table of contents - university of akron · budgetary control akron campus unrestricted speedkeys...

Budget Reports and Inquiry for New Users The University of Akron

Table of Contents Chapter 1 : Overview.................................................................................................................. 1-1 Chapter 2 : Definitions................................................................................................................ 2-1

ChartFields............................................................................................................................... 2-1 Accounting and Budget Periods............................................................................................... 2-3 Budgetary Control.................................................................................................................... 2-3

Chapter 3 : Sign In and Sign Out ................................................................................................ 3-1 Sign In to PeopleSoft ............................................................................................................... 3-1 Sign Out of PeopleSoft ............................................................................................................ 3-2

Chapter 4 : Menu Navigation...................................................................................................... 4-1 Discussion................................................................................................................................ 4-1

Terms ................................................................................................................................... 4-1 Steps......................................................................................................................................... 4-2

Chapter 5 : Run Control IDs ....................................................................................................... 5-1 Discussion................................................................................................................................ 5-1 Add a New Run Control ID ..................................................................................................... 5-2 Use an Existing Run Control ID .............................................................................................. 5-4

Chapter 6 : Printing Reports ....................................................................................................... 6-1 Printing Departmental Budget Reports.................................................................................... 6-1

Part A: Processing the Request ............................................................................................ 6-1 Entering Criteria for a Budget Report.............................................................................. 6-3 Using Lookup................................................................................................................... 6-5 More on Entering Criteria................................................................................................ 6-7 Using the Process Scheduler............................................................................................ 6-8

Part B: Using the Report Manager....................................................................................... 6-9 Part C: Print the Report...................................................................................................... 6-13

Budget Report Examples ....................................................................................................... 6-14 Chapter 7 : Use an Existing Run Control ID .............................................................................. 7-1 Chapter 8 : Budget Inquiry ......................................................................................................... 8-1

Steps......................................................................................................................................... 8-1 Working with the Data Grid .................................................................................................... 8-6

Chapter 9 : Business Procedures................................................................................................. 9-1 The Controller’s Office Website.............................................................................................. 9-1 The Budget Office Website ..................................................................................................... 9-3

Chapter 10 : Clearing Cache in Internet Explorer .................................................................... 10-1 For the PC .............................................................................................................................. 10-1 For the Macintosh .................................................................................................................. 10-2

Ver. 2006.12.07 [email protected] These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.


Appendix A Configure the Internet Explorer .......................................................................... A-1Part A: Disable Sites from Pop-Up Blockers.......................................................................... A-1 Part B: Configure for Excel Files............................................................................................ A-5

Appendix B Favorites in Internet Explorer ............................................................................. B-1 Create a Favorite ..................................................................................................................... B-1 Use a Favorite ......................................................................................................................... B-2 Organize Favorites .................................................................................................................. B-3

Appendix C Creating a Budget Report as an Excel File ......................................................... C-1 Appendix D Using the Download to Excel Tool..................................................................... D-1 Appendix E ChartField Lookup ...............................................................................................E-1 Appendix F Pool Accounts ......................................................................................................F-1 Appendix G Income and Expense Accounts ........................................................................... G-1 Appendix H Report List .......................................................................................................... H-1 Appendix I Trial Balance Reports ...........................................................................................I-1 Appendix J Creating Reports to Distribute to Others ............................................................. J-1

Ver. 2006.12.07 [email protected] These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.


Chapter 1 : Overview In PeopleSoft version 8.9, you will use the applications in an Internet environment. The system will require the installation of only the web browser, Internet Explorer, on individual user machines. Installation of client software on your computer will not be required. Using the Internet Explorer, you will sign in to your PeopleSoft applications as you would when opening your favorite website. This course is intended for faculty, staff and student employees who are new users of the PeopleSoft version 8.9 Financials system. Frequently-used data and procedures will be reviewed. In the previous course, Financial Upgrade for New Users, you reviewed navigation, printing and inquiry procedures in PeopleSoft Financials version 8.9. In this course, procedures are reviewed for printing and viewing Budget data.

Ver. 2006.12.07 [email protected] 1-1 These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.


NOTES:



Chapter 2 : Definitions

ChartFields

The PeopleSoft system uses the five ChartFields to categorize and track all financial transactions. The function of each ChartField can be broadly defined as follows: Fund: This ChartField represents the highest level of University accounting. For regular

departmental SpeedTypes, the fund will be 10000 for the Akron campus and 11000 for the Wayne campus. Departmental Sales funds will start with the digits “108” while Auxiliary funds will start with the digit “2”. All restricted funds will be composed of the last five digits of their related SpeedType.

Department: This ChartField defines the owner of the transaction. It will start with either A or

W to indicate the campus. The HR home department is incorporated into the department ChartField as digits 2 through 5.

SpeedType Department 0383 – Geography 201130 Geography and Planning A0383001 201131 Course Fee – Geography & Plan A0383002 207006 Info Tech Fee-Geography A0383009 211130 Geography-Wayne College W0383001 1840 – Business Tech 202530 Business Technology A1840001 202531 Course Fee – Business Tech A1840002 212530 Business & Office Tech-Wayne W1840001

Program: This ChartField defines the expenditure function, or type of activity. Examples

are Instructional, Research or Institutional Support.

Program 1000 Instruction and Dept Research 2000 Separately Budgeted Research 3000 Public Service 4000 Academic Support 5000 Student Services 6000 Institutional Support 7000 Operation and Maintenance of Plant 8000 Scholarships and Fellowships 9000 Auxiliary Enterprises



Class: This ChartField defines the type of funding. For example, OPER is used for regular operating SpeedTypes while FRG is used for Faculty Research grants.

Account: This ChartField classifies the nature of a transaction, for example, sales, office

supplies or travel. Accounts are either budgetary pool accounts or detail transaction accounts.

NOTE: A list of both pool and detail accounts are included as an Appendix in this manual.

