General Ledger Introduction to Financials 9.0

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General Ledger – An Introduction to Financials 9.0

Overview This manual will provide an overview of the general ledger module within the Common Management System (CMS). It includes a review of the CSUS Financial structure, including ChartFields and SpeedCodes. It will also provide instruction on the following:



Set up your computer for optimum performance with PeopleSoft



Navigate through PeopleSoft Financials



Add Print Run Controls



Look up Chart Fields



Look up CCR SpeedCodes



Review Journal Ledger Data



Prepare Expenditure and Budget Transfers

If you are already familiar with CMS Financials, as you read though this manual you may notice a change in the PeopleSoft screens. The PeopleSoft logo has been replace with the Oracle logo. This is because PeopleSoft is now owned by Oracle. Although the software still functions as it has in the past. Example of new logo:

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General Ledger - An Introduction to Financials 9.0

Table of Contents

SECTION 1 OVERVIEW OF CMS.......................................................................... 1 1.1 1.3

BIG PICTURE OF CMS .................................................................................. 1 CHARTFIELDS .............................................................................................. 3

SECTION 2 GL TOOLS......................................................................................... 5 2.1 HELPFUL HINTS............................................................................................ 5 2.2 NAVIGATION TIPS ......................................................................................... 7 2.3 FINANCIALS 9.0 LOG IN INSTRUCTIONS........................................................... 8 2.4 MY FAVORITES............................................................................................. 9 2.5 ADDING PRINT RUN CONTROLS ................................................................... 10 2.6 ACCOUNT CHARTFIELD LOOKUP .................................................................. 11 2.7 CCR SPEEDCODE LOOKUP ........................................................................ 12 2.8 TRIAL BALANCE BY FUND ............................................................................ 14 2.9 QUERY VIEWER.......................................................................................... 14 2.10 REVIEW FINANCIAL INFORMATION ................................................................ 19 2.11 NEW PO OPEN ENCUMBRANCE LIST BY DEPARTMENT REPORT ..................... 22 2.11.1 Overview ........................................................................................... 22 2.11.2 Running the Report ........................................................................... 22 SECTION 3 EXPENDITURE AND BUDGET TRANSFERS ................................ 26 3.1 3.2

EXPENDITURE TRANSFERS .......................................................................... 26 BUDGET TRANSFERS .................................................................................. 26

SUMMARY ........................................................................................................... 27

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General Ledger - An Introduction to Financials 9.0

Section 1 Overview of CMS 1.1

Big Picture of CMS

CMS

Financials 9.0

Human Resources 8.9 Purchasing

Accounts Payable

Workforce Administration

Student Financials

Position Management

Campus Community

General Ledger Asset Management Accounts Receivable Travel Reporting

Student Admin.

Competencies Management

Student Records Financial Aid

Workforce Recruitment

Academic Advising

Labor Cost Distribution

Transfer Credit

Base Benefits Administration Reporting

Catalog/Schedule Admissions Portal

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1.2

Financials

CMS Financials 9.0 Purchasing Regular Requisitions Travel Requisitions Receiving Document Status Accounts Payable Payment on POs Direct Payments Voucher Payment Status Travel Claims General Ledger Chart String Maintenance Manual Journal Entries Expenditure & Budget Transfers Asset Management Asset Tracking Inventory Reports Capital Non-Capital (Sensitive Items) Accounts Receivable Invoicing Reimbursement Activities Invoicing Student Sponsors

Reporting Cognos Query Inquiry Trial Balance by Fund

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1.3

ChartFields 1.3.1

Overview • No Program Code entered (derived) • Account-Fund-Dept ID-Class Account Fund Department ID Class • 21-digit alpha numeric “ChartString”

1.3.2

Review •

Account Classifies Assets, Liabilities, Fund Equities, Revenue and Expenses o 6-digit numeric field o Based on FIRMS Object code + additional breakdown o Assets begin with 1 (e.g 101006 Cash) o Liabilities begin with 2 (e.g. 201001 Accounts Payable) o Revenues begin with 5 (e.g. 508001 Interest Income) o Expenditure begin with 6 (e.g 660003 Supplies & Services, 606001 Travel in State (to be used with Travel Requisitions) o Maintained by Accounting Services o

• Fund o Level at which a trial balance is created o The source of funding for a department o Types of Funds: Examples: General Operating Fund Support (MDS01) General Fund Reimbursed Activity (MDR01) Trust Funds (E0001, S0001, TM001) Bond Funds (B0202) o 5-digit alpha numeric ChartField – 1st digit alpha o No Letters “O” or “I” in Fund code o Maintained by Accounting Services • Department (DeptID) o Reflects the CSUS organizational structure o Uniquely identifies operating units o Critical for correct derivation of Program Code (for reporting to the Chancellors Office) o Assigns fiscal responsibility o 5-digit numeric scheme o First 3-digits represents SCO Reporting Unit o Maintained by the Budget Office

