PISTOL

PeopleSoft Financials
Version 9.0

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Table of Contents
CHAPTER 11 - SET UP FINANCIALS/SUPPLY CHAIN 2
Chartfields 2
ChartField Values 5
CHAPTER 12 - MONTH END REPORTS 7
Obtain Access to PISTOL Report Folders 7
Accessing Reports in PISTOL 7
Opening PISTOL Reports 9
Understanding Reports in PISTOL 11
Sample Appropriation Report 11
Printing PISTOL Reports 14
Reconciling PISTOL Reports 15
CHAPTER 13 – FISCAL YEAR REPORTS 17

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CHAPTER 11 - SET UP FINANCIALS/SUPPLY

CHAIN
Chartfields
There are five chartfields used in Pistol: Account, Fund, Department (Org), Budget Reference,
and Project. The combination of chartfields is critical in Pistol. The chart below summarizes
when Budget Reference is required and when it is not.

Budget Reference Required: Budget Reference NOT USED:

State Appropriations
(Fund 1100-1317-1311-40XX-7001-7401)
Ag Fed Funds (Fund 41XX)
Special Appropriations
(Fund 1206, 7038 & others)
Funds administered by Sponsored Programs:
Fund 42XX Project Grants
Indirect Cost Accounts (Fund 1501)
Release Time Accounts (Fund 1500)

ASUW/Student Pubs/Coe/Kuehn/ Nonbudgeted Accounts

Excellence in Higher Education (Fund 1600-1700 & others. Any account that
(Funds 1400-1401-1601-4401-4402) you get an ‘N’ report for)
Fund 1701 Accounts

To determine if your department’s accounts require Budget Reference and to determine the
proper combination of chartfields, you will need to look them up using the following path from
the Navigation Menu:
Set Up Financials/Supply Chain
Common Definitions
Design ChartFields
COMBO_DATA_TBL_UW

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SetId = UNWYO (always)

Enter your Department (Org)

number or Project ID.

Click the icon.

Click on Budget Reference hyperlink.

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The Combo Data Edit tab shows the required chartfields for Org 12322. You will notice that
Budget Reference is included in this example because Org 12322 is a state appropriation
account (Fund 1100). If the Budget Reference field does not contain a value, it is NOT used.
To look up another Org or Project, click the icon.

Hint: If you have access to Month-End reports, print the latest version of your department’s
Org_Descriptions and Project_Descriptions report. The Project_Descriptions report provides all
valid chartfields, including budget reference, if required. The Org_Descriptions listing can be used
to look up each account on the Combination Data page. Then create a worksheet for yourself that
includes all the required chartfields for each of your accounts.

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ChartField Values
Path from Navigation Menu:
Set Up Financials/Supply Chain
Common Definitions
Design ChartFields
Define Values
 ChartField Values
This area allows you to inquire on individual chartfield components.

Click any of the hyperlinks to inquire on Account,

Fund Code, Department or Project.

Example of a Department inquiry:

Enter SetID and the Department (Org)

you want information about (12437 in
this example).
Press the Enter key or click the
icon.

The Department page shows detailed information about Org 12437 (status, description, etc.)
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To perform another search on a Department, click the icon.

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CHAPTER 12 - MONTH END REPORTS

Obtain Access to PISTOL Report Folders
For PISTOL access and/or report access please fill out the Account Request Form located on the
Information Technology Application Security Office website:
http://www.uwyo.edu/InfoTech/DIS/aso/
After bringing up the Application Security webpage, click on the Account Action Forms. An
authentication box will come up and you need to use your UW Domain username and password.
This should bring up an account form. Please fill out the top portion and then scroll down to the
block for Pistol Account Access. Complete the requested information and submit.

Accessing Reports in PISTOL

To get to the month-end reports in PISTOL, map a drive to \\fsteller\uwrpt$. The reports are
Excel workbooks with worksheet tabs for the summary report as well as the detail transactions
for the month.

Follow these steps to map a network drive

1. Double click the ‘My Computer’ icon on your desktop:

2. Navigate to Tools > Map Network Drive:

3. Fill out the fields as shown below:

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
 Any Drive letter is okay. 
 Type the following in the Folder
field: \\fsteller\uwrpt$ 
 Check the ‘Reconnect at logon’ box.

 Click the ‘Finish’ button.


4. After you Click the Finish button, a window will open. This is the report repository for Pistol
reports.

You should now close this window, and the ‘My Computer’ window by clicking the ‘X’.

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Note: This step only has to be done once. You are now connected to the
report repository.

You can now open and view your reports.

Opening PISTOL Reports

1. Use the drop down arrow on the ‘Look in’ field to locate the report repository.

2. Navigate to your department’s folder by double clicking on the folder names. The naming
convention for the reports is:

Alpha Code + DeptID or ProjectID + Month ending date

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3. Locate the report you want to view and double click on it. You may receive this message when
you try to open certain reports. Click the ‘Enable Macros’ button and the file will open.

This message is related to the Security setting within Excel. If you do not want to see this
message, set your security setting to Low by navigating to Tools > Macros > Security. On the
‘Security Level’ tab, click the button beside Low.

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Understanding Reports in PISTOL

Sample Appropriation Report

One tab contains the summary report for

the month.

Journal-IDR
HR Expenditure Detail contains
Voucher Detail
Detail contains detail information.
PO Encumbrance contains detail
payroll
contains detail information.
expenditure detail
nformation. information on open
POs.

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HR Encumbrances contains detail

Special Obligations
contains detail
information for year-
end obligations at the
end of the biennium
only.
of remaining payroll encumbrances.
Budget Journals contains detail of original
budget journals, increases and decreases to
the budget, and budget transfers made during
the reporting month.