There are several methods to obtain the ChartField values for a particular budget (SpeedKey). One of the easiest ways is to inquire on the budget, as reviewed in Chapter 8 of this manual. The ChartField values appear at the top of each of the three inquiry pages.



Accounting and Budget Periods

At The University of Akron, the accounting year, known as the Fiscal Year, runs from July 1 through June 30. Each fiscal year is named for the year in which it ends. For example, the 12 month period running from July 1, 2006 through June 30, 2007 is referred to as the 2007 Fiscal Year. In many places throughout the financial system, Budget Period is used synonymously with Fiscal Year. The months of the year are called Accounting Periods and are numbered 1 through 12. July, the first month of the fiscal year, is assigned the number 1. August is assigned number 2, and so on.

Budget Period (Fiscal Year) Month Accounting Period July 1 August 2 September 3 October 4 November 5 December 6 January 7 February 8 March 9 April 10 May 11 June 12

Budgetary Control Akron campus unrestricted SpeedKeys (such as the regular, operating departmental budgets), as well as grants and projects, will be under full budgetary control, producing budget checking errors if a transaction exceeds the available balance. SpeedKeys for Wayne unrestricted, auxiliaries, gifts and agencies have a different level of budgetary control, only producing a budget checking error if no budget exists for the desired ChartField combination.



NOTES:



Chapter 3 : Sign In and Sign Out Sign In to PeopleSoft What you do What happens 1. Open the Internet Explorer. 2. If this is the first time that you are

logging in, type the URL given to you by your instructor. Set this as a favorite in the Internet Explorer. If you have set the PeopleSoft Sign-In page as a favorite, select it from the favorites list. NOTE: For instructions on setting favorites in the Internet Explorer, see Appendix B.

The Sign In page for PeopleSoft Financials is displayed.

3. Enter your User ID and password in all

capital letters.

4. Click on the button.

The home page for PeopleSoft Financials is displayed.

5. OPTIONAL:

Press F11 to use the Full Screen view in the Internet Explorer. In the Full Screen view, the Internet Explorer’s title bar, status bar, menu bar and toolbars are hidden, as well as the Windows taskbar. This allows more display area for the PeopleSoft pages. Pressing F11 again will return to the Normal view in the Internet Explorer.



Sign Out of PeopleSoft What you do What happens 1. DO NOT PERFORM THIS STEP

UNTIL THE END OF CLASS. To sign out, click on the link in the top right corner of the web page.

2. When the PeopleSoft Sign In web page is displayed, close the Internet Explorer. Important: You need to sign out of PeopleSoft using the link. Do not close the Internet Explorer until you sign out and see the Sign In web page as shown at the right. If you do not sign out, your PeopleSoft session remains open until your session times out.

The Sign out link is indicated by the arrow.

After you sign out, the PeopleSoft Sign In web page is displayed.



Chapter 4 : Menu Navigation Discussion In version 8.9 of PeopleSoft Financials, the data and your choices are presented as web pages. The menu is displayed on the left side of the page. As you make selections, the menu expands itself until you make your final selection. Terms

Navigation header: The links displayed in this header will remain at the top of every page in the Financials application.

Menu Groups: The Home page lists the menu groups to which you have access. These groups represent a set of functions. When you select a menu group, the group is expanded to list the menus that are a part of that group.

Menu: These selections are groups of business processes.

Menu Items: These selections are specific business processes, such as Use, Inquire, Report.



Steps What you do What happens 1. Review the Home web page for PeopleSoft Financials.

Navigation header

Menu groups

2. From the menu, select

Process Financial Information. Then, select UA Department Inquiries.

The following page is displayed.

3. In the Report list, select

Departmental Budget Reports. The Departmental Budget Reports – Find an Existing Value page is displayed.



What you do What happens

4. To hide the main menu, click on its

Collapse button . The main menu with its collapse button displayed

When the main menu is collapsed, the page is displayed without the main menu.

The Collapse button has changed to be the Expand button . The Expand button is located in the upper left corner of the page. Click on the Expand button to display the main menu.



NOTES:



Chapter 5 : Run Control IDs

Discussion What is a Run Control ID? A Run Control ID is an identification code that represents:

◘ your PeopleSoft ID ◘ the process you are running, such as printing a departmental budget report or printing a

requisition ◘ your criteria for that process, such as Budget Period 2007, Accounting Period 5,

SpeedKey 200704 for a Departmental Budget Report. Think of a Run Control ID as a Request Name. Each process that you run needs its own unique Run Control ID. If you print Departmental Budget Reports and print Requisitions, you will create one Run Control ID for printing Departmental Budget Reports and one Run Control ID for printing Requisitions. When do you create a Run Control ID? The first time that you run a process, you need to create a Run Control ID. Some examples of processes are gathering the data to print a Departmental Budget Report or gathering the data to print a Requisition. When you run the process in the future, you use the same Run Control ID as the first time that you ran the process. You can change the criteria each time you run the process. What are the characteristics of a Run Control ID? A Run Control ID can be up to 30 characters in length. It cannot contain spaces. Some examples of Run Control IDs are BudgetPrint8 or ReqPrint8. NOTE: When creating your Run Control ID, do not use the % (percent sign) in its name. For example, UnrestrA0660% is not a valid Run Control ID. UnrestrA0660 is a valid Run Control ID.



Add a New Run Control ID You only need to follow these steps the first time that you run a Budget Report. The next time(s) that you run the report, use the Run Control ID that you create here. What you do What happens 1. Click on the Add a New Value link or on

the Add a New Value folder tab.

The Add a New Value page is displayed.

2. Type a Run Control ID with a maximum number of 30 characters and no spaces. In class, type BudgetReportXXX, where XXX are your initials.

The Run Control ID is added to your list of Run Control IDs. The Departmental Budget Reports page is displayed.

