Financials Introduction for New Users V9.2
The University of Akron
Table of Contents
COURSE OBJECTIVES .............................................................................................................................................. 1
LESSON 1: PEOPLESOFT FINANCIALS AT THE UNIVERSITY OF AKRON ..................................................................... 2
DATABASE TERMS ..........................................................................................................................................................2
PEOPLESOFT MODULES ..................................................................................................................................................3
OBTAINING SECURITY TO ACCESS PEOPLESOFT FINANCIALS RECORDS ......................................................................................4
LESSON 2: DEFINITIONS ......................................................................................................................................... 6
SPEEDTYPES..................................................................................................................................................................6
CHARTFIELDS ................................................................................................................................................................6
ACCOUNTING AND BUDGET PERIODS .................................................................................................................................8
LIFE CYCLE OF A REQUISITION ...........................................................................................................................................9
LESSON 3: SIGN IN AND SIGN OUT ....................................................................................................................... 10
SIGN IN TO PEOPLESOFT................................................................................................................................................10
SIGN OUT OF PEOPLESOFT ............................................................................................................................................12
LESSON 4: MENU NAVIGATION ............................................................................................................................ 13
DISCUSSION ................................................................................................................................................................13
USE THE DROP-DOWN MENU ........................................................................................................................................13
USE THE DROP-DOWN MENU WITH A NAVIGATION PAGE ...................................................................................................17
LESSON 5: SETTING FAVORITES ............................................................................................................................ 18
LESSON 6: USE FAVORITES ................................................................................................................................... 19
LESSON 7: USE A RUN CONTROL ID – REQUISITION PRINT REPORT ...................................................................... 21
RUN CONTROL IDS .......................................................................................................................................................21
PRINTING A REQUISITION ..............................................................................................................................................22
Part A: Use the Menu to Navigate .....................................................................................................................22
Part B: Create a New or Use an Existing Run Control ID ....................................................................................23
Create a New Run Control ID .......................................................................................................................................... 23
Use an Existing Run Control ID ........................................................................................................................................ 25
Part C: Set the Report Criteria ............................................................................................................................26
Part D: Use the Process Scheduler ......................................................................................................................28
Part E: Use the Report Manager to Print the Report..........................................................................................29
LESSON 8: USE MULTIPLE WINDOWS ................................................................................................................... 32
LESSON 9: PRINT A WEB PAGE USING THE BROWSER .......................................................................................... 33
IN THE INTERNET EXPLORER VERSION 9 ............................................................................................................................33
IN GOOGLE CHROME: ...................................................................................................................................................34
LESSON 10: USE AN EXISTING RUN CONTROL ID .................................................................................................. 35
LESSON 11: ONLINE INQUIRY ............................................................................................................................... 37
DISCUSSION ................................................................................................................................................................37
REQUISITION INQUIRY PAGE...........................................................................................................................................38
INQUIRE ON A PURCHASE ORDER ....................................................................................................................................45
INQUIRE ON A VOUCHER ...............................................................................................................................................50
INQUIRE ON A PAYMENT ...............................................................................................................................................54
Part A: Search by Check Number ........................................................................................................................54
Part B: Search by Supplier ID with Payment Date Range ...................................................................................56
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LESSON 12: CLEAR CACHE IN INTERNET EXPLORER 9 ............................................................................................ 60
LESSON 13: LOCATE PEOPLESOFT TRAINING AND DOCUMENTATION ON THE WEB ............................................. 62
APPENDIX A: PERSONALIZE AN INQUIRY GRID ..................................................................................................... 63
APPENDIX B: USE THE DOWNLOAD TOOL ............................................................................................................ 68
APPENDIX C: CHANGE YOUR PASSWORD ............................................................................................................. 70
APPENDIX D: USE MY PERSONALIZATIONS .......................................................................................................... 72
APPENDIX E: POOL ACCOUNTS ............................................................................................................................ 75
APPENDIX F: INCOME AND EXPENSE ACCOUNTS ................................................................................................. 76
APPENDIX G: REPORT LIST ................................................................................................................................... 83
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Course Objectives
In PeopleSoft Financials version 9.2, the applications are used in an Internet
environment. The system requires the use of a web browser, such as the Internet
Explorer, on individual user machines. Installation of software on your computer is not
required.
