peoplesoft (ps) budget orientation training brought to you by: office of finance contact us at:...
TRANSCRIPT
![Page 1: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/1.jpg)
![Page 2: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/2.jpg)
PeopleSoft (PS)Budget Orientation Training
![Page 3: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/3.jpg)
Brought to you by:
Office of Finance
Contact us at: [email protected]
Visit us on the web at: http://www.pugetsound.edu/about/offices-services/office-of-finance/
See our organizational chart at:http://www.pugetsound.edu/files/resources/org_chart_finance-7.pdf
All documents can be found at:http://www.pugetsound.edu/about/offices-services/office-of-finance/budget-administration/budget-administration-reference-materials-and-training/
![Page 4: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/4.jpg)
AGENDA
• Chart of Accounts (COA)• Coding Transactions• PeopleSoft Financial Tools – myPugetSound• Managing Requisitions – entering/approving• Reviewing Budgets• Financial Tools – Beyond the Basics• Additional Resources• P-Card Orientation
![Page 5: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/5.jpg)
CHART OF ACCOUNTS
Ex: 19.8200.192019.91231.CC4485
![Page 6: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/6.jpg)
Chartfield Accounts Overview
![Page 7: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/7.jpg)
SpeedChartPuget Sound uses a “short cut” to three of the Chartfield elements; the fund, the department, and the project codes. This “short cut” is referred to as the SpeedChart.
19.8200.192019.91231.CC4485[(Fund). (Dept) . (Project)] . (Acct) . (Chartfield1)
A SpeedChart is six numeric digits long and in most cases, not all, comprised of either;
1. PPPPPP - the project code (if the your chart of account has a project code); or
2. FFDDDD - the combination of fund and department
![Page 8: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/8.jpg)
Why do I need to know the Chart of Accounts?
CODING TRANSACTIONS High level overview of payment cycle
![Page 9: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/9.jpg)
Non-PO Payments – required accounts
PS SpeedChart (combination of fund, dept, project)
PS Accounto PS Chartfield1, if applicable
19.8200.192019.91231.CC4485COA Reminder:
![Page 10: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/10.jpg)
Non-PO Forms to submit for payment
P-CardWells Fargo credit card for university-related purchase
& travel.
![Page 11: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/11.jpg)
Disbursement Stamp Instructions
Stamp and fill in accounting information
![Page 12: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/12.jpg)
Disbursement Stamp Instructions
Stamp and fill in accounting information
Do not use disbursement or date stamps on the vendor remittance copies and/or coupons. They need to be returned to the vendor with payment to ensure correct payment processing by the vendor
![Page 13: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/13.jpg)
Disbursement Stamp Instructions
![Page 14: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/14.jpg)
Disbursement Request Form Instructions
Download Disbursement Request FormTime saving tip: the form opens in Excel. You can save the forms on your local or share drive, by using the “File>Save As” command. This will allow you to fill in and save information that will be the same each time you complete the form.
![Page 15: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/15.jpg)
Disbursement Request Form Instructions
![Page 16: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/16.jpg)
Disbursement Request Form Instructions
Attach original receipts or other supporting documentation as applicable.• If helpful to you in organizing your receipts,
complete and attach the optional Travel Expense Form (Summary).
Obtain approval by the budget manager or someone with disbursement authority.
![Page 17: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/17.jpg)
Advance Processing Form Instructions
![Page 18: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/18.jpg)
Where to send your completed forms
Send approved form with required accounting information to:
Or deliver to Jones Hall Room 018. Accounts Payable (Jones 018) • Monday – Friday, 8 am – 5 pm, except university
holidays
![Page 19: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/19.jpg)
PS FINANCIAL TOOLS
myPugetSound/Financials
![Page 20: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/20.jpg)
Chartfield Value Lookup Tool
![Page 21: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/21.jpg)
SpeedChart Search
![Page 22: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/22.jpg)
Account Search
![Page 23: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/23.jpg)
Chartfield1 Search
![Page 24: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/24.jpg)
How to code the disbursement
![Page 25: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/25.jpg)
MANAGING REQUISITIONSentering/approving
![Page 26: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/26.jpg)
Life of a Requisition
RequisitionPOVoucherRequisitionPurchase OrderVoucher/Invoice/Receiving
![Page 27: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/27.jpg)
Entering A RequisitionTo begin, click on “Create New Requisition”.
Do not test in PS Production (FN91PRD) as you cannot delete a saved requisition. To test, please use PS Test (FN91TST).
![Page 28: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/28.jpg)
Enter “Requisition Name:”
Click “Special Request” then “Special Item”. Enter item information.
![Page 29: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/29.jpg)
Enter item information (use magnifying glass to assist).
![Page 30: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/30.jpg)
When complete review and verify chart of accounts used.
When finished be sure to “Check Budget” & “Save & Submit.
![Page 31: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/31.jpg)
Confirmation
For more on how to complete requisitions see our website or contact procurement. Contact information can be found at the end of this document.
![Page 32: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/32.jpg)
Approving A RequisitionOnce submitted your will receive an email similar to below.
Click link to review/approve.
![Page 33: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/33.jpg)
Requisition information: click “View Line Details” to review
![Page 34: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/34.jpg)
Be sure to review accounting
![Page 35: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/35.jpg)
![Page 36: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/36.jpg)
After Requisition Approval
For questions or assistance with your requisition please contact procurement at:[email protected]
![Page 37: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/37.jpg)
REVIEWING BUDGETS
![Page 38: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/38.jpg)
Types of Budgets at Puget Sound
Step 1: Determine which tool to use based on the type of budget you want to view.
![Page 39: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/39.jpg)
Step 2: Click SEARCH to see what you have access to
![Page 40: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/40.jpg)
Step 3: Click on the Magnify Glass to see detail
Step 4: Click on the Magnify Glass to see detail
![Page 41: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/41.jpg)
Step 5 - optional: Click on Notes to add additional information
![Page 42: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/42.jpg)
Error??
If you receive a blank line:
o You are using the wrong tool for the type of fund it is. Try another tool; or
o You do not have security access to the budget; oro No budget/balance exists based
![Page 43: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/43.jpg)
FINANCIAL TOOLS
Beyond the Basics• Tips• Tricks• Things you should know
![Page 44: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/44.jpg)
Exporting Budget Results to Excel
Select the Download link on the grid
![Page 45: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/45.jpg)
Exporting Budget Results to Excel
When browser display the popup dialog box to ask you what to do, select Open with MS Excel, and click OK
![Page 46: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/46.jpg)
Exporting Budget Results to Excel
If MS Excel displays this warning message about file extension, allow it to open by clicking on the Yes button
![Page 47: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/47.jpg)
Want to Explore the full PS Financials Module?
To find these tools and more, click on PeopleSoft Financials and explore the full financials system.
![Page 49: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/49.jpg)
ADDITIONAL RESOURCES
Office of Finance: [email protected]
Procurement Office: [email protected]
Technology Services: [email protected]
Electronic Version of Handouts: http://www.pugetsound.edu/about/offices-services/office-of-finance/budget-administration/budget-administration-reference-materials-and-training/
![Page 50: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/50.jpg)
Questions?
![Page 51: PeopleSoft (PS) Budget Orientation Training Brought to you by: Office of Finance Contact us at: Finance@pugetsound.edu Visit us on the web at:](https://reader035.vdocuments.mx/reader035/viewer/2022062719/56649ebf5503460f94bca300/html5/thumbnails/51.jpg)
P-CARD ORIENTATION