CSULB Finance Inquiry & Reports Training Manual - CFS 9.2
Last Revised:
06/30/14
CSULB Inquiry & Reports Training Manual CFS 9.2
FINAL
Table of Contents
Page
Overview ..................................................................................................................................................................... 1 1.0
2.0
3.0
ChartFields ........................................................................................................................................................ 2 1.1
Chart Of Accounts .................................................................................................................................. 2
1.2
SpeedCharts ........................................................................................................................................... 4
General Ledger ................................................................................................................................................. 5 2.1
Journal Inquiry ........................................................................................................................................ 5
2.2
Actuals Ledger Inquiry ............................................................................................................................ 6
2.3
Ledger Activity Report ............................................................................................................................ 7
2.4
Trial Balance Report ............................................................................................................................... 8
2.5
Fund/Deptid Budget Report .................................................................................................................... 9
2.6
CSU Ledger Detail Report .................................................................................................................... 10
2.7
CSU Journal Detail Report ................................................................................................................... 12
Supplier ...........................................................................................................................................................13 3.1
4.0
Purchasing ......................................................................................................................................................15 4.1
Purchase Order and Requisition Structure ........................................................................................... 15
4.2
Requisition Inquiries & Reports ............................................................................................................ 16
4.2.1
Requisitions .................................................................................................................................. 16
4.2.2
Requisition Document Status ....................................................................................................... 17
4.3
5.0
Review Supplier Information ................................................................................................................. 14
Purchase Order Inquiries & Reports ..................................................................................................... 18
4.3.1
Purchase Order Inquiry ................................................................................................................ 18
4.3.2
Purchase Order Activity Summary ............................................................................................... 20
4.3.3
Purchase Order Document Status ................................................................................................ 22
4.3.4
CSU PO Remaining Balance Inq .................................................................................................. 23
4.3.5
Contract Entry ............................................................................................................................... 23
4.3.6
Detail Activity ................................................................................................................................ 25
4.3.7
PO Life Cycle Report .................................................................................................................... 27
4.3.8
CSU Open PO by ChartField ........................................................................................................ 29
Accounts Payable ...........................................................................................................................................32 5.1
Voucher Structure ................................................................................................................................. 32
5.2
Payment Information ............................................................................................................................. 32
5.3
Accounts Payable Inquiries & Reports ................................................................................................. 33
5.3.1
Voucher – Find and Existing Value .............................................................................................. 33
Last Revised: 06/30/14
CSULB Inquiry & Reports Training Manual CFS 9.2
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7.0
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5.3.2
Accounts Payable Document Status ............................................................................................ 35
5.3.3
Voucher Inquiry............................................................................................................................. 36
5.3.4
Payment Details Inquiry ................................................................................................................ 37
5.3.5
Voucher Listing by ChartField ...................................................................................................... 39
Billing ..............................................................................................................................................................40 6.1
Billing Details Inquiry ............................................................................................................................ 40
6.2
Review Entries by Invoice Inquiry ......................................................................................................... 42
Accounts Receivable ......................................................................................................................................43 7.1
Customer Overview .............................................................................................................................. 43
7.2
Customer Activity .................................................................................................................................. 44
7.3
Accounts Recievable Payments ........................................................................................................... 44
7.4
View Update Accounts Receivable Item Details................................................................................... 44
7.5
CSU AR Aging By Fund & Account (CSUAR001) Report .................................................................... 47
7.6
CSU AR Aging by Customer (CSUAR002) Report............................................................................... 48
7.7
CSU AR Aging by SCO/CSU Fund (CSUAR003) Report .................................................................... 50
Appendix A: Running Reports ..................................................................................................................................52 Run Controls ................................................................................................................................................ 52 Set up Parameters – SQR/Crystal Reports ................................................................................................. 53 Appendix B: PeopleSoft Inquiries Matrix ..................................................................................................................56 Appendix C: PeopleSoft Reports Matrix ...................................................................................................................62
Last Revised: 06/30/14
CSULB Inquiry & Reports Training Manual CFS 9.2
FINAL
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: 06/30/14
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CSULB Inquiry & Reports Training Manual CFS 9.2
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ChartFields
1.1
Chart Of Accounts
FINAL
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 Name
Field Length
Fund
5
Account
6
Definition
• • • • •
Identifies the Funding Source (Where). A required ChartField in a financial transaction. 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
• •
Program
5
Class
5
• • • •
Project
10
• • • •
Last Revised: 06/30/14
Identifies the Department being charged (Who). A required ChartField in a financial transaction for Revenue and Expense Accounts ONLY. Grouping common activities across the University. Used to track reimbursable activities. Optional ChartField. Further classifying Department Expenditures or grouping common activities across departments. Optional ChartField. Identifies a set of activities that span over multiple years. Identifies Sponsored Programs. Business reason defines whether this is Optional or Required.
