How to Run Reports In PeopleSoft Finance. PeopleSoft Finance

Transcription

1 How to Run Reports In PeopleSoft Finance PeopleSoft Finance

2 FUND SOURCE OVERVIEW Appropriated Funds --- xxxaxxxxxx Annual funding approved by the legislature and distributed to the University by the State Board of Education. Budget Roll-up Budget Category Office Supplies OE Regular Salary Budgets are controlled by budget roll-up (category) Permanent Budget One-Time Budget Carryforward Irregular Salary Student Salary Fringe Benefits Operating (OE) Travel Capital Expenditures

3 Fund Source Overview Grant Funds --- xxxgxxxxxx External Entity Funds that are awarded by external entities, for specific purposes with restrictions from the granting agency. BSU Budget Roll-up Budget Category Salaries Fringe Benefits Other Expenses Travel Capital Subrecipient Expenses Student Costs Indirect (F&A) Budgets controlled by budget roll-up (category) and defined by granting agency Can be budgeted for multiple years Funds can only be spent according to the grant requirements

4 FUND SOURCE OVERVIEW Local Funds --- xxxlxxxxxx (Cash Fund) Funds generated by departments through revenue sources such as user charges, class fees, sales, and other cash generating activities. Budgeted by roll-up but not controlled Budget roll-up Expense Category Budget roll-up Revenue Category Fund Balance (with encumbrances) = to the amount available to spend Fund Balance will not control spending - Department must monitor and report a plan to cover deficits to the Treasury Department Regular Salary Student Fees Irregular Salary Private Gifts Student Salary Auxiliary Enterprises* Fringe Benefits Other Revenue Other Expense *Only used by Auxiliary Departments Travel Capital Expenditure

5 Where do I find PeopleSoft Finance Go to Boisestate.edu Click on MYBOISESTATE Click on Faculty Staff Sign in

6 Where do I find PeopleSoft Finance Click on PeopleSoft on the Menu Bar This is where you access PeopleSoft Finance Your access is determined by your role level and approval by OIT. You may have more or less than is displayed on the screen.

7 PeopleSoft Reports Some examples of reports and what kind of questions/information each report gives. *On Administrative Accounting Web Page **Please contact payroll if you do not receive this report.

8 How do I get to the different reports

9 How to Run GL Detail Report BSU Processes and Reports Under BSU General Ledger GL Detail Report (If you have not initiated this report before you would need to create a run control.) Instructions for running PeopleSoft Reports can be found on the Administrative Accounting Web Page. strative-accounting/

10 How to Run GL Detail Report Appropriated and Local Departments Then click on the Run button Fill in the Fiscal Year Beginning Acct Period Ending Acct Period To & From Dept. ID

11 How to Run GL Detail Report Grant and Project Then click on the Run button Click on drop down and choose Grant (Project Grant) The Accounting Periods box is left blank. A Department ID is still needed. Fill in the Begin Date and End Date. Able to run a report to span the project period not just fiscal year. If your Grant has more than one Project ID, provide a number in the appropriate box.

12 Information found on GL Detail Report Under the Column Heading "Source" you will find: Budget Roll-up (Categories) Description of which subsystem the information is coming from AP - Accounts Payable HR - Human Resources PO - Purchasing TA - Travel Authorization EX - Expense Report SF - Student Finance Payments and Disbursements Deposits Student Activity Entries ONL - Manually entered journal entries Generally corrections and adjustments

13 Information found on GL Detail Report Other column headings Source ID - Journal entry number Line - Journal line number for transaction Date - Posted Journal date for transaction Ref # - Can represent different information depending on the source of the transaction Description/Vender - Description of activity or vendor name for AP payments Budget - Budgeted amounts by roll-up category Encum - Purchase Order or Travel Authorization encumbered amounts Rev/Exp - Revenue or expense amount for each transaction

14 Sample GL Detail Report Appropriated Department

15 Sample GL Detail Report Appropriated Department The pending expense journal is run with the GL Detail Report. It will have a.out instead of.pdf. This activity will not show up in the detail report until the next business day.

