Budget Reports and Inquiry for New Users V9.1
The University of Akron
Table of Contents
OVERVIEW ............................................................................................................................................................. 1
LESSON 1: DEFINITIONS ......................................................................................................................................... 2
SPEEDTYPES..................................................................................................................................................................2
CHARTFIELDS ................................................................................................................................................................2
ACCOUNTING AND BUDGET PERIODS .................................................................................................................................4
BUDGETARY CONTROL ....................................................................................................................................................4
LESSON 2: OBTAIN SECURITY TO PEOPLESOFT RECORDS ....................................................................................... 5
LESSON 3: SIGN IN AND SIGN OUT ......................................................................................................................... 7
SIGN IN TO PEOPLESOFT..................................................................................................................................................7
SIGN OUT OF PEOPLESOFT ..............................................................................................................................................9
LESSON 4: MENU NAVIGATION ............................................................................................................................ 10
LESSON 5: RUN CONTROL IDS .............................................................................................................................. 13
DISCUSSION ................................................................................................................................................................13
ADD A NEW RUN CONTROL ID .......................................................................................................................................14
USE AN EXISTING RUN CONTROL ID ................................................................................................................................16
LESSON 6: PRINTING REPORTS ............................................................................................................................. 17
STEPS FOR CREATING AND PRINTING REPORTS...................................................................................................................17
PRINTING DEPARTMENTAL BUDGET REPORTS ....................................................................................................................17
Part A: Processing the Request ..........................................................................................................................17
Entering Criteria for a Budget Report ............................................................................................................................. 20
Using Lookup................................................................................................................................................................... 22
More on Entering Criteria ............................................................................................................................................... 24
Using the Process Scheduler ........................................................................................................................................... 25
Part B: Using the Report Manager .....................................................................................................................26
Part C: Print the Report ......................................................................................................................................29
TIMING OF A REPORT REQUEST ......................................................................................................................................31
BUDGET REPORT EXAMPLES...........................................................................................................................................32
Example 1 - Departmental Budget Report .........................................................................................................32
Example 2 - Departmental Budget Summary Example with Open Commitments .............................................33
Example 3 – Department Budget Detail Report .................................................................................................34
Example 4 – Transactions by Date Report..........................................................................................................38
Example 5 - Departmental Budget One Line Summary Report ..........................................................................39
LESSON 7: USE AN EXISTING RUN CONTROL ID .................................................................................................... 40
LESSON 8: BUDGET INQUIRY ................................................................................................................................ 42
STEPS ........................................................................................................................................................................42
WORKING WITH THE DATA GRID.....................................................................................................................................47
LESSON 9: PRINT WEB PAGES IN THE BROWSER .................................................................................................. 51
LESSON 10: BUSINESS PROCEDURES .................................................................................................................... 53
THE CONTROLLER’S OFFICE WEBSITE ...............................................................................................................................54
THE OFFICE OF RESOURCE ANALYSIS AND BUDGET WEBSITE ................................................................................................57
LESSON 11: CLEARING CACHE IN INTERNET EXPLORER ........................................................................................ 61
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APPENDIX A: USING THE DOWNLOAD TO EXCEL TOOL ........................................................................................ 63
APPENDIX B: POOL ACCOUNTS ............................................................................................................................ 65
APPENDIX C: INCOME AND EXPENSE ACCOUNTS ................................................................................................. 66
APPENDIX D: REPORT LIST ................................................................................................................................... 73
APPENDIX E: LEDGER PERIOD COMPARISON INQUIRY ......................................................................................... 79
APPENDIX F: CREATING REPORTS TO DISTRIBUTE TO OTHERS ............................................................................. 85
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Overview
In PeopleSoft Financials version 9.1, you use the applications in an Internet environment. The
system will require the use of a web browser, such as the Internet Explorer, on individual user
machines. Installation of client software on your computer will not be required.
Using the browser, you sign in to PeopleSoft applications as you would when opening your
favorite website.
In the previous course, PeopleSoft Financials Introduction for New Users, you reviewed
navigation, printing and inquiry procedures. In this course, procedures are reviewed for printing
and viewing Budget data.
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Lesson 1: Definitions
SpeedTypes
This 6-digit code represents a particular budget. In most cases, this 6-digit code is used for data
entry, to request information, or to print a report regarding that budget. Examples of SpeedTypes
are: 200704 or 537861. This 6-digit code also is referred to as a SpeedKey.
ChartFields
The PeopleSoft system uses the seven ChartFields to categorize and track all financial
transactions. Those ChartFields are:
◘ Fund
◘ Dept Unit
◘ Dept
◘ Program
◘ Class
◘ Project
◘ Account
The function of each ChartField can be broadly defined as follows:
Fund:
This ChartField represents the highest level of University accounting. For regular
departmental SpeedTypes, the fund will be 10000 for the Akron campus and
11000 for the Wayne campus. Departmental Sales funds will start with the digits
“108” while Auxiliary funds will start with the digit “2”. All restricted funds will
be composed of the last five digits of their related SpeedType.
Dept Unit:
This ChartField defines the owner of the transaction. It will start with either A or
W to indicate the campus. The HR home department is incorporated into the
department ChartField as digits 2 through 5, as shown in bold type below. (This
ChartField formerly was named Department.)
SpeedType
201130
201131
207006
211130
202530
202531
212530
Dept:
Dept Unit
0383 – Geography
Geography and Planning
Course Fee – Geography & Plan
Info Tech Fee-Geography
Geography-Wayne College
1840 – Business Tech
Business Technology
Course Fee – Business Tech
Business & Office Tech-Wayne
A0383001
A0383002
A0383009
W0383001
A1840001
A1840002
W1840001
This ChartField is six digits in length. It is the HR home department (four digits)
with two leading zeroes for the Akron campus and 01 (zero, one) for the Wayne
campus.
Examples: 000322 for Akron Biology and 010322 for Wayne biology
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Program:
The University of Akron
This ChartField defines the expenditure function, or type of activity. Examples
are Instructional, Research or Institutional Support.
Program
1000
2000
3000
4000
5000
6000
7000
8000
9000
Instruction and Dept Research
Separately Budgeted Research
Public Service
Academic Support
Student Services
Institutional Support
Operation and Maintenance of Plant
Scholarships and Fellowships
Auxiliary Enterprises
Class:
This ChartField defines the type of funding. For example, OPER is used for
regular operating SpeedTypes, while FRG is used for Faculty Research Grants.
Project:
This ChartField is used for Grant accounting. It is six digits in length and is the
same as the SpeedType.
Account:
This ChartField classifies the nature of a transaction, for example, sales, office
supplies or travel. Accounts are either budgetary pool accounts or detail
transaction accounts.
NOTE: Lists of the pool and detail accounts are included as appendices in this
manual.
There are several methods to obtain the ChartField values for a particular budget (SpeedType).
One of the easiest ways is to inquire on the budget, as reviewed in Lesson 8 of this manual. The
ChartField values appear at the top of each of the three inquiry pages.
Dept Unit:
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Accounting and Budget Periods
At The University of Akron, the accounting year, known as the Fiscal Year, runs from July 1
through June 30. Each fiscal year is named for the year in which it ends. For example, the 12
month period running from July 1, 2011 through June 30, 2012 is referred to as the 2012 Fiscal
Year. In many places throughout the financial system, Budget Period is used synonymously
with Fiscal Year.
The months of the year are called Accounting Periods and are numbered 1 through 12. July, the
first month of the fiscal year, is assigned the number 1. August is assigned number 2, and so on.
Budget Period (Fiscal Year)
Month
Accounting Period
July
1
August
2
September
3
October
4
November
5
December
6
January
7
February
8
March
9
April
10
May
11
June
12
Budgetary Control
Akron campus unrestricted SpeedTypes (such as the regular, operating departmental budgets), as
well as grants and projects, will be under full budgetary control, producing budget checking
errors if a transaction exceeds the available balance. SpeedTypes for Wayne unrestricted,
auxiliaries, gifts and agencies have a different level of budgetary control, only producing a
budget checking error if no budget exists for the desired ChartField combination.
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Lesson 2: Obtain Security to PeopleSoft Records
You need a User ID and password to log in to PeopleSoft. To apply for your User ID and
password, complete the security form at: https://footprints.uakron.edu/secure/ps . Any new
employee, current employee that needs additional access, or any employee that has transferred to
a new department must complete this form.