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Navigation: Setup Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values Processing Steps / Field Name
Screenshot / Description
Select Account Select Fund Code Select Department Select Program Code Select Class Field Select Project Find an Existing Value SETID = See below Chart 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.
1.1.1 SETID’s by Business Unit Fund SetID
Account SetID
DeptID SetID
Program SetID
Project SetID
Class SetID
Scenario SetID
Bus Unit
FS_20
FS_05
FS_06
FS_28
FS_08
FS_29
BD_02
LBCMP
LBCMP
LBCMP
LBCMP
LBCMP
LBCMP
LBCMP
LBCMP
LBFDN
LBFDN
LBCMP
LBCMP
LBFDN
LBCMP
LBFDN
LBCMP
LB49R
LB49R
LBCMP
LBCMP
LB49R
LBCMP
LBFDN
LBCMP
Last Revised: 06/30/14
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SpeedCharts
A SpeedChart is a 10 digit code which represents a chartfield string; includes Business Unit, Fund, Department, and/or Program, Class, Project. For Chargebacks, Account is NOT included. The account number is determined by the Service Provider. The SpeedChart will be used when requesting goods or services from one of the campus service providers. It replaces the chartfield string currently being used. This is the same process currently being used for Office Max when ordering supplies. Navigation: CSU Administer Integration > CSU Chargebacks > SpeedCharts – Find an Existing Value Processing Steps / Field Name
Screenshot / Description
SetID = LBCMP SpeedChart Key: Change to contains then enter the Department ID. Select Search. All SpeedCharts for the Dept you entered will display.
For Chargebacks: st
1 Digit of a SpeedChart represents the Business Unit: 1 = LBCMP 2 = LBFDN 3 = LB49R rd
9 = 3 Party Each SpeedChart code has a description which identifies the chartfield string it maps to. Each Chartfield value is identified with character separators F, P, C and J.
Last Revised: 06/30/14
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CSULB Inquiry & Reports Training Manual CFS 9.2
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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. The following are examples of inquiries and reports that can be used to gather General Ledger information.
2.1
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 Processing Steps / Field Name
Screenshot / Description
Add an Inquire Name = 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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
Add an Inquire Name = 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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
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 Last Revised: 06/30/14
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Processing Steps / Field Name
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Screenshot / Description
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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
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: 06/30/14
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Processing Steps / Field Name
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Screenshot / Description
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: 06/30/14
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Supplier
3.1
Review Supplier Information
FINAL
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 Processing Steps / Field Name
Screenshot / Description
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 Name 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: 06/30/14
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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 2
Line 1
Schedule 1 for Line 1
Distribution 1 for Schedule 2
Distribution 2 for Schedule 2
Last Revised: 06/30/14
Schedule 2 for Line 1
Schedule 1 for Line 2
Schedule 2 for Line 2
Distribution 3 for Schedule 2
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Requisition Inquiries & Reports
The following are examples of inquiries and reports that can be used to gather requisition information.
4.2.1
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 Name/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 Processing Steps / Field Name
Screenshot / Description
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 “40” + 9 digit employee ID
Processing Steps / Field Name
Screenshot / Description
Requisition
Select the Requisition you wish to view. You will be able to drill down to the Line, Schedule and Distribution details.
On PO (on purchase order)
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.
Received
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.
Last Revised: 06/30/14
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Processing Steps / Field Name
Screenshot / Description
On Voucher
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.
Document Status
Select to drill to the Document Status Inquiry page.
Approval History
Select to view Approval History.
Comments
Select to view the Requisition Comments.
4.2.2
FINAL
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 Processing Steps / Field Name
Screenshot / Description
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: 06/30/14
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Purchase Order Inquiries & Reports
The following are examples of inquiries and reports that can be used to gather Purchase Order information.
4.3.1
Purchase Order Inquiry
Use this inquiry to view purchase order information and related details.
Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders Processing Steps / Field Name Enter Business Unit
Screenshot / Description
Search by: • • • • • • •
Purchase Order Number Contract ID PO Date PO Status Short Supplier Name 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.
Last Revised: 06/30/14
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Processing Steps / Field Name
FINAL
Screenshot / Description
Line Details icon to view 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 view Tax information.
to
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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
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).
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Processing Steps / Field Name
FINAL
Screenshot / Description
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: 06/30/14
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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 Processing Steps / Field Name
Screenshot / Description
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: 06/30/14
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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 Processing Steps / Field Name Enter a Business Unit
Screenshot / Description
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.
4.3.5
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: 06/30/14
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Processing Steps / Field Name
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Screenshot / Description
Enter Setid = to BU Enter Contract ID Select Search
You can view the details about the contract.
Last Revised: 06/30/14
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FINAL
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 Processing Steps / Field Name
Screenshot / Description
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 Purchase Orders > Reports > PO Life Cycle Report Processing Steps / Field Name
Screenshot / Description
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, you will need to enter the Last Revised: 06/30/14
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Processing Steps / Field Name
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Screenshot / Description
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: 06/30/14
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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 Name, Year, Accounting Period, Monetary Amount listed as three columns (Posted Amount, Liquidated Amount, and Open Amount), ChartFields, Voucher No., PO Line Description, and Supplier Name. 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 Processing Steps / Field Name
Screenshot / Description
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: 06/30/14
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Screenshot / Description
This will print the PO Header Reference (Requisition) in column 5 of the report. Unchecked it will print Buyer Name 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
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Screenshot / Description
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
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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
Distribution 1 for Line 1
5.2
Line 2
Distribution 2 for Line 1
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).
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Accounts Payable Inquiries & Reports
The following are examples of inquiries and reports that can be used to gather Voucher (Invoice) information.
5.3.1
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 Processing Steps / Field Name
Screenshot / Description
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 #.
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Screenshot / Description
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,
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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 Processing Steps / Field Name
Screenshot / Description
Enter a Business Unit Search by: • • • • •
Voucher ID Supplier Invoice Number Invoice Date Supplier ID Short Supplier Name
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.
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Voucher Inquiry
Use this inquiry to review the Voucher/Supplier Invoice and the related details.
Navigation: Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher Processing Steps / Field Name
Screenshot / Description
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
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Screenshot / Description
Voucher Inquiry The results will give you statuses, Supplier Invoice number/date, Supplier ID/Name, 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.
5.3.4
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 Processing Steps / Field Name
Screenshot / Description
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.
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Screenshot / Description
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.
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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 Processing Steps / Field Name
Screenshot / Description
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
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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. The following are examples of inquiries that can be used to gather Billing (Invoice) information.
6.1
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 Processing Steps / Field Name
Screenshot / Description
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.
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Screenshot / Description
Line – Info 1 Tab Line details are displayed. Select the Accounting Link to view how the Revenue was distributed.
Accounting Link
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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 Processing Steps / Field Name
Screenshot / Description
Enter a Business Unit and Invoice.
Select Search.
Accounting Entries
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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. The following are examples of inquiries and reports that can be used to gather Accounts Receivable information.
7.1
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 Name
Screenshot / Description
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.
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Customer Activity
View customer activity for a specific customer and date range. Navigation: Accounts Receivable > Customer Accounts > Customer Information > Customer Activity Processing Step / Field Name
Screenshot / Description
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.
7.3
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 Name
Screenshot / Description
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.
7.4
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.
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Navigation: Accounts Receivable > Customer Accounts > Item Information > View/Update Item Details Processing Step / Field Name
Screenshot / Description
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.
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Screenshot / Description
Item Accounting Entries Provides the accounting distribution for the Item and all its activity.
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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 Name
Screenshot / Description
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.
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Report Example
7.6
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:
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Navigation: Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by Customer Processing Step / Field Name Create a Run Control or Search for an existing one to use.
Screenshot / Description
Select the criteria that are applicable. Run report and go to process monitor to View/Print Report.
Report Example
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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
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To run the report, go to the following: Navigation: Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by SCO/CSU Fund Processing Step / Field Name
Screenshot / Description
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
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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 Name
Screenshot / Description
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.
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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 Name
Screenshot / Description
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 Name = System defaults accordingly.
