PeopleSoft Financials at UD:Basic II

Last revised: 9/23/03

Learning Objectives

• Give updated information that wasn’t in Basic Training

• Answer some FAQs that have come up since we went live

• Provide tips and tricks to help people better utilize PS

Learning Objectives, cont’d

• 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

Web Site update

• Wealth of information

• Chart of Accounts changes

• Show new features

• “What’s New”

• Direct link to instructions to access monthly statements

• Training Courses On-line

• Know your Comm Team representative

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

Know Thy Data

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.

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

EZQ review, continued

• Three new ‘Proj’ EZQ’s

• 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

New “Proj” queries: include Project-to-date data

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.

EZQ_PROJ_BAL_TOTAL

EZQ_PROJ_BAL_SUMMARY

EZQ_PROJ_BAL_QUERY

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

Note that prompt boxes and results are both displayed in this new window.

To rerun, simply fill in new parameters and click “View Results”

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

Useful Queries: UDQs

UDQ_CROSSWALK_BY_OPERID

UDQ_PURPOSE_TITLE_SEARCH

UDQ_PURPOSE_TO_LEGACY

UDQ_ROW_BY_ADMIN

UDQ_ROW_BY_PURPOSE

UDQ_TRANS_QUERY_BY_DATE(prompts off transaction date, not accounting period like the

EZQ)

UDQs

• As noted, more will be added over time

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

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@udel.edu)

– Push instructions were in Basic Training

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

Monthly Statements: Pull (cont’d)

• 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@udel.edu)

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

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

Crosswalk: Old PS Accounts

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. don’t

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 you’ll see that as transactions

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.

LAM Reminders, cont’d

• 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.

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

Any Questions??

See your Comm Team representative

www.udel.edu/UDFS/info