If you cannot remember your PeopleSoft ID or password or wish to speak with someone directly
about the granting or changing of security, please contact the Support Desk at x6888 for
assistance.
1. To apply for your User ID and password, open the browser, such as Internet Explorer, and
navigate to https://footprints.uakron.edu/secure/ps .
You are prompted to enter your UAnet ID and password.
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2. Enter your UAnet ID and password.
Click on Login.
The PeopleSoft Security Request form displays.
3. Complete the PeopleSoft Security Request form.
4. At the bottom of the form, click on Submit Request.
5. From there, the access form is forwarded to your department head (the e-mail address that
you entered on the form). After this approval step if training is required for the access you
requested, Software Training receives the form to verify that you have completed the
necessary training. The form then is submitted to the appropriate data approvers, such as the
Controller’s office or Purchasing. When the approval process is complete, the form is sent
to the PeopleSoft Security Administrator for processing.
6. After your security has been approved, you will receive an e-mail to notify you that your ID
and password are assigned and to contact the Support Desk at x6888 to receive your
password.
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Lesson 3: Sign In and Sign Out
Sign In to PeopleSoft
1. Open the browser, such as Internet Explorer.
2. If this is the first time that you are logging in, type the URL given to you by your
instructor. Set this as a favorite in the Internet Explorer.
If you have set the PeopleSoft Sign-In page as a favorite, select it from the favorites list.
The Sign In page for PeopleSoft Financials is displayed.
3. Enter your User ID and password in all capital letters.
4. Click on the
button.
The home page for PeopleSoft Financials displays.
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5. OPTIONAL:
Press F11 to use the Full Screen view in the Internet Explorer.
In the Full Screen view, the Internet Explorer’s title bar, status bar, menu bar and toolbars
are hidden, as well as the Windows taskbar. This allows more display area for the
PeopleSoft pages.
Pressing F11 again will return to the Normal view in the Internet Explorer.
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Sign Out of PeopleSoft
1. DO NOT PERFORM THIS STEP UNTIL THE END OF CLASS.
To sign out, click on the
link in the top right corner of the web page.
2. The PeopleSoft Sign In web page displays.
When the PeopleSoft Sign In web page displays, close the Internet Explorer
Important: You need to sign out of PeopleSoft using the
link. Do not close the
Internet Explorer until you sign out and see the Sign In web page as shown above.
If you do not sign out, your PeopleSoft session remains open until your session times out.
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Lesson 4: Menu Navigation
In PeopleSoft Financials version 9.1, the data and your choices are presented as web pages. The
menu displays at the top of the page. As you make selections, the menu expands itself until you
make your final selection.
1. Review the Home web page for PeopleSoft Financials.
Favorites Menu and
Main Menu
Navigation Header
Pagelet
2. Click on
.
The Main Menu displays. The menus and menu options that are available are determined by
your PeopleSoft security.
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3. Click on the text for the menu item Process Financial Information.
The menu expands.
Note: If you click on the folder icon
for the menu item, a Navigation Page displays. You
also may make menu selections from the Navigation page.
4. Click on UA Department Inquiries.
5. Click on Report. A list of reports displays.
6. From the list of reports, click on Departmental Budget Reports.
The search page for Departmental Budget Reports displays.
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7. Note that there are two tabs available, a Find an Existing Value tab and
an Add a New Value tab.
Click on a tab to access the data or options available on that tab.
The use of the tabs is reviewed in Lessons 5 and 7 of this manual.
8. At the top of the page, each of the menu selections in the selected path has a breadcrumb in
the trail.
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Lesson 5: Run Control IDs
Discussion
What is a Run Control ID?
A Run Control ID is an identification code that represents:
◘ Your PeopleSoft ID
◘ The process you are running, such as printing a departmental budget report
◘ Your criteria for that process, such as Budget Period 2012, Accounting Period 2,
SpeedKey 200704 for a Departmental Budget Report
Think of a Run Control ID as a report request name.
Each process that you run needs its own unique Run Control ID. If you print Departmental
Budget Reports and print Requisitions, you will create one Run Control ID for printing
Departmental Budget Reports and one Run Control ID for printing Requisitions.
When do you create a Run Control ID?
The first time that you run a process, you need to create a Run Control ID. Some examples of
processes are gathering the data to print a Departmental Budget Report or gathering the data to
print a Requisition.
When you run the process in the future, you use the same Run Control ID as the first time that
you ran the process. You can change the criteria each time you run the process.
What are the characteristics of a Run Control ID?
A Run Control ID can be up to 30 characters in length. It cannot contain spaces. It is case
sensitive. Some examples of Run Control IDs are BudgetPrint or ReqPrint.
NOTE: When creating your Run Control ID, do not use the % (percent sign) in its name. For
example, UnrestrA0660% is not a valid Run Control ID. UnrestrA0660 is a valid
Run Control ID.
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Add a New Run Control ID
You only need to follow these steps the first time that you run a Budget Report. The next time(s)
that you run the report, use the Run Control ID that you create here.
1. Click on the Add a New Value link or on the Add a New Value folder tab.
The Add a New Value page is displayed.
2. Type a Run Control ID with a maximum number of 30 characters and no spaces.
Run Control IDs are case sensitive.
In class, type BudgetReportXXX, where XXX are your initials.
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3. Click on the Add button
.
The Departmental Budget Reports page displays.
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Use an Existing Run Control ID
Once you have created a Run Control ID for a report, you use that Run Control ID over and over.
If you need to change the criteria, you can.
1. Navigate to the Find an Existing Value page for the report you need.
In this example, the Departmental Budget Reports – Find an Existing Value page displays.
2. Click on
.
One of two events occurs:
• A list of your Run Control IDs displays.
•
-ORIf you only have one Run Control ID, the criteria page for the report displays
immediately. You will not need to choose a Run Control ID from the list.
3. In the Search Results area, click on the link for the Run Control ID that you want to use.
The criteria page for the report displays.
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Lesson 6: Printing Reports
Steps for Creating and Printing Reports
1. Navigate to the location of the report’s Find an Existing Value page using the menu or
the favorites that you have set.
2. Add a new Run Control ID if you are running this type of report for the first time
-ORFrom the Search link, select the Run Control ID for this report if you previously have run
this type of report.
3. Type in the criteria for your report. For a budget report, this might be the Budget Period
(fiscal year), Accounting Period (fiscal month) and the SpeedKey.
4. Click on the Run button. Select PSUNX or PSNT as the Server and mark the reports that
you want.
5. Click on the Report Manager link and then the Administration folder tab.
6. On the Administration page, click on the link for the report’s Description.
7. Use the standard Windows print options.
Printing Departmental Budget Reports
NOTE: If the SpeedKey begins with a 5 or 7, use the Project to Date Reports menu option to
print the budget report.
Part A: Processing the Request
1. From the Main Menu, follow the path:
Process Financial Information > UA Department Inquiries > Reports >
Departmental Budget Reports
The Departmental Budget Reports – Find an Existing Value page displays.
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2. If this is the first time that you are printing a Budget Report, click on the Add a New Value
folder tab to add a Run Control ID as outlined in the steps in the previous lesson.
If you have an existing Run Control ID, click on
to select it.
The Departmental Budget Reports page displays.
NOTE: If you only have one Run Control ID for that report, the criteria page for the report
will display immediately. You will not need to choose a Run Control ID from the list.
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3. Type the criteria for the report.
You must indicate the Business Unit, the SetID, the Budget Period (fiscal year) and the
Accounting Period (fiscal month).
In this example, enter:
Business Unit: AKRON
SetID: AKRON
Budget Period: 2012
Accounting Period: 2
4. Type the additional criteria to specify the reports you need.
Entering criteria is reviewed in the next part of this lesson.
5. Click on
to save the criteria to the Run Control.
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Entering Criteria for a Budget Report
The criteria that you enter on this page determine which budgets (SpeedKeys), month and year
will print. Here are some suggestions to assist you in entering criteria.
◘ Enter the Business Unit (AKRON), SetID (AKRON), Budget Period (Fiscal Year)
and Accounting Period (Fiscal Month). These are required fields. Then, determine
what additional criteria you need.
