CSULB Finance Inquiry & Reports Training Manual - CFS 9.2

Transcription

1 CSULB Finance Inquiry & Reports Training Manual - CFS 9.2 Last Revised: 04/30/14

2 Table of Contents Page Overview ChartFields Chart Of Accounts General Ledger General Ledger Inquiries & Reports Journal Inquiry Actuals Ledger Inquiry Ledger Activity Report Trial Balance Report Fund/Deptid Budget Report CSU Ledger Detail Report CSU Journal Detail Report Supplier Review Supplier Information Purchasing Purchase Order and Requisition Structure Requisition Inquiries & Reports Requisitions Requisition Document Status Purchase Order Inquiries & Reports Purchase Order Inquiry Purchase Order Activity Summary Purchase Order Document Status CSU PO Remaining Balance Inq Contract Entry Detail Activity PO Life Cycle Report CSU Open PO by ChartField Accounts Payable Voucher Structure Payment Information Accounts Payable Inquiries & Reports Last Revised: 03/31/14

3 5.3.1 Accounts Payable Document Status Voucher Find and Existing Value Voucher Inquiry Payment Details Inquiry Voucher Listing by ChartField Billing Billing Inquiries Billing Details Inquiry Review Entries by Invoice Inquiry Accounts Receivable Accounts Receivable Inquiries & Reports Customer Overview Customer Activity Accounts Recievable Payments View Update Accounts Receivable Item Details CSU AR Aging By Fund & Account (CSUAR001) Report CSU AR Aging by Customer (CSUAR002) Report CSU AR Aging by SCO/CSU Fund (CSUAR003) Report Appendix A: Running Reports Run Controls Set up Parameters SQR/Crystal Reports Appendix B: PeopleSoft Inquiries Matrix Appendix C: PeopleSoft Reports Matrix Last Revised: 03/31/14

4 Overview PeopleSoft Financial applications track all financial information and other activities of the University and its Auxiliaries. The applications include, General Ledger, Accounts Payable, Purchasing, Asset Management, Billing and Accounts Receivable. Within each application there are several online inquiries and reports that can be used. This document contains examples of inquiries and reports that can be used to gather information. It is intended to give ideas of what is available, not to teach the user how to use every inquiry or report. The following Appendixes will also assist the user. Appendix A - Detailed explanation on Setting Up Run Controls and Process Scheduler Request instructions (How to run the report). Appendix B - Full list of all available inquiries. Appendix C Full list of all available reports. (Note: Your security will determine your inquiry and report access. You may not have all of the inquiries and reports listed in the Appendixes.) Last Revised: 04/30/14 Page 1 of 63

5 1.0 ChartFields 1.1 Chart Of Accounts The backbone of the PeopleSoft Financial system is the Chart of Accounts. These are the fields and values that provide a common language for classifying the University and its Auxiliaries business transactions. The components that make up the Chart of Accounts and provide it with an overall structure are called ChartFields in PeopleSoft. The ChartFields are defined as integration fields carried by every PeopleSoft system that feed accounting entries to the PeopleSoft General Ledger. The following ChartFields are used: GL ChartField Field Length Definition Fund 5 Identifies the Funding Source (Where). A required ChartField in a financial transaction. Account 6 Identifies the Expenditure Type (What). A required ChartField in a financial transaction. Account type starts with: 1 = Assets 2 = Liabilities 3 = Fund Equity 5 = Revenues 6 = Expenses Department 5 Identifies the Department being charged (Who). A required ChartField in a financial transaction for Revenue and Expense Accounts ONLY. Program 5 Grouping common activities across the University. Used to track reimbursable activities. Optional ChartField. Class 5 Further classifying Department Expenditures or grouping common activities across departments. Optional ChartField. Project 10 Identifies a set of activities that span over multiple years. Identifies Sponsored Programs. Business reason defines whether this is Optional or Required. Last Revised: 04/30/14 Page 2 of 63

6 Navigation: Setup Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values Select Account Select Fund Code Select Department Select Program Code Select Class Field Select Project Find an Existing Value Enter a ChartField value and select Search. After the Value is found, Select it. Note: If you do not narrow down your search you will see a message of Only the first 300 results can be displayed. Enter more information above and search again to reduce the number of search results. You will need to minimize your search. ie. If you select Account and enter 66 the search will bring up accounts that start with a 66. Last Revised: 04/30/14 Page 3 of 63

7 2.0 General Ledger Performing inquiries & generating reports from the General Ledger are important for tracking activities over a period of time. The Ledger Inquiry provides this ability as well as the ability to drill down to the originating Journal Entry and to the Subsystem transaction detail supporting the journal entry. You can inquire on both general ledger journal entries and ledgers. You can view Actual and Budget ledger balances and journal detail by accounting period (month, quarter, etc) for a specific year and for any given ChartField combination or journals posted for a specific account (ChartField combination). These robust inquiry pages provide you with the flexibility to display the exact information you need, when you need it. There are several reports that can be generated on many different levels such as General Ledger Activity, General Ledger Summary and other. 2.1 General Ledger Inquiries & Reports The following are examples of inquiries and reports that can be used to gather General Ledger information Journal Inquiry Use this inquiry to view Journal Details for both Actuals and Budgets. You can inquiry by Fiscal Year, Accounting Period From/To, Journal ID, Date, or Source. Navigation: General Ledger > Review Financial Information > Journal Add an Inquire = ACTUALS Select Add. If JOURNALS already exists, Select Find and Existing Value. Enter all or some of the information at the top of the Journal Inquiry Criteria - Journal Inquiry page and Select the Search button to display Journal IDs based on your selected criteria. Business Unit, Ledger, Year, From/To Per are required. Ledger = ACTUALS or BUDGETS Select Journal ID link to drill to the Journal Details. Last Revised: 04/30/14 Page 4 of 63

