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PeopleSoft Financials A Whole New World

PeopleSoft Financials A Whole New World. Budgeting and NVision Reporting. Presenters. Gina Peach , PeopleSoft Project Software Analyst X43452 gpeach@towson.edu Julie Hall, PeopleSoft Specialist X45560 jmhall@towson.edu Deanna Martinez , PeopleSoft Specialist x44825

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PeopleSoft Financials A Whole New World

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  1. PeopleSoft FinancialsA Whole New World Budgeting and NVision Reporting

  2. Presenters Gina Peach, PeopleSoft Project Software Analyst • X43452 • gpeach@towson.edu Julie Hall, PeopleSoft Specialist • X45560 • jmhall@towson.edu Deanna Martinez, PeopleSoft Specialist • x44825 • dmartinez@towson.edu

  3. PeopleSoft Financials Website Online Tutorial Basic Navigation Chart of Accounts Crosswalk Data • http://wwwnew.towson.edu/adminfinance/fiscalplanning/psfinancials.asp

  4. New Chart of Accounts

  5. Project vs. Initiative Project Beginning and end date Non Routine Specified budget Crosses accounts Can Span Fiscal Years At least $50,000 Should be Capitalized Examples: Buildings, Campus Lighting, Chiller Replacement Initiative (a Shadow System w/in PS) Same criteria as Project, but would not be capitalized Examples: track costs associated with producing and mailing communications. NOTE: THE INTIATIVE VALUE MUST BE ON EACH TRANSACTION IN ORDER TO TRACK – MAY REQUIRE JOURNAL ENTRY TO IDENTIFY

  6. Parent/Child Budgeting Where do I budget? PS Account Level (Detail) Rolls Up to the Parent (Summary) Where does Budget Checking occur? Parent Level NOTE: All transactions will be budget checked!!

  7. Budget Checking by Objects Object 1 Salaries and Wages Overtime Shift Differential Tuition Waivers Object 2 Contractual Employees Contractual Fringe Tuition Waivers PT Faculty and Lecturers Regular Student Help Graduate Assistants Object 3 Communications Objects 4 through 14 = your new Operating! Can Post your own transfers here!

  8. Your transaction Fails Budget Checking – Now what? For Requisitions Enter and submit transfer to cover requisition, notify Budget Office to have transfer processed. For other transactions Enter and submit transfers to cover. Monitor budget for negatives, handle promptly!!

  9. How to Transfer Departments to Enter Budget Transfers On Line! Can Post within Objects 4-14 Must Notify Budget Office to post other journals Must be submitted by Dept giving budget

  10. How to Process Initiatives Further classify activities Into detailed categories Track expenses for specific activity User defined activity User Maintained Enter own budgets Categorize own expenses May require reclassify journal entries See Web for specific instructions on processing

  11. Encumbering Travel Done through Requisitioning Track Budget more efficiently Plan for Future Travel Self Monitoring See website for step by step Instructions or utilize UPK in PeopleSoft

  12. Budget Overview Money has been budgeted Expenses have posted Requisitions have been created HOW DO I KNOW WHAT I HAVE LEFT??

  13. What is Budgets Overview Allows you to view budget activity Can combine multiple Departments Can specify certain accounts Provides quick summary information

  14. BUDGETS OVERVIEW ANY QUESTIONS?

  15. What is NVision? • New PS Departmental reporting tool • Replaces the current budget reports • FBM092 Monthly/Cummulative Report • Recap of Expenditures • Dean/VP Level rollups • Self support fund balance reports

  16. Nvision Benefits/Features • Users will run their own reports • No more waiting for a paper report to be mailed after month end! • MONTH END NOTIFICATIONS • Users select the as of date to run • Run as an HTML or Excel file • Drill down capability • Available only on HTML file • After report is run can: • Email as a link or an attachment • Save to your PC/Network drive

  17. Nvision Benefits/Features • BEFORE NVISION • AFTER NVISION

  18. NVISION Reports Available Report Scopes By 5-Digit Department By 7-Digit Grant/Project By Exec Level rollup Tree VP/Executive Level College School/Department

  19. NVISION Reports Available • Budgets Vs Actual (P&L) • By PS 5-digit Department • REPORT ID=DPL5-digit Dept • EXAMPLEDPL33460 • REPORT NAME =TU_GL200_5-digit Dept • EXAMPLE TU_GL200_33460

  20. NVISION Reports Available Budgets Vs Actual (P&L) By PS 7-digit Grant/Project REPORT ID =P7-digit Grant/Project EXAMPLE P5830100 REPORT NAME =TU_GL200_7-digit Grant/Project EXAMPLE  TU_GL200_5830100

  21. P&L/BBA Sample

  22. NVISION Reports Available • Rev/Exp Transaction Listing • By PS 5-digit Department • REPORT ID =DAT5 Digit Department • EXAMPLE DAT33460 • REPORT NAME=TU_GL301_5-digit Dept • EXAMPLE TU_GL301_33460

