peoplesoft financials over view

PeopleSoft Financials Overview

Relationship of PeopleSoft Modules to One Another: Putting

the Pieces Together

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State-wide set-up / configuration

Agency set-up / configuration

Customer/Item /Vendor settings

User defaults/preferences

Transaction data

PeopleSoft Set-up Hierarchy

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Relationships Among PeopleSoft Modules

Projects (grants)

General Ledger / Commitment Control

Purchase Order (ePro)

Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Click on “Search Catalog” for QPA items or “Special Request” to order by description.

Start a New Requisition

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Finish selecting items, enter chartfields, click Save, then Budget Check.

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Budget Check and Combo-EditBudget Check / Commitment Control: Checks transaction against budgets created by agency (APPROP, ALLOT, PROJ/GRT). Most common check is for Appropriation by fund/center/major point.

Combo-Edit: Checks chartfield entries according to Combination Editing Rules set by agency. Most common check is for valid fund/centers.

Potential Budget Check Errors Exceeds Budget Tolerance

(insufficient funds available)

No Budget Found(may indicate ineligible expense)

Date out of bounds (usually for grants)

Exceeds Spending Authority(usually occurs for negative expenditures)

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A Req with a valid budget check is reflected as a pre-encumbrance against the appropriate budget.

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Pre Encumbrance Encumbrance Expenditure

Budget Detail Transaction Report

It is also reflected in budget reports.

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Submit Requisition to generate Approval emails / workflow map.

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Requisition Approvals

Based on role, type of purchase and/or dollar amount.

Some are required by oversight agencies.

Some may be used and/or adjusted by the agency.

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Expedite Requisition to a Purchase Order

1. Populate year with 2 digit FY

2. Verify Buyer

3. Select Line Items for PO

4. Verify Vendor

5. Submit PO

1 2

3

4

5

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When a PO is created, review the Requisition from Manage Requisitions to get PO number.

PO Information for line 2

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Pull up PO through Manage Purchase Orders

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Review bill-to location, save PO, get amount approval, then budget check PO.

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A PO with a valid Budget Check is reflected as an Encumbrance against the appropriate budget AND has relieved the Pre-Encumbrance from the related Requisition.

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Both the purchase order and the reversal of the related requisition are reflected on budget reports.

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Dispatch PO

Validate settings then click Run.

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Wait until the Status of the process is Success.

Click “Details” and then “View Log/Trace” to Print PO.

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Click on the Truck Icon to receive on the order.

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Receive either full or partial shipments.

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Enter asset information, including tag number, serial number, and physical location, if purchase is an asset.

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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In Asset Management users can add or maintain assets, run reports and track physical inventory.

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Add voucher with information from the invoice

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Copy PO Receiver to voucher, complete voucher, save, and click budget check.

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A Voucher with a valid Budget Check is reflected as an Expense against the appropriate budget AND has relieved the Encumbrance from the related PO.

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The voucher and the related reversal of the PO are also reflected on budget reports.

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Pay Cycle – select batch of vouchers for payment. Claim vouchers, travel claims and PO partials/finals can all be paid via diskette interface to the Auditor’s office.

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Use Pay Cycle Manager to complete the steps: Generate trial register, print claim vouchers, create diskette, Approve pay cycle.

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Request Approval and Reimbursement for Travel

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Configure the State’s Rules and Agency Policies for Travel

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Tracking Project Accounting Data Flow

The diagram illustrates the flow of transactions into PeopleSoft Projects and then on to PeopleSoft Billing and PeopleSoft General Ledger

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The Project Costing module can be used to track and control federal grants and/or to track activity costs.

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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Customer information including addresses and contact name/phone is maintained by the billing Agency.

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Invoices can be entered online, loaded through an interface or generated from templates.

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

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If an agency is using Billing, most AR items are created from invoices. In AR items can be added, maintained or have payments applied against them. Collections activities are also performed through AR.

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But Wait…

There’s More!

PeopleSoft is more than REQs and Checks!

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Projects (grants)



Requisition (ePro)

Asset Management

Billing

Accounts Receivable

Time & Labor

PeopleSoft Human

Resources

Inventory

RFQ (ePro)

Receiver (ePro)

Travel& Expenses

Accounts Payable

49

Enter a Budget Journal

Journal Header defines Ledger and has a description.

Journal Lines define chartfields and amount.

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Enter a GL Journal Entry

Journal Header defines Ledger and has a description.

Journal Lines define chartfields and amount.

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Research Transactions Failing Budget Check

Click icon next to voucher ID to review the voucher.

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Search for Budget Overviews

Limit by center, fund, budget ref, major object, etc.

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Budget Overview Search Results

Review by summary or by detail line.

Download lines to Excel.

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Search for Specific Budget Lines

Search for all .9 budgets within an agency for current year.

Search .5 budgets for a given center over last 5 years.

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More Research Using PeopleSoft

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Search for Requisitions

Search by requester, date range, status, and/or REQ ID.

Click REQ Name for details.

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Documents Associated to a Requisition

Click on a document ID to get more details about the transaction.

Click on the “more” icon to get links to accounting entries

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Search for Purchase Orders

Search by buyer, status, vendor, PO ID, etc.

Click PO ID for details.

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Search for Vouchers

Search by vendor, invoice #, voucher ID, status, etc.

Click voucher ID for details.

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Search for Invoices

Search by customer, invoice #, status, etc.

Click invoice ID for details.

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Retrieve AR Summary by Customer

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Search for AR items by Customer

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Review Aging of Agency Receivables

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Use Query Tool to Access Bulk Data

Retrieve specific data from tables based on criteria.

Data from PO_HDR, PO_LINE_DISTRIB by BU, date.