8 2.1.2 Actuals Ledger Inquiry Use this inquiry to view the Actual ledger balance by fiscal year, accounting periods, or by any ChartField combination. Information is available at both the summary and detail level. Navigation: General Ledger > Review Financial Information > Ledger Add an Inquire = LEDGER or Find an existing value. Select Add. If ACTUALS already exists, Select Find and Existing Value. Ledger Business Unit, Ledger, Year, From/To Per are required. Ledger = ACTUALS or BUDGETS When inquiring on the Actuals ledger, you can drill-down to view the journal header and line details, as well as supporting data that originated in the various subsystems. Check Show YTD Balances when inquiring balance sheet accounts so Per 0 is included. You can use the wildcard (%) with partial ChartFields values to retrieve all values for the ChartFields. Select the different Links to view details; Journals and Subsystem Details. Last Revised: 04/30/14 Page 5 of 63

9 2.1.3 Ledger Activity Report Use this report to show balances and activity by a specified time period and a specified ChartField combination. Summarizes the beginning and ending balances by ChartField string specified. Also lists the detailed journal line activity posted against the ledger for the accounting periods specified. Navigation: General Ledger > General Reports > Ledger Activity Create a Run Control or Search for an existing one to use. Select: Business Unit Ledger Fiscal Year Accounting Period From/To ChartFields Note: Select Refresh to get the ChartField selection to display. Run report and go to process monitor to View/Print Report. Report Example Last Revised: 04/30/14 Page 6 of 63

10 2.1.4 Trial Balance Report Combines detail and summary balance information. Shows the ending ledger balances for the specified year and period by ChartField combination. Also displays subtotals by ChartField. Totals debits and credits. Can be run to a PDF or CSV file. Navigation: General Ledger > General Reports > Trial Balance Create a Run Control or Search for an existing one to use. Select: Business Unit Ledger Fiscal Year Thru Accounting Period ChartFields Note: Select Refresh to get the ChartField selection to display. Run report and go to process monitor to View/Print Report. Report Example Last Revised: 04/30/14 Page 7 of 63

11 2.1.5 Fund/Deptid Budget Report This report is used to assist in the reconciliation of departmental budget and expenses. The report has two reporting options: Fund or Department Reporting. Navigation: CSU State & SW Reporting > Campus Reports > Fund/Dept Budget Report Create a Run Control or Search for an existing one to use. Select: Business Unit: Enter a business unit. Budget Report Option: The user can choose to report at either the Fund or Department Level From / Thru Fund: Enter the PeopleSoft Fund(s) range. From / Thru CSU Fund: Enter the CSU Fund(s) range. Fiscal Year: Enter the Fiscal Year. Period: Enter the As-Of Accounting Period Scenario: Enter a value or leave blank to designate all. Run report and go to process monitor to View/Print Report. Report Example Last Revised: 04/30/14 Page 8 of 63

12 2.1.6 CSU Ledger Detail Report Use this report to show balances and activity by a specified time period and a specified ChartField combination. The intent of this report is to take the existing reports one step further to allow users to slice and dice the data for research and analysis. This report supplements, but not necessarily replaces the delivered General Ledger and GAAP reports. It can be run with CSU specific criteria and generated in CSV format, which can subsequently be reviewed, modified, and saved as a Microsoft Excel document. Navigation: CSU State & SW Reporting > Campus Reports > Ledger Detail Report Create a Run Control or Search for an existing one to use. Select: Business Unit: Enter a business unit (Required) Ledger: Enter the Ledger (Required.) Fiscal Year: Enter the Fiscal Year (Required.) Include Accounting Period: Check this box in order to display the Accounting Period on each line of data on the report. From / Thru Period: Enter the Accounting Period(s) range. If left blank, Period range of 0 through 999 will be used. From / Thru PS Account Type: Enter a PS Account Type(s) range, if applicable. From / Thru GAAP Account Type: Enter a GAAP Account Type(s) range, if applicable. Sequence Number: Enter numerical values to alter the sort order of the ChartField(s) on the report. Include CF: Check the ChartField(s) to be displayed on the report. Include Descr: Check to display the ChartField Descriptions on the report. From / Thru ChartField(s) value: Enter the PS ChartField(s) range. If left blank, all applicable values will be retrieved. Last Revised: 04/30/14 Page 9 of 63

13 Run report and go to process monitor to View/Print Report. Format = PDF (will generate a CSV file format) Report Example Last Revised: 04/30/14 Page 10 of 63

14 2.1.7 CSU Journal Detail Report The current CMS delivered General Ledger and GAAP reports are static and do not allow campuses to filter, download, and sort the data. The intent of this report is to take the existing reports one step further to allow campuses to slice and dice the data for research and analysis. This report supplements, but not necessarily replaces the delivered General Ledger and GAAP reports. It can be run with CSU specific criteria and generated in CSV format, which can subsequently be reviewed, modified, and saved as a Microsoft Excel document. Navigation: CSU State & SW Reporting > Campus Reports > Journal Detail Report Create a Run Control or Search for an existing one to use. Business Unit: Enter the appropriate business unit (Required) Ledger: Enter the appropriate Ledger (Required.) Fiscal Year: Enter the appropriate Fiscal Year (Required.) From / Thru Period: Enter the appropriate Accounting Period(s) range. If left blank, Period range of 1 through 998 will be used. Source: Enter a specific Journal Source, if applicable. Journal ID: Enter a specific Journal ID value, if applicable. From / Thru PS Account Type: Enter an appropriate PS Account Type(s) range, if applicable. From / Thru GAAP Account Type: Enter an appropriate GAAP Account Type(s) range, if applicable. Sequence Number: Enter numerical values to alter the sort order of the ChartField(s) on the report. Include CF: Check the ChartField(s) to be displayed on the report. Include Descr: Check to display the ChartField Descriptions on the report. From / Thru ChartField(s) Last Revised: 04/30/14 Page 11 of 63