•
Place a check in the box below “Select” Type = Web Format = PDF or CSV
• •
Select “OK” to run the report.
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Screenshot / Description
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.
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Screenshot / Description
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
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Appendix B: PeopleSoft Inquiries Matrix Module
Inquiry Name
Use
Navigation
Customers
General Information
View general customer information and attributes.
Customers > Customer Information > General Information
Supplier
Supplier
This page enables you to view Supplier information.
Suppliers > Supplier Information > Add/Update > Suppliers
Supplier
Review Supplier
This page enables you to search for a Supplier ID.
Suppliers > Supplier Information > Add/Update > Review Suppliers
Purchasing
Requisitions
View line-by-line information for your requisitions, as well as access pages that contain more details about the selected requisition.
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
Review Change Order history.
Purchasing
Purchase Order
Shows details of each page of a PO (lines, schedule, distribution, header and comments).
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
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Module
Inquiry Name
Use
Navigation
Purchasing
CSU PO Remaining Balance Inquiry
The CSU PO Remaining Balance Inquiry page can be used to research Purchase Order remaining balances and all related Voucher/Supplier Invoices.
Purchasing > Purchase Orders > Review PO Information > CSU PO Remaining Balance Inquiry
Purchasing
Receipts
Shows receivers posted against a purchase order.
Purchasing > Receipts > Review Receipt Information > Receipts
Purchasing
Receipt Document Status
Access and review information about procurement documents associated with a receipt.
Purchasing > Receipts > Review Receipt Information > Document Status
Purchasing
Contracts
Shows the details of a contract.
Procurement Contracts > Add/Update Contracts > Find an Existing Value
Purchasing
Review Contracts by PO
Displays all the PO’s associated with a contract.
Procurement Contracts > Review Contract Information > Review Contracts by PO
Billing
Bills Invoiced
Search for bills that match specified criteria.
Billing > Locate Bills > Bills Invoiced
Billing
Lines Invoiced
Search for bill lines that match specified criteria.
Billing > Locate Bills > Lines Invoiced
Billing
Summary
Review specified bill information for the selected bill.
Billing > Review Billing Information > Summary
Billing
Details
Review detailed information for a selected bill.
Billing > Review Billing Information > Details
Billing
Review Entries by Invoice
Review Accounting Entries by Invoice.
Billing > Review Billing Information > Review Entries by Invoice
Billing
Review Entries by Journal
View accounting entries by General Ledger Journal ID.
Billing > Review Billing Information > Review Entries by Journals
Billing
Adjustment History
Review a summary of related bills and billing adjustments.
Billing > Review Billing Information > Adjustment History
Billing
Review Line History
Review history of bill line adjustments. .
Billing > Review Billing Information > Review Line History
Billing
View Supporting Documentation
View Documents associated to an invoice.
Billing > Review Billing Information > View Supporting Documentation
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Module
Inquiry Name
Use
Navigation
Accounts Receivables
Account Overview
Review item, account balance, and accounting information.
Accounts Receivable > Customer Accounts > Customer Information > Account Overview
Accounts Receivables
Customer Activity
View a chronological history of transaction activity for a customer
Accounts Receivable > Customer Accounts > Customer Information > Customer Activity
Accounts Receivables
Payments
Review Customer Payments
Accounts Receivable > Customer Accounts > Customer Information > Payments
Accounts Receivables
Payment History
Review customer payment history, including balance and sales information.
Accounts Receivable > Customer Accounts > Customer Information > Payment History
Accounts Receivables
Outstanding Payments
Review the status of payments received.
Accounts Receivable > Customer Accounts > Customer Information > Outstanding Payments
Accounts Receivables
Customer Aging
Review aged accounts.
Accounts Receivable > Customer Accounts > Customer Information > Customer Aging
Accounts Receivables
Breakdown Balances
Review balance information for a customer
Accounts Receivable > Customer Accounts > Customer Information > Breakdown Balances
Accounts Receivables
Customer Pending Items
Review information for items not yet posted.
Accounts Receivable > Customer Accounts > Customer Information > Customer Pending Items
Accounts Receivables
Item List
List items and allow the user to specify and execute extended search criteria.
Accounts Receivable > Customer Accounts > Item Information > Item List
Accounts Receivables
View/Update Item Details
Lists item details, including Item Activity and Accounting Entries.