◘ To print the reports for a single budget, enter the SpeedKey. If you enter a SpeedKey,
only the fields listed in the first bullet above and the SpeedKey field should have
criteria.
◘ To print the reports for an entire department, enter the first five characters of the
Department ChartField followed by a percent sign %. For example, A0660% would
print all the budgets for the Mechanical Engineering department on the Akron
campus. See the instructions for using Lookup on page 22.
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◘ To print the reports for all the budgets with a certain Fund Type, enter the first digit
of the Fund Type followed by a percent sign %. For example, 1% would print all of
your budgets with unrestricted Fund Types, 2% would print budgets with an auxiliary
Fund Type, 3% would print budgets with restricted Fund Types.
NOTE: After you enter the criteria, click on
to save the criteria to the Run Control.
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Using Lookup
If you do not know the valid values for a field, use the Lookup button
for that field. In this
lesson, you decide to enter the criteria to print all the budgets for your VP/College Unit, but you
do not know the Location Code to enter.
1. Click on the Lookup button
for the VP/Coll Unit field.
The Look Up page displays with the first 300 rows of the Department list.
In PeopleSoft search results generally are limited to 300 rows. Some of the search results
restrict the results to a lower number.
2. In the Search Results, click on any link to select that row.
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3. In class, select the code for Summit College.
The selected Location Code is entered in the VP/Coll Unit field.
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More on Entering Criteria
1. If your criteria will result in the printing of the report for more than one budget (more than
one SpeedKey), consider the following options.
a. To sort the printed reports in the order of the SpeedKeys, type a Y in the Sort by
SpeedKey field.
b. If you have requested the Departmental Budget Summary Report and would like each
SpeedKey’s report to begin on a new page, type a Y in the New Page for Each
SpeedKey field.
NOTE: For Project to Date Reports (NOT Departmental Budget Reports), there is a second
option, Report Group, available in the box on the right side of the page.
There are only three valid options to enter in the Report Group field:
• Leave it blank. This is the most frequent choice.
• Enter MON for monthly.
• Enter QTR for quarterly.
This is a case-sensitive field.
2. Click on the Save button
to save the criteria.
The word Saved is displayed briefly in the upper right corner of the page.
3. In class, the report will be run only for SpeedKey 200704.
Follow your trainer’s instructions to modify the criteria.
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Using the Process Scheduler
1. Click on the Run button
.
The Process Scheduler Request page displays.
2. Server Name is PSNT or PSUNX.
3. The following fields will default to:
Run Date: Current Date (System Date)
Run Time: Current Time (System Time)
4. For the reports that you wish to run, click to place a check mark in checkboxes for the Select
field.
5. Note the following fields will default to:
Type: Web
Format: PDF
NOTE: To send the report to a file that can be opened in Excel, change the Format to CSV
(comma separated value). At this time, only the PDF and CSV formats are valid as choices.
The Distribution
links are used to
e-mail the report
to someone. See
Appendix F for
instructions.
6. Click on the
button.
As processing is taking place, the daisy
displays in the upper right corner of the page.
Then, the Departmental Budget Reports criteria page displays with the word Saved in the
upper right corner of the page.
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Part B: Using the Report Manager
1. Note the Process Instance number(s) at the top, right of the page. These numbers are used to
identify and print the requested report(s).
There will be one, unique Process Instance Number for each report.
Report Manager link
In this example,
2 reports were
requested, so
there are 2
process instance
numbers.
2. Click on the
link at the top of the page.
After selecting the Report Manager link, the Report Manager pages are displayed.
The List page will be on top.
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3. Click on the folder tab for the Administration page of the Report Manager.
The Administration page displays. The list of reports available for your PeopleSoft ID
displays.
The Delete button is not operable.
Reports are deleted automatically
on the eighth day.
4. Use the PrcsInstance column to locate the Process Instance number for the report to be
printed.
5. The report is not complete and available for printing until the Status column reads Posted.
Click on the
button to update the display and to see the change in the status. The
display does not refresh automatically. You may need to click on the Refresh button several
times until the Status changes and the Status reads Posted.
Note: In Report Manager, there are several status levels:
N/A
Scheduled
Processing
Generated
Posting
Posted
The process is not in the queue.
The process just was added to the report
request.
Process Scheduler has initiated the
program and is running the process at
that time.
The report has finished processing and
all files are available for transferring.
The report is in the process of being
transferred to the Report Repository.
The report has finished posting and is
ready to be viewed.
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6. Once the report Status is Posted, click on the report’s name in the Description column to
open the report.
The report name becomes a hyperlink
once the status is Posted. Use this
hyperlink to view the report.
7. After selecting the report name link, the budget report is displayed in the browser as a PDF
file, as shown below. If the CSV format was selected, the report will open in Excel.
This window is a new window, separate from the window in which the Report Manager
pages are displayed.
Printer tool
Point to the bottom of the
window to display the
Adobe Acrobat Reader’s
toolbar.
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Part C: Print the Report
1. Click on the Printer tool
in Adobe Acrobat Reader’s toolbar.
The Print dialog box displays.
2. In the Print dialog box, change any printing options as needed. Click on OK.
3. Close the Adobe Acrobat Reader window by clicking on its X.
The Administration tab of the Report Manager displays.
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4. To return to the Departmental Budget Reports criteria page, click on the link.
-ORMake any selection from the menu to begin another task.
-ORClick on the
link in the Navigation Header at the top right corner of the page
to exit from PeopleSoft.
If you clicked on the link
Report criteria page is displayed.
, the Departmental Budget
NOTE:
A report that you have run will be saved and available to you for seven days from the time that
you ran the report. On the eighth day, the report is deleted from the system automatically.
To view and print a saved report, navigate directly to the Report Manager.
From the Main menu, enter the path: Reporting Tools > Report Manager. Click on the
Administration folder tab.
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Timing of a Report Request
Data contained in a report is up-to-date, when you run it. However, certain transactions are not
posted until the Controller’s office closes the month. You can check the website for the
Controller’s office at http://www.uakron.edu/controller to determine if the month has been
closed.
When the Controller’s office closes the month, journal entries are created for allocations of:
• Workers’ comp based on salary dollars for the month
• Indirect costs charged to research grants
• Indirect cost charges to auxiliary budgets
• CWSP student charges
• Graduate Assistant charges
• Grant receivables
At month end, journal entries also are created for automatic budget supplementations for
centrally funded pools:
• Fringe benefit charges
• Part-time Wayne faculty charges
• Supply dollars to researchers’ IDC distribution budgets, based on indirect cost allocation
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Budget Report Examples
Example 1 - Departmental Budget Report
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Example 2 - Departmental Budget Summary Example with Open Commitments
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Example 3 – Department Budget Detail Report
There are four pages in this report example.
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Example 4 – Transactions by Date Report
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Example 5 - Departmental Budget One Line Summary Report
This is the first page of the report for criteria of Department A0660% for August, 2008.
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Lesson 7: Use an Existing Run Control ID
1. Navigate to the Find an Existing Value page for the report you need.
In this example, the Departmental Budget Reports – Find an Existing Value page displays.
2. Click on
.
One of two events occurs:
• A list of your Run Control IDs displays.
•
-ORIf you only have one Run Control ID, the criteria page for the report displays
immediately. You will not need to choose a Run Control ID from the list.
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3. In the Search Results area, click on the link for the Run Control ID that you want to use.
The criteria page for the report displays with the criteria that you used and saved for your last
report.
4. You may change any of the criteria.
5. If you change the criteria, click on
6.
to save the changes to your Run Control ID.
the budget report.
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Lesson 8: Budget Inquiry
In Lesson 6, you learned how to print a copy of a Budget Report. In this lesson, you review the
data online.
Steps
1. From the Main Menu, select:
Process Financial Information > UA Department Inquiries > Inquire >
UA Department Budget
–ORfor SpeedTypes that begin with 5 or 7, select:
Process Financial Information > UA Department Inquiries > Inquire >
Project-to-Date Budget
The UA Department Budget (inquiry) search page displays.
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2. Enter criteria to locate the budget that you want to view.
In class, enter:
• Business Unit: AKRON
• SpeedType: 200704
• Budget Period: 2012
3. Click on
.
One of two events occurs:
• A list displays of items that match the criteria.
Click on any link for the budget that you want to view.