15 value: Enter the appropriate PS ChartField(s) range. If left blank, all applicable values will be retrieved. Run report and go to process monitor to View/Print Report. Format = PDF (will generate a CSV file format) Report Example Last Revised: 04/30/14 Page 12 of 63

16 3.0 Supplier 3.1 Review Supplier Information The Review Supplier page allows the user a comprehensive search for a Supplier ID that matches specific search criteria. The more criteria entered, the more limited the search results. Navigation: Suppliers > Supplier Information > Add/Update > Review Suppliers Fill in the first few letters (3-5) of the vendor name you are searching for. Or you can fill in any of the other fields if you know the information. Note: Make sure to select Contains in the field. Select Search to get all suppliers meeting your criteria. Make note of the Supplier ID. For DBA Suppliers you want to search on the Address. CSULB currently uses the Address Line1 to identify the DBA name. Last Revised: 04/30/14 Page 13 of 63

17 4.0 Purchasing Purchasing s inquiry pages can be used to display specific pieces of supplier, requisition, purchase order, and receiving information. The numerous views and reports provided by PeopleSoft Purchasing allows you to accurately track the status of a good or service completely through the purchasing process from requisition to final receipt and invoice to payment to the supplier. For instance, you can view the status of a requisition as well as view what purchase order it was sourced to. You can also view the status of a purchase order and all its line, schedule, and distribution information. 4.1 Purchase Order and Requisition Structure Purchase Orders and Requisitions consist of four components: header, line, schedule, and distribution. Each component has a one-to-many relationship, starting with the header information and ending with the distribution information. For example, every PO/Req has a header, but a header can have several lines. Each line can have several schedules and each schedule can have several lines of distribution information. Header Line 1 Line 2 Schedule 1 for Line 1 Schedule 2 for Line 1 Schedule 1 for Line 2 Schedule 2 for Line 2 Distribution 1 for Schedule 2 Distribution 2 for Schedule 2 Distribution 3 for Schedule 2 Last Revised: 04/30/14 Page 14 of 63

18 4.2 Requisition Inquiries & Reports The following are examples of inquiries and reports that can be used to gather requisition information Requisitions This inquiry is useful in helping you find your Requisition number or details about a specific Requisition. You can use this to search by your /ID (requestor) or all Requisitions associated to a specific Department. This inquiry gives you line-by-line information for your requisitions, as well as provides access to pages that contain more details about the selected requisition. Navigation: Purchasing > Requisitions > Review Requisition Information > Requisitions Enter criteria for selecting requisitions to view on the Requisitions Inquiry page. (Use as few or as many of the criteria fields as desired). Select Ok. Requisitions meeting the criteria will be displayed. Note: For the Requester field, use digit employee ID Requisition On PO (on purchase order) Received On Voucher Document Status Select the Requisition you wish to view. You will be able to drill down to the Line, Schedule and Distribution details. Select the link Y or P values to access the Requisition to Purchase Order List page. Y (yes): All lines appear on purchase orders. P (partial): Some lines appear on purchase orders. Select the link Y or P values to access the Requisition Receipts List page. Y (yes): All lines appear on receipts. P (partial): Some lines appear on receipts. Select the linked Y or P values to access the Requisition to Voucher List page. Y (yes): All lines appear on vouchers. P (partial): Some lines appear on vouchers. Select to drill to the Document Status Inquiry page. Last Revised: 04/30/14 Page 15 of 63

19 Approval History Comments Select to view Approval History. Select to view the Requisition Comments Requisition Document Status This inquiry can be used to find out whether a Requisition has been sourced into a Purchase Order, has been Vouchered, or has been Paid. This inquiry displays all associated documents - the Purchase Order, Voucher/Supplier Invoice, Payment, and Receipt of item. Navigation: Purchasing > Requisitions > Review Requisition Information > Document Status Enter criteria for selecting requisitions to view on the Document Status page. Select Search. Requisitions meeting the criteria will be displayed. Those Document Types that have been associated with the Requisition will appear. (Payment, PO, Contract, Receipt, and/or Voucher) Select the Document ID to drill to additional details relating to the document selected or use the Related Info tab to access links to Accounting Entries. Last Revised: 04/30/14 Page 16 of 63

20 4.3 Purchase Order Inquiries & Reports The following are examples of inquiries and reports that can be used to gather Purchase Order information Purchase Order Inquiry Use this inquiry to view purchase order information and related details. Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders Enter Business Unit Search by: Purchase Order Number Contract ID PO Date PO Status Short Supplier Supplier ID PO Type Enter a Search Criteria and Select Search. Select the PO ID from the results to view the PO Details. Purchase Order Inquiry This page displays the description, UOM, quantity and amount for each line of a PO. Also all related documents and their details can be viewed using the links that are highlighted. Matching link to view AP matching information. Document Status link to view all related documents. Encumbrance Balance: Shows how much is left on the PO. Line Details icon to view Last Revised: 04/30/14 Page 17 of 63