3. Click on the Add button .

Link

Folder tab



Use an Existing Run Control ID Once you have created a Run Control ID for a report, you can use that Run Control ID over and over. If you need to change the criteria, you can. What you do What happens 1. Navigate to the Find an Existing Value

page for the report you need. In this example, the Departmental Budget Reports – Find an Existing Value page is displayed.

A list of your Run Control IDs is displayed. 2. Click on .

If you only have one Run Control ID for that report, the criteria page for the report will be displayed immediately. You will not need to choose a Run Control ID from the list.

3. In the Search Results area, click on the link for the Run Control ID that you want to use.

The criteria page for the report is displayed.



Chapter 6 : Printing Reports Steps for creating and printing reports

1. Navigate to the location of the report’s Find an Existing Value page using the menu or the favorites that you have set.

2. Add a new Run Control ID if you are running this type of report for the first time OR From the Search link, select the Run Control ID for this report if you previously have run this type of report.

3. Type in the criteria for your report. For a budget report, this might be the Budget Period (fiscal year), Accounting Period (fiscal month) and the SpeedType.

4. Click on the Run button. Select PSNT as the Server and mark the reports that you want. 5. Click on the Report Manager link and then the Administration folder tab. 6. On the Administration page, click on the link for the report’s Description. 7. Use the standard Windows print options.

Printing Departmental Budget Reports NOTE: If the SpeedType begins with a 5 or 7, use the Project to Date Reports menu option to print the budget report. Part A: Processing the Request What you do What happens 1. From the menu, select




Departmental Budget Reports OR If the SpeedType begins with a 5 or 7, select Project to Date Reports.

In class, the Departmental Budget Reports – Find an Existing Value page is displayed.



What you do What happens 3. If this is the first time that you are

printing a Budget Report, click on the Add a New Value folder tab to add a Run Control ID as outlined in the steps in the previous chapter. If you have an existing Run Control ID, click on to select it.

The Departmental Budget Reports page is displayed. NOTE: If you only have one Run Control ID for that report, the criteria page for the report will be displayed immediately. You will not need to choose a Run Control ID from the list.

4. Type the criteria for the report. You must indicate the Budget Period (fiscal year) and the Accounting Period (fiscal month). In this example, type: Budget Period: 2005 Accounting Period: 2 Then, type the additional criteria to specify the reports you need. Click on to save the criteria to the Run Control.



Entering Criteria for a Budget Report The criteria that you enter on this page determine which budgets (SpeedKeys), month and year will print. Here are some suggestions to assist you in entering criteria.

◘ Enter the Budget Period (Fiscal Year) and Accounting Period (Fiscal Month). These are required fields. Then determine what additional criteria you need.

◘ To print the reports for a single budget, enter the SpeedKey. If you enter a SpeedKey, only three fields should have criteria: Budget Period, Accounting Period and SpeedKey.

◘ To print the reports for an entire department, enter the first five characters of the

Department ChartField followed by a percent sign %. For example, A0660% would print all the budgets for the Mechanical Engineering department on the Akron campus.



◘ To print the reports for all the budgets with a certain Fund Type, enter the first digit of the Fund Type followed by a percent sign %. For example, 1% would print all of your budgets with unrestricted Fund Types, 2% would print budgets with an auxiliary Fund Type, 3% would print budgets with restricted Fund Types.

NOTE: After you enter the criteria, click on to save the criteria to the Run Control.



Using Lookup If you do not know the valid values for a field, use the Lookup button for that field. In this lesson, you decide to enter the criteria to print all the budgets for your Department, but you do not know the first five characters for your Department. What you do What happens 5. Click on the Lookup button for the

Department field. The Look Up page is displayed with the first 300 rows of the Department list. In PeopleSoft search results generally are limited to 300 rows. Some of the search results restrict the results to a lower number.

6. You probably will search by the

Description or Manager Name fields. To do so, you select an operator at the down arrow and type the search text in the edit box. a. In class, click on the down arrow

for the Description field and select contains.

b. In the edit box, type Engl.

The Look Up page is displayed with your search criteria.



What you do What happens 7. Click on . The items that match your criteria are displayed in

the Search Results at the bottom of the page.

Review the Department IDs for English in this list. Remember that the first character of the Department ChartField defines whether the department is on the Akron or Wayne campus. The following four characters are the home department. The first five characters for the English Department on the Akron campus are A0330 .

8. Click on any link to select that row. In class, click on .

The Departmental Budget Reports page is displayed. If you selected a link, that value is entered. To request all the English Department budget reports, you would enter A0330% in the Department field on the Departmental Budget Reports page.

NOTE: To lookup a list of the SpeedKeys to which you have security, click on the Lookup tool

next to the SpeedKey field . Lookup generally has a limit of 300 values to display.



More on Entering Criteria What you do What happens 9. In class, enter the SpeedKey, 200704. 10. If your criteria will result in the printing

of the report for more than one budget (SpeedKey), review the following.

a. To sort the printed reports in the order of the SpeedKeys, type a Y in the Sort by SpeedKey field.

b. If you have requested the Departmental Budget Summary Report and would like each SpeedKey’s report to begin on a new page, type a Y in the New Page for Each SpeedKey field.

The word Saved is displayed briefly in the upper right corner of the page. 11. Click on the Save button to

save the criteria.



Using the Process Scheduler What you do What happens

12. Click on the Run button .

The Process Scheduler Request page is displayed.

13. Server Name should be PSNT. 14. The following fields will default to:

Run Date: Current Date (System Date) Run Time: Current Time (System Time)

15. For the reports that you wish to run, click to place a check mark in checkboxes for the Select field.

16. Note the following fields will default to: Type: Web Format: PDF NOTE: To send the report to a file that can be opened in Excel, change the Format to CSV (comma separated value). At this time, only the PDF and CSV formats are valid as choices.

The word Processing will flash in the upper right corner of the page. The Departmental Budget Reports criteria page is displayed.

