PeopleSoft Financials Introductory Online Class

Modules Handout
GeorgiaFIRST
 GeorgiaFIRST supports the
PSFIN v92 Modules
following modules in PeopleSoft
AM
EX
Financials:
 Budget Prep
AR

AP
BP  eProcurement
 Purchasing
KK
PO  Accounts Payable
 Asset Management
GL ePro
 Expenses
 Accounts Receivable
(Skidaway and USO only)
 Commitment Control
 General Ledger

2 Budget Prep (BP) assists

Budget Prep Module (BP)
institutions in creating new
AM
EX
budgets by allowing extraction of
AR
all budget-related information
HR from the PS Financials system
AP
BP and HR systems (HR), allowing
PO
the institution to manipulate the
KK
information and then export the
GL ePro new info back to the systems to
create the budget for the new
year.

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 2
 3 Budget Prep works with the
Budget Prep Module (BP)
General Ledger to prepare for the
AM
EX
upcoming year’s budget.
AR

HR
AP
BP

PO
KK

GL ePro

4 Budget Prep also works with

Budget Prep Module (BP)
Human Resources (HR) to create
AM
EX
the budget.
AR

HR
AP
BP

PO
KK

GL ePro

5 Budget Prep also works with

Budget Prep Module (BP)
Commitment Control (KK). After
AM
EX
the new budgets are created,
AR
budget journals are created and
HR posted in Commitment Control.
AP
BP

PO
KK

GL ePro

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 3
 7 Purchasing feeds purchase order
Purchasing Module (PO)
and receipt information into
AM
EX
Accounts Payable to create
AR
vouchers to pay for items and
BP
services purchased.
AP
PO

KK

GL ePro

8 Purchasing passes asset

Purchasing Module (PO)
information to Asset
AM
EX
Management, enabling the
AR
capitalization of assets at the
BP
point of receipt.
AP
PO

KK

GL ePro

9 Purchasing works with

Purchasing Module (PO)
Commitment Control to
AM
EX
determine if funds exist in the
AR
appropriate budgets, and to
BP
record pre-encumbrances
AP
PO (through requisitions) and
encumbrances (through purchase
KK
orders).
GL ePro

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 4
 10 ePro is a subset of the Purchasing
eProcurement Module (ePro)
module. It is designed to make it
AM
EX
easier for the casual user (not a
AR
person in the Purchasing
BP
Department) to request items
AP
ePro through the use of requisitions.
By using ePro, a user can create a
KK
PO
requisition and have it
GL automatically forwarded to a
department approver (and
sometimes Project approver)
before it goes to the purchasing
office.

11 ePro sends requisitions to the

eProcurement Module (ePro)
Purchasing module to be sourced
AM
EX
into Purchase Orders.
AR

AP BP
ePro

KK
PO

GL

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 5
 12 ePro works with Commitment
eProcurement Module (ePro)
Control to determine whether
AM
EX
funds exist in the appropriate
AR
budgets and to record pre-
AP BP
encumbrances.
ePro

KK
PO

GL

13 Accounts Payable is the money a

Accounts Payable Module (AP)
business owes others. Accounts
AM
EX
Payable are current liabilities
AR
incurred in the normal course of
BP
business as an institution
AP purchases goods or services with
the understanding that payment
KK PO
is due at a later date. This module
GL ePro ties vouchers and vendors with
invoices, purchase orders, and
receipts in order for the
institution to make timely and
correct payments.

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 6
 14 Accounts Payable receives
Accounts Payable Module (AP)
information from the Purchasing
AM
EX module to create vouchers from
AR
purchase orders and receipts.
BP
AP

KK PO

GL ePro

15 Accounts Payable passes asset

Accounts Payable Module (AP)
information to Asset
AM
EX
Management, enabling the
AR
capitalization of assets at the
BP
point of receipt.
AP

KK PO

GL ePro

16 Accounts Payable works with

Accounts Payable Module (AP)
Commitment Control to
AM
EX
determine if funds exist in the
AR
appropriate budgets, and to
BP
record expenditures (through
AP vouchers).
KK PO

GL ePro

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 7
 17 Accounts Payable works with
Accounts Payable Module (AP)
Expenses to process
AM
EX
reimbursement payments and
AR
cash advances for employees.
BP
AP

KK PO

GL ePro

18 Accounts Payable sends

Accounts Payable Module (AP)
information to the General
AM
EX
Ledger.
AR

BP
AP

KK PO

GL ePro

19 Asset Management (AM) is

Asset Management Module (AM)
designed to help institutions
AR EX maintain physical control over
their assets, perform complex
AP BP financial accounting, and provide
AM
a central repository for complex
KK PO asset info.