21 additional line information. Schedule icon to go to PO Schedule which will get you to the PO distribution. Schedules Shows the Qty, Unit Price, Total Amount, Ship To, Due Date and Status, for each line. To see related links, select the line to view. Tax Information icon to view Tax information. Distribution icon to view ChartField distribution information. Distribution Shows how the PO line was charged/distributed. (The accounting information - ChartField string). The ChartField string includes the account, fund, department ID, program, project, and class. Last Revised: 04/30/14 Page 18 of 63

22 4.3.2 Purchase Order Activity Summary Use the PO Activity Summary page to review the Receiving, Invoicing, and Matching activities to date, against the Purchase Order. Navigation: Purchasing > Purchase Orders > Review PO Information > Activity Summary Enter Business Unit Search by: PO Number PO Date PO Reference Supplier ID Enter a Search Criteria and Select Search for a list of PO s. Select the PO ID from the results to view the PO Activity Summary. PO Activity Summary This page shows the PO status, good or service ordered for each line, UOM, quantity ordered, and dollar amount. Select the Receipt and/or Invoice tab to retrieve the related information for each Purchase Order line. Invoice Select the Invoice Tab and all related vouchers will appear. You can then drill to the voucher details by selecting the voucher you wish to review and then select the invoice icon. (Will only appear if there has been invoice activity). Last Revised: 04/30/14 Page 19 of 63

23 Select the Voucher link to view more information about the AP Invoice. (See the Voucher Inquiry below for more information) Or Select the Activity Summary link to go back to the Activity Summary page. Receipt Select the Receipt Tab on the Activity Summary page and all related receipts will appear. You can drill to the receiver details by selecting the receipt you wish to review by selecting the icon. (Will only appear if there has been receiving). Select the Receipt No link to view more information about the Receipt. Or Select the Go Back To Activity Summary link and it will take you back to the Activity Summary page, Last Revised: 04/30/14 Page 20 of 63

24 4.3.3 Purchase Order Document Status The PO Document Status Inquiry page can be used to research requisitions, Voucher/Supplier Invoices, receipts, and payments related to a specific Purchase Order. Navigation: Purchasing > Purchase Orders > Review PO Information > Document Status Enter a Business Unit Search by: PO Number PO Date PO Reference Select Search. Select the PO ID from the results to view the document status. PO Document Status Inquiry This page allows you to view details of requisitions, receivers, Voucher/Supplier Invoices and payments posted against a purchase order. The Document Type identifies what the Document ID is associated with. Select the link under the DOC ID to view details. Last Revised: 04/30/14 Page 21 of 63

25 4.3.4 CSU PO Remaining Balance Inq The CSU PO Remaining Balance Inquiry page can be used to research a Purchase Orders remaining balance and all related Voucher/Supplier Invoices. Navigation: Purchasing > Purchase Orders > Review PO Information > CSU PO Remaining Balance Inq Enter a Business Unit Search by: PO Number Select Search. Select the Purchase Order link to review more details about the PO. Select the Reference Reversal ID link to review more details about the voucher (invoice). Select the print icon to print this information. or Select the icon download this into Excel. Use the View All link to view all of the activity in one screen Contract Entry The Contract Entry page allows you to review details about a Contract. Navigation: Procurement Contracts > Add/Update Contracts Find an Existing Value Last Revised: 04/30/14 Page 22 of 63

26 Enter Setid = to BU Enter Contract ID Select Search You can view the details about the contract. Last Revised: 04/30/14 Page 23 of 63

27 4.3.6 Detail Activity There are 2 reports associated with the PO Detail Activity Report: CSUPO051 Open PO Activity Will only print Purchase Orders that are open for the criteria specified. CSUPO052 PO Activity Report Will print all Purchase Orders (open or closed) for the criteria specified. Both of these reports provide the necessary detailed financial information relating to Purchase Order Activity. This includes the Original PO, Change Orders, and Vouchers that have been applied. There are several run control criteria s that can be specified. These reports have the ability to be run to a PDF or to a CSV report format. Using a CSV format will allow the information to be reviewed in an Excel format thus allowing the additional features in excel (ie: sorting, grouping, filtering, etc.) Navigation: Purchasing > Purchase Orders > Reports > CSU PO Detail Activity Report Create a Run Control or Search for an existing one to use. Select: Business Unit: Enter the PO Business Unit you want to run this report for. This is a required field. From/To Purchase Order: Enter a PO ID range you want to run this report for (not required, however this will narrow the search). From/To Purchase Order Date: Enter a Date range you want to run this report for (not required, however this will narrow the search). Supplier ID: Enter the Supplier ID you want to run this report for (not required, however this will narrow the search). From/To Fund Code, Account, Department, Program, Project & Class: Enter a ChartFields range you want to run this report for (not required, however this will narrow the search). Amount <=: Enter the PO amount less than or equal to (not required, however this will narrow the search). Run report and go to the process monitor to View/Print Last Revised: 04/30/14 Page 24 of 63

28 the report. (CSUPO051/CSUPO052). Note: These reports can be run to either a PDF or CSV report format. Report Example Last Revised: 04/30/14 Page 25 of 63

