Management. Principles & Practices. Financial Services Division of Administration & Finance California State University, Fullerton

Transcription

1 Introduction to Account Management Principles & Practices Financial Services Division of Administration & Finance 2008 California State University, Fullerton

2 1. General Overview Agenda User/Account Management Roles & Responsibilities System Access Basic Navigation PS Modules Chart of Accounts & Definitions 2. Account Management Maintaining organization Budget Accounting Transactions Actual Accessing Financial Information to Review Transactions & Monitor Balances 3. Questions & Answers

3 Account Management Responsibility GL Transactions 1. How to Access the system 2. Knowledge of financial structure for your organization (Chart of Accounts Structure) 3. Setting up required security including approving authority and/or delegating approvals to other users in the organization 4. Review, adjust & reconcile your organization s budget Budget Expenditures Requisitions/PO Accounting Revenues Reimbursements 5. Review accounting (Revenue & Expense Actual) transactions 6. Fix transaction errors that effect your balances 7. Access the system to report and reconcile departmental balances Transfers In Cost Center Department/ Project/Activity Reporting Transfers Out

4 Select: Titan Online Distributed Users Log In to Portal 1. Go to CSUF Main Page 2. Type portal 3. Select Titan Online

5 Steps Distributed Users Log In to Portal 1. Go to CSUF Main Page 2. Type portal 3. Select Titan Online 4. Finance Main Page Training Guides Finance Main Page

6 CMS/Peoplesoft Finance System Access Main Menu 1- Select: Fullerton Customizations Access Types 1. Core User Access 2. Distributed (Budget, Requisition/PO, Reporting) User Access

7 CMS/Peoplesoft Finance Distributed Modules Peoplesoft security is based on each user being assigned to an appropriate role(s). Within each module, the roles provide users with different types of capabilities within the system:

8 CMS Distributed User Roles To use each of the modules, you must assign individuals to certain roles: Approver (Expenditures & Budget) CMS Distributed Role Approve Budget Transfers Approve Requisitions Approve User Security Review and Validate Financial Transactions and Balances Preparer (Data Entry Expenditures & Budget) CMS Distributed Role Requisition Data Entry Budget Transfers Data Entry Inquiry & Reporting

9 Budget Module - Budget Transfer - Budget Inquiry For more information related to Budget Module go to:

10 PO Module Requisition Commitment Entry - REQ Data Entry - REQ Inquiry - Commitment Data Entry For more information related to PO Module go to:

11 Chart of Accounts What is Chart of Accounts? Example of a Chart of Accounts Listing

12 Chartfield String in Peoplesoft

13 Chartfields Chartfields Department ID (5 characters numeric) Fund (5 characters alphanumeric) Account (6 characters numeric) Program (4 numeric) Class (5 alphanumeric) Project (8 numeric) Chartfield String Chartfield String = Account + Fund + Department + Program + Class + Project

14 Account Chartfield Definitions Captures the nature of financial transactions. It provides detail breakdown of Revenues and Expenditures. Fund Represents the source of money related to financial transactions. Department ID Identifies the campus cost centers. Program A set of ongoing general activities that need to be tracked. Values are assigned by the campus. Also used for billable activities. Class Provides for any special cost reporting needs a division, department or other organizational unit may have that are not met by the campus wide reporting values in other chartfields. Project Identifies a discrete set of activities. Further breakdown of Class or Account. Values are defined by division, department or other organizational units. Also used for Capital Projects. In CFS (next release), projects will be used to identify and discrete set of activities that have a strict start and end date (mainly capital & maintenance projects)

15 Differences Between Various Chart Fields Mandatory chartfields Account (6 characters numeric) Fund (5 characters alphanumeric) Department ID (5 characters numeric) Optional chartfields Program (4 numeric) i) Leave Blank Class (5 alphanumeric) Extension of Account Project (8 numeric) Departmental Financial Management Responsibility: Balancing at Department t + Fund

16 Chartfield Usage Business Rules Chartfield Combination/Division Chart of Accounts Contact your Division s Finance Coordinator for a complete listing of your rorganization s ation s Chart of Accounts