17. Click on the button.



Part B: Using the Report Manager What you do What happens 1. Note the Process Instance number(s) at

the top, right of the page. These numbers are needed to print the requested report(s). There will be one, unique Process Instance Number for each report.

2. Click on the link at the top of the page.

The Process Instance numbers and the Report Manager link are available at the top, right of the page.

After selecting the Report Manager link, the Report Manager pages are displayed. The List page will be on top.

3. Click on the folder tab for the

Administration page of the Report Manager.

Report Manager link

In this example, 2 reports were requested, so there are 2 process instance numbers.



What you do What happens 4. Use the PrcsInstance column to locate

the Process Instance number for the report to be printed.

The Administration page is displayed. The list of reports available for your operator ID is listed.

5. The report is not complete and available for printing until the Status column reads Posted. Click on the button to update the display and to see the change in the status. The display does not refresh automatically. You may need to click on the Refresh button several times until the Status changes and the column reads Posted.

In Report Manager, there are several status levels:

Scheduled The process was just added to the report request.

Processing Process Scheduler has initiated the program and is running the process at that time.

Generated The report has finished processing and all files are available for transferring.

Posting The report is in the process of being transferred to the Report Repository.

Posted The report has finished posting and is ready to be viewed.

6. Once the report status is Posted, use the Description column to locate the report and click the report name to open the report.

The Administration Page:

The Delete button is not operable. Reports are deleted automatically on the eighth day. See the NOTE at the end of this lesson.

The report name will become a hyperlink once the status is Posted. Use this hyperlink to view the report.



What you do What happens 7. Note that the report opened in a second

window, separate from the original window for PeopleSoft. On the Windows’ task bar at the bottom of the screen, there is a button for the Report Manager and a button for the display of the report.

After selecting the report name link, the budget report is displayed in the browser as a PDF file, as shown on the following page. This window is a new window, separate from the window in which the Report Detail page is displayed.




Adobe Acrobat Reader’s toolbar

Printer tool



Part C: Print the Report What you do What happens

1. Click on the Printer tool in Adobe Acrobat’s toolbar.

The Print dialog box is displayed.

2. Change any printing options as needed. Click on OK.

The report is directed to the printer.

3. Close the Adobe Acrobat window by clicking on its X.

The Administration page is displayed.

4. To return to the Departmental Budget

Reports criteria page, click on the link

OR Make any selection from the menu to begin another task OR Click on the link in the Navigation Header at the top right corner of the page to exit from PeopleSoft.

If you clicked on the link

, the Departmental Budget Report criteria page is displayed.

NOTE: A report that you have run will be saved and available to you for seven days from the time that you ran the report. On the eighth day, the report is deleted from the system automatically. To view and print a saved report, navigate directly to the report manager. Enter the path: Reporting Tools, Report Manager. Click on the Administration folder tab.



Budget Report Examples

Departmental Budget Summary



Departmental Budget Detail



NOTES:



Chapter 7 : Use an Existing Run Control ID What you do What happens

A list of your Run Control IDs is displayed in the Search Results area of the page.

1. On the page, click on the button.

When results are displayed in the format that is seen here, it is called a grid.

2. Note that the total number of rows retrieved is listed in the header of the grid. In the example shown, there are 4 rows.

3. Note the navigation that is available in the viewing tools on the navigation bar of the grid. The viewing tools are useful if results are lengthy and are displayed on more than one page. In the example shown, the results are displayed on a single page, so that the viewing tools are not necessary.

Select View All to display all the results on one web page. Be prepared to scroll.

Select First to navigate to the first page of results.

Select Last to navigate to the last page of results.

Select the to

navigate to the previous page.

Navigation bar

Select the to

navigate to the next page.



What you do What happens 4. In the Search Results grid, click on the

link for the Run Control ID that you created earlier in class (BudgetReportXXX).

The Departmental Budget Reports component is displayed. The criteria you used for your last report is displayed.

5. You may change any of the criteria. 6. Click on to save the changes to

your Run Control ID. 7. Run the budget report.



Chapter 8 : Budget Inquiry In Chapter 5, you learned to print a hard copy of the Budget Reports. In this chapter, you review the data online.

Steps What you do What happens 1. From the main menu, select



2. From the Inquire list, select

UA Department Budget OR For SpeedTypes that begin with 5 or 7, select Project-to-Date Budget.

The UA Department Budget search page is displayed.




3. Enter criteria to locate the budget that

you want to view. In class, enter the SpeedType Key 200704.

The items that match your criteria are displayed in the Search Results at the bottom of the page.

Since you did not specify a Budget Period (fiscal year), each of the Budget Periods for 200704 is listed. If only one budget matches your criteria, that budget will be displayed immediately.

4. Click on any link for the budget that you want to view. In class, select the 2004 Budget Period.

The Budget Summary page is displayed.




The top of the page displays the ChartFields for this budget, the descriptions of the Department and Fund and the Manager Name.

The bottom of the page displays a comparison of Budget to Actual YTD data and the Remaining Balance.

5. To display the Fund Summary page, click

on the folder tab at the top of the page OR Click on the Fund Summary link at the bottom of the page

The Fund Summary page is displayed.




6. Click on the folder tab at the top of the page or the Detail link at the bottom of the page.

The Detail page is displayed.

To view the YTD actual transaction detail,

click on the in the Jrnl Trn column for the pool account that you want to review.

To view the budget journal details, click on the in the Budg Trn column for the pool account that you want to review.

The Detail page provides a comparison by pool account of the Budgeted Amount to the YTD Actuals.

Note that this budget’s Fund is 10000. It is an unrestricted, departmental budget. The Fund Summary frame is not applicable.

In the YTD Actuals frame, a summary of the year’s revenue and expenditures is shown. In the Fund Summary frame, the current balance of the Fund is shown, which includes the balance at the beginning of the year.