Using the browser, you sign in to PeopleSoft as you would when opening your favorite
website.
This course is intended for faculty, staff and student employees who are new users of
the PeopleSoft version 9.2 Financials system. Frequently-used procedures will be
reviewed.
At the end of class, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
•
Define a relational database
Explain how The University of Akron uses PeopleSoft Financials
Define common terms used in PeopleSoft Financials
Initiate requests for access to PeopleSoft records and for assistance with
PeopleSoft User IDs and passwords
Sign In and Sign Out
Navigate using the menu and navigation bar
Search for and locate a record
Use Run Control IDs, the Process Scheduler and the Report Manager to
complete common reporting tasks
Set and use favorites
Inquire on a Financial document
Print a web page
Locate The University of Akron’s PeopleSoft documentation, instructor-led
courses and web-based courses on the web
Use this documentation to navigate common paths and perform common
tasks
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Lesson 1: PeopleSoft Financials at The University of Akron
In this lesson, you will review general information about the PeopleSoft Financials
system. The topics reviewed include:
◘ Database terms
◘ PeopleSoft modules
◘ Accessing PeopleSoft records
Database Terms
Knowledge of the following terms is important to your use of PeopleSoft.
Term
Database
Definition
A collection of data that is organized into a
group, because the data is related to a
particular topic or purpose
The basic structure that stores related data
in rows and columns
A category of data which is within one
column in a table
The data itself that is stored in a field. Ex:
The field is called Last Name. One of the
field values is Brown.
Table
Field
Field Value
PeopleSoft is a type of software called a Relational Database Management System.
The data in the database is stored in hundreds of tables. The records in one table are
related to the records in another table or several other tables by a piece of data that is
repeated in each of the tables. An example of data that may appear in many tables is
UserID or Account. The fields that relate one table to another table are called keys.
These relationships allow for the use of information from more than one table at a time,
so that on one page of PeopleSoft or in a report, you can see data from many tables.
Journal Header Table
Business
Journal ID
Unit
AKRON
JD04621106
AKRON
AP00313456
Journal
Date
10/21/2003
10/22/2003
Journal Line Table
Business
Journal ID
Unit
AKRON
JD04621106
AKRON
JD04621106
Journal
Line
1
2
Unpost Seq
If you request information on
Journal ID JD04621106,
PeopleSoft can display the
rows of data (with that
Journal ID) from the two
tables. PeopleSoft knows
which rows are related by
the values in the key field,
Ledger
Account
Fund
ACTUALS
ÁCTUALS
5763
5763
10000
36563
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PeopleSoft Modules
PeopleSoft is purchased in modules (parts). The General Ledger, Accounts Payable,
Purchasing, Commitment Control, and Grants modules are referred to as PeopleSoft
Financials.
Unless you work in one of The University’s business and finance administrative offices,
your use of PeopleSoft Financials will be restricted to one or more of the following:
◘ Entering requisitions
◘ Inquiring on requisitions, purchase orders, vouchers and payments
◘ Inquiring on budgets
◘ Submitting a request to the Office of Resource Analysis & Budget to transfer
dollars from one budget to another or within a single budget from one pool
account to another
◘ Submitting data to the Controller’s office for adjusting journal entries
◘ Printing reports
◘ Downloading financial data to Excel
The University of Akron uses the following modules of PeopleSoft.
Module
Comment
Human Resources
Benefits
Administration
Payroll
Recruitment, compensation system, workforce development.
Establish and manage benefit programs, such as sick or
vacation leave, medical insurance.
Calculate earnings, taxes and deductions. Direct deposit,
payroll checks.
Biographic and demographic data of students, faculty, staff,
alumni and patrons. This data is shared across all modules.