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• Class o Provides more detailed reporting capabilities o Used for different purposes Examples: 4064A – CCE 6053B – Designated Line Item 0826A – “Link” Reimbursed Activity transactions Remember to use your 0###A classes with MDR01 o 5-digit alpha numeric ChartField, last digit alpha o Maintained by the Budget Office • SpeedCodes CCR o Shorthand Code that translates to portion of ChartString (Fund, DeptID and Class) o Used for Campus Cost Recovery (CCR) (Telephones, Postage, UCCS, Photocopy, etc.) • Combination Edits o Rules for ChartString usage Examples: • All revenue and expense transactions must have valid values in the following three ChartFields: • Account • Fund • DeptID • Actuals journal entries with Salary Accounts require FTE • Actuals journal entries must comply with State Controller’s and Chancellor’s Offices allowable combinations (aka Legal Edits)

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General Ledger - An Introduction to Financials 9.0

Section 2 GL Tools 2.1

Helpful Hints

The following tips will aid in CMS performance on your computer. The examples shown are for Internet Explorer. If you are using a different browser, consult the help files for instructions on the following tasks. The first tip will allow you to stay in CMS when you click on other Internet Links:

1. Open Internet Explorer Browser. Click on the “Tools” option and select “Internet Options”

2. In the Internet Options window, click the Advanced Tab. Scroll Down to “Reuse windows for launching shortcuts” and insure that is not checked. 3. If you uncheck the box to clear it, click the Apply button to save the changes. Then click the OK button.

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It is also helpful to clear your cache, which clears the memory of previously viewed internet pages. This will allow you to view the most up-to-date pages and prevent you from bringing up a page that contains previous system errors.

1.

Click on the “Tools” option and select “Delete Browsing History”

2. The Delete Browsing History window will display. To delete the Cache file only, click on the Delete files… button next to Temporary Internet Files. It is recommended that you also delete Cookies and History on a regular basis to improve your computer’s performance. From this screen you also have the option to Delete all the information at once by clicking the Delete all… button.

3. You will be prompted by a dialogue box to confirm your choice. Click the Yes button to continue deleting files.

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2.2

Navigation Tips • CMS Financials is web based and works best with Internet Explorer • A menu is used to access pages • The menu can be minimized to get a full screen view and can be reopened as needed • Set up your own navigation Favorites to allow for quick access to frequently used pages • Hyperlinks are used in addition to pages • Use New Window to navigate to a different menu item without losing your place on the current window • Page tables allow you to select “FIND AN EXISTING VALUE” or “ADD A NEW VALUE” • Once on a page, selecting the “VIEW ALL” link will display all the rows on the page o Example:1 of 5 through 5 of 5 • Pages have push button options at the bottom of the page Example: o NEXT IN LIST o SAVE o PREVIOUS IN LIST o RETURN TO SEARCH PeopleSoft can be accessed from any computer with internet connection NOTE: Avoid using the “BACK” button at the top of the browser window. Instead, navigate using the MENU.

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2.3

Financials 9.0 Log In Instructions

Navigate to the Sacramento State home page: www.csus.edu, and click on the My Sac State Login button.

1. From the My Sac State home page, click the “Log In” button. 2. Input your SacLink Username and Password and click the Log In button.

3. Select the Staff Services tab.

4. From the staff services page, click on the CMS Finance Access link.

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General Ledger - An Introduction to Financials 9.0

2.4

My Favorites

The My Favorites feature on the CMS Menu allows you to add frequently visited pages and access them quickly when needed. To add a page to My Favorites, navigate to the desired page. Click the “Add to Favorites” link located at the upper right hand side of the screen.

It is recommended that you keep the original Description name, however, you have the option to change it by typing in a new Description. Click the OK button.

Your newly added Favorite will be listed in the menu under “My Favorites”. To edit your list, click the “Edit Favorites” link. The Edit Favorites page will allow you to delete a favorite or arrange the list as desired. Changes on this page, such as a deletion, will occur after you click the Save button.