This page was designed primarily for the analysis of funds that do not require budgetary control.



What you do What happens 7. Click on the in the Budg Trn

(Budget Transactions) column for the pool account Supplies and Services 5700.

The Budget Journals page is displayed.

8. Click on . The Detail page is displayed.

9. Click on the in the Jrnl Trn (Journal Transactions) column for the pool account Supplies and Services 5700.

The Transaction Detail page is displayed.

This page displays the entries for the initial budget amount for the pool and any transfers of budgeted dollars in or out of this pool. These are Budget journal entries.

This page provides a list of all transactions that have been posted to the selected pool.

Terms used in the Budget Inquiry pages: Pre-Encum Amt: The pre-encumbered amount is the amount from current requisitions. Encum Amt : The encumbered amount is the amount from current purchase orders. Expended Amt: The expended amount represents the current period-to-date expense, from

all sources, whether it is accounts payable, interdepartmental charge, financial aid, etc.



Working with the Data Grid On many of the pages in PeopleSoft Financials, the data is presented in a grid, as you see on the Transaction Details page. The header for the grid has links and tools to:

◘ Customize the grid

◘ Change the View

◘ Download to Excel

◘ Find an item in the grid IMPORTANT: Before downloading data to Excel, follow the instructions in the Appendix titled “Configure Your Computer.” These instructions need to be completed only once, before you download data for the first time. What you do What happens

1. To customize the appearance of a grid, refer to Appendix C in the Financials Introduction for New Users manual.



What you do What happens 2. To change the View, use the View tools.

In the example shown in the right hand column, there are 29 records. Twelve of the records are displayed on the page at the current time.

3. In class, click on View All . You may need to scroll to view the line items. Here are two advantages to View All.

◘ All of the transactions are displayed on one page with a maximum of 100 lines to a page.

◘ You can print the Transaction Detail page by using File, Print Preview in the Internet Explorer menu. Changing the options to Landscape the paper and to print “All frames individually” may be helpful, as indicated below.

4. To download the transactions to Excel,

click on the Download tool . Then follow the instructions in Appendix D.

Before downloading data to Excel for the first time, follow the instructions in Appendix A: Configure the Internet Explorer.

5. To Find a line item, click on Find. The Find dialog box is displayed.

6. Type the word or phrase that you want to locate.

Find only searches the visible fields and rows.

Select First to navigate to the first page of results.

Select Last to navigate to the last page of results.

Select the to

navigate to the previous page.

Select the to

navigate to the next page.

Select View All to display all the results on one web page. Be prepared to scroll.



What you do What happens 7. Click on . The first line item that meets your criterion is

moved to the top of the list. 8. To sort the line items, click on the field

name (header) for that item.

In class, click on .

The items are sorted in ascending order by that field. NOTE: Click on the field name for a second time to place the items in descending order.

9. Click on . The Detail page is displayed. 10. To view another budget from the list at

Search Results, use the

buttons.

The page is changed to display the next budget in the Search Results list.

The UA Department Budget search page is displayed.

11. To search for another budget to review,

click on . 12. Click on any link in the Search Results to

view a budget on the list. 13. Click on to remove the criteria

from the search page and to enter criteria for a new search.



Chapter 9 : Business Procedures The forms required for Adjusting Journal Entries are available at the website for the Controller’s Office. The Budget Amendment and New Account Request forms are available at the website for the Budget Office with links to these forms available from the Controller’s website. The Controller’s Office Website What you do What happens 1. Open the Internet Explorer (or your

browser of choice). 2. Enter the URL

http://www.uakron.edu/busfin/controller/ 3. Press the ENTER key.

The home page of the Controller’s Office is displayed.

The PeopleSoft Forms page is displayed.

4. Click on the link on the left side of the page.


http://www.uakron.edu/busfin/controller/


What you do What happens 5. Click on the link for the

.The File Download dialog box is displayed.

6. In the File Download dialog box, click on the Open button.

The form is opened as an Excel worksheet for you to complete, print and mail.



The Budget Office Website What you do What happens 1. Open the Internet Explorer (or your

browser of choice). 2. Enter the URL

http://www3.uakron.edu/rab/ 3. Press the ENTER key.

The home page of the Budget Office is displayed.

4. Click on the Budget Amendment Form text to transfer dollars: Between pool accounts in one SpeedType OR From one SpeedType to another SpeedType.

The Forms page is displayed.

5. Click on the PDF or Excel link for the Form that you need. For each form, you may choose a PDF file to open, print and fill out or an Excel file to open, fill out and print.

The File Download dialog box is displayed if you chose an Excel format. The PDF file is opened in the Internet Explorer if you chose a PDF format.


http://www3.uakron.edu/controller/


What you do What happens 6. If the File Download box appeared,

click on OPEN. If the form was opened as a PDF file,

click on the printer tool in the Adobe Reader toolbar.

The form is opened as an Excel file. The print dialog box is displayed. Here is the Budget Amendment form as an Excel file.



Chapter 10 : Clearing Cache in Internet Explorer The temporary internet files are copies of the web pages that you recently opened. The web pages are copied, so that if you open them again, the pages will be displayed quickly. It is a good practice to occasionally clear the cache. For the PC What you do What happens 1. From the Internet Explorer menu bar,

click on Tools, Internet Options.

The Internet Options dialog box is displayed.

2. On the General tab, click on the button.

The Delete Files message box is displayed.

3. Click in the checkbox for Delete all offline content.

4. Click on OK.

The hourglass will appear while the files are being deleted. If you have not cleared cache recently, this may take a minute or several minutes. When cache is cleared, the hourglass is no longer seen. The Internet Options dialog box is displayed, as shown in step 1.

5. In the Internet Option box, click on OK. 6. Close the Internet Explorer by clicking

on its X.



For the Macintosh What you do What happens 1. From the Internet Explorer menu bar,

click on Explorer, Preferences.