16 Sample GL Detail Report Grant Department The differences in the setup for a Grant GL Detail Report vs Appropriated or Local are circled.

17 Sample GL Detail Report Grant Department Note: This line describes the included transaction dates. Area showing transaction details This area shows budget details.

18 Sample GL Detail Report Local Department

19 Sample GL Detail Report Local Department NOTE: USE ONLY when transferring fund balance. The expense code is only used for surplus balance forward (carry forward from previous year).

20 Sample GL Detail Report Local Department

21 The Overview - Appropriated How to Run, Drill Down, What to look for Budget Overview-- Is a View Only Report that shows detail for each budget line. It includes links to budget journals, GL journals, encumbrances, and gives the most current available balance. Detailed directions for running the Overview are located on the Budget Office Web Page.

22 The Overview - Appropriated How to Run, Drill Down, What to look for FYI If you have not run this report before, you will be asked to create a run control before you get to this point.

23 The Overview - Appropriated How to Run, Drill Down, What to look for This number can be changed to accommodate activity with more than 100 lines. The Available Balance gives you the most current fund balance available to spend in an appropriated budget line. The Blue numbers represent hyperlinks that you and click on and drill back.

24 The Overview - Grants FYI It is not necessary to have separate run controls for each fund type.

25 The Overview - Grants

26 The Overview - Locals The overview for a Local Department ID is created the same as the Appropriated. This is a view only report, it does not offer information on spending authority or fund balance. (Fund balance is found on the GL detail report towards the end) However, it can be helpful to identify expenses and to drill down into the expense. No transfer of funds between budget roll-up (category). Available budget reflects what has been expensed to particular budget lines but does not give the fund balance total which is the spending authority in a local department. A journal entry is used to move fund balance from one local department to another.

27 Budget Status Report Gives the same basic information as the Overview in a printable report. Instructions for running a Budget Status Report can be found on the Budget Office Web site.

28 GL Summary Report This report shows totals for current expenditures at the expense code level. It does not show lines of detail for individual transactions. Expense codes

29 GL Summary Report Totals for each column are given on the last page of the report. For more detail for expenses under each expense code, see the GL Detail Report or run a GLDDR or AP DDR. Detailed instructions for running this report can be found on the Budget Office Web Page

30 Budget History Report This report shows a specific budget section. For an Appropriated Dept. this will give the detail of transfers going in and out of a budget roll-up (category). Detailed instructions for running this report can be found on the Budget Office Web Page.

31 AP DDR Query This report shows those items that have been processed through Accounts Payable.

32 AP DDR Query This is a sample AP DDR Query This report gives more detail about a specific expense than you might see on the GL Detail Report. Detailed instructions can be found on the Accounts Payable Web Site.

33 GL DDR Query What is a General Ledger? The general ledger is an electronic record containing all transactions relating to the University's assets, liabilities, revenue and expenses. It is a central repository for sub ledgers such as Accounts Payable, Purchasing, etc... The general ledger holds financial and nonfinancial data for the University.

34 GL DDR Query The GL DDR Query shows all transactions that have been processed and are recorded on the general ledger. Directions to run a GL DDR Query are located on the Administrative Accounting Web page.

35 EX DDR Query- Travel & Expense To search by transaction, click the Additional Search button to view the detail of a specific Travel Authorization, Expense Report, or Check Number. Then click on the Additional Search button to return to the query.

36 EX DDR Query- Travel & Expense Most of the columns in this exported Excel file will expand with additional information. To manipulate this information, copy and save into another Excel workbook. Please note: This query will only show those expenses that have been approved for payment or already paid to the employee. It the query results are blank, there are no approved or paid ER transactions for the Department Department ID. Detailed directions for running this report can be found on the Accounts Payable Web page.

37 Travel Authorization View Allows you to look up an individual s Travel Authorizations

38 Expense Sheet View Allows you to look at an individual s Expense Reports.

39 Administrative Accounting Maureen O Leary Suzy White Expense Account Codes

40 Accounts Payable Teri Gormley

41 Sponsored Projects Accounting Jennifer Vance Corrie Newland

42 Budget Office Kay Trotter Carolyn Goetz