29 4.3.7 PO Life Cycle Report This report provides detailed information for a transaction as it flows through the Purchasing and Accounts Payable system. If applicable, the details about the Requisition, Purchase Order, Receiver, and/or Voucher are displayed. Departments can utilize this report as an inquiry tool and may optionally print or electronically save the report for their records. The Accounts Payable and Purchasing Departments may also use this report to assist in liquidating Purchase Orders in addition to general inquiries. The report extracts data from four different areas within the PeopleSoft Application: Requisitions If the Purchase Order is Sourced from a Requisition(s), the program extracts the Requisition(s) information. If it is not sourced from a requisition, no requisition section will be printed on the report. Purchase Orders Based upon the selection criteria, the program will select the Purchase Order information that is either specified or tied to the Document that is specified. Receipts If the Purchase Order has Receipts entered into the system against it, the program extracts the Receipt(s) information. If no Receipts have been entered referencing the PO, no receipt information will be printed on the report. Vouchers If the Purchase Order has vouchers (supplier invoices) entered into the system against it, the program extracts the Voucher(s) information. If no vouchers have been entered referencing the PO, no voucher section will printed on the report. Additional Notes: All transactions in the database will be displayed in this report. This means that if there are any cancelled lines, schedules, or distributions related to Requisitions, Purchase Orders, Receipts, or Vouchers, they will be printed on the report but with NO extended dollar amount. Likewise, Requisitions, Vouchers and Receipts that have been cancelled in their entirety, will also be shown on the report but with no extended dollar amounts. However, if the Clear Requisition functionality is used at the PO distribution level, the requisition lines that have been cancelled will not be displayed on the report. Items deleted before they had been budget checked (trash can icon), no longer exist in the database and will not be displayed. Navigation: Purchasing > Purchase Orders > Reports > PO Life Cycle Report Create a Run Control or Search for an existing one to use. Select: Select PO Using: Select the Document Type you wish to run this report for; Purchase Order/Requisition/Voucher. Business Unit: If you selected the document type of either a Purchase Order or Requisition you will need to enter the PO Business Unit. If you selected the document type of Voucher, Last Revised: 04/30/14 Page 26 of 63

30 you will need to enter the AP Business Unit. PO/Req/Voucher ID: Enter the document ID you wish to run this report for. Run Report and go to Process Monitor to View/Print Report. Report Example Last Revised: 04/30/14 Page 27 of 63

31 4.3.8 CSU Open PO by ChartField This report allows the user to retrieve summarized information relating to all Open Purchase Order Activity by business unit or specified ChartFields. It also assists with reconciling Department/Fund encumbrance balances, providing the necessary detailed financial information relating to Purchase Order Encumbrances. It includes the PO No, Doc Date, Status, Line/Schedule/Distribution (when Summarize PO Lines is checked the report displays row count instead of these line numbers), Buyer, Year, Accounting Period, Monetary Amount listed as three columns (Posted Amount, Liquidated Amount, and Open Amount), ChartFields, Voucher No., PO Line Description, and Supplier. There are several run control criteria s that can be specified. The report is run in PDF report format.) This information can also be obtained in Data Warehouse. Navigation: Purchasing > Purchase Orders > Reports > CSU Open PO by ChartField Create a Run Control or Search for an existing one to use. Select: General Options Business Unit: Enter the PO Business Unit you want to run this report for. This is a required field. Fiscal Year (thru): Enter a Fiscal Year thru which you want to run this report for. This is a required field. Period (thru): Enter the Accounting Period thru which you want to run this report for. This is a required field. Buyer: Enter the Buyer you want to run this report for (not required, however this will narrow the search). Include Closed PO s with an Open Amount: Checking this will include the Closed PO s that still have open amounts. (not required) Special Options Summarize PO Lines: Check this to Summarize the PO Lines. Unchecked will print the PO Line Detail. (not required) Note: When Summarize PO Lines is checked the selection box for PO Header Reference will be ungreyed. Last Revised: 04/30/14 Page 28 of 63

32 This will print the PO Header Reference (Requisition) in column 5 of the report. Unchecked it will print Buyer in column 5 of the report. When Summarize PO Lines is not checked, the selection box for Print Liquidating Documents is ungreyed. PO Header Reference: Check this to display the PO Header Reference (Requisition). Print Liquidating Documents: When checked this prints the Voucher ID that was matched to the PO. Unchecked prints the PO Line Description. This is only applicable if the Summarized PO Lines is unchecked. (not required) Limit by Commitment Amount: Select if you want only those PO s selected by the amount specified. (Not required, however this will narrow the search). Insert Report Criteria ChartField Criteria: Select the ChartField(s) you wish to report, sort, and sub-total on. The ChartField indicated as sort 1 will default as the main sub-total and page break. All other ChartFields are displayed following the default sort (Dept, Fund, Account, Project, Class, Program) less the ChartField selected as sort 1 and will sub-total within the report by each unique combination of all remaining ChartFields, unless an additional sort or sub-total is listed on the run control. The report will display grand totals by business unit limited to the data Last Revised: 04/30/14 Page 29 of 63

33 selection on the run control. Run report and go to the process monitor to View/Print the report. (CSUPO011). Note: This report is run in PDF format. Report Example Last Revised: 04/30/14 Page 30 of 63

34 5.0 Accounts Payable Voucher (Supplier Invoices) contain a lot of information. For this reason, PeopleSoft inquiry pages can be used to display specific pieces of voucher information. For instance, you can view the status of vouchers, their accounting line information, and the payments associated with them. In addition, you can use the drill-down functionality in PeopleSoft to view General Ledger and Purchasing information that relates to the vouchers. Each component of a voucher has a one-to-many relationship, starting with the header information and ending with the distribution information. For example, every voucher has a header, but a header can have several lines. Each line can have several lines of distribution information. Cal State Long Beach Business Process: Invoice to Voucher Supplier invoices are received daily in Accounts Payable and processed into PeopleSoft. When PeopleSoft saves the supplier invoice information it assigns a Voucher ID number which is a unique identifying number that is recognized by PeopleSoft. The supplier invoice and the PeopleSoft voucher have the same information. The voucher number is assigned by PeopleSoft; the supplier invoice number and Invoice Date are generated by the supplier. 5.1 Voucher Structure Vouchers are line driven which means the charges and ChartField string (accounting information) are assigned at the line level of the voucher and not at the header level. Vouchers consist of three components: Header, Lines, and Distribution. Line 1 Header Line 1 Line 2 Distribution 1 for Line 1 Distribution 2 for Line Payment Information There are several inquiry pages and reports that enable you to review details of payments. PeopleSoft has two different Payment fields they use to track the payment number. When you see a field called Payment Reference or Reference it represents the actual Check # (it is a 6 character number). The field called Payment Number or Payment ID is an Internal Number the system uses and is not applicable to users so you should not use it to inquiry on (it is 10 characters and starts with leading 0 s). Last Revised: 04/30/14 Page 31 of 63