The Internet Explorer Preferences box is displayed.

2. In the scroll box on the left, locate the Web Browser menu.

3. From the Web Browser menu, locate and click on Advanced.

4. In the Cache frame, click on the Empty Now button.

5. When the files are deleted, click on OK.



Appendix A Configure the Internet Explorer Two sets of instructions are required for your computer: 1. In order to view reports using the Report Manager in PeopleSoft Financials, the Internet

Explorer must allow pop-ups that originate from the uakron.edu domain. 2. On the Process Scheduler page, if you request the Type of report as Web and the Format of

the report as CSV and run the report, when you view the report using the Report Manager, the report will open in the Internet Explorer. Since you want the report to open in Excel as a worksheet, Windows must be configured to open the reports in Excel. Also, if you click on the download tool, when viewing information in a grid, the data should be downloaded to Excel.

The following instructions need to be completed only one time. Do these before requesting a report in PeopleSoft. Part A: Disable Sites from Pop-Up Blockers What you do What happens 1. Open the Internet Explorer at

Start, All Programs, Internet ExplorerOR Double click the Internet Explorer icon

on the desktop.

The Internet Explorer is opened.

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What you do What happens 2. From the Internet Explorer’s menu, select

Tools, Internet Options. The Internet Options dialog box is displayed.

3. Click the tab. The Privacy page of the dialog box is displayed.

4. The checkbox for Block pop-ups should

be checked , as shown here.




5. Click the button located at the bottom of the dialog box.

The Pop-up Blocker Settings dialog box is displayed.

6. In the text box under “Address of Web

site to allow,” type *.uakron.edu

Under “Allowed sites” you should see *.uakron.edu.

7. Click the button.



What you do What happens 8. The checkbox for “Show Information Bar

when a pop-up is blocked”

should be checked, as shown here.

The Pop-up Blocker Settings dialog box is closed. The Internet Options dialog box is displayed.

9. Click the button.

10. Click OK. The Internet Options dialog box is closed.



Part B: Configure for Excel Files What you do What happens 1. Double click on the My Computer

icon on the desktop.

The My Computer window opens.

2. From the menu, click on Tools, Folder Options.

The Folder Options dialog box is displayed with the File Types page on top.

3. Click on the File Types folder tab.



What you do What happens 4. In the Registered file types list, scroll to

locate and select XLS – Microsoft Excel Worksheet. It will be near the bottom of the list.

5. Click on the Advanced button. The Edit File Type dialog box is displayed with the change. 6. In the Edit File Type dialog box, click to

clear the checkboxes for:

• Browse in same window (or Open Web documents in place)

• Confirm open after download

7. Click on OK. The Folder Options dialog box is displayed. 8. Complete steps 4-7 for the File Type

XLA.

9. Complete steps 4-7 for the File Type XLB.

10. Complete steps 4-7 for the File Type CSV.

11. In the Folder Options dialog box, click on Close.

The changes are saved. The My Computer window is displayed. 12. In the My Computer window, click on its

close button .



Appendix B Favorites in Internet Explorer When you find an Internet site that you like and want to use again, you can save the address (URL) as a Bookmark, which is also referred to as a Favorite. You can add new favorites, delete favorites and organize favorites. The favorites feature is just a folder that you use to store Internet shortcuts. Favorites will save you a lot of time if you tend to use the same Web sites frequently. Create a Favorite

What you do 1. Go to the Web page that you want to set as a favorite.

From the menu, select Favorites, Add to Favorites. 2.

3. In the Add Favorite box, either leave the default Name or type in a new name for the site so that you will easily remember the new favorite name for retrieval.

Select OK.

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Use a Favorite

What you do 1. From the menu, select Favorites.

2. Locate the favorite you want to navigate to from the Favorites list on the menu, and select it to go to that Web page.



Organize Favorites

What you do If you set a lot of favorites, you can use the menu option of Favorites, Organize Favorites to create folders and to organize, move, or delete your favorites.

• To create a folder, click on the Create Folder button and type the name of the folder over “New Folder” in the folder name frame on the right side of the Organize Favorites box.

• To rename a folder, click once on the folder to select it. Then, click on the Rename button and type the new name in the folder name frame on the right side of the Organize Favorites box.

• To move a favorite into a different folder, select the link (favorite) on the right and then click on the Move to Folder button and select a new folder.

1.

• To delete a favorite, select the link (favorite) on the right and then click on the Delete button. Click on Yes to confirm the deletion.

After you are finished making changes, click on the Close button.



NOTES:



Appendix C Creating a Budget Report as an Excel File The process of creating a budget report as an Excel file follows the same steps as those of creating any budget report with three basic changes.

◘ Before creating a budget report as an Excel file for the first time, configure Internet Explorer to open the report in Excel, rather than Internet Explorer. This only needs to be done once. Follow the instructions in Appendix A.

◘ On the Process Scheduler page, change the Format of the report to CSV. ◘ Save the report as an Excel file.

The steps to create a Budget Report as an Excel File are the same as the steps to create a Budget Report as a PDF file with a few differences. In the instructions given here, steps that are different or new are shaded in gray. What you do What happens 1. From the menu, select




Departmental Budget Reports. The Departmental Budget Reports – Find an Existing Value page is displayed.

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What you do What happens 3. To create a new Run Control ID, click on

the Add a New Value link. Type a new ID with no spaces and no more than 16 characters. Click on the Add button. To use an existing Run Control ID, click on the Search button. Select the Run Control ID to use from the list of results.

The Departmental Budget Reports component is displayed.

4. Type your criteria. In this example, Budget Period 2004, Accounting Period 1 and SpeedKey 200704 are the criteria.

5. Click on the Save button.

6. Click on the Run button. The Process Scheduler page is displayed.

7. The Server Name should be PSNT. 8. Do not change the Run Date or Run

Time. 9. Place a checkmark in the Select box for

the reports to be run to Excel files. 10. For each report to be run to an Excel file,

be sure that the Format is CSV.