Prospect recruitment, application processing and admission.
Student careers (undergraduate, graduate and law) and
academic plans (majors and minors).
Courses, registration and grade processing.
Access to academic records and reports.
Student fee invoice and student account balances.
Application processing, student financial aid awards and loans.
Financial records and financial management.
Suppliers, invoice entry, payment of The University’s bills.
Requisitions, purchase orders, delivery receipts.
Budgets
Manage supporter relationships, alumni information, track
giving.
Sponsored programs. Research, externally funded projects.
Hiring processes.
Campus Community
Admissions
Academic Structure
Student Records
Advisement
Student Financials
Financial Aid
General Ledger
Accounts Payable
Purchasing
Commitment Control
Contributor Relations
Grants
Recruiting Solutions
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Obtaining Security to Access PeopleSoft Financials 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.
Note: If you transfer to a new department and still need PeopleSoft
access, you need to apply for the change in security. You will need a new
password and possibly a new ID.
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Lesson 2: 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.
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
Department
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
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Dept:
The University of Akron
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
Program:
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.
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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
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Life Cycle of a Requisition
STEP 1
An Approver can
do the following
when reviewing a
requisition:
Approve
Deny
Hold (Send back
for changes)
Requester Creates a
PeopleSoft Requisition.
STEP 2
Authorized Person
Approves the Order.
STEP 3
The Requisition is
Budget Checked
(Commitment Control).
Common Statuses
for requisitions:
Approved
Denied
Hold
Pending Approval
Canceled
Complete
Prior to Budget
Checking (Commitment
Control) your requisition
will have a status of:
Not Chk’d: Has not
been Budget Checked
yet.
Budget Checking
(Commitment Control)
creates the following
statuses:
Valid: Successful
Error: Failed Budget
Check.
STEP 4
Purchase Order is
Automatically Created.
STEP 5
The Purchase Order is
Dispatched, if approved
by Purchasing.
Dispatched means the
order has been sent to
the Supplier by phone,
mail, or fax. Order is
“official.”
STEP 6
Goods or Services
Received and Invoice is
Received.
NOTE: Each
step in the
process is
contingent upon
the previous
step.
STEP 7
Voucher means “okay to
pay.” A voucher is not a
check.
Voucher Created and
Supplier is Paid.
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Lesson 3: Sign In and Sign Out
Sign In to PeopleSoft
1. Open the browser.
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 browser.
If you have set the PeopleSoft Sign-In page as a favorite, select it from the favorites
list.
3. Enter your User ID and password in all capital letters.
4. Click on the
button.
The Home page displays.
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5. OPTIONAL:
Press F11 to use the Full Screen view.
In the Full Screen view, the browser’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.
Press F11 again to return to the Normal view in the browser.
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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. When the PeopleSoft Sign In web page is displayed, close the browser.
Important: You need to sign out of PeopleSoft using the
link. Do not
close the browser 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
Discussion
In PeopleSoft Financials version 9.2, the data and your choices are presented as web
pages. By default, the menu displays at the top of the window. As you make selections,
the menu expands itself until you make your final selection.
To locate the data needed, you make menu selections. The set of menu selections are
referred to as a path.
In the following exercise, you will follow the path:
Process Financial Information > UA Department Inquiries > Reports > Requisition Print
Use the Drop-Down Menu
1. Review the Home web page for PeopleSoft Financials.
Favorites Menu and
Main Menu
Navigation Header
Pagelet
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2. Click on
The University of Akron
.
The Main Menu displays. The menus and menu options that are available are
determined by your PeopleSoft security.
3. Click on the text for the menu item Process Financial Information.
The menu expands.
Note: If you click on the folder icon
displays.
for the menu item, a Navigation Page
4. Click on UA Department Inquiries.
5. Click on Report.
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6. Click on Requisition Print.
The Requisition Print – Find an Existing Value page displays.
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 Lesson 7 of this manual.
8. Note the Expand/Collapse icon
(triangle) for Search Criteria.