Accounts Receivable > Customer Accounts > Item Information > View/Update Item Details
Accounts Receivables
Item Billing Data
Review item billing information.
Accounts Receivable > Customer Accounts > Item Information > Item Billing Data
Accounts Receivables
Item Activity From a Group
Review activity for all items in a group.
Accounts Receivable > Customer Accounts > Item Information > Item Activity From a Group
Accounts Receivables
Item Activity From a Payment
Review a list of the items posted against a payment.
Accounts Receivable > Customer Accounts > Item Information > Item Activity From a Payment
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Module
Inquiry Name
Use
Navigation
Accounts Receivables
Match Group Activities
View Items resolved in match groups.
Accounts Receivable > Customer Accounts > Item Information > Match Group Activities
Accounts Receivables
Item Activity Summary
Review a single-line summary for each item-related activity.
Accounts Receivable > Customer Accounts > Item Information > Item Activity Summary
Accounts Payable
Regular Entry – Review
View invoice details and related documents.
Accounts Payable > Vouchers > Add/Update > Regular Entry
Accounts Payable
Voucher Accounting Entries
Displays all accounting information (ChartFields) on a Voucher/Supplier Invoice. It also helps you to know that the voucher has been posted. Both the Accounting Lines and the Journal ID would display if it was.
Accounts Payable > Review Accounts Payable Info> Vouchers > Accounting Entries
Accounts Payable
Document Status
This page displays Voucher/Supplier Invoices statuses and allows you to drill to all related Procure to Pay documents.
Accounts Payable > Review Accounts Payable Info > Vouchers > Document Status
Accounts Payable
Journal Drill Down
This page displays the Voucher/Supplier Invoices associated with a particular Journal ID.
Accounts Payable > Review Accounts Payable Info> Vouchers > Journal Drill Down
Accounts Payable
Match Workbench
Search vouchers by matched status.
Accounts Payable > Review Accounts Payable Info> Vouchers > Match Workbench
Accounts Payable
Voucher Inquiry
The page displays the Gross amount of the Voucher/Supplier Invoice, any Discount, Freight, Sales/Use Tax amounts, and discount information. A grid on the page displays voucher line. From this page, you can select the Voucher Payments tab to view payment information for the Voucher/Supplier Invoice.
Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher
Accounts Payable
Purchase Order Inquiry
Shows Voucher related information. Including Purchase Order, Invoice and Receiver details.
Accounts Payable > Review Accounts Payable Info > Interfaces > Purchase Order
Last Revised: 06/30/14
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Module
Inquiry Name
Use
Navigation
Accounts Payable
Payment Document Status
Shows details of payments, purchase orders, receivers, and Voucher/Supplier Invoices posted against a payment.
Accounts Payable > Review Accounts Payable Info > Payments > Document Status
Accounts Payable
Payment Inquiry
You can view payment information for a particular payment. You can view the total Amount of the payment, the payment Date, Method and Status. The Post and Cancel Status display. The page also shows when the payment was Created. At the bottom of the page, you can view the individual Voucher/Supplier Invoices included in the payment.
Accounts Payable > Review Accounts Payable Info > Payments > Payment
Accounts Payable
Current Balance
Review current supplier balances.
Accounts Payable > Review Accounts Payable Info > Supplier > Current Balance
Accounts Payable
Scheduled Payment
Review scheduled payments for a Supplier.
Accounts Payable > Review Accounts Payable Info > Supplier > Scheduled Payment
Accounts Payable
Scheduled Payments on Hold
Review scheduled payments on hold for a Supplier.
Accounts Payable > Review Accounts Payable Info > Supplier > Scheduled Payments on Hold
Asset Management
Basic Add Inquiry
Review Asset Details.
Asset Management
Review Depreciation Info
Review Depreciation information and accounting distribution.
Asset Management > Asset Transactions > Owned Assets > Basic Add Asset Management > Depreciation > Review Depreciation Info
General Ledger
Journal
To view journal header and detail information for the specified periods in a selected fiscal year.
Last Revised: 06/30/14
General Ledger > Review Financial Information > Journals
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Module
Inquiry Name
Use
Navigation
General Ledger
Ledger
To view ledger balances by fiscal years, accounting periods, or by any ChartField combination. Information is available by summary and detail level. Allow you to drilldown to view journal header and detail, as well as supporting data that originated in the AP subsystem.