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General Ledger - An Introduction to Financials 9.0

2.5

Adding Print Run Controls

A Print Run Control is a type of printing profile. To print a requisition, purchase order or General Ledger Activity, CMS requires a run control. The following example will show you how to add a print run control for Procurement Requisitions. Follow the same steps to add run controls for other types of documents, but use a different run control name. Navigation: Purchasing > Requisitions > Reports > Print Requisitions > Add a New Value 1. Key a name for the run control in the Run Control ID field. Do not use spaces or special characters such as $, #, or / in the Run Control. You may use underscore. 2. Click the Add button. The Requisition Print screen will display. 3. Click the Select All button to change the Statuses to Include. 4. The Business Unit will be either SACST for procurement requisitions or SACTV for travel requisitions. To select the business unit from the list, click the lookup button. 5. Select the appropriate business unit from the Search Results list. This will populate the Business Unit field on the Requisition Print screen. 6. Click the Save button at the bottom of the Requisition Print screen. 7. The Run Control is now ready for use.

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General Ledger - An Introduction to Financials 9.0

2.6

Account ChartField Lookup

Navigation: Set Up Financials/Supply Chain>Common Definitions>Design ChartFields>Define Values>ChartField Values 1. Select a link from the list displayed on the ChartField Values page.

2. Enter the desired account number in the Account field, or a description in the Description field. You can also click on the search icon to look up a specific Account number, if desired. 3. After entering the search information, press the Search button to obtain a list of values.

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2.7

CCR SpeedCode Lookup

A CCR SpeedCode is an eight-digit abbreviated version of a Chartstring. Account is not included as it is assigned by the service provider. Navigation: Main Menu > CSUS Custom Objects > Cost Recovery > Dept SpeedCode Setup 1. The CCR Dept-SpeedCode Setup search page displays. Select the Find an Existing Value tab.

2. In the Business Unit field, enter “SACST”. 3. In the Department field, enter the 5 digit department code or click the magnifying glass

to Look Up your department code.

4. Click the Search button. The CCR Dept-SpeedCode Setup page displays. On this page you will find the SpeedCode(s) for your department along with a description. Please review the results carefully and pick the appropriate SpeedCode for your order. You can also see the Effective Date, Status, Fund, and Class for the SpeedCode.

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If there is more than one SpeedCode for a department, click on the “View All” link to display all the SpeedCodes for that department. Use the arrow buttons to navigate to each individual SpeedCode for a department.

This example shows multiple SpeedCodes for a single department. From the View All screen, click on the View 1 link to go back to displaying only one SpeedCode on the page.

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2.8

Trial Balance by Fund

While the Trial Balance Report is a valid tool in CMS Financials 9.0, most campus users will get more useful and complete information from the Trust Fund Reports in Cognos. The Trial Balance Report does not include Requisition or Purchase Order transactions in its expenditure account balances and it does not have the ability to “drill down” to additional detail information. However, if you have a need to use the Trial Balance Report, be aware that the entire cash balance may not be available for new purchases because outstanding requisitions, purchase orders and other liabilities are not deducted from cash until they are completed and paid. Also, keep in mind that the Trial Balance Report should only be used for Trust Funds and NOT for General Operating Fund (MDS01) information.

2.9

Query Viewer

Navigation: Reporting Tools>Query>Query Viewer 1. On the Query Viewer search page, type in the search criteria, such as SAC9ALL, in the search field. 2. Click the Search button 3. When the Search Results table appears, you will have the option to view the query as a web page (HTML) or as an Excel document. 4. To view it in a web browser, click the HTML link next to the desired Query Name.

5. You will be prompted to enter part of the Fund Description. Enter the portion of the Fund Description you wish to find between Percentage Signs (e.g. %Smith%) and then Click on View Results. The Percentage Sign (%) acts a wildcard in the search string. This field is not case sensitive.

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The query results will appear in a browser window.

Save to Favorites You will also have the option to save a query as a favorite by clicking on the Favorite link on the Search Results page.

Your list of Favorites will appear when you open the Query Viewer search page saving you the task of searching for frequently viewed queries.

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Save as Excel file To view the query as an Excel file, click the Excel link next to the desired query name.

You will again be prompted to enter part of the fund description using the % sign as a wild card character. Click the View Results button.

The File Download dialogue box appears. In order to manipulate the data in the file you must first save it to your computer’s hard drive. 6. To save the file, click the Save button in the File Download dialouge box.

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7. Rename the file, select an appropriate location on your hard drive and click the Save button.

8. The Download complete window will give you the option to open the file. Click the Open button.

The Excel file will open and you can now format, perform a data sort, or print the results.

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Sort Data 1. To Perform a Data Sort, click on Data in the menu bar and then select Sort… from the drop down menu.

2. Excel will automatically highlight all fields and the Sort dialog box will diplay. For this example, sort by SetID and then by Descr in ascending order. Make sure the Header row radio button is selected. When you have completed the dialog box, Click OK.