35 5.3 Accounts Payable Inquiries & Reports The following are examples of inquiries and reports that can be used to gather Voucher (Invoice) information Accounts Payable Document Status Use this inquiry to review all related documents associated with a Voucher/Supplier Invoice. Related documents might include a Requisition, Purchase Order, Receipt, or Payment. Navigation: Accounts Payable > Review Accounts Payable Info > Vouchers > Document Status Enter a Business Unit Search by: Voucher ID Supplier Invoice Number Invoice Date Supplier ID Short Supplier Enter Search Criteria and Select Search. Select the Voucher ID from the results to view the document status. Voucher Document Status Inquiry This page allows you to view details of requisitions, purchase orders and payments posted against a Voucher/Supplier Invoice. You can choose the document you wish to view by selecting the Doc ID link. Last Revised: 04/30/14 Page 32 of 63

36 5.3.2 Voucher Find and Existing Value Use this inquiry to review the Vendor Invoice, Payment, and Related Information. Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry Find an Existing Value Enter a Business Unit. Search by: Various At a minimum you need to specify a Voucher ID, or Supplier SETID/Supplier ID, or a Supplier Invoice Id. Enter a Search Criteria and Select Search for a list of Voucher s meeting the criteria entered. Summary Tab If there is a Payment Reference ID, the vendor has been paid and this is the Check #. Last Revised: 04/30/14 Page 33 of 63

37 Related Documents Tab All docouments related to this voucher are displayed. Ie: Payment, PO s, Receiver Information. Payments Tab Additional information about the payment is displayed. Ie: When it is Due, Last Revised: 04/30/14 Page 34 of 63

38 5.3.3 Voucher Inquiry Use this inquiry to review the Voucher/Supplier Invoice and the related details. Navigation: Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher Enter a Business Unit. Search by: Various At a minimum you need to specify a Voucher ID, or Supplier SETID/Supplier ID, or a Supplier Invoice Id. Enter a Search Criteria and Select Search for a list of Voucher s meeting the criteria entered. Sort Criteria: How the retrieved information is to be sorted. Sort by: Various Last Revised: 04/30/14 Page 35 of 63

39 Voucher Inquiry The results will give you statuses, Supplier Invoice number/date, Supplier ID/, and Gross/Non merchandise amounts. Select on the various Tabs or Icons to drill to more detailed information. Actions By selecting an Action you can further drill to more details. If you select Payment Information you will drill to details about the Voucher/Supplier Invoice payment Payment Details Inquiry This page enables you to review payment information as it relates to a Voucher/Supplier Invoice. Navigation: Accounts Payable > Review Accounts Payable Info > Payments > Payment Enter a Business Unit. Enter Search Criteria. At a minimum you need to enter either the Remit SetID (LBCMP) and Remit Supplier ID or the Reference (Check #). Select Search. Last Revised: 04/30/14 Page 36 of 63

40 Payment Inquiry Result This page allows you to view details of the payment. Payment Reference ID = the Payment Date = the date the check was printed. Typically the check is mailed out the same day it is printed. Last Revised: 04/30/14 Page 37 of 63

41 5.3.5 Voucher Listing by ChartField This report lists vouchers (invoices) for the specified ChartFields during a specific Account Date range. Navigation: Accounts Payable > Reports > Vouchers > Voucher Listing by Chartfield Create a Run Control or Search for an existing one to use. Select the criteria that are applicable. Run report and go to process monitor to View/Print Report. Report Example Last Revised: 04/30/14 Page 38 of 63

42 6.0 Billing Billing provides a few inquiry pages that enable you to review specific information about an Invoice or for Customer Invoices. Below identifies those that you might find useful. 6.1 Billing Inquiries The following are examples of inquiries that can be used to gather Billing (Invoice) information Billing Details Inquiry Use this inquiry to review all details associated with the Invoice. For example, the Invoice Date, Customer, and/or Accounting Date. Navigation: Billing > Review Billing Information > Details Enter a Business Unit Search by: Invoice Customer Select Search. Select the Invoice from the results to view the Details. Header Info 1 Tab This page allows you to view details Invoice Header. Select the Line Info 1 tab to review line details. Last Revised: 04/30/14 Page 39 of 63

43 Line Info 1 Tab Line details are displayed. Select the Accounting Link to view how the Revenue was distributed. Accounting Link Last Revised: 04/30/14 Page 40 of 63

44 6.1.2 Review Entries by Invoice Inquiry Use this inquiry to review all accounting entries associated with the Invoice. Navigation: Billing > Review Billing Information > Review Entries by Invoice Enter a Business Unit and Invoice. Select Search. Accounting Entries Last Revised: 04/30/14 Page 41 of 63

