organization Budget Status Report Navigation: Go > Process Financial Information > Analyze Controlled Budgets Report > Organization Budget Status > Add or Update/Display

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20 Revenue Estimate Status Report Info 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, Account, and Budget Period Subtotals by account, and total by fund and business unit

21 Revenue Estimate Status Report Navigation: Go > Process Financial Information > Analyze Controlled Budgets Report > Revenue Estimate Status > Add or Update/Display

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24 Project/Grant Budget Status Report Info 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, preencumbered amount, encumbered amount, expended amount, and remaining amount Total by grant and business unit Budget year is ALL for Funds & Starting in Fiscal year 2004.

25 Project/Grant Budget Status Report Navigation: Go > Process Financial Information > Analyze Controlled Budgets Report > Project/Grant Status > Add or Update/Display

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27 Budget Transaction Detail Report Info Lists the transactions that apply to a specific controlled budget-appropriation, Organization, Project/Grant, or Revenue Estimate View all pre-encumbrances, encumbrances, expended, recognized, and collected balances Lists transactions that affect a budget, regardless of application that created the transaction Allows you to identify transactions that overrode budgetary control, which is not normal MCG practice.

28 Budget Transaction Detail Report Info Navigation: Go > Process Financial Information > Analyze Controlled Budgets Report > Budget Transaction Detail > Add or Update/Display

29 Budget Transaction Detail Report Info Chartfields Account From Value: To Value Program_Code From Value To Value DEPTID From Value To Value BUDGET_PERIOD From Value 2003 To Value 2003 To insert a row, press F7

30 Process Scheduler Request Select run location Select output destination Verify correct process/report is highlighted

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32 View SQR Log Navigation: Start > Programs > Accessories > Windows Explorer > c:\temp > sqrxxxx OR Right click > Explore > c:\temp > sqrxxxx Check the SQR log/error messages regardless of process monitor status The instance number found on process monitor detail information will be number for sqr log. (I.e. instance # = , log = sqr Log shows detail information about process created by sqr (not same information in Process Monitor)

33 Example of SQR log

34 -PeopleSoft Financials- Comprehensive Financial Report Training

35 Points of Discussion Overview Navigation Report Layouts Breakdown of Sections Important Points

36 Overview 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

37 Navigation Go > MCG Interfaces & Reports > Reports > Comp Financial Rpt The report is run for the accounting period and fiscal year chosen on this page. If you want to run it by department you will need to enter the entire department number. Partial values are not allowed because of department level security. You may also add values or partial values for the criteria in the Fund, Program, or Class Chartfield Values, if you wish.

38 Navigation Go > MCG Interfaces & Reports > Reports > Comp Financial Rpt The report may also be run by Project/Grant ID, without specifying a Department ID. But the user will only be allowed to specify the Project/Grant ID, all other fields will be grayed out. Unlike running the report by Department ID, which lets you select other criteria.

39 Sections 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 12000,14000,16000, and with class of 41XXX only A/R Provides totals for cash receipts (beginning balance, activity, and ending balance) for fund and 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

40 Sections cont d Detail Revenue Provides budget and revenue detail for Operating and Non-Operating Revenues for fund 12000,14000,16000, and with class of 41XXX only A/R Provides detail for cash receipts (beginning balance, activity, and ending balance) for fund and only Expenses Direct Personal Services, Travel, Operating Supplies, and Capital Expenses detail for budget, encumbrances, and expenses Indirect Detail for indirect budgets, encumbrances, and expenses

41 Fund example

42 Fund example

43 Fund example

44 Fund example

45 Fund example

46 Fund example

47 Fund example

48 Important Points to Remember Transactions for prior Budget Periods in the current fiscal year will be listed as activity only but will not contain Budget information (Original budget, Remaining amount ) Only the sections relevant to the current CFC will be displayed Data prior to FY1999 not included for fund and grants

49 Important Points to Remember 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

50 Important Points to Remember Original Budget for all Funds except and will use the July 1 st date to determine Original Budget all budget journal amounts with the journal date of July 1 st for that Fiscal Year will be reported as Original Budget. Original Budget amounts for Fund and grants are determined by the following criteria: If Legacy Balances exist, then these budget amounts are reported as Original Budget. Otherwise, the date of the first Budget Journals for the Grant is used to determine Original Budget all budget journal amounts with that journal date will be reported as Original Budget.

51 Important Points to Remember Different sections are displayed depending on the fund, ex. RI will not show Accounts Receivables This report is helpful monitoring what CFCs are being setup for your department id No decision has been made currently for the cutoff to exclude inactive grants in the report This report may take several minutes to run

52 Questions Please forward any additional questions that were not addressed today to Justin Teckenbrock

53 Budget Transaction Review Info Lists budget journals that apply to a specific controlled budget Lists each journal Includes accounting period, journal date, journal ID, description, operator, and amount by chartfields

54 Budget Transaction Review Navigation: Go > BOR Interfaces & Reports GL/BudRpt > Budget Transaction Review > Add or Update/Display

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56 Query vs. Reports Query Basic Queries provide the same information but in a format that can be easily manipulated. Never save over public queries since numerous people use these queries.

57 Query Navigation Go > PeopleTools > Query To open the query click on the open folder icon.

58 Recommended Queries With Prompts (must know the exact CFC) MCG_GL_JOURNAL_BY_CFC MCG_BUD_JOURNAL_BY_CFC Without Prompts (can use %wildcard%) MCG_GL_JOURNAL_LIKE_CFC MCG_BUD_JOURNAL_LIKE_CFC

59 Recommended Queries (With Prompts) Run in query Run to Excel

60 Recommended Queries (Without Prompts)

61 Approp & Proj/Grant Queries View the same information from the reports but in Query format MCG_DEPT_ACCOUNT_SUMMARY Can only view one department at a time MCG_DEPT_ACCOUNT_MULTIPLE_DEPT Can run for multiple department; Must use %

62 Approp & Proj/Grant Queries For non-sponsored accounts, basis is budget period 2006 Lists the project manager for project/grants Only pulls Active Projects/Grants Only shows lines where the remaining amount is NOT equal to zero

63 Recommended Web Sites Able to view all of the various calendars Able to access all forms/regulations/contacts relevant to Accounts Payable, Payroll, Travel, and Financial Accounting Sponsored Program Administration website Board of Regents Business Procedures Manual

64 Conclusion This concludes the PeopleSoft Financial Reports and Inquiry Training. If you have any questions or comments you may contact Laura Craft at , or Vanessa Buck at , Thank you