  23. Payroll Detail Exp Transaction Listing By PS 5-digit Department REPORT ID =DPR5 Digit Department EXAMPLE DPR33460 REPORT NAME=TU_GL304_5-digit Dept EXAMPLE TU_GL304_33460 SECURED! NVISION Reports Available

  24. Open Commitment Transaction Listing (PreEncumb/Encumb) By PS 5-digit Department REPORT ID=DEN5 Digit Department EXAMPLE DEN33460 REPORT NAME=TU_GL302_5-digit Dept EXAMPLE TU_GL302_33460 NVISION Reports Available

  25. TRANSACTION REPORT EXAMPLE

  26. NVISION Reports Available • Trial Balance (Fund balance) • By PS 4-Digit Fund • REPORT ID=F4-Digit Fund • EXAMPLE F2710 • REPORT NAME=TU_GL100_4-digit Fund • EXAMPLE TU_GL100_2710

  27. Trial Balance (Fund balance) By PS 7-Digit Grant/Project REPORT ID=F7-digit Grant/Project EXAMPLE F5830100 REPORT NAME=TU_GL100_7-Digit Grant/Proj EXAMPLE TU_GL100_5830100 NVISION Reports Available

  28. TRIAL BALANCE SAMPLE

  29. NVISION Reports Available Executive Level Rollups P&L/BBA (NPL) VP LEVEL NPLALEL2 ExNPLAL022-Academic Affairs College Level NPLELDIV3 ExNPL02023-COFAC School Level NPLELSCL4 ExNPL02104-Mass Communications Rev/Exp Transactions (NAT) Payroll Transactions (NPR) PreEncumb/Encumbrance Tran List (NEN)

  30. Running NVision Reports NOTE:Can only run and view reports for your own departments Transaction Drill downs available Towson Transaction Drill Revenue & Expense Transactions Includes Student Financials Interface Includes Payroll summary journals Towson HR Payroll Drill(PS Accounts starting with 5) All Payroll related Transactions Secured Towson Pre/Encumbrance Drill Requisitions (Pre-Encumbrance) Purchase Order (Encumbrances)

  31. NVISION REPORT BOOK • ANY QUESTIONS? • LOG ON

  32. NVision Report Book PS Financials Menu Item:TU Report Distribution

  33. NVision Report Book Click Run NVision Report Book

  34. ClickSearch NVision Report Book

  35. Select which reports to run NVision Report Book Use Deselect all when you have a lot of reports listed and you only want to run a couple. Click the run check Box to select or deselect report to run Report ID indicates Type of report

  36. Enter/Select the as of date Click Run NVision Report Book Click Run 1) Enter Date or Click calendar icon to chose date

  37. NVision Report Book • Select the Type=Web and output Format (HTML vs Excel) • Click OK HTML Recommended For Balance Reports and XLS(Excel) for Transaction Lists Make sure you select Server Name PSNT

  38. NVision Report Book • Click Process Monitor

  39. NVision Report Book • Click Refresh. Note: When the Reports are finished Run Status And Distribution Status Will change to Success/Posted. Once Success then Click Go back to Run NVision ReportBooks

  40. NVision Report Book:Process Monitor • A PROCESS is created every time you select reports and click run or do a drill down on a balance. • Process Monitor lists every process you have run • NOTE: Even if clicked multiple report ID’s only 1 process is run. • Limit the list by: • Number of days • Process Name • TURPBOOK Each report process run • DRILLDWN Each drill down you have done

  41. NVision Report Book • Click Report Manager.

  42. NVision Report Book • Click Administration

  43. NVision Report Book • To Open report • Click Report Description Fund BalanceTU_GL100 P&L (BBA)TU_GL200 Rev/Exp Trans ListTU_301 Pre-encumb/Encumb Trans List TU_302

  44. NVision Report Book:Report Manager • Report Manager lists all the individual reports that have been created from the process(s) you have run. • An individual report is created for each Report ID that you selected. • It also lists all the individual drill down reports that are created when you drill down on a balance. • Limit the list by: • Number of days • Type: • NVISION-REPORTBOOK Reports run • NVISION REPORT Drill Down reports

  45. NVision Report Book • Report displayed. Scroll to review TO DRILL DOWN Click on any blue Dollar link

  46. NVision Report Book • Review Drill down list • Click Run Drill Down

  47. NVision Report Book • Drill Down Report displayed. Scroll to review

  48. NVISION REPORT BOOK • ANY QUESTIONS?

  49. NVision Report Book-To Email Report • Click File/Send As Attachment Page by Email As Link Link By Email NOTE: When user tries to open link Or drill on balance Will automatically Prompt them to Log into PS NOTE:Drill downs only available If ran in HTML format!

  50. NVision Report Book-To Save to desktop • Click File/Save As Note: Can only save In the same format Report was run

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