17 Budget Setup & Adjustments Process & Forms Requesting New/Existing Departments/Class/Projects Budget Allocations Budget Transfers Payroll Expense Transfers Adjustments/Corrections

18 Organizational/Departmental Tree Structure FIS Department Level Security Need to know more: Contact your Division Finance Coordinator

19 Accounting Entries & Adjustments Accounting Process Requesting New/Existing Funds/Accounts/Projects Expenditure Adjustments/Corrections/Transfers Recharges

20 Accounting Entries & Adjustments Requesting New Chartfield Values Funds, Accounts, & Projects

21 Accounting Entries & Adjustments EXPENDITURE TRANSFER/JOURNAL ENTRY FORM Division of Administration & Finance To: CSUF Accounting Services Department (CP-300), or via to (Please send Excel form via if number of entries exceed four under Section IV) *If the amount charged requires invoicing from an external agency/individual, please indicate the source of reimbursement: Please call CSFPF Accounts ext 4420 to obtain a purchase order w hen using Fund THERA, Dept & Prog. (varies) Please call AS Accounts ext 2402 to obtain a purchase order w hen using Fund THERA, Dept & Prog. (varies) Please call CSUFASC ext 4140 to obtain a Foundation purchase order w hen using Fund THEFD, Dept & Program NOTE: * Enter Purchase Order Number(s) under Journal Line Reference column below. I. Requestor Information From Department: II. Reason for Request Contact: Version 9.0 Ext: For Accounting Services Use Only: Accrual Y N Reverse Y N III. Authorizing Signature(s) Print/Type Name Authorized Signer of Account(s) Date IV. Transfer Information Total: 0.00 Account (6) Fund Code (5) Dept (5) Program (4) Class (5) Project (8) Line Description (Vendor name, Student name, etc.) *Journal Line Reference Amount A THEFD Victor Altamirano THEFD Victor Altamirano (750.00) B THEFD Turner Construction PO3344 1, THEFD Turner Construction PO3344 (1,500.00) C TAD OfficeMax PO5566 2, THEFD OfficeMax PO5566 (2,500.00) 00) D THEFD Cecilia's Pcard-Aug supplies THEFD Cecilia's Pcard-Aug supplies (560.00)

22 Accounting Entries & Adjustments Request tfor Invoice

23 Accounting Entries & Adjustments Reimbursement or Deposit to University Account

24 Accounting Entries & Adjustments Recharge Center Contact Information

25 Accounting Entries & Adjustments Customers & Expense Types

26 Distributed Reports & Query Module Accessing Financial Information Fiscal Calendar Reporting Tools Reviewing Monthly Standard Reports Revenue & Expenditure Report Ad hoc Analysis

27 Fiscal Calendar It is important to become familiar with the fiscal year and accounting periods for each month July 1 August 2 September 3 Different than calendar year Reflects Fiscal Year October 4 November 5 December 6 January 7 February 8 March 9 April 10 May 11 June 12

28 Monthly Standard Reports PeopleSoft Documentation and Tutorials List of Distributed Reports Requisitions/P.O. Report Expenditure Summary & Detail Budget Allocation/Transfer Budget Balance Available Report Open Commitments Security by Employee Security by Department

29 Accessto Distributed Reports Portal Log In e-content Tab

30 Accessto Distributed Reports Distributed Reports

31 Encumbrance/Expenditure Reports Requisition/P.O. Detail Report and Requisition/P.O. Summary Report: Allows the department to view detailed or summarized information about tpurchase Requisitions iti and Purchase Orders as of the reporting date. Expenditure Detail Report and Expenditure Summary Report: Allows the department to view detailed or summarized financial transactions by account code, fund code, program, class or project as of the reporting date.

32 Requisition/P.O. Summary Report Expenditure Detail Report

33 Revenue & Expenditure Report

34 Query Tools My Queries Ad hoc (available only to Division Finance Coordinators)

35 Questions & Answers Financial Services Budget Accounting Reports