45 7.0 Accounts Receivable Accounts Receivable provides several inquiry pages and reports that enable you to review specific information for a customer, such as a list of outstanding items and their balance. Below identifies those that you might find useful. 7.1 Accounts Receivable Inquiries & Reports The following are examples of inquiries and reports that can be used to gather Accounts Receivable information Customer Overview View various customer balances, the most recent item and payment activity, and summarized aging information. Select links to view additional details. Navigation: Accounts Receivable > Customer Accounts > Customer Information > Account Overview Processing Step / Field Select the criteria that are applicable. Select the Search button. SetID: SetID for the Customer Master. Unit: Accounts Receivable Business Unit. Customer: Customer ID. Select the different Links to drill down to more detailed information. Last Revised: 04/30/14 Page 42 of 63

46 7.1.2 Customer Activity View customer activity for a specific customer and date range. Navigation: Accounts Receivable > Customer Accounts > Customer Information > Customer Activity Processing Step / Field Select the criteria that are applicable. SetID: SetID for the Customer Master. Unit: Accounts Receivable Business Unit. Customer: Customer ID. Acctg Date From/To: Accounting Date range. Select Search. Select the ItemID link to drill down to more detailed information Accounts Recievable Payments View customer payments at a high or low level of detail. Navigation: Accounts Receivable > Customer Accounts > Customer Information > Payments Processing Step / Field Select the criteria that are applicable. SetID: SetID for the Customer Master. Unit: Accounts Receivable Business Unit. Customer: Customer ID. Acctg Date From/To: Accounting Date range. Select the Search button. Select the Links to drill down to more detailed information View Update Accounts Receivable Item Details Each time that you perform an action to an item, such as applying a payment, a maintenance worksheet action, or unposting it, the Receivable Update process updates the Item Activity table (PS_ITEM_ACTIVITY). The Item Activities scroll area displays each activity record in the table. Last Revised: 04/30/14 Page 43 of 63

47 Navigation: Accounts Receivable > Customer Accounts > Item Information > View/Update Item Details Processing Step / Field Select the criteria that are applicable. Business Unit Customer ID Item ID (Invoice #) Enter a Search Criteria and Select Search for a list of Invoices meeting the criteria entered. Select the Item ID to view Item Details Select the Item Activity Tab to see activity details about the item. Item Activity Tab Provides a sequential row of activity and the details for transaction affecting the item. Last Revised: 04/30/14 Page 44 of 63

48 Processing Step / Field Item Accounting Entries Provides the accounting distribution for the Item and all its activity. Last Revised: 04/30/14 Page 45 of 63

49 7.1.5 CSU AR Aging By Fund & Account (CSUAR001) Report The reporting of aged receivables is a requirement of Financial Integrity and State Managers Accountability Act (FISMA) and Generally Accepted Accounting Principles (GAAP). FISMA requires reporting at the State and CSU Fund Level while GAAP requires reporting by Net Asset Category. The Aging by Fund and Account process creates both a report and populates the detail data into a table, CSU_ARAGING_TBL. This allows the user to query the table and export into excel to create the report as needed. The report extracts the information from the following tables: PS_ITEM Customer Items PS_ITEM_ACTIVITY Customer Item Activity PS_ITEM_DST Customer Item Distribution PS_AGING_TBL Aging ID Header PS_AGING_CATEG_TBL Aging ID Category Detail PS_ENTRY_TYPE_TBL Entry Types PS_DISPUTE_TBL Dispute Status Table In addition, the process inserts the data into: CSU_ARAGING_TBL To run the report, go to the following: Navigation: Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by Fund and Account Processing Step / Field Create a Run Control or Search for an existing one to use. Select the criteria that are applicable. Run report and go to process monitor to View/Print Report. Last Revised: 04/30/14 Page 46 of 63

50 Report Example CSU AR Aging by Customer (CSUAR002) Report The reporting of aged receivables is a requirement of Financial Integrity and State Managers Accountability Act (FISMA) and Generally Accepted Accounting Principles (GAAP). The Aging by Customer Report with the last conversation note assists with this requirement as well as aids in the collection efforts. The report extracts the information from the following tables: 1. PS_ITEM Customer Items 2. PS_ITEM_ACTIVITY Customer Item Activity 3. PS_ITEM_DST Customer Item Distribution 4. PS_AGING_TBL Aging ID Header 5. PS_AGING_CATEG_TBL Aging ID Category Detail 6. PS_ENTRY_TYPE_TBL Entry Types 7. PS_DISPUTE_TBL Dispute Status Table To run the report, go to the following: Last Revised: 04/30/14 Page 47 of 63

51 Navigation: Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by Customer Processing Step / Field Create a Run Control or Search for an existing one to use. Select the criteria that are applicable. Run report and go to process monitor to View/Print Report. Report Example Last Revised: 04/30/14 Page 48 of 63

52 7.1.7 CSU AR Aging by SCO/CSU Fund (CSUAR003) Report The reporting of aged receivables is a requirement of Financial Integrity and State Managers Accountability Act (FISMA) and Generally Accepted Accounting Principles (GAAP). FISMA requires reporting at the State and CSU Fund Level while GAAP requires reporting by Net Asset Category. The Aging by SCO/CSU Fund is a standard AR aging report, and can be run at either a summary and detail level. It can also be run to a CSV file format. The report extracts the information the following tables: PS_ITEM Customer Items PS_ITEM_ACTIVITY Customer Item Activity PS_ITEM_DST Customer Item Distribution PS_AGING_TBL Aging ID Header PS_AGING_CATEG_TBL Aging ID Category Detail PS_ENTRY_TYPE_TBL Entry Types PS_DISPUTE_TBL Dispute Status Table For account attributes: PS_CSU_AAT_ALL_VW- Account Attribute Table For fund attributes: PS_CSU_FNAT_ALL_V1- FNAT Attribute Query View 1 PS_CSU_GAAP_NC_VW-FIRMS Program Code View Last Revised: 04/30/14 Page 49 of 63