General Ledger > Review Financial Information > Ledger
CSU Administer Integration
Accounting Lines Display
CSU Accounting Lines Display.
CSU Administer Integration > CSU Manage Interfaces > Accounting Lines Display
CSU Administer Integration
CSU Accounting Lines Drill
CSU Accounting Lines Drill.
CSU Administer Integration > CSU Manage Interfaces > CSU Accounting Lines Drill
CSU Delegation of Authority
Setup Delegation of Authority – Inquiry
CSU delegation of fiscal authority lookup.
CSU Delegation of Authority > Setup Delegation of Authority > Delegation of Authority Entry
CSU Delegation of Authority
Delegation Inquiry
CSU delegation of fiscal authority lookup by CF.
CSU Delegation of Authority > Delegation Inquiry
Sponsored Programs
Sponsored Program Aware – Inquiry
Inquiry Sponsored Program setup information.
CSU Sponsored Programs > Award Entry > Sponsored Program Award
ChartFields
ChartFields
To view ChartField values.
Setup Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values
Account/Fund/Department/ Program/Class/Project/Scenario ChartFields
Last Revised: 06/30/14
SpeedChart
To view valid SpeedCharts for Chargebacks.
CSU Administer Integration > CSU Chargebacks > SpeedChart
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CSULB Inquiry & Reports Training Manual CFS 9.2
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Appendix C: PeopleSoft Reports Matrix Module
Report ID and Name
Use
Navigation
Customers
Customers by Unit
List of Customers by BU.
Customers
Customers by SetID
List of Customers by SetID.
Purchasing
PO/Requisition Xref
Lists all Requisitions and the PO’s they were sourced to.
Customers > Reports > Customers by Unit Customers > Reports > Customers by SetID Purchasing > Requisitions > Reports > PO/Requisition Xref
Purchasing
Listings
PO Listing by PO Date, Supplier, Buyer and/or status.
Purchasing > Purchase Orders > Reports > Listings
Purchasing
Status Listings
PO status listing by Supplier and order status.
Purchasing > Purchase Orders > Reports > Status Listings
Purchasing
Detail Listings
Detailed PO listing by PO date, supplier and buyer.
Purchasing > Purchase Orders > Reports > Detail Listings
Purchasing
CSU PO Detail Activity Report
Lists purchase order activity for the PO business unit, department, and dates you select. Reviewing this report enables you to perform comparisons and resolve discrepancies proactively.
Purchasing > Purchase Orders > Reports > CSU PO Detail Activity Report
Purchasing > Purchase Orders > Reports > CSU PO Life Cycle Report Purchasing > Purchase Orders > Reports > CSU Open PO by ChartField
CSUPO051 CSUPO052
Purchasing
CSU PO Life Cycle Report
Displays Req to Check information.
Purchasing
CSU Open PO by Charfield
Lists all Open PO’s for the criteria specified on the Run Control.
Purchasing
Receipt Ship to Details
Lists receipt Ship to details.
Purchasing > Receipts > Reports > Receipt Ship to Details
Purchasing
Recurring Voucher Detail
Lists recurring voucher contract details by SetID and contract ID.
Procurement Contracts > Reports > Recurring Voucher Detail
Receivables
Accounting Entries
View Detailed accounting entries by accounting date.
Accounts Receivable > Payments Reports > Accounting Entries
Receivables
Deposit Control by Entry Date
List detailed information for deposits by entry date.
Receivables
Payment Detail
List detailed information for all payments within a deposit.
Accounts Receivable > Payments Reports > Deposit Control by Entry Date Accounts Receivable > Payments Reports > Payment Detail
Receivables
Payment Summary
Lists status for all payments within a deposit.
Accounts Receivable > Payments Reports > Payment Summary
Receivables
Customers by SetID
List all customers and customer contacts within a Tableset.
Accounts Receivable > Customer Accounts > Customer Reports > Customers by SetID
Last Revised: 06/30/14
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Module
Report ID and Name
Use
Navigation
Receivables
Customer by Unit
Lists all customers and customer addresses within a business Unit.
Accounts Receivable > Customer Accounts > Customer Reports > Customers by Unit
Receivables
CSU AR Aging by Fund & Account
Aging report by Fund & Account
Receivables
CSU AR Aging by Customer
Aging by Customer.