GL ePro

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 8
 20 Asset Management receives asset
Asset Management Module (AM)
information from the Purchasing
AR EX
and Accounts Payable modules.

AP BP
AM

KK PO

GL ePro

21 Asset Management creates

Asset Management Module (AM)
accounting entries that are
AR EX posted to the General Ledger
from asset additions,
AP BP adjustments, and retirements.
AM

KK PO

GL ePro

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 9
 22 Expenses allows employees to
Travel and Expense Module (EX)

HR
submit travel authorizations, cash
AM
advances, and expense reports
AR
online. It also enables managers
AP BP to approve these transactions
EX
online. The use of this module is
KK PO
specific to the institution.

GL ePro

23 Expenses works with Accounts

Travel and Expense Module (EX)

HR
Payable to process
AM

AR
reimbursement payments and
cash advances for employees.
AP BP
EX

KK PO

GL ePro

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 10
 24 Expenses works with
Travel and Expense Module (EX)

HR
Commitment Control to
AM

AR
determine whether funds exist in
the appropriate budgets, and to
AP BP record encumbrances from Travel
EX
Authorizations and expenditures
KK PO
from Expense Reports.

GL ePro

25 Expenses works with HR to load

Travel and Expense Module (EX)

HR
individual employee data from
AM

AR
your HR system into the
Financials module, so individual
AP BP employees can initiate their own
EX
travel and expense transactions.
KK PO

GL ePro

26 Accounts Receivable works with

Accounts Receivable Module (AR)
customers and receivables.
AM
EX Accounts Receivables are liquid
assets that are created as a result
AP BP of a sale of products or services
AR
to a customer on account. (Only
KK PO
USO uses the AR module.)

GL ePro

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 11
 27 Accounts Receivable also works with
Accounts Receivable Module (AR)
the General Ledger.
AM
EX

AP BP
AR

KK PO

GL ePro

28 Commitment Control involves

Commitment Control Module (KK)
financials that have been
AM

AR
EX reserved for a specific financial
transaction, prior to final
AP BP approval and posting to the
KK
General Ledger. This module
PO
enables you to control
expenditures against predefined
GL ePro
budgets. The KK modules help
you avoid overspending by
providing budget checking and
commitment accounting
functionality. It can automatically
check commitments and
expenditures against control
budgets, spot any exceptions,
freeze the affected transactions,
and notify you of the exceptions,
enabling you to limit
commitments and actual
expenditures to authorized
budget amounts. KK works with
all modules (except AM).

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 12
 29 The General Ledger is the
General Ledger Module (GL)
accounting records that show all
AM
EX the financial statement accounts
AR
of a business. It is the final ledger
AP BP in the financial system which
GL
holds all financial transactions
PO
used for external and summary
KK
financial reporting and financial
ePro management. It creates journal
entries and posts from Asset
Management, Accounts Payable,
Accounts Receivable, Travel and
Expenses, and payroll (HR) to the
General Ledger, which is the core
of the PeopleSoft financial
system.

30 Review Questions:
PSFIN v9.2 Modules
 Which module assists in
AM
EX
the creation of new
AR
budgets?
AP
BP  Which module helps you
avoid overspending by
PO providing budget checking
KK
and commitment
GL ePro accounting functionality?
 Which module ties
vouchers and vendors
with invoices, purchase
orders, and receipts in
order for the institution to
make timely and correct
payments?

Review Answers: 1) Budget Prep 2) Commitment Control 3) Accounts Payable

© 2016 Board of Regents of the University System of Georgia All Rights Reserved 13