The Process Scheduler page is displayed with your changes.



What you do What happens 11. Click on OK. 12. Note the Process Instance number(s) at

the top, right of the Departmental Budget Reports component.

Your request is processed. The Departmental Budget Reports component is displayed with a Process Instance number for each report that you requested.

13. Click on the Report Manager link. The Report Manager component is displayed with the List page on top.

14. Click on the Administration folder tab. The Administration page is displayed. 15. Locate the Process Instance number(s)

in the Report List area.

16. Click on the Refresh button until the Status for the reports is Posted.

The Report Name will become a hyperlink once the status is Posted. Use this hyperlink to view the report.



What you do What happens 17. On the Administration page, click on the

Report Description hyperlink.

The File Download box appears.

18. Click on the Save button. The Save As dialog box is displayed.

19. Select the drive and folder to which the file will be saved.

20. Type a name for the file. 21. Verify that Save as type is Microsoft

Excel Worksheet. 22. Click on the Save button.

The report is saved as an Excel file and opened in Excel.



Appendix D Using the Download to Excel Tool

In the inquiry results grid, a tool is available to download the data in the grid to Excel. Click on

the Download tool , save the data to an Excel file and open the file in Excel. Be sure to follow the instructions in Appendix A of this manual to configure the Internet Explorer before you use the download tool.

In the data grids in PeopleSoft Financials, the Download tool is displayed in the grid’s header.

What you do What happens 1. Follow the instructions in Appendix A of

this manual to configure the Internet Explorer. The instructions only need to be done once.

2. If you want the Excel file to contain the data on both tabs, click on the Show All Columns tool so that all the data is displayed. The Download tool only uses the data on the tab that is visible at the time you click on the tool. When the search results are displayed in the grid, click on the Download tool in the grid’s header.

The File Download dialog box is displayed.

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3. Click on to save the data in the grid to an Excel worksheet.

The Save As dialog box is displayed.

4. At Save in, navigate to the drive and

folder in which to save the file. 5. At File name, type a file name. 6. Click on .

The data is saved as an Excel worksheet file and the file is opened in Excel.

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Appendix E ChartField Lookup What you do What happens/Notes 1. Enter the path:

Set Up Financials/Supply Chain Common Definitions

The Common Definitions page is displayed.

2. From the Design ChartFields list, select

the Define Values link The Define Values page is displayed.

3. Select the ChartField Values link. The ChartField Values page is displayed.

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What you do What happens/Notes

4. Select a link to a ChartField. The Find an Existing Value page for the

selected ChartField is displayed.

5. Enter the criteria for your search. For information on the use of Search (Find an

Existing Value) pages and Look Up tables, see Chapter 6. The data that meets your criteria is displayed in the Search Results area of the page.

6. Click .

If needed, click to checkmark the Include History box to show all the rows of related data.




The View tools

7. Use the View tools in the grid header to locate a specific item in the Search Results.

The selected data page is displayed.

8. Click anywhere in that line to go to the data page.




Click on the Return to Search button to return to the Search page.

Click on the Next in List and Previous in List buttons to scroll through the rows of data returned in the Search Results.

9. If you did not mark the Include History checkbox on the Search page, you may click on to show all the rows of related data.

10. Click View All to display all the rows on one page.

Alternatively, you may use the View tools to view each row individually.

11. To access other types of ChartFields,

click the ChartField Values link in the Main Menu.

The ChartField Values page is displayed.




12. Select another link in the ChartField

Values list.



NOTES:



Appendix F Pool Accounts

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NOTES:

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Appendix G Income and Expense Accounts

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NOTES:



Appendix H Report List

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PeopleSoft ver 8 - Report Grid Description Ways to use Report Number UBDS0001

Report Name Dept Budget Summary Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides a pool level 1) Use this report to review the comparison of Budget to Actual YTD remaining balances in your six- data and the remaining Available digit accounts (SpeedTypes) in Balance. Open requisitions and total and by pool.

2) Run this report purchase orders are summarized in to Excel and sort by pool to the Open Commitment column and analyze the position of certain listed in detail in the Open pools for all of your SpeedTypes. Commitment Status section of the 3) Determine which Purchase report. Orders are still open.

Report Number UBDS0002

Report Name Dept Budget Detail Navigation Process Financial Information/ UA Department Inquiries/ Report This report lists all revenue and Use this report to verify that all expenditure transactions for the transactions booked to your accounting period selected. SpeedTypes are appropriate.

Report Number UBDS0004 Report Name Dept Budget Summary - One-Line Navigation Process Financial Information/ UA Department Inquiries/ Report This report displays the bottom line Select all, or a subset, of the position for any SpeedTypes selected. SpeedTypes for which you are responsible and review them for deficits.



Description Ways to use


Report Name Project Budget Summary Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides a pool level 1) Use this report to review the comparison of Budget to Actual PTD remaining balances in your data and the remaining Available projects in total and by pool. Balance. Open requisitions and 2) Run this report to Excel and sort by purchase orders are summarized in pool to analyze the position of the Open Commitment column and certain pools for all of your listed in detail in the Open projects.

3) Determine which Commitment Status section of the Purchase Orders are still open. report.


Report Name Project Budget Detail Navigation Process Financial Information/ UA Department Inquiries/ Report This report lists all expenditure Use this report to verify that all transactions for the accounting period transactions booked to your selected. project are appropriate.


Report Name PTD One-Line Summary Navigation Process Financial Information/ UA Department Inquiries/ Report This report displays the bottom line 1) Select all, or a subset, of the position for any projects selected. projects for which you are responsible and review them for deficits.

2) Run this report to Excel and sort projects by ending date to determine which are ready for closure.




