Departmental Deposit
Welcome to Training!
• Why PeopleSoft?
– PeopleSoft will help UTEP to grow.
• What’s Your Part?
– We need your skills and expertise in order to utilize
PeopleSoft. It’s a vehicle and you’re the driver!
– Over time you will build your own history with
PeopleSoft.
• What to Know About Training?
– Training is an investment in your professional growth.
– Be open to change
2
Setting Expectations
• Only core functionality will be available at go-live.
• We’re starting with limited workflow—we’ll be using
processes outside of PeopleSoft for certain HR &
Financial transactions.
• We’ll have to work through the kinks—some
functionality may not work smoothly right at
implementation.
• We’ll have to be patient—we’ll need additional time to
process and enter transactions in the beginning.
• We will be using a PeopleSoft simulation environment
during training.
3
What Can You Do?
• Feel free to ask questions and take notes.
• Contact the Help Desk if you encounter a glitch or
forget how to complete a transaction.
• Revisit the training webpage to review training
materials and videos.
• Become your office’s “Go-To” person. Be willing
to offer your help.
• Attend our Go-Live Work Sessions—open lab time
you can use to process live
documents/transactions.
4
Terminology
• Deposit Unit: The business unit that the deposit will be booked in. For all
departments except Contracts and Grants the Unit will be UTETR.
• Deposit ID: The unique identifier for the deposit.
• Accounting Date: Enter the accounting date for each payment and for all
pending items created from the payment. You can override the date on
the next page, Regular Deposit Entry – Payments. The system validates the
accounting date to make sure it falls within the open period for the
business unit, as defined on the Receivables Options – General 1 page.
• Journal Directly: Select if a payment should be handled as miscellaneous
cash received rather than applied to an AR item ID. Payments to be
directly journalled cannot be processed in payment worksheets and do
not go through Receivable Update. All departments except Contracts and
Grants should check the Journal Directly box.
Adding a New Deposit Process
• Main Menu > Accounts Receivable > Payments > Online Payments >
Regular Deposit
1.
1
2
3
4
2.
3.
4.
Click Add a New Value to enter a
new deposit.
Verify Deposit Unit is UTETR
Enter deposit number from bank
deposit in Deposit ID field.
Click Add.
Adding a New Deposit Process
1
2
3
Under Totals tab:
1. Enter the appropriate information.
•
Accounting Date: date of deposit
•
Bank Code: ARBK
•
Bank Account: 2DJ1
2. Enter total deposit amount in Control
Total Amount.
3. Count: This field is used for number of
payment types. Ex: if the deposit
consists of checks and cash then the
count would be 2.
Adding a New Deposit Process
3
1
2
Under Payments tab:
1. Enter the detailed information
for each payment that is
included in the deposit.
2. Verify Journal Directly is
checked.
3. Click on Totals tab and Save.
1
2
Creating Accounting Entries Process
• Main Menu > Accounts Receivable > Payments > Direct Journal Payments
> Create Accounting Entries
3
1
1.
2.
2
3.
Verify Deposit Unit is UTETR.
You can search for journal by
using any of these fields.
Click Search.
Creating Accounting Entries Process
1.
2.
3.
1
2
3
Click on SpeedType to enter a
cost center.
Enter line amount. (Revenue
amount should be a negative)
Enter appropriate Account.
Creating Accounting Entries Process
1
2
1.
2.
3
3.
4.
4
Click on the Currency Details
tab.
Enter the payment
description on the Line Descr
field.
Click on the Journal
Reference Information tab.
Enter your department’s four
digit code on the Reference
field.
Creating Accounting Entries Process
1
2
3
1. Click on the lightning icon to create the cash line.
2. Check the Complete box.
3. Click Save.
*If the status shows Errors the entries have been
saved, but the system did not create them.
*If the status shows Complete the entries have been
saved and are valid.
Creating Accounting Entries Process
Under the Deposit Control tab you can
review the information about the deposit
or delete it.
Review Payments
• Main Menu > Accounts Receivable > Payments > Review Payments
>…..
– Select one of the following to review payments or
deposits:
•
•
•
•
•
•
•
•
By Bank Account
By Unit
All Deposits
Incomplete Deposits
All Payments
Incomplete Payments
Payments Set to Post
Payment Status
References
• Additional information and resources can be
found on the PeopleSoft website.
Job Aids
Power Point slides
Quick Guides
Crosswalk
UPKs
http://PeopleSoft.utep.edu
15
Questions?
Thank You!
17