Receivables
CSU AR Aging by SCO/CSU Fund
Aging by SCO/CSU Fund.
Accounts Payable
Voucher Listing by ChartField
Voucher listing by ChartField.
Accounts Payable
Posted Voucher
List posted vouchers for a BU and date range.
Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by Fund & Account Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by Customer Accounts Receivable > Receivables Analysis > Aging > CSU AR Aging by SCO/CSU Fund Accounts Payable > Reports > Vouchers > Voucher Listing by ChartField Accounts Payable > Reports > Vouchers > Posted Voucher
Accounts Payable
CSU Voucher Status Listing
Lists Voucher status, both AP and GL information.
Accounts Payable
CSU Invoices Paid CSV File
Lists all Invoices, payment, and PO information for the specified criteria.
Asset Management
Asset Net Book Value
General Ledger
General Ledger Activity
Sorts cost activity by ChartField, by Category, Location, or by Account. Lists the beginning and ending ledger balances by ChartField combination and account. Also lists the detailed journal line activity posted against the ledger for the accounting periods that are specified. (SQR)
Asset Management > Financial Reports > Cost and Depreciation > Asset Net Book Value General Ledger > General Reports > General Ledger Activity
General Ledger
Journal Entry Detail
General Ledger > General Reports > Journal Entry Detail
General Ledger
Trial Balance
Lists all journal entries entered in the system for a business unit and ledger within the date range specified. For each line included in the journal entry, lists the line number of the entry, all ChartFields against the journal line, and debit and credit detail. 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. Prints a final total for debits and credits. (SQR)
Last Revised: 06/30/14
Accounts Payable > Reports > Vouchers > CSU Voucher Status Listing Accounts Payable > Reports > Payments > CSU Invoices Paid CSV File
General Ledger > General Reports > Trial Balance
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CSULB Inquiry & Reports Training Manual CFS 9.2
FINAL
Module
Report ID and Name
Use
Navigation
CSU State & SW Reporting
SAM06 Final Budget Report
SAM06 Final Budget Report.
CSU State & SW Reporting > SAM Reporting > SAM06 Final Budget Report
CSU State & SW Reporting
SAM07 Trial Balance
SAM07 Trial Balance Report.
CSU State & SW Reporting > SAM Reporting > SAM07 Trial Balance
CSU State & SW Reporting
SAM18A – AP Open Liabilities
SAM18A - AP Open Liabilities Report.
CSU State & SW Reporting > SAM Reporting > SAM18A – AP Open Liabilities
CSU State & SW Reporting
SAM18A – PO Open Encumbrances
SAM18A – PO Open Encumbrances Report.
CSU State & SW Reporting > SAM Reporting > SAM18A – PO Open Encumbrances
CSU State & SW Reporting
SAM18A – GL Open Liabilities
SAM18A – GL Open Liabilities Report
CSU State & SW Reporting > SAM Reporting > SAM18A – GL Open Liabilities
CSU State & SW Reporting
Trial Balance SCO/CSU Fund
Trial Balance SCO/CSU Fund Report
CSU State & SW Reporting > Trial Balances > Trial Balance SCO/CSU Fund
CSU State & SW Reporting
Trial Balance SCO/CSU/PS Fund
Trial Balance SCO/CSU/PS Fund Report
CSU State & SW Reporting > Trial Balances > Trial Balance SCO/CSU/PS Fund
CSU State & SW Reporting
Fund/DeptID Budget Report
Used to manage a budget at a DeptID or Fund level. Have the option of which one. Displays summary balances for every account. Includes Budget, Encumbrance, Actuals, and Pre Encumbrance.
CSU State & SW Reporting > Campus Reports > Fund/DeptID Budget Report
CSU State & SW Reporting
Journal Detail Report
Journal Detail Report. Runs to a csv file.
CSU State & SW Reporting > Campus Reports > Journal Detail Report
CSU State & SW Reporting
Ledger Detail Report
Ledger Detail Report. Runs to a csv file.
CSU State & SW Reporting > Campus Reports > Ledger Detail Report
CSU State & SW Reporting
Gen Ldg Dtl – SCO/CSU/PS Fund
GL Detail by SCO/CSU/PS Fund Report.
CSU State & SW Reporting > Campus Reports > Gen Ldg Dtl – SCO/CSU/PS Fund
Last Revised: 06/30/14
Page 64 of 67
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