PeopleSoft Financials Overview

Relationship of PeopleSoft Modules to One Another: Putting the Pieces Together

PeopleSoft Set-up Hierarchy

Transaction data User defaults/preferences Agency set-up / configuration Customer/Item / Vendor settings

State-wide set-up / configuration
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Relationships Among PeopleSoft Modules Projects (grants)
Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing

PeopleSoft Human Resources

Time & Labor

General Ledger / Commitment Control

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Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 4 .

5 .Start a New Requisition Click on “Search Catalog” for QPA items or “Special Request” to order by description.

click Save. 6 . then Budget Check. enter chartfields.Finish selecting items.

Most common check is for valid fund/centers.Budget Check and Combo-Edit Budget Check / Commitment Control: Checks transaction against budgets created by agency (APPROP. PROJ/GRT). Potential Budget Check Errors  Exceeds Budget Tolerance (insufficient funds available)  No Budget Found (may indicate ineligible expense)  Date out of bounds (usually for grants)  Exceeds Spending Authority (usually occurs for negative expenditures) 7 . Combo-Edit: Checks chartfield entries according to Combination Editing Rules set by agency. ALLOT. Most common check is for Appropriation by fund/center/major point.

A Req with a valid budget check is reflected as a pre-encumbrance against the appropriate budget.
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Budget Detail Transaction Report
Pre Encumbrance Encumbrance Expenditure

It is also reflected in budget reports.
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Submit Requisition to generate Approval emails / workflow map.
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Requisition Approvals Based on role. Some are required by oversight agencies. type of purchase and/or dollar amount. Some may be used and/or adjusted by the agency. 11 .

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 12 .

2. 4. 3. 5. Populate year with 2 digit FY Verify Buyer Select Line Items for PO Verify Vendor Submit PO 13 .Expedite Requisition to a Purchase Order 1 2 5 3 4 1.

review the Requisition from Manage Requisitions to get PO number. 14 .PO Information for line 2 When a PO is created.

Pull up PO through Manage Purchase Orders 15 .

16 . then budget check PO. get amount approval. save PO.Review bill-to location.

17 .A PO with a valid Budget Check is reflected as an Encumbrance against the appropriate budget AND has relieved the Pre-Encumbrance from the related Requisition.

18 .Budget Detail Transaction Report Pre Encumbrance Encumbrance Expenditure Both the purchase order and the reversal of the related requisition are reflected on budget reports.

19 .Dispatch PO Validate settings then click Run.

20 .Wait until the Status of the process is Success. Click “Details” and then “View Log/Trace” to Print PO.

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 21 .

22 .Click on the Truck Icon to receive on the order.

23 .Receive either full or partial shipments.

and physical location. serial number.Enter asset information. if purchase is an asset. including tag number. 24 .

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 25 .

26 . run reports and track physical inventory.In Asset Management users can add or maintain assets.

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 27 .

Add voucher with information from the invoice 28 .

Copy PO Receiver to voucher. save. complete voucher. 29 . and click budget check.

A Voucher with a valid Budget Check is reflected as an Expense against the appropriate budget AND has relieved the Encumbrance from the related PO. 30 .

Budget Detail Transaction Report Pre Encumbrance Encumbrance Expenditure The voucher and the related reversal of the PO are also reflected on budget reports. 31 .

Claim vouchers. 32 . travel claims and PO partials/finals can all be paid via diskette interface to the Auditor’s office.Pay Cycle – select batch of vouchers for payment.

create diskette. print claim vouchers. 33 . Approve pay cycle.Use Pay Cycle Manager to complete the steps: Generate trial register.

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 34 .

Request Approval and Reimbursement for Travel 35 .

Configure the State’s Rules and Agency Policies for Travel 36 .

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Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 38 .

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Tracking Project Accounting Data Flow The diagram illustrates the flow of transactions into PeopleSoft Projects and then on to PeopleSoft Billing and PeopleSoft General Ledger 40 .

The Project Costing module can be used to track and control federal grants and/or to track activity costs. 41 .

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 42 .

Customer information including addresses and contact name/phone is maintained by the billing Agency. 43 .

loaded through an interface or generated from templates. 44 .Invoices can be entered online.

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 45 .

If an agency is using Billing. maintained or have payments applied against them. In AR items can be added. 46 . Collections activities are also performed through AR. most AR items are created from invoices.

But Wait… There’s More! PeopleSoft is more than REQs and Checks! 47 .

Relationships Among PeopleSoft Modules Projects (grants) Requisition (ePro) RFQ (ePro) Purchase Order (ePro) Receiver (ePro) Asset Management Inventory Travel& Expenses Accounts Payable Accounts Receivable Billing PeopleSoft Human Resources Time & Labor General Ledger / Commitment Control 48 .

49 .Enter a Budget Journal Journal Header defines Ledger and has a description. Journal Lines define chartfields and amount.

Journal Lines define chartfields and amount. 50 .Enter a GL Journal Entry Journal Header defines Ledger and has a description.

51 .Research Transactions Failing Budget Check Click icon next to voucher ID to review the voucher.

etc. budget ref. fund. major object. 52 .Search for Budget Overviews Limit by center.

Download lines to Excel. 53 .Budget Overview Search Results Review by summary or by detail line.

Search for Specific Budget Lines Search for all . Search .5 budgets for a given center over last 5 years.9 budgets within an agency for current year. 54 .

More Research Using PeopleSoft 55 .

status. Click REQ Name for details. 56 .Search for Requisitions Search by requester. date range. and/or REQ ID.

Documents Associated to a Requisition Click on a document ID to get more details about the transaction. Click on the “more” icon to get links to accounting entries 57 .

status. etc. Click PO ID for details. PO ID. vendor. 58 .Search for Purchase Orders Search by buyer.

status. 59 . voucher ID. invoice #. etc. Click voucher ID for details.Search for Vouchers Search by vendor.

etc. Click invoice ID for details. status. 60 . invoice #.Search for Invoices Search by customer.

Retrieve AR Summary by Customer 61 .

Search for AR items by Customer 62 .

Review Aging of Agency Receivables 63 .

Data from PO_HDR. 64 . PO_LINE_DISTRIB by BU. date.Use Query Tool to Access Bulk Data Retrieve specific data from tables based on criteria.