-OR•
Dept Unit:
If only one budget matches the criteria, that budget displays immediately.
The top of the page
displays the ChartFields
for this budget, the
descriptions of the
Department and Fund
and the budget
Manager’s Name.
The bottom of the page
displays a comparison of
Budgeted to Actual YTD
(Year-To-Date) data and
the Remaining Balance
in the budget.
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4. To display the Fund Summary page, click on the
the page.
The University of Akron
folder tab at the top of
The Fund Summary page displays.
Dept Unit:
Note that this budget’s Fund Code is 10000. It is an unrestricted,
departmental budget. The Fund Summary page is not applicable.
This page was
designed primarily
for the analysis of
funds that do not
require budgetary
control.
In the YTD Actuals
frame, a summary of
the year’s revenue
and expenditures is
shown. In the Fund
Summary frame,
the current balance
of the Fund is
shown, which
includes the balance
at the beginning of
the year.
5. Click on the
folder tab at the top of the page.
The Detail page displays.
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The Detail page
provides a
comparison by
pool account of
the Budgeted
Amount to the
YTD Actuals.
Dept Unit:
To view the budget journal details, click on
the
in the Budg Trn column for the pool
account that you want to review.
The University of Akron
To view the YTD actual transaction detail,
click on the
in the Jrnl Trn column for
the pool account that you want to review.
6. Click on the
in the Budg Trn (Budget Transactions) column for the pool account
Supplies and Services 5700.
The Budget Journals page displays.
In the first journal entry, on 11/03/2011, an entry was made to budget 23,500
for the 5700 pool account for fiscal year 2012. The entry was dated
07/01/2011, which is the first day of UA’s fiscal year.
7. Click on
or
The Detail page displays.
This page displays
the entries for the
initial budget
amount for the
pool and any
transfers of
budgeted dollars
in or out of this
pool. These are
Budget journal
entries.
to return to the previous page.
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8. Click on the
in the Jrnl Trn (Journal Transactions) column for the pool account
Supplies and Services 5700.
The Transaction Detail page displays.
This page provides a list of all transactions
that have been posted to the selected pool.
The View tools indicate that all of the rows of data are not
displayed. Use the tools to move between the pages and/or select
the View All tool.
View tools
Terms used in the Budget Inquiry pages:
Pre-Encum Amt:
The pre-encumbered amount is the amount from current requisitions.
Encum Amt:
The encumbered amount is the amount from current purchase orders.
Expended Amt:
The expended amount represents the current period-to-date expense, from
all sources, whether it is accounts payable, interdepartmental charge,
financial aid, etc.
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Working with the Data Grid
On many of the pages in PeopleSoft Financials, the data is presented in a grid, as you see on the
Transaction Details page. The header for the grid has links and tools to:
◘ Customize the grid
◘ Change the view
◘ Download to Excel
◘ Find an item in the grid
To customize the appearance of a grid, refer to Appendix A in the Financials Introduction for
New Users’ manual.
View tools
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1. To change the View, use the View tools.
In the example shown above, there are 46 records. Twelve of the records are displayed on the
page at the current time.
Select View All
to display all
the results on
one web page.
Be prepared to
scroll.
Select
First to
navigate to
the first
page of
results.
Select Last
to navigate
to the last
page of
results.
Select the
to
navigate to
the
previous
page.
Select the
to
navigate to
the next
page.
2. To Find a line item, click on Find.
The Find dialog box displays.
3. Type the word or phrase that you want to locate.
Find only searches the visible fields and rows.
In class, search for Guy.
4. Click on
.
The first line item that meets your criterion is moved to the top of the list in the displayed
rows.
5. In class, click on View All.
You may need to scroll to view the line items.
Here are two advantages to View All:
◘ All of the transactions display on one page, if possible.
◘ You can print the Transaction Detail page by using the instructions in Lesson 9.
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6. To sort the line items, click on the field name (header) for that item.
In class, click on
. The items are sorted in ascending order by that field.
NOTE: Click on the field name for a second time to place the items in descending order.
7. To download the transactions to Excel, hold down the CTRL key, while clicking on the
Download tool
. Then follow the instructions in Appendix A.
8. In PeopleSoft, scroll down to the bottom of the page and click on
The Detail page displays.
.
Dept Unit:
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9. To search for another budget to review, click on
The UA Department Budget search page displays.
The University of Akron
.
Dept Unit:
10. Click on
, if necessary, to remove the criteria from the search page and to enter
criteria for a new search.
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Lesson 9: Print Web Pages in the Browser
There will be times when you are working in PeopleSoft that you will want to print the page that
is displayed. PeopleSoft is not designed to use the browser print feature. These instructions are a
workaround. There are separate instructions for IE, Firefox, and Safari.
In the Internet Explorer version 7 or 8:
1. On the PeopleSoft page to be printed, right click with the mouse.
2. From the shortcut menu that displays, choose Select All.
The items on the web page are selected (highlighted).
3. Select File > Print Preview from the Internet Explorer menu.
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4. In the IE Print Preview toolbar, click on the drop down arrow to choose Only the selected
frame (or As selected on screen).
5. To change the page orientation to Landscape, click on the Landscape
-OR-
tool.
Use the Page Setup button
or
in the Print Preview toolbar to change the
orientation, page (paper) size, and margins.
6. To resize the text on the page(s) to be printed, click on the drop down arrow at
or
and select the desired size increase or decrease.
Print Preview displays the sizing change.
7. To print, click on the Print button
or
.
In Firefox:
• Right mouse click on the web page.
• Select This Frame > Print Frame. The Print dialog box displays.
• Click on the Print button.
In Safari:
• Control + click.
• Select Open Frame in New Window or Open Frame in New Tab.
• Print.
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Lesson 10: Business Procedures
Access the Controller’s Office website to:
•
Obtain the form required for Adjusting Journal Entries – These forms are used to
inform the accountants in the Controller’s Office of errors/changes that need to be
made, based on your review of the budget reports.
•
Obtain the form for a New SpeedType Request – These forms are used to request a
new SpeedType.
•
Obtain the form for a Change in Account Responsibility – These forms are used to
request a change in the manager for a SpeedType(s).
•
Verify that the month or year has been closed, so that you may print a final budget
report for that period.
Access the Budget Office website to:
•
Obtain the form required for Budget Amendments – These forms are used to transfer
budgeted funds from one pool account to another pool account within a SpeedType or
from one SpeedType to another.
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The Controller’s Office Website
1. Open the Internet Explorer (or your browser of choice).
2. Enter the URL http://www.uakron.edu/controller/
3. Press the ENTER key.
The home page of the Controller’s Office is displayed.
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4. Click on the Security access link at the bottom of the page on the right side.
5. The PeopleSoft Forms page displays at
http://www.uakron.edu/controller/peoplesoft-forms.dot .
The New SpeedType
Request Form and Change
in Account Responsibility
Form also are available
here.
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6. Click on
.
The File Download dialog box displays.
7. Click on Open.
The Adjusting Journal Entries form opens as an Excel worksheet for you to complete,
save, print and mail.
8. This is an example of a completed Adjusting Journal Entry form.
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The Office of Resource Analysis and Budget Website
1. Open the Internet Explorer (or your browser of choice).
2. Enter the URL http://www.uakron.edu/rab/
3. Press the ENTER key.
The home page of the Office of Resource Analysis and Budget displays.
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4. Click on the Resource Analysis & Budget Forms link on the left side of the web page.
The
5. Use the Budget Amendment Form to transfer dollars:
• Between pool accounts in one SpeedType
-OR• From one SpeedType to another SpeedType.
Click on the hyperlink for the PDF file or the Excel file.
The File Download dialog box displays if you chose an Excel format.
The PDF file is opened in the Internet Explorer if you chose a PDF format.
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6. If the File Download box displays, click on Open.
The Budget Amendment form opens as an Excel file.
If the form opens as a PDF file, click on the printer tool
print the form and complete it.
in the Adobe Reader toolbar to
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7. This is an example of a request to transfer budget funds from one pool account to another
pool account in the same SpeedType.
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Lesson 11: Clearing Cache in Internet Explorer
The temporary internet files are copies of the web pages that you recently opened. The web
pages are copied, so that if you open them again, the pages will be displayed quickly. It is a good
practice to occasionally clear the cache.
