PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
Expense Reports Step-By-Step Guide Page Table of Contents SBS 1: Budget Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 SBS 2: Running a Query (ex: Budget). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 SBS 3: Expense Report (Travel & Non-Travel). . . . . . . . . . . . . . . . . . . . . . . .
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SBS 4: Create Expense Report with a Cash Advance. . . . . . . . . . . . . . . . . . . 6 SBS 5: Approving an Expense Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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SBS 6: Creating a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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SBS 7: Running a User-Defined Template . . . . . . . . . . . . . . . . . . . . . . . . . . .
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
SBS 1 - Budget Inquiry USE: - Confirm current status of your Department budgets - Determine if funds are available before a budget transfer - Verify that funds were moved after a budget transfer - View the budget of specific account
Steps: 1. NAVIGATION: Commitment Control / Review Budget Activities / Budget Inquiry / Budget Details 2. In the following fields, enter the Chartfield combination for the budget you are inquiring about. Note: The more information you add, the fewer budgets will be displayed In This Field
Enter
Example
Business Unit
Eagle
Eagle
Ledger Group
Required: EXPBUDGETS or PG Budgets for Projects
EXPBUDGETS
Account
(5 digits)
64001
Department
(6 digits)
053321
Fund Code
(3 digits)
100
Program Code
(5 digits – can be 0’s)
00000
Fund Source
(5 digits)
10000
Property
(5 digits – can be 0’s)
00000
Function
(3 digits)
101
Project/Grant
(7 digits or blank)
Budget Period
Fiscal Year
2004
3. Click 4. One of three things will happen: a. Another window will display with the budget details for a specific Chartfield combination. b. Multiple budgets will appear below the search fields. Select the budget you are inquiring about. c. A message that states: i. In this case, either no budget exists or you entered the Chartfields incorrectly. 5. When complete, click
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
SBS 2 – Running a Query USE: -
To run predefined reports that will display information on department budgets. Note: This information is updated nightly.
Steps: 1. NAVIGATION: Reporting Tools / Query / Query Viewer. 2. Enter an partial name of the Query. Use the following list for different category of queries BC_GL
GL type queries: ex: Budgets
BC_AP
Accounts payable queries
BC_PO
Purchase order queries
BC_GM
Grants management queries
3. To run a budget query enter the following information: Note: USE ALL CAPS 4. Click 5. For Operating Budgets,select Query BC_GL_ACR_STDNT_SLRY a. Note: If looking up a Grant, use the Query: BC_GM_BUD_ACCTD_GRANTS 6. In the following fields, enter the Chartfield combination for the budget you are inquiring about. Note: Function and Account are the two fields you can use just the % sign. In This Field
Enter
Example
DEPARTMENT
6 digit value
053321
FUND CODE
3 digit value
100
FUND SOURCE
5 digit value
10000
PROGRAM CODE
5 digits (0’s or actual Program values)
00000
FUNCTION
% for ALL Functions or 3 digit value
%
PROPERTY
5 digits (0’s or 5 digit Property value)
00000
ACCOUNT
% for ALL Accounts or 5 digit value
%
BUDGET PERIOD
Fiscal Year
2004
7. Click
EXPORT TO EXCEL 1. Once results display, click 2. Click
. Identify a location on your hard-drive and create a new file name.
3. Click
after file is saved.Load Excel and open the saved file. Format appropriately.
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
SBS 3 - Expense Report (Travel and Non-Travel) USE: - Reimbursing an employee for travel and non-travel related expenses
Steps: 1. NAVIGATION: Employee Self-Service / Travel and Expense / Expense Report. 2. Click 3. Select tab
.
4. If reimbursing for someone else, click
next to EmplID field
5. Select the Employee ID who is being reimbursed 6. Click 7. Select
.
8. Click 9. Perform tasks below: In This Field
Enter
Report Description:
Description of the Expense Report
Business Purpose:
Choose Purpose from the drop-down list
Comment:
Detail comments associated with the Expense
10. CLICK HYPERLINK: 11. Perform tasks below: In This Field
Enter
Fund
Required (3 digits)
Fund Source
Required (5 digits)
Program
Required (Zero’s or 5 digits)
Function
Required (3 digits)
Property
Required (Zero’s or 5 digits)
Project/Grant
Blank or 6 digits Note: If transacting against a grant, first click
, scroll to the right,
Business Unit: GRANT, Project: Your Project Number, Activity ID: STANDARD 12. Click 13. Click 14. Under Add Expense, choose appropriate ©Copyright 2004 All Rights Reserved Boston College 4/29/04
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
15. Click
Expense Repor t (non-Travel) cont. 16. Perform tasks below: In This Field
Enter
Expense Date:
Date of the expense
Payment Type
Choose appropriate method of payment
Description:
Description of the expense
Amount Spent:
Amount of expense
17. Click
and view current expense on the right.