Click on the icon to collapse and expand the Search Criteria.
9. 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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10. To navigate to other content, use any of the breadcrumbs.
For example, click on
to select another item from the Report menu.
For example, click on
to select another item from the Main Menu.
11. Click on Home in the Navigation Header.
The PeopleSoft home page displays.
While in PeopleSoft, do not use the browser’s Back and Forward buttons
to navigate. That functionality belongs to the browser and is not fully
compatible with PeopleSoft.
To move back to a previous page, make a selection in the PeopleSoft
window. Use an available link, click on OK, or click on Cancel. The menu
and links in the Navigation Header also may be used.
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Use the Drop-Down Menu with a Navigation Page
1. Click on
.
2. Click on the folder icon
for Process Financial Information.
A Navigation Page displays.
3. Click on the
link.
The Requisition Print search page displays.
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Lesson 5: Setting Favorites
Favorites created within PeopleSoft are available at any computer at which you sign in,
because the favorites are stored in the PeopleSoft database. The basic steps to set a
favorite are:
•
Navigate to the page to be set as a favorite. Favorites are set on search pages.
(Search pages in PeopleSoft ask for a Run Control ID or for criteria to be
entered.)
•
Click on the Add to Favorites link in the Navigation Header.
•
Type a name for the favorite.
1. Navigate to the page to be set as a favorite.
In class, you are on the page to be set as a favorite, the Requisition Print – Find an
Existing Value page.
2. Click on the Add to Favorites link in the Navigation Header, which is in the upper
right area of the web page.
The Add to Favorites dialog box displays.
3. A default name for the favorite is given.
To change the name of the favorite, click to place the cursor in the Description field
and type a new name.
In class, type the name Requisition Print XXX , where XXX are your initials.
4. Click on
.
A message displays.
5. Click on
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Lesson 6: Use Favorites
Once a Favorite is set, use the Favorites menu to quickly navigate to the page that is
needed.
1. In class, click on
was set.
2. Click on
in the Navigation Header, so you can test the Favorite that
at the top of the PeopleSoft window.
The Favorites menu displays.
3. Review the two sections of the Favorites menu.
•
•
The first section is Recently Used. The PeopleSoft pages that you accessed
most recently display. A maximum of five pages can display. Click on a page
name to navigate to that page.
The second section is My Favorites. The Favorites that you created display.
4. In the My Favorites section of the menu, note the following:
•
The Add to Favorites menu item
Add to Favorites in the Navigation Header.
•
The Edit Favorites menu item
allows you to:
- Delete a favorite
- Rename a favorite
- Place the list of favorites in a different order
has the same function as
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5. In the My Favorites section of the menu, click on Requisition Print XXX (where
XXX are your initials) to navigate to the Requisition Print search page.
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Lesson 7: Use a Run Control ID – Requisition Print Report
Run Control IDs
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 or
printing a requisition
• Your criteria for that process, such as From Date 11/15/2011 Through Date
11/15/2011, Requester AC628PR, for printing a Requisition
Each process that you run needs its own unique Run Control ID. If you run
Departmental Budget Reports and run Requisition Print reports, you will create one Run
Control ID for Departmental Budget Reports and one Run Control ID for Requisition
Print reports.
Think of a Run Control ID as a report request name.
When do you create a Run Control ID?
The first time that you run a process, you need to create a Run Control ID for that
process. 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 or the
percent sign, %. Some examples of Run Control IDs are BudgetReport or ReqPrint.
Run Control IDs are case sensitive, so BudgetReport is a separate ID from
budgetreport.
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Printing a Requisition
Part A: Use the Menu to Navigate
1. Click on
.
2. Make menu selections to follow the path:
Process Financial Information > UA Department Inquiries > Report >
Requisition Print
In class, you have done these two steps already.
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Part B: Create a New or Use an Existing Run Control ID
The first time that you print a requisition, you need to create a Run Control ID.
When you print a requisition in the future, use this existing Run Control ID.