Report Number UBDS0020 Report Name Fiscal PTD Summary Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides the same data as 1) Use this report to review the the Project Budget Summary, but remaining balances in your should only be used for project projects in total and by pool. SpeedTypes that are reused, such as 2)Run this report to Excel and sort by OBR Equipment Grants and Stoller pool to analyze the position of Funds. certain pools for all of your projects.

3) Determine which Purchase Orders are still open.

Report Number UBDS0021 Report Name Fiscal PTD Detail Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides the same data as Use this report to verify that all the Project Budget Detail, but should transactions booked to your only be used for project SpeedTypes project are appropriate. that are reused, such as OBR Equipment Grants and Stoller Funds.


Report Name Fiscal PTD Summary - One-Line Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides the same data as Select all, or a subset, of the the Project Budget Summary - One- projects for which you are Line, but should only be used for responsible and review them for project SpeedTypes that are reused, deficits. such as OBR Equipment Grants and Stoller Funds.




Report Number UBDS0005 Report Name Budget Transactions - Landscape Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides all budget 1) Use this report to review the transactions for the requested detail of your budgeted amounts. ChartFields and dates. This report has 2) Segregate original approved a landscape orientation similar to the budgets by using a parameter of Budget Summary and Detail reports. NEW% in the Ref Nbr field.

Report Number UBDS0008 Report Name Budget Transactions - Portrait Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides all budget 1) Use this report to review the transactions, along with a summary by detail of your budgeted amounts. pool, for the requested ChartFields and 2) Segregate original approved dates. This report has a portrait budgets by using a parameter of orientation to maximize space. NEW% in the Ref Nbr field.


Report Name Transactions by Date Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides revenue and Use this report to review the detail expense transaction detail for the of your revenue and expense requested ChartFields and dates. balances for one account, all Requisition and purchase order accounts or by pool for any dates transactions are included. that you select. Transactions are subtotaled by account and pool.



Description Ways to use Report Number UGLS0002 Report Name GL Transaction Activity

Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides transaction detail 1) Use this report to obtain for both balance sheet and income transaction detail for asset and statement accounts for the requested liability accounts in the general ChartFields and accounting periods. and auxiliary funds, such as Requisition and purchase order deferred revenues and inventories. transactions are not included. 2) Use it to provide detail of Transactions are subtotaled by general fund revenue accounts. account. Beginning and ending 3) Obtain detail for all accounts in balances, for the accounting periods non-budgetary funds, such as selected, are also provided for each Endowments and Loans. account. 4)Obtain both balance sheet and income statement detail for restricted funds in one report.

Report Number UPAY1028 Report Name Pay Journal Detail Navigation Process Financial Information/ UA Department Inquiries/ Report This report provides detail payroll and Use this report to determine if the fringe transactions by ChartFields, correct employees are being accounting period and payroll journal charged to your SpeedTypes. ID.

Report Number GLS7012 Report Name Trial Balance Report Navigation General Ledger/ General Reports Shows the ending ledger balances for Use this report to provide YTD the specified year and period by detail account balances without ChartField combination. Provides transaction detail. See the subtotals by requested ChartField. Inquiries and Report Options Debit and credit balances are manual for examples of various displayed in separate columns. versions of this report and the ChartField selection criteria used to create them.



Appendix I Trial Balance Reports

Here are four examples of Trial Balance Reports, which show the setup of the reports and the resultant reports.

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These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.

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Setup for Trial Balance Report on previous page


Budget Reports and Inquiry for New Users The University of Akron Budget Reports and Inquiry for New Users The University of Akron

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Budget Reports and Inquiry for New Users The University of Akron Budget Reports and Inquiry for New Users The University of Akron

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NOTES:



Appendix J Creating Reports to Distribute to Others What you do What happens 1. Select and define the parameters for a

report. In this example, the Departmental Budget Report is used.

2. Click . The Process Scheduler Request page is displayed.

The Distribution links

3. Server Name: PSNT 4. Click to checkmark the

Select box(es)

for the desired reports.

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What you do What happens 5. Select the Type and Format. To e-mail a PDF report, select:

This selection will produce a PDF file and mail it directly to the E-mail address(es) listed on the Distribution Detail page. To run a PDF report directly to another person’s Report Manager, select:

This selection will send reports directly to the Report Manager for the person(s) whose accessor ID(’s) are listed on the Distribution Detail page.

IMPORTANT: This selection produces a PDF file and mails it directly to the E-mail address(es) on the Distribution Detail page. The mail is sent from a central address to which one cannot reply. You need to identify yourself as the sender in the body of the e-mail.

6. Click the link for the report to be e-mailed .

The Distribution Detail page is displayed.

Complete either the Distribute To data OR the Email Only data.

If you are distributing this report to another person’s Report Manager, type their accessor ID in a Distribution ID box.

Click on the Add a Row button to add a new blank row for a Distribution ID.

Click on the Delete a Row button to delete a row for a Distribution ID.

If you are e-mailing this report, type in the: Email subject line, Message Text (include your name and/or E-mail address to identify yourself as the sender) and E-mail address(es).



What you do What happens 7. If you are e-mailing this report, type in the data in the Email Only edit boxes.

Claire Purdy

8. If you are distributing this report to another person’s Report Manager, type their accessor ID in the Distribution ID box.

The Look Up button

9. Click the Look Up button to locate an accessor ID.

The Look Up Distribution ID page is displayed.




Select begins with or contains at the down arrow.

Type the characters that are at the beginning or contained in the accessor ID('s) for which you are searching.

Click .

10. Enter the search criterion. The Distribution ID’s that meet your criterion are displayed in the Search Results area. 11. Click .

12. Click to select an ID. 13. Add or delete Distribution ID rows with

the Add

or Delete Row buttons. The Process Scheduler Request page is displayed. 14. Click .

You are returned to the report parameter page. 15. Click .




When the report has run to a status of Success, as indicated on the Process Monitor, the report will be distributed immediately in the method that you selected.

16. Click on the link.


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