18. Under Add Another Expense , click another Expense Type
and select
19. Click 20. Perform steps 16-18 until you’ve added all the expenses types and amounts. 21. Click
when complete.
22. Budget Check by clicking on 23. Click 24. Verify that Budget Check Status displays: Valid 25. Click
.
26. Click 27. Click
again.
28. Write down the Report ID. (w/Travel Advance) TO PRINT EXPENSE REPORT 1. NAVIGATION: Employee Self-Service / Travel and Expense / Expense Report. 2. Click
.
3. Select 4. Pick Report ID to print 5. Select FILE / PRINT and print Expense Report 6. Select
tab
7. Select FILE / PRINT and print the receipts page. 8. When complete, click ©Copyright 2004 All Rights Reserved Boston College 4/29/04
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
SBS 4 –Create Expense Report with a Cash Advance USE: - Apply a Cash Advance when building the Expense Report
Steps: 1. Create an Expense report as you normally would. (Pg. 9) a. Enter Header Information b. Enter Default ChartString Information c. Enter one or multiple Expense Types and detail information APPLYING THE CASH ADVANCE: 2. On bottom of the screen, click HYPERLINK: Apply the Cash Advance(s). 3. Click on the magnifying glass below 4. Select appropriate Advance ID #. 5. Verify the amounts. 6. Click
.
7. Verify Expense Report totals. 8. Budget Check the Expense Report 9. Click
.
10. Click 11. Click
again.
12. Write down the Report ID. TO PRINT EXPENSE REPORT (w/Travel Advance) 1. NAVIGATION: Employee Self-Service / Travel and Expense / Expense Report. 2. Click
.
3. Select 4. Pick Report ID to print 5. Select FILE / PRINT and print Expense Report 6. Select
tab
7. Select FILE / PRINT and print the receipts page. 8. When complete, click
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PeopleSoft Financials Training Step-By-Step Guide - Expense
©Copyright 2004 All Rights Reserved Boston College 4/29/04
5/6/2004
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
SBS 5 - Approving An Expense Rep ort USE: - When the Expense Report needs a second approval (i.e. Over $5,000) OR - Specific funding approval is required
Steps: 1. On the screen, select
at the top of the page
2. Select item to approve below the Link menu
3. Select 4. Click 5. Click 6. Click 7. Click
under Approval Information to send to the next approver or AP. . to return and approve your next voucher when complete.
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
SBS 6 – Creating a Template USE: - When you want to create your own Expense Reports with unique Expense Types in each
Steps: 1. NAVIGATION: Employee Self-Service / Travel and Expense / Travel & Expense Home 2. Select Other Expense Functions 3. Select Add a Template 4. Enter the following information: In This Field
Enter
Example
Document Template
A custom name for the template. If creating one for a specific person, use their name
Jodi
Template Type
Type of template. Use the first one only.
Expense Report
5. Click 6. Enter the following information: In This Field
Enter
Example
Description
Purpose of this Template
Weekly School Trip
Short Description
Abbreviated version of the description
WkSchTrp
7. In the following field, select your first Expense Type:
8. If you have another Expense Type, click
again.
9. Repeat steps 7 and 8 for all the Expense Types you want in the Template 10. Click 11. Click 12. When complete, at the top of the screen click
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PeopleSoft Financials Training Step-By-Step Guide - Expense
5/6/2004
SBS 7 – Running a User-Defined Template USE: - When you want to use the template that you previously created
Steps: 1. NAVIGATION: Employee Self-Service / Travel and Expense / Expense Report. 2. Click 3. Select tab
.
4. If reimbursing for someone else, click
next to EmplID field
5. Select the Employee ID who is being reimbursed 6. Click 7. Select
.
8. Click 9. Change the Type of Template: to 10. To the right of Template:, select 11. Select the appropriate saved template
12. Checkmark the Expense Types you want to use for this expense report
13. Enter the Date Range for the expense report From and To 14. Click 15. Complete the Expense Report as you normally would. The Expense Types will already be selected for this report.
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