Create a New Run Control ID
If it is the first time that you are printing a requisition, follow these steps.
If you previously have printed a requisition, proceed to “Use an Existing
Run Control ID” on page 25.
1. Click on the Add a New Value tab or the
link.
The Add a New Value page is displayed.
2. In the Run Control ID field, type a Run Control ID with a maximum number of 30
characters and no spaces.
In class, type ReqPrintXXX where XXX are your initials.
For example, John Q. Smith would type ReqPrintJQS.
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3. Click on the
The University of Akron
button.
The Requisition Print page is displayed. The Run Control ID is displayed at the top
of the page.
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Use an Existing Run Control ID
Once you have created and used a Run Control ID for a report, you can use that Run
Control ID over and over. If you need to change the criteria, you can.
1. On the Find an Existing Value page:
• Click on the
button
-or• Press the Enter key on the keyboard.
A list of your Run Control IDs displays in the Search Results area.
If you only have one Run Control ID for the report, the criteria page for the report will
display immediately. You will not need to choose a Run Control ID from the list of
Search Results.
2. In the Search Results list, click on the Run Control ID that you want.
The criteria page displays with the criteria that you used previously with this Run
Control ID. You may change any of the criteria as needed.
3. If you change any of the criteria, click on
run the report with the new criteria.
to save the changes, before you
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Part C: Set the Report Criteria
In this exercise, the Requisition ID number is known and is used to print the requisition.
However, you may set different criteria to print requisitions.
For example, you may want to print all the requisitions entered today for a particular
Requester. (A Requester is the person who entered the requisition in PeopleSoft.)
• Enter AKRON as the Business Unit.
• Enter today’s date in the From Date and the Through Date fields.
• Enter the Requester’s PeopleSoft user ID in the Requester field.
• In the Statuses to Include box, click on the Select All button.
• At the hold status down arrow, select On hold AND not on hold.
This screenshot shows the criteria set to print all the requisitions entered on 10/01/2014
by the person with the PeopleSoft ID of AZ629PR.
Hold status drop
down
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1. In this example, the Requisition ID number is known.
Enter the criteria for the report.
•
•
Business Unit: AKRON
Requisition ID: 0000069095 (The leading zeroes are required.)
•
•
Statuses to Include box: Click on the
button.
Select the hold status as On Hold AND Not on Hold
to view or print the requisition no matter what its status.
2. Click on
.
The criteria are set and saved to the Run Control ID that was created.
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Part D: Use the Process Scheduler
1. Click on
.
The Process Scheduler page displays.
2. Select the following:
•
•
•
•
Server Name: PSNT or PSUNX
Run Date: (Do not change the system date that defaults.)
Run Time: (Do not change the system time that defaults.)
In the Process List grid at the bottom of the page:
- Click to place a checkmark in the Select checkbox for
Requisition Print SQR.
- Type: Web
- Format: PDF (or CSV)
The CSV format creates a report that opens in Excel.
3. Click on OK.
The Requisition Print page displays.
The daisy
briefly displays in the upper right corner of the PeopleSoft window
to indicate that the request is being sent to the server.
4. Note the Process Instance number.
There will be one, unique Process Instance Number for each report.
The Process
Instance Number is
the tracking number
for your request.
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Part E: Use the Report Manager to Print the Report
1. On the Requisition Print page, click on the
link.
The Report Manager component displays. The List page is on top.
2. Click on the Administration tab.
The Administration page displays.
Report list grid
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3. In the Report List grid, look in the Prcs Instance field to locate the Process Instance
number for your report.
You noted that number on the Requisition Print page.
Notes:
• The list of reports shown is for the last 24 hours (1 day).
• You may request to see your reports for up to the last 7 calendar days.
• You only see the reports that you ran, not the reports of other users.
• The list is in order with the most recent report at the top and the “oldest”
report at the bottom.
To see reports for up to the last 7
days, change the number of days.
The Status of your
report must be
Posted in order for
a report link to be
available.
Click the report
Description link to view
the report.