3. Your sorted list will appear on your screen.

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2.10

Review Financial Information

Navigation: General Ledger>Review Financial Information>Ledger

1. Click on the Add a New Value tab 9. Insert the Inquiry Name 10. Click the Add button.

11. Once your inquiry names have been established and saved, you may use the Find an Existing Value tab and do a search to bring up a particular inquiry.

The Ledger Inquiry screen will display.

12. On the Ledger Inquiry screen, the Unit should default to SACST. Fill in the, Ledger (e.g. Actuals); Fiscal Year; From Period; To Period and Currency fields. 13. If obtaining data from the Actuals Ledger, you must check the Show YTD Balance checkbox. 14. Once the Ledger box is populated, it will enable the ChartField Criteria portion of the screen.

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15. Change your Max Ledger Rows to 1000 so that you can see more rows on your results. Click the Search button. 16. You may get a warning screen like the one shown here. Click the OK button to continue. 2. Limit your search by populating your ChartField Criteria (e.g. Account, Department, Fund, etc.) Remember to click the checkbox under the “Sum By” column for each criterion chosen. 3. To find different ChartField data, click the Clear button and insert new values in the Ledger Criteria section. 4. After placing your ChartField Criteria in the Value boxes click the Search button. The Ledger Summary screen will display the results for all Accounts under the previously selected department and fund. This example shows all Accounts under Dept. 1000 and Fund MDS01.

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17. To return to the criteria screen, click the Inquiry Criteria link. The following example shows the ledger criteria for the budgets Ledger. 18. To view financial data on the Budgets Ledger, use this example as a guideline to populate your criteria. Remember to select the checkbox under the “Sum By” column for each criterion chosen. 19. Click the Search button. 20. The Ledger Summary page for Budgets will display. Click the Inquiry Criteria link to return to the criteria screen.

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2.11

New PO Open Encumbrance List by Department Report

2.11.1

Overview

A new “PO Open Encumbrance List by Department” report is now available to replace the query SAC9ALL_OPEN_ENC_LIST_BY_DEPT. This important information is needed by the campus community to keep track of their open Purchase Orders. This new report does not time out as the query often does for many large departments. Navigation: CSUS Custom Objects > Report > PO Open Encumbrance List/Dept

2.11.2

Running the Report

1. The first time you run this report you must set up a Run Control by selecting the “Add a New Value” tab. 2. In the Run Control ID field, enter a Run Control name then click “Add”.

3. Once you create and save this Run Control, for future reports you can click the Find an Existing Value tab and select the Run Control name that you created. 4. The Open Encumbrance List page displays. 5. In the Department field, enter the 5 digit department code for your report. You can either key it in or select the department from a drop down list by clicking on the magnifying glass next to this field. 6. Click on the Run button.

7. On the Process Scheduler Request page, use the drop down arrow to select the Server PSUNX, and then click OK

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Note: You can change the Format of the report by selecting the drop down arrow button under the *Format field. If you would like to manipulate the data in an Excel file, select the CSV text file format

Upon clicking the OK button on the Process Scheduler Request page, the Run Control page re-displays. You will see a Process Instance number in the upper right hand corner. 8. Click on the Process Monitor Hyperlink to track the progress of the report.

The report should not take long to process. However, if you want to print the report later in the day, you can navigate back to the process monitor. 9. Once the Process List page displays, click on the “Refresh” button until the Run Status displays Success and the Distribution Status is Posted, meaning your report is ready.

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10. Click on the Details hyperlink. 11. The Process Detail page displays. Click on the View Log/Trace hyperlink.

12. The View Log/Trace page displays.

13. Click on the PDF

Report hyperlink.

14. The report will appear in PDF format for you to review and print as needed.

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2.12 Log Off from CMS and My Sac State 2.0 When you are finished with your PeopleSoft session it is important to log off the system. To do so, click on the Sign Out hyperlink at the upper right hand corner of your screen, then close the browser window.

To log out of My Sac State 2.0, click the Logout link at the top right hand corner of the screen.

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General Ledger - An Introduction to Financials 9.0

Section 3 Expenditure and Budget Transfers 3.1

Expenditure Transfers

The Financials 9.0 Expenditure Transfer spreadsheet is available on the ABA Forms website at http://www.csus.edu/aba/forms.htm.

3.2

Budget Transfers

The Financials 9.0 Budget Transfer spreadsheet is also available on the ABA Forms Website. Click the Budget Planning & Administration link at the top of the page.

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General Ledger - An Introduction to Financials 9.0

Summary This manual has provided an overview of the General Ledger module within the Common Management System (CMS). For more information about General Ledger or other PeopleSoft Financials modules, please visit the CMS training website at www.csus.edu/cms. There you will find addition tutorials on the subject. For questions regarding CMS and PeopleSoft contact the Help Desk at 278-2670 or at [email protected].

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