Report Naming Convention

Each file name has three components:

Alpha
er enter an Identifier
existing (A=Appropriation,
Run Control N=Non-budget,
ID or add a new one: I=Indirect Cost/Release Time,
D=Special Appropriation, O=Organization Budget, P=Projects, F=Fed Fund Projects,
Z=Year end reports for Accounts Payable Project)
Org number or Project ID
Month end (as of) date

Examples: A_12437_2010-03-31, P_NSFLOC0701_2010-03-31

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When you open a report file, the main report will be in view. The tabs containing detail
information are visible at the bottom of the Excel worksheet. To view any of the detail
worksheets simply click on the tab.

All tabs may not be visible. Use the directional arrows on the bottom left side of the worksheet to
scroll back and forth through the tabs.

Note: Because the Pistol reports are Excel workbooks, you may save them,
and manipulate the data on the detail tabs to suit your individual preference.

For example: The Voucher, Journal and HR detail tabs are sorted by account
on the delivered reports. If you want to sort by date, you may perform that
function as with any other Excel worksheet.

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Printing PISTOL Reports

Highlight the tabs you wish to print by

clicking on one, then holding down the
‘CTRL’ key and selecting subsequent
tabs you wish to print.

After highlighting all those you want to

print click the print icon.

1. Open the report file and review each of the tabs by clicking on them. One or more of the
report tabs may be blank if there are no transactions of that type to report for the month.

2. Highlight all the tabs you wish to print:

a. Click on the first tab you want to print.
b. Hold down the ‘CTRL’ key and click on subsequent tabs you want to print.

3. Once all tabs are selected for printing, hit the print icon.

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Reconciling PISTOL Reports

1. There are a number of types of reports, however, all reports fall into two broad categories
in terms of ‘balancing’.
 Budgetarily Controlled accounts are balanced to ‘Remaining Spending Authority’.
Any report with a ‘Spending Authority’ column is a budgetarily controlled account.
Examples are: Appropriation, Project Grants, Indirect Cost, Org.
 Non-budgeted accounts are balanced to ‘Cash’.

2. Reconciling a budgetarily controlled account:

Any report with a’ Spending Authority’ column

is budgetarily controlled and should be balanced
to ‘Remaining Spending Authority’.

Column 1: This is the original budget.

Column 2: The Original Budget +/- Budget Transfers through the ‘as of date’ of the report.
Column 3: Inception-to-date expenditures through the report date. This may include expenditures
for more than one fiscal year.
Column 4: Current encumbrances against this account. These may include Payroll (HRMS)
Encumbrances, PO Encumbrances, and Indirect Cost Encumbrances for Project/Grants.
Column 5: The available balance remaining on this account as of the reporting date.
(Total Spending Authority – Expenditures – Encumbrances = Remaining Spending Authority)
Column 6: Current period expenditures. The total of the Voucher Detail, Journal – IDR Detail,
and HR Expenditure Detail tabs of the report will equal the total in this column.

3. Reconciling a Non-budgeted account:

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Column 1: These are fiscal year-to-date balances at the beginning of the current month for Fund
Additions, Fund Deductions, Revenues and Expenses. The Balance Sheet amounts are inception-
to-date balances.
Column 2: Current month activity for this account. The Voucher Detail, Journal – IDR Detail,
and HR Expenditure Detail tabs of the report will reflect all activity in this column. Note: If
your non-budgeted account has fixed asset or liability accounts in the Balance Sheet section, the
activity in those accounts will be reflected on the detail Voucher, Journal – IDR, and HR
Expenditure tabs as well.
Column 3: Fiscal year-to-date balances through the report date for Fund Additions, Fund
Deductions, Revenues and Expenses. Inception-to-date balances for accounts in the Balance
Sheet section.
Column 4: Current open encumbrances against this account. These may include Payroll (HRMS)
Encumbrances and PO Encumbrances.
Note: Encumbrances (column 4) are NOT subtracted from the ending cash
balance of non-budgeted accounts. They do, however, represent obligations
that will need to be paid from the ending cash balance and they must be
allowed for in managing non-budgeted accounts.

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CHAPTER 13 – FISCAL YEAR REPORTS

In addition to monthly PISTOL reports, we run fiscal year PISTOL reports for the prior fiscal
year. The data contained in the reports in these folders (all with naming convention FY 2009) is
cumulative for each org and project for the fiscal year involved. The excel file names for these
fiscal year reports are different than for the monthly reports. They have a prefix, FY-. This
allows us to reduce the number of reports (one vs. twelve), and it is easier for you to search for a
transaction. (You don’t have to remember in which month it occurred).

We only keep 3 prior years of monthly reports. Those are moved into subfolders in your
PISTOL folder and labeled with the corresponding fiscal year – i.e. 2009 for all monthly reports
in 2009. But the fiscal year reports are kept indefinitely for you to return to for research.

They follow the same naming conventions as the monthly reports. We just add FY- to the
beginning of the report name. For example, FY-A_12437_2009-06-30.xls

A_ Appropriation
D_ Special appropriation
I_ Indirect Cost/Release Time
N_ Non-budgeted
O_ Organization
S_ Banner
F_ Federal funds
P_ Projects

There are Excel filters in all of the tabular reporting pages (Special Obligations, Voucher Detail,
Journal-IDR Detail, and HR Expenditure Detail) which should make locating transactions easier.
When you click on the down arrow in the column heading, a drop down box appears that shows
a list of the values in that column (in alphabetical and/or numerical order). Warning: the drop
down box will only display the first 1,000 unique values (an Excel limitation). For example, if
you have 2,000 different voucher numbers on the report, the drop down box will only show the
first 1,000 voucher numbers.

There is not an HR encumbrance tab because all payroll encumbrances are removed by June 30
every year.

PISTOL 9.0 Chapters 11-13, Revised April 2010