The Delete button is deactivated. You cannot use it
to delete a report. The reports are kept for seven
calendar days and automatically deleted on the
eighth day.
4. The report is not complete and available for viewing and printing until the Status
column reads Posted.
Click on the
button to update the display and to see the change in status.
The display does not refresh automatically. You may need to click on the Refresh
button several times until the Status changes and the column reads Posted.
In Report Manager, there are several status levels:
N/A
The server has not placed your process in the queue, yet.
Scheduled
The process was just added to the report requests.
Processing
Process Scheduler has initiated the program and is running the process at
that time.
Generated
The report has finished processing and all files are available for transferring.
Posting
The report is in the process of being transferred to the Report Repository.
Posted
The report has finished posting and is ready to be viewed.
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5. When the Status of a report is Posted, click on the report description link for the
Process Instance number of the report that you want to view and print. In this
example it is Requisition Print SQR.
The report opens in a second, new browser window, separate from the original
window for PeopleSoft.
Place the mouse pointer near
the bottom of the window to
display the Adobe Reader
toolbar. Use these tools to
print or save the report and to
move from page to page in
the report.
6. To print the report, click on the Printer tool
in Adobe Reader’s toolbar.
To save the report as a file on your PC or H: drive, use the Save tool
7. Close the report window by clicking on its Close button
.
.
The Report Manager’s Administration page displays.
Note:
A report that you run is saved on the server and available to you for at least seven days
from the time that you ran the report. The report then is deleted from the server.
To view and print a report that you ran previously, 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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Lesson 8: Use Multiple Windows
The use of more than one PeopleSoft window of the same browser type,
such as two Internet Explorer sessions or two tabs in the Internet Explorer,
can cause PeopleSoft to function improperly or time out. This occurs
because there is not a unique cache or unique cookies for each of the
sessions.
If you need to have two PeopleSoft sessions open at the same time, use
two different browser types, such as Internet Explorer for the first window
and Google Chrome for the second window. This practice results in
unique cache/cookies for each PeopleSoft session.
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Lesson 9: Print a Web Page Using the Browser
To print the PeopleSoft page that is displayed, use the browser’s File > Print Preview
command.
If the PeopleSoft web page does not print properly, follow these instructions.
In the Internet Explorer version 9
1. On the PeopleSoft page to be printed, right click with the mouse and choose Select All
from the list that displays.
The items on the web page are selected (highlighted).
2. Right click, again, and select Print Preview from the shortcut menu.
The Print Preview window displays.
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3. In the IE Print Preview toolbar, click on the drop down arrow to choose Only the
selected frame (or As selected on screen).
4. To change the page orientation to Landscape, click on the Landscape
-OR-
button.
Use the Page Setup tool
or
in the Print Preview toolbar to change the
orientation, paper size, margins, printer, or number of copies.
Print Preview displays the change.
5. To resize the text on the page(s) to be printed, click on the drop down arrow at
or
to select the desired size increase or decrease.
Print Preview displays the sizing change.
6. To print, click on the Print button
or
.
In Google Chrome:
•
•
•
Right mouse click on the web page.
Select Print. The Print options page displays.
Click on the Print button.
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Lesson 10: Use an Existing Run Control ID
1. Select the appropriate menu options to display the search page for the data that
you need.
In this example, the ReqPrint favorite is selected.
2. On the
page:
• Click on the
button.
-OR• Press the ENTER key on the keyboard.
A list of your Run Control IDs displays in the Search Results area of the page.
View tools
When results are displayed in the format that is seen here, it is called a grid.
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3. Note that the total number of rows retrieved is listed in the header of the grid. In the
example shown here, there are 2 rows.
Review the navigation that is available in the view tools on the navigation bar of
the grid.
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 the
to
navigate
to the
previous
page.
Select
Last to
navigate
to the last
page of
results.
Select the
to
navigate
to the
next
page.
The view tools are useful if results are lengthy and are displayed on more than one
page.
In the example shown here, the results display on a single page, so the view tools
are not needed for navigation.