1. From the Internet Explorer menu bar, click on Tools > Internet Options.
The Internet Options dialog box displays.
2. On the General tab, click on the
button.
The Delete Browsing History dialog box displays.
3. Mark the boxes for:
• Preserve Favorites website data
• Temporary Internet files
• Cookies
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4. Click on the Delete button.
A progress box displays while the files are being deleted. If you have not cleared cache
recently, this may take a minute or several minutes. When cache is cleared, the progress box
is no longer seen.
The Internet Options dialog box displays, as shown in step 1.
5. In the Internet Options box, click on OK.
6. Close the Internet Explorer by clicking on its X.
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Appendix A: Using the Download to Excel Tool
In the inquiry results grid, a tool is available to download the data in the grid to Excel.
CTRL + click on the Download tool
Excel.
, save the data to an Excel file and open the file in
In the data grids in PeopleSoft Financials, the Download tool is displayed in the grid’s header.
1. When the search results are displayed in the grid, hold down the CTRL key and click on
the Download tool
in the grid’s header.
Important:
If the data is displayed on multiple tabs in PeopleSoft and you want the Excel file to
contain the data on all the tabs, click on the Show All Columns tool
so that all the
data is displayed.
The Download tool only uses the data on the tab that is visible at the time you click on
the tool.
2. The following message displays.
WAIT and do not close this message window.
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3. The File Download box displays.
4. Click on Open.
The following message displays.
5. Click on Yes.
Excel opens and the data displays in a worksheet.
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Appendix B: Pool Accounts
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Appendix C: Income and Expense Accounts
Income Accounts
Account
Descr
Sales and Services
4401
Dept Sales 01 - Taxable
4402
Dept Sales 02 - Taxable
4403
Dept Sales 03 - Taxable
4404
Dept Sales 04
4405
Dept Sales 05
4406
Dept Sales 06
4407
Dept Sales 07
4408
Dept Sales 08
4409
Dept Sales 09
4410
Dept'l. Sales 010
4411
Dept'l. Sales 011
4413
Dept'l. Sales 013
4419
Dept'l. Sales 19 - Nontaxable
4420
Dept'l. Sales 20 - Nontaxable
4421
Dept'l. Sales 21 - Nontaxable
4422
Dept'l. Sales 22 - Nontaxable
4423
Dept'l. Sales 23 - Nontaxable
4424
Dept'l. Sales 24 - Nontaxable
4425
Dept'l. Sales 25 - Nontaxable
4426
Dept'l. Sales 26 - Nontaxable
4427
Dept'l. Sales 27 - Nontaxable
4428
Dept'l. Sales 28 - Nontaxable
4429
Dept'l. Sales 29 - Nontaxable
4430
Food Sales Taxable
4431
Food Sales Non Taxable
4432
Bar Sales Taxable
4433
Bar Sales Non Taxable
4434
Zip Card Sales Taxable
4435
Zip Card Sales Non Taxable
4436
Non Food Sales Taxable
4437
Board Plan Sales Non Taxable
4438
Interdepartmental Dining Rev
4439
Cash over/short
4440
Commissions-Vending
4442
Commissions - Misc
4443
Concessions
4444
Lease/Rental
4445
Reserve for Dining
4446
MUC Event Deposits
4447
Forfeited meal plan income
4448
Value Link Sales
4449
Tip Clearing
4450
EJT Office Rent
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Account
4451
4452
4453
4454
4457
4458
4459
4460
4461
4462
4463
4464
4465
4466
4467
4468
4469
4470
4471
4472
4473
4474
4475
4476
4477
4478
4479
4480
4481
4482
4483
4484
4485
4486
4487
4488
4489
4490
4491
4492
4493
4494
4495
4496
Descr
EJT Hall Rental
EJT Lobby Sales
Co-Promote Event
Western Cult Rental Income
Ticket Commissions & Handling
Co-Promoted Ticket Income
Rental Ticket Revenue
Reserve for EJT
Campus Memberships
Alumni Membership
Community Memberships
Corporate Memberships
Sponsorships
Campus Rentals
Community Rentals
Rec & Well Parking Revenue
Rec & Well Taxable Sales
Rec & Well Non Taxable Sales
Fitness Sales
Wellness Sales
Swim Team Revenue
Swim Meets
Swim Lessons
Intramural Team Fees
Outdoor Trips
Equipment Rental
Climbing Wall Rental
Guest Passes
Instructional Revenue
Reserve for Rec & Wellness
Reserve for Rec & Wellness
Reserve for Rec & Wellness
Student Room Rental - NonTax
Room Rental-Sales & County Tax
Summer Rental - NonTax
Room Rental - County Tax
Lost Key Income
Dorm Room Damage income
RHC & RPB Activity Fees
RHC & RPB Ticket Sales
Reserve for Housing
Reserve for Housing
Student Union Room Rental
Barnes & Noble Rental Income
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Account
Descr
Account
Descr
4497
Computer Solutions Rental Inco
4546
Athletic Tickets Commission
4498
Dining Service Rental Income
4547
Reserve for Athletics
4499
Doc-U-Zip Rental Income
4548
Reserve for Athletics
4500
Bank Rental Income
4549
General Fee from GF
4501
Subway Rental Income
4550
Athletic Facility Rental
4503
Bowling Income
4551
Reserve for Athletics Faciliti
4504
Billiards Income
4552
Reserve for Athletics Faciliti
4505
Other Rec. Games
4553
Reserve for Athletics Faciliti
4506
Bowling/Billiard Package Incom
4554
Reserve for Athletics Faciliti
4507
Web Credit Card Clearing
4555
Tele Fixed Chgs
4508
Zip Card Clearing
4556
Tele Long Distance
4509
Ticket Master Sales
4557
Tele Local Calls
4510
Student Org. Ticket Sales
4558
Tele Installations
4511
Tournaments
4559
Tele Custom Services
4512
Game Room Passes
4560
Tele Zip TV
4513
Reserve for Student Life
4561
Tele Cellular
4514
Reserve for Student Life
4562
Employee Cellular Deduction
4515
Book Sales Taxable
4563
Reserve for Telecom
4516
Book Sales Non Taxable
4564
Reserve for Telecom
4517
Concessions Taxable
4570
University Rentals Non-tax
4518
Concessions Non Taxable
4571
Room Rental Sales,County&City
4519
Supply Sales Taxable
4572
Room Rental County&City Taxes
4520
Supply Sales Non Taxable
4573
Room Rental County Tax Only
4521
Reserve for Wayne Bookstore
4574
Room Rental Exempt Non-tax
4522
Reserve for Wayne Bookstore
4575
Other Taxable Sales-Sales Tax
4523
Reserve for Wayne Bookstore
4701
Loans Service Charge
4524
Reserve for Wayne Bookstore
4702
Interest on Notes Receivable
4525
Student Permits
4703
NSF Charge
4526
Grad Permits
4704
Special Purpose Fund
4527
Faculty/Staff Permits
4705
PF Project - Local Admin Fee
4528
Co-Pay Permits
4706
Medicare D subsidy
4529