53 To run the report, go to the following: Navigation: Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by SCO/CSU Fund Processing Step / Field Create a Run Control or Search for an existing one to use. Select the criteria that are applicable. Run report and go to process monitor to View/Print Report. Report Type: Select report type by Summary, Summary CSV, Detail, or Detail CSV. Report Example Last Revised: 04/30/14 Page 50 of 63

54 Appendix A: Running Reports The following is an example of how to print a report that can be used to gather information. There are two types of reports that can be run in PeopleSoft. They are Crystal reports and SQR reports. This is intended to explain the need for Run Controls and how to complete the Process Scheduler Request page. This is not to teach the user how to run each report that s available in PeopleSoft. Reports can be found within the various PeopleSoft modules. Run Controls For most reports, you need to set parameters that determine the content of the report, such as the Fund or DeptID to report on. You do this by using Run Controls. A Run Control is a database record that provides parameter values for Reports and Processes. Instead of entering the same values each time you run a report, you may create (and save) a Run Control with those settings. The next time you run the report, you select the Run Control you saved and the system recalls the settings. To run the report, go to the following: Navigation: Purchasing > Purchase Orders > Reports > CSU PO Detail Activity Report Processing Step / Field To create a new Run Control choose the Add a New Value. Note: Run Controls are case sensitive and should not contain spaces or slashes. Use underscores instead. To reuse saved run controls choose the Find an Existing Value options for the specific Report you are printing or viewing. Note: Once a Run Control is created it cannot be deleted. Care should be taken using the Add a New Value option. Run Controls are reusable and can be changed before each re-use. A single generic Run Control for each module, for example PO_REPORT, may be used to meet all of your Purchasing reporting needs. Last Revised: 04/30/14 Page 51 of 63

55 Set up Parameters SQR/Crystal Reports The following is a guide to requesting a report. The Report used in this example is arbitrary; the steps will be very similar for any report. Navigation: Purchasing > Purchase Orders > Reports > CSU PO Detail Activity Report Processing Step / Field The screen for the report you are requesting displays. Enter the criteria you wish to report on. Select Run to run the Report. Run Process SQR/Crystal Reports Server = System defaults accordingly. Place a check in the box below Select Type = Web Format = PDF or CSV Select OK to run the report. Last Revised: 04/30/14 Page 52 of 63

56 Processing Step / Field Note: Several SQR reports can be run to a CSV format. This will allow you to view the results in Excel. However, note that just because you can select a CSV format does not mean the report will be formatted to Excel correctly. As you get familiar with the reports, you will see which ones will work with CSV format and which ones will not. View/Print Reports From the page you requested the report, Select the Process Monitor Link to View/Print the Report. This will take you to the Process List. Verify the Run Status says Success (Select the Refresh button to update this status), then select the Details Link. Note: A Success Run Status does not ensure that you received the results you expected. It only means the PS job had no issues processing. Last Revised: 04/30/14 Page 53 of 63

57 Processing Step / Field Details Link This will take you to the Process Detail Page. From here, you select the View Log/Trace Link. View Log/Trace Link This will take you to the View Log/Trace page. From here select the report. (Look for the file name with PDF as the extension.) Acrobat will launch and bring up the report for you to view. If you want to print the report, select the Print icon. Last Revised: 04/30/14 Page 54 of 63

58 Appendix B: PeopleSoft Inquiries Matrix Module Inquiry Use Navigation Customers General Information View general customer information and attributes. Supplier Supplier This page enables you to view Supplier information. Supplier Review Supplier This page enables you to search for a Supplier ID. Purchasing Requisitions View line-by-line information for your requisitions, as well as access pages that contain more details about the selected requisition. Customers > Customer Information > General Information Suppliers > Supplier Information > Add/Update > Suppliers Suppliers > Supplier Information > Add/Update > Review Suppliers Purchasing > Requisitions > Review Requisition Information > Requisitions Purchasing Req Accounting Entries Shows the requisition accounting distribution by line and schedule. This information shows after a req has been Budget Checked. Purchasing > Requisitions > Review Requisition Information > Accounting Entries Purchasing Req Document Status Shows details of receivers, purchase orders, payments, and Voucher/Supplier Invoices posted against a req. Purchasing > Requisitions > Review Requisition Information > Document Status Purchasing Review Change Orders Purchasing Purchase Order Shows details of each page of a PO (lines, schedule, distribution, header and comments). Review Change Order history. Purchasing > Purchase Orders > Manage Change Orders > Review Change Orders Purchasing > Purchase Orders > Review PO Information > Purchase Orders Purchasing Activity Summary Lists all receipts and invoices on a PO as well as the quantity and amount that have been matched. Purchasing > Purchase Orders > Review PO Information > Activity Summary Purchasing PO Accounting Entries Shows the accounting distribution by line and schedule. This information shows after a PO has been Budget Checked. Purchasing > Purchase Orders > Review PO Information > PO Accounting Entries Purchasing PO Document Status Shows details of requisitions, receivers, Voucher/Supplier Invoices and payments posted against a PO. Purchasing > Purchase Orders > Review PO Information > Document Status Purchasing CSU PO Remaining Balance Inquiry The CSU PO Remaining Balance Inquiry page can be used to research Purchase Purchasing > Purchase Orders > Review PO Information > CSU PO Remaining Balance Inquiry Last Revised: 04/30/14 Page 55 of 63