PeopleSoft Financials at UD: Basic II

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PeopleSoft Financials at UDBasic II

• Last revised 9/23/03

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Learning Objectives

• Give updated information that wasnt in Basic
  Training
• Answer some FAQs that have come up since we went
  live
• Provide tips and tricks to help people better
  utilize PS

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Learning Objectives, contd

• Web site update
• Know thy data
• Queries tricks, new useful queries
• Statements explanations and pulling
• JV tips
• LAM and Obligations reminders
• Reminder where to go for help

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Web Site update

• Wealth of information
• Chart of Accounts changes
• Show new features
• Whats New
• Direct link to instructions to access monthly
  statements
• Training Courses On-line
• Know your Comm Team representative

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Know Thy Data

• Know the data in UOD_TRANS_DTL and UOD_BALANCES
  (some will need detail and some will not some
  will want handouts and some will not)
• See web page link

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Know Thy Data
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PS Trick

• Open a new window to go outside of PS in your web
  browser
• E.g. if you are in PS, and link to a different
  URL from an e-mail, your system may close PS when
  it goes to the URL you just chose.
• Instead, go to the new URL by opening the browser
  again in this way, PS remains open.

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EZQ review

• Remember existing EZQs
• Most commonly used
• EZQ_ACCTPURPCONVERSION to convert legacy account
  codes to PS purposes
• EZQ_BAL_BGT_TOTAL for purposes with budgets
• EZQ_BAL_TOTAL for purposes without budgets
• EZQ_TRANS_QUERY to see transactions
• EZQ_DV_SPEEDTYPE to see who is authorized on a
  code

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EZQ review, continued

• Three new Proj EZQs
• FY (fiscal year) data is different than PTD
  (project-to-date) data
• Need to separate revenues from expenses when
  totaling actuals to avoid misleading results

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New Proj queries include Project-to-date data
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EZQ_PROJ_BAL_TOTAL
New Field for this EZQ
Note at press time, there are some errors in
the Project-to-date budget DATA which is in
PeopleSoft these will be corrected.
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EZQ_PROJ_BAL_SUMMARY
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EZQ_PROJ_BAL_QUERY
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EZQ review, continued

• Query Viewer nice functionality when you click
  RUN instead of clicking on query name
• A new window opens
• Easy to rerun with new parameters
• Demonstrate running and rerunning EZQ_TRANS_QUERY

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Note that prompt boxes and results are both
displayed in this new window. To rerun, simply
fill in new parameters and click View Results
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Sharing Queries

• Not all useful queries will be EZQs
• Anyone can make a query public so others can use
  it, but how can you find useful ones? Naming
  convention would help.
• Really neat queries
• Naming convention UDQ
• Submit to comm team rep they can save as UDQ
• Your unit may develop its own naming convention

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Useful Queries UDQs
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UDQ_CROSSWALK_BY_OPERID
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UDQ_PURPOSE_TITLE_SEARCH
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UDQ_PURPOSE_TO_LEGACY
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UDQ_ROW_BY_ADMIN
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UDQ_ROW_BY_PURPOSE
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UDQ_TRANS_QUERY_BY_DATE(prompts off transaction
date, not accounting period like the EZQ)
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UDQs

• As noted, more will be added over time

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Statement Explanations

• General Accounting has prepared explanations
• URL http//www.udel.edu/genacct/
• Demonstrate (from web link)
• Features
• 3 different types of explanations OPBAS, OPSS,
  OPBAL (coming soon)
• Notes in boxes vs. circles
• Layout is same for all funds, but information is
  filled in differently
• Sign issue on summary vs. transaction detail tab
• New tab for budget transactions

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Monthly Statements

• Push or Pull
• Default Plan PUSH
• All Purposes for which you are currently the
  designated statement recipient, which have
  activity, will be pushed to you each month
• Stay in your report manager box for 90 days
  consider archiving
• You can elect to not have some or all of these
  pushed to you contact Marsha Lockard
  (marshalo_at_udel.edu)
• Push instructions were in Basic Training

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Monthly Statements Pull

• Pull means run on demand
• Can only Pull for the most recently-closed period
  (may be more flexible in the future)
• Pull any subset of statements for purposes for
  which you are an authorized viewer, approver, or
  statement recipient
• You can send these selected statements to your
  own report manager box, or to the boxes of
  others

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Monthly Statements Pull (contd)

• Instructions are available on training tab of
  www.udel.edu/UDFS/info
• You may no longer need/want statements pushed to
  you if so, send e-mail to Marsha Lockard
  (marshalo_at_udel.edu)

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JV tip selecting month

• JV in new month before old month closes
• You can select which month you want the JV to
  post in
• Do this by selecting the JOURNAL DATE
• Example doing JV on September 2, 2003
• Select journal date of 09/02/2003 to post in
  September
• Select journal date of 08/31/2003 to post in
  August
• Only can do this before month-end close

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JV tip template

• If you do similar JV repeatedly
• Start JV, and save exit
• Then, go to webforms Drafts tab
• Select JV and click use selected form as
  template
• Finish and submit JV it will remain in your
  Drafts tab for future uses

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Crosswalk Old PS Accounts
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Crosswalk old PS Accounts

• E.g. put OC 867 in crosswalk
• Shows that it crosswalks to 147502, but says (D)
  do not use use 147500 (147502 was only needed
  for data conversion)
• Do not use the ones that say do not use e.g.
  dont use 147502! Common mistake!
• Confusing to people need to educate them to use
  147500 as noted
• Old system (cash transmittals) still uses some
  old Obj Codes like 867 and 820 so youll see that
  as transactions

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LAM Reminders

• Who is in the LAM?
• Professional, Salaried Staff, Faculty, Limited
  Term Researchers.
• Grad Students and Post-docs ONLY if unit requests
  this.
• Send an e-mail to the budget office when you hire
  a grad student or post-doc whom you want to be in
  the LAM noting LAM on the JED is not enough.
• Adjust distributions in the LAM when
• There is ANY change in permanent or temporary
  funding distribution. This includes department
  transfers. You must adjust the LAM when you do
  JEDs that involve funding distributions!
• You do not need to adjust the LAM when there is a
  change in pay amount only.
• BTA next year is currently not expected to update
  the LAM.

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LAM Reminders, contd

• Do a JED in addition to your LAM entry for pay
  changes when
• There is a permanent (NOT temporary) budget
  change.
• Academic Units LAM should now reflect faculty
  workload!
• Academic Basic Budget Purposes have multiple
  Speedtypes associated with them to allow you to
  do that select the Speedtypes with the
  appropriate Purposes and Programs to reflect
  workload.

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Obligations Update

• No security yet!
• People can see what you enter, and can deduce
  salaries by looking at remaining amount
• Deobligations have NOT been tested yet!
• Will be tested in the fall

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Any Questions??

• See your Comm Team representative
• www.udel.edu/UDFS/info