Commercial Visitor Permits
4716
Taxable Sales
4530
Visitor A Lot & Meters
4717
Nontaxable Sales
4531
One Day Permits
4718
Sales - UBIT
4532
Parking Fines
4719
Quaker Square Leases
4533
Lot Rental Income
4770
Plant Fund Addn-Inv in Plant
4534
Special Event & EJ Permits
4771
Plant Fund Addn-Debt Retiremnt
4535
Signage Revenue
4772
Plant Fund Addn-Rent to CurFnd
4536
Reserve for Parking
4780
A/R Write-offs
4537
Reserve for Parking
4790
Miscellaneous Revenue
4538
Reserve for Parking
4791
EAF Allocation
4539
Reserve for Parking
4792
Misc Event Fees
4540
Athletic Ticket Sales
4801
Mand Trf-In-Unrestricted
4541
Game Guarantees
4802
Mand Trf-In-Auxiliary
4542
Radio & TV Revenue
4803
Mand Trf-In-Restricted
4543
Program Sales
4804
Mand Trf-In-Loan
4544
Press Book Sales
4805
Mand Trf-In-Endowment
4545
Conference Revenue
4807
Mand Trf-In-Plant
Ver. 2013.07.18
Page 67
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Budget Reports and Inquiry for New Users V9.1
Account
4809
4851
4852
4853
4854
4855
4857
4859
The University of Akron
Descr
Mand Trf-In-Agency
Non-Mand Trf-In-Unrestricted
Non-Mand Trf-In-Auxiliary
Non-Mand Trf-In-Restricted
Non-Mand Trf-In-Loan
Non-Mand Trf-In-Endowment
Non-Mand Trf-In-Plant
Non-Mand Trf-In-Agency
Ver. 2013.07.18
Page 68
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
Expense Accounts
Account
Descr
Faculty
5001
Ft Fac Admin 12 Mo
5002
Ft Fac Admin 9/10 Mo
5003
Ft Fac Teach 12 Mo
5004
Ft Fac Teach 9/10 Mo
5005
Ft Fac Prof Leave (FIPL)
5006
Fac Sick Leave Payoff
5007
Fac Vacation Payoff
5008
Ft Fac Cost Share Voluntary
5009
Ft Fac Cost Share Mandatory
5010
Vacation Accrual-Faculty
5011
Housing Allowance
5012
FT Fac Acad Yr Suppl Non-Teach
5013
FT Fac Temp
5014
Fac Sick Leave Accrual
5031
PT Fac Fall & Spring
5032
PT Fac Acad Yr Suppl Non-Teach
5041
Ft Fac Summer Teach
5042
Pt Fac Summer Teach
5043
FT Fac Summer Admin
5044
PT Fac Summer Admin
5045
FT Fac Summer Research
5046
PT Fac Summer Research
5047
FT Fac Summer Other
5048
PT Fac Summer Other
5051
Ft Fac Teach Overload
Administration
5101
Ft Contr Prof 12 Mo
5102
Ft Contr Prof 9/10 Mo
5103
Admin Cost Share Voluntary
5104
Admin Cost Share Mandatory
5106
Contr Prof Sick Leave Payoff
5107
Contr Prof Vacation Payoff
5108
Vacation Accrual-Admin
5109
FT Contr Prof Suppl/Other
5110
FT Contr Prof Temp
5111
Contr Prof Sick Leave Accrual
5151
Part-time Contr Prof
5152
Part-time Contr Prof Temp
Staff
5201
FT Staff Salary
5202
FT Staff Hourly
5203
Staff Post Doc Fellowships
5204
Shift Differential
5205
Staff Sick Leave Payoff
5206
Vacation Accrual-Staff
5207
Staff Vacation Payoff
5208
Staff Cost Share Voluntary
Ver. 2013.07.18
Account
Descr
Staff cont’d
5209
Staff Cost Share Mandatory
5210
FT Staff Suppl/Other
5211
FT Staff Temp
5212
Staff Sick Leave Accrual
5221
PT Staff Hourly & Salary
5222
PT Staff Temp
5223
PT Staff Temp Pay Differential
5241
Staff Overtime
5242
Shift Differential Overtime
5243
Comp Time Paid
Graduate Assistants
5301
Grad Assts Teaching
5302
Grad Assts Non-Teach
5308
Grad Assts - Cost Sharing Vol
5309
Grad Assts - Cost Sharing Mand
Student Assistants
5401
Student Assts - Regular
5402
Student Assts - Overtime
5403
Student Assts - Night
5404
Stu Asst Shift Differential
5405
Cwsp-Federal
5406
Cwsp-Institutional
5407
Student Commissions
5408
CWSP 100%
5409
CWSP 100% - Shift Differential
Fringe Benefits
5601
STRS
5602
SERS
5603
PERS-LE
5604
Alternative Retire Plan -STRS
5605
Alternative Retire Plan - SERS
5607
SERS Surcharge
5610
Medical/Life
5620
Workers Comp
5621
Unemployment Comp
5622
Medicare Tax
5630
Remiss Fee-Fac
5631
Remiss Fee-Fac Dep
5632
Remiss Fee-Staff
5633
Remiss Fee-Staff Dep
5634
Remiss Fee-Grad Asst
5635
Remiss Fee-Music
5636
Remiss Fee-Sr Citiz
5637
Remiss Fee-Other
5640
Parking Permits
5641
Residence Meal Allowance
Page 69
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Budget Reports and Inquiry for New Users V9.1
Supplies & Services
5701
Legal Services Fee
5702
Consultant Fee
5703
Honorarium
5704
Ticket Sellers-Pah
5705
Stage & Ward-Pah
5706
Game Officials
5707
Game Help
5708
Housing Allowance
5709
Cost Liv Stp
5710
Artist Fees
5711
Honorarium - Non-USA
5712
Course Training
5749
5750
5751
5752
5753
5754
5755
5756
5757
5758
5759
5760
5761
5762
5763
5764
5766
5767
5768
5769
5770
5771
5772
5774
5775
5776
5777
5778
5779
5780
5781
5784
5787
5788
5789
5790
5791
Misc Personal Svc
Background Checks
Contract Clean
Laundry & Dry Clean
Collection Exp
Medical Expense
Mailing Services
Other Non-Indiv Svc
Office Supplies
Instructional Suppl
Maintenance Suppl
Athletic Supply
Rotc Uniforms & Supp
Motor Vehicle Suppl
Other Supplies
Furn & Eq Repair
Maintenance Contract
Repair Bldg & Ground
Phys Fac/Labor and Mat'l
Rental of Equip
Rental of Bldg
Rental of Park Lot
Rental of Films
Auto Insurance
Property and Fire Insurance
Liability Insur
Fidelity Bond
Duplicating Svc Chg
Photo-Copying
Printing & Binding
Zip Card Duplicating
Program Print
Dues, Memberships & Licenses
Subscrip, Rept, Book
Advertising
TV/Radio Broadcasts
Game Guarantees
Ver. 2013.07.18
The University of Akron
Supplies & Services cont’d
5792
Property Tax
5793
Interest Exp
5794
Awards-Non-Fin Aid
5795
Bad Debts
5796
Cashier Over-Short
5797
Savings Bond Purch
5798
Royalties
5799
Ubit Tax
5800
Computer and Peripherals
5801
Software
5802
Discount Earned
5803
Training & Prof Educ
Temporary Employment
5804
Services
5805
Express Shipping
5806
Freight
5807
Parking Permit - Nonemployee
5808
Franchise Fee
5809
Survey Expense
5810
Banking Fees
5811
Copier Management Charges
5812
Uniforms
5813
Safety Supplies
5814
Tools
5815
Furniture & Equip under $5000
5816
Artwork under $5000
5817
Marketing/Promotional Expense
5819
Legal Settlements
5820
Inventory Relieved
5821
Student Related Fees
5822
Dining Paper Products
5823
Spons of Non-Profit Event
5824
Donation
6089
Surplus Property Reimbursement
6090
Lump sum transfer
6091
Fixed price contract transfer
6092
General Fund Revenue
6093
Miscellaneous Expense
Purchased Utilities
6101
Gas - Natural
6102
Electricity
6103
Water
6104
Steam
6105
Chilled Water
Sub Contract Payment Research
6201
SubContractor-Research IDC
6202
SubContractor-Research Non-IDC
Page 70
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Budget Reports and Inquiry for New Users V9.1
Communications
6211 Participant Supp - Stipend
6212 Participant Supp - Travel
6213 Participant Supp - Subsistence
6214 Participant Supp - Other
6301 Tele Long Distance
6302 Tele Cellular
6303 Tele Local Calls
6305 Tele Monthly Fixed Chg.
6306 Tele Installation
6307 Tele Materials
6308 Tele Vendor Labor
6309 Tele Custom Services
6310 Tele Zip TV
6311 Postage
Chargeback
6401 Gen. Svc's. Ch-Back
6402 Duplicating
6403 Master-Maker-Gen
6404 Master-Maker 4250
6405 Comp. Ctr-Internal
6406 Comp. Ctr-External
6407 Utilities Distr
6408 Taxable Dept Service
6409 Taxable Inventory - Cost
6410 Non-Tax Inventory - Cost
6411 Taxable Inventory
6412 Non-Tax Inventory
6413 Service Contr
6415 Gas - Natural
6416 Electricity
6417 Water
6418 Hi Temp Hot Water
6419 Chilled Water - Chg Bck
Equipment Lease/Purchase
6501 Equip Lease/Purchase
6502 Land Installment Purchase
Moveable Equipment
6601 Office Equip - New
6602 Class & Lab Equip - New
6603 Computers - Servers
6604 Gen'l Movable Equip - New
6605 Autos & Trucks -New
6606 Computers - PC's
6607 Work in Progress
6610 Equip $1500-$4999 Grants Only
6611 Equipment held in trust
6612 UA Built Equipment
Ver. 2013.07.18
The University of Akron
Library Books & Materials
6701 Books & Per-Gen'l
6702 Lost Book Repurchase
6703 Electronic Library Materials
6710 Law Books-Gen'l
6711 Law Books-Cont(Perm)
6712 Law Books-Cont(Temp)
6713 Law Books-Periodical
6714 Law Books-Repl
6715 Law Books-Binding
6716 Law Electronic Library Matls
Plant Fund Expense
6801 Land
6802 Land Improvement
6803 Buildings
6804 Building Alteration
6805 Architect Fee
6806 Copper/Fiber Cable & Hardware
6807 Copper/Fiber Installation
6808 Fiber Cable/Hdw Purchase
6809 Fiber Cable/Hdw Installation
6810 Artwork,Archives&Collections
6811 Landscaping
6901 Depreciation
Travel & Hospitality
7005 Travel - Non-Univ Personnel
7010 Athletic Recruiting In-State
7011 Athletic Recruiting Out-State
7020 Athletic Team - Airfare
7021 Athletic Team - Bus
7022 Athletic Team - Meals
7023 Athletic Team - Car Rental
7024 Athletic Team - Other Trans
7025 Athletic Team - Mileage
7026 Athletic Team - Lodging
7027 Athletic Team - Shuttle/Taxi
7028 Athletic Team - Other
7029 Athletic Team - Gasoline
7030 Res. Asst. Meals
7031 Personnel Interview
7032 Moving Expense
7033 Outdoor Adventure Trips
7040 Hospitality-Tickets
7041 Hospitality-Gen'l
7042 Hospitality-Events
7044 Zip Card Hospitality
7045 Business Meals
7046 Flowers/Gifts
7061 Airfare
7062 Commercial Bus
7063 Car Rental
Page 71
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Budget Reports and Inquiry for New Users V9.1
Travel & Hospitality cont’d
7064 Other Commercial Transport
7065 Mileage
7066 Lodging
7067 Meals/Per Diem
7068 Conference Fees/Prof Devel
7069 Shuttle/Taxi
7070 Other Misc. Travel Expenses
7071 Gasoline
7081 Foreign Airfare
7082 Foreign Commercial Bus
7083 Foreign Car Rental
7084 Foreign Other Comm Transport
7085 Foreign Mileage
7086 Foreign Lodging
7087 Foreign Meals/Per Diem
7088 Foreign Conference Fees
7089 Foreign Shuttle/Taxi
7090 Foreign Other Misc Travel Exp
7091 Foreign Travel Non-Univ Persnl
7092 Foreign Gasoline
The University of Akron
Cost Sharing
7401 Matching Funds-Research
7402 Matching Funds-College
7403 Matching Funds-Department
Mandatory Trf-Out
7701 Mand Trf-Out-Unrestricted
7702 Mand Trf-Out-Auxiliary
7703 Mand Trf-Out-Restricted
7704 Mand Trf-Out-Loan
7705 Mand Trf-Out-Endow & Sim
7707 Mand Trf-Out-Plant
7709 Mand Trf-Out-Agency
Cost of Goods Sold
7101 Pur-Resale-Food
7102 Pur-Resale-Alcohol
7103 Pur-Resale-Books
7104 Pur-Resale-Sundry
7105 Pur-Resale-AV/Film
7106 Pur-Resale-Misc
7120 Bookstore-Textbooks
7122 Bookstore-Gen. Supplies
7123 Bookstore-Art & Engr. Supp
7124 Bookstore-Clothing
7125 Bookstore-Gift Items
7140 Comp Store-Depart'l
7141 Comp Store-External
7199 Mo Cost of Sale Jv
Student Aid
7201 Scholarships
7202 Grad Asst Fellowships
7203 Athletic Scholarships
7204 Grad Asst Scholarship
7205 Grad Asst Schol-C/S
7206 Awards
7207 Grad Asst Schol-No Cost Share
7208 Departmental Fee Payment
Indirect Costs
7301 Indirect Cost
7302 Indirect Cost-Other Distributi
Ver. 2013.07.18
Page 72
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
Appendix D: Report List
Ver. 2013.07.18
Page 73
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
PeopleSoft Report Grid
Description
Report Number
UBDS0001
Report Name
Dept Budget Summary
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides a pool level
comparison of Budget to Actual YTD
data and the remaining Available
Balance. Open requisitions and
purchase orders are summarized in
the Open Commitment column and
listed in detail in the Open
Commitment Status section of the
report.
Report Number
UBDS0002
Report Name
Dept Budget Detail
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report lists all revenue and
expenditure transactions for the
accounting period selected.
Report Number
UBDS0004
Report Name
Dept Budget Summary - One-Line
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report displays the bottom line
position for any SpeedTypes selected.
Ver. 2013.07.18
Ways to use
1) Use this report to review the
remaining balances in your sixdigit accounts (SpeedTypes) in
total and by pool.
2) Run this report
to Excel and sort by pool to
analyze the position of certain
pools for all of your SpeedTypes.
3) Determine which Purchase
Orders are still open.
Use this report to verify that all
transactions booked to your
SpeedTypes are appropriate.
Select all, or a subset, of the
SpeedTypes for which you are
responsible and review them for
deficits.
Page 74
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
Description
Report Number
UBDS0011
Report Name
Project Budget Summary
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides a pool level
comparison of Budget to Actual PTD
data and the remaining Available
Balance. Open requisitions and
purchase orders are summarized in
the Open Commitment column and
listed in detail in the Open
Commitment Status section of the
report.
Report Number
UBDS0012
Report Name
Project Budget Detail
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report lists all expenditure
transactions for the accounting period
selected.
Report Number
UBDS0022
Report Name
PTD One-Line Summary
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report displays the bottom line
position for any projects selected.
Ver. 2013.07.18
Ways to use
1) Use this report to review the
remaining balances in your
projects in total and by pool.
2) Run this report to Excel and sort by
pool to analyze the position of
certain pools for all of your
projects.
3) Determine which
Purchase Orders are still open.
Use this report to verify that all
transactions booked to your
project are appropriate.
1) Select all, or a subset, of the
projects for which you are
responsible and review them
for deficits.
2) Run this report to
Excel and sort projects by ending
date to determine which are ready
for closure.
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
Description
Report Number
UBDS0020
Report Name
Fiscal PTD Summary
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides the same data as
the Project Budget Summary, but
should only be used for project
SpeedTypes that are reused, such as
OBR Equipment Grants and Stoller
Funds.
Report Number
UBDS0021
Report Name
Fiscal PTD Detail
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides the same data as
the Project Budget Detail, but should
only be used for project SpeedTypes
that are reused, such as OBR
Equipment Grants and Stoller Funds.
Report Number
UBDS0023
Report Name
Fiscal PTD Summary - One-Line
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides the same data as
the Project Budget Summary - OneLine, but should only be used for
project SpeedTypes that are reused,
such as OBR Equipment Grants and
Stoller Funds.
Ver. 2013.07.18
Ways to use
1) Use this report to review the
remaining balances in your
projects in total and by pool.
2) Run this report to Excel and sort by
pool to analyze the position of
certain pools for all of your
projects.
3) Determine which
Purchase Orders are still open.
Use this report to verify that all
transactions booked to your
project are appropriate.
Select all, or a subset, of the
projects for which you are
responsible and review them for
deficits.
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
Description
Report Number
UBDS0005
Report Name
Budget Transactions - Landscape
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides all budget
transactions for the requested
ChartFields and dates. This report has
a landscape orientation similar to the
Budget Summary and Detail reports.
Report Number
UBDS0008
Report Name
Budget Transactions - Portrait
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides all budget
transactions, along with a summary by
pool, for the requested ChartFields and
dates. This report has a portrait
orientation to maximize space.
Report Number
UBDS0013
Report Name
Transactions by Date
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides revenue and
expense transaction detail for the
requested ChartFields and dates.
Requisition and purchase order
transactions are included.
Transactions are subtotaled by
account and pool.
Ver. 2013.07.18
Ways to use
1) Use this report to review the
detail of your budgeted amounts.
2) Segregate original approved
budgets by using a parameter of
NEW% in the Ref Nbr field.
1) Use this report to review the
detail of your budgeted amounts.
2) Segregate original approved
budgets by using a parameter of
NEW% in the Ref Nbr field.
Use this report to review the detail
of your revenue and expense
balances for one account, all
accounts or by pool for any dates
that you select.
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
Description
Report Number
UGLS0002
Report Name
GL Transaction Activity
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides transaction detail
for both balance sheet and income
statement accounts for the requested
ChartFields and accounting periods.
Requisition and purchase order
transactions are not included.
Transactions are subtotaled by
account. Beginning and ending
balances, for the accounting periods
selected, are also provided for each
account.
Report Number
UPAY1028
Report Name
Pay Journal Detail
Navigation
Process Financial Information/ UA Department Inquiries/ Report
This report provides detail payroll and
fringe transactions by ChartFields,
accounting period and payroll journal
ID.
Report Number
GLS7012
Report Name
Trial Balance Report
Navigation
General Ledger/ General Reports
Shows the ending ledger balances for
the specified year and period by
ChartField combination. Provides
subtotals by requested ChartField.
Debit and credit balances are
displayed in separate columns.
Ver. 2013.07.18
Ways to use
1) Use this report to obtain
transaction detail for asset and
liability accounts in the general
and auxiliary funds, such as
deferred revenues and inventories.
2) Use it to provide detail of
general fund revenue accounts.
3) Obtain detail for all accounts in
non-budgetary funds, such as
Endowments and Loans.
4) Obtain both balance sheet and
income statement detail for
restricted funds in one report.
Use this report to determine if the
correct employees are being
charged to your SpeedTypes.
Use this report to provide YTD
detail account balances without
transaction detail. See the
Inquiries and Report Options
manual for examples of various
versions of this report and the
ChartField selection criteria used
to create them.
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
Appendix E: Ledger Period Comparison Inquiry
This inquiry compares, for any ChartField combination selected, expenditures by account across
the selected periods of a fiscal year. A report may be created by downloading the inquiry results
to Excel.
1. From the Main Menu, enter the path:
General Ledger > Review Financial Information > Ledger Period Comparison
The Ledger Period Comparison search page displays.
Ver. 2013.07.18
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Budget Reports and Inquiry for New Users V9.1
2. Click on
The University of Akron
to select a prior inquiry from the Search Results list.
OR
Create a new Inquiry Name by selecting the
(such as LEDGERINQ) and clicking
tab, typing an inquiry name
.
The Ledger Period Comparison criteria page displays.
NOTE: The first time that you run the inquiry, create an Inquiry Name. Then, whenever you
run the inquiry in the future, use that Inquiry Name. This is comparable to creating and using
a Run Control ID.
Fields marked with an asterisk are required fields:
(Business) Unit, Ledger, Year, Currency, Amount Field.
Ver. 2013.07.18
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Budget Reports and Inquiry for New Users V9.1
The University of Akron
3. Enter the data.
Unit: AKRON
Ledger: ACTUALS
Year: Enter the Budget Period. Ex: 2012
Currency: USD
Amount Field: POSTED_TRAN_AMT
4. Click one of the following checkboxes to include the described data.
Include All Periods
Includes all twelve periods if selected.
Include Balance Forward
Includes any balances carried forward from the
previous period in the totals.
Include Closing
Includes closing adjustments for period 999 in the
totals.
Use the Search button
to access the Ledger
Comparison pages.
Use the ChartField
. Criteria group box
to select the
ChartFields and
ChartField values
that you want to
appear on the
Ledger Period
Comparison detail
page.
Click to remove the
checkmark from the
View box for those
ChartFields that you
do not want to
appear in your
inquiry. UA does
not use Budget
Reference, Project
or Adjustment Type.
Use the Period Selection group box to select the
periods you want to use for comparison on the
Ledger Period Comparison detail page. To remove a
period from the list, select the Delete button
for the row and click OK when prompted.
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5. Select the appropriate ChartField values as the criteria for your inquiry/report.
NOTES:
On campus, people refer to their Budget’s number, such as 200704, as an account number. In
PeopleSoft, 200704 is referred to as a SpeedType or SpeedKey. In PeopleSoft, an Account is
a four-digit number that classifies the transaction, such as 5757 (office supplies). Account
numbers are listed in Appendices B and C.
To locate the ChartField values that you need:
Review the printed copy of the Departmental Budget reports or inquire on the Budget. These
values are printed on your Departmental Budget reports and are on the Budget Inquiry pages.
You also can use the SpeedKey Xref List Report to locate the ChartField values.
Examples
To do the inquiry for:
a. The entire Mechanical Engineering Department, type A0660% in the Department
ChartField.
b. A specific department, such as Software Training, type A4756002 in the Department
ChartField.
c. A specific, restricted fund account, type its 5-digit fund number, such as 38889 as the Fund
Code. (The last five digits of the SpeedType are the fund number for restricted funds.)
6. Click
. You may need to scroll down to see the Save button.
7. Click on
.
The Ledger Period Comparison detail pages display.
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Use the Query Results
view buttons
to
scroll through the rows of
data.
Download tool
Use the Period
folder tabs or the
Show all Columns
to scroll
icon
through and view all
periods.
Click on this link to return to
the Ledger Criteria page.
8. Click on the Show all Columns tool
to view all the periods that you requested.
This is an important step if you want to download the data to Excel, because the Download
tool only downloads the data that is visible on the page.
9. Use the Download tool
to send the data for all periods to an Excel spreadsheet.
You may need to scroll to the right to view and select the Download icon.
A sample of the first page of this report is shown on the next page of these instructions.
The data can be downloaded 25 rows at a time.
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10. If there are more than 25 rows of data, you need to click on the Query Results view buttons
to scroll to the next page of data and use the Download tool again.
11. Once all the data is downloaded to Excel, copy and paste all the rows to one of the
worksheets.
12. Format, manipulate, save and/or print the inquiry report in Excel.
Then, close Excel.
13. In the PeopleSoft window of the Internet Explorer, click on the
The Ledger Period Comparison criteria page displays.
link.
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Appendix F: Creating Reports to Distribute to Others
1. Select and define the parameters for a report.
In this example, the Departmental Budget Summary Report will be run.
2. Click
.
The Process Scheduler Request page displays.
The Distribution
links
3. Server Name: PSUNX
4. Click to checkmark the
Select box(es)
for the desired reports.
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5. Select the Type and Format.
To e-mail a PDF report, select:
This selection will produce a PDF file and mail it directly to the E-mail address(es) listed on
the Distribution Detail page.
IMPORTANT: This selection produces a PDF file and mails it directly to the Email
address(es) on the Distribution Detail page. The mail is sent from a central address to which
one cannot reply. You need to identify yourself as the sender in the body of the e-mail.
-ORTo run a PDF report directly to another person’s Report Manager, select:
This selection will send reports directly to the Report Manager for the person(s) whose
PeopleSoft ID(’s) are listed on the Distribution Detail page.
6. Click the
link for the report to be emailed .
The Distribution Detail page displays.
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If you are e-mailing this report,
enter this information:
• Email Web Report-Mark
this checkbox.
• Email subject line
• Message Text (include
your name and/or E-mail
address to identify yourself
as the sender)
• Email address(es)
If you are distributing this
report to another person’s
Report Manager, enter
their PeopleSoft ID in a
Distribution ID box.
Complete either the Distribute To data OR the Email Only data.
7. If you are e-mailing this report, type in the data in the Email Only edit boxes.

8. If you are distributing this report to another person’s Report Manager,
enter his/her PeopleSoft ID in a Distribution ID box.
Add or delete Distribution ID rows with the Add
or Delete Row
buttons.
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9. Click
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.
The Process Scheduler Request page displays.
10. Click
.
You are returned to the report criteria page.
11. When the report has run to a status of Success, as indicated in the Process Monitor, the
report will be distributed immediately in the method that you selected.
The Process Monitor is available at PeopleTools > Process Scheduler > Process Monitor.
Use the Details link for information about the report.
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