4. In the Search Results grid, click on the link for the Run Control ID that you created
earlier in class, ReqPrintXXX (where XXX are your initials).
The Requisition Print page is displayed. The criteria is displayed that you used
previously for this Run Control ID.
5. You may change any of the criteria.
Save the changes.
Run the Requisition Print report.
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Lesson 11: Online Inquiry
Discussion
Use the instructions in this lesson to inquire on financial documents, such as
requisitions, purchase orders, vouchers, and payments.
When you enter the search criteria to locate the records that you wish to see, be as
specific as possible to ensure a shorter wait time for the records to be displayed.
If you will use any of the following inquiries on a frequent basis, consider using the
Personalize feature available in each inquiry. One advantage to customizing an inquiry
screen is that the data that you review most often can appear on the first of the pages to
avoid scrolling or clicking on additional folder tabs.
Each inquiry has its own customization. Click on the Personalize link in the header of
the grid. For a review of customizing an inquiry grid, see Appendix A.
To download to Excel the data displayed in the inquiry results grid, CTRL + click on the
Download tool
in the header of the grid.
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Requisition Inquiry Page
Use this page to locate the following information:
◘ Status of the requisition
◘ The Date the requisition was created
◘ Total Amount of requisition
◘ Items on a requisition
◘ Approval History
◘ If a Purchase Order has been created
◘ If the items from the requisition have been received
◘ If a Voucher has been created
◘ If payment has been made and the check number
1. From the Main Menu, enter the path:
Purchasing > Requisitions > Review Requisition Information > Requisitions
The Requisition Inquiry search page displays.
Use this page to enter the criteria for the requisitions to review.
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2. Fill in search criteria. The use of more criteria will return a smaller group of
requisitions.
This page may be used to review up to 20 requisitions that match the criteria. The
search results from this page are limited to 20 rows.
If the search results are greater than 20 rows, the following message displays.
Business Unit
Requisition ID
Requester
Requester Name
Requisition Date
Supplier ID
AKRON
Enter Requisition ID, including any leading zeros.
Example: 0000068609
To select a range of Requisition IDs, enter the beginning Req ID here and the
ending Req ID in the To Req field.
(Remember that search results are limited to 20 rows.)
This is the PeopleSoft ID for the person who entered the Requisition. This is a
case sensitive field. Enter the ID in all capital letters. . You can use the
Look Up tool
to locate IDs.
For example:
Search for the Requester by entering his/her name. The format for name is
LastName,FirstName. There is a comma only (NO space) between the last
name and first name. This is a case sensitive field.
Examples: Doe,Susan or Smith,George
You can use the Look Up tool
to locate Requesters.
Enter the date on which the Requisition was entered. You can use the Choose
a Date tool
to display a calendar to select a date. To select a range of
dates, enter the beginning date here and the ending date in the To field.
(Remember that search results are limited to 20 rows.)
Enter the Supplier (Vendor) ID. To lookup the Supplier ID, click on the
Supplier Lookup link.
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3. In class, the first search is for a specific requisition.
At Requisition ID, enter 0000069095.
4. Click on
.
The Requisitions Inquiry page displays.
The Show All Columns tool
Use this tool
to download the
data in the grid to Excel.
Case,Test
Click on the link for the
Requisition ID to display the
Requisition Details page. Use the
button to return to the
Requisition Inquiry pages.
5. You can find the following information on the Requisition Details page.
◘ Requisition number
◘ Status (Approved, Denied, Hold, Pending Approval, Canceled, or Complete)
◘ Requester
◘ Requisition Date
◘ Total Amount
6. Click on Return to go back to the Requisition inquiry page.
7. Click on the
Show All Columns tool
.
All the columns from the two tabs, Details and Status, are displayed on the one
page. There are no tabs. Scroll to see all the data.
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8. Click on the Show tabs tool
The University of Akron
.
The two tabs, Details and Status, are displayed, again.
9. Click on the Status tab to review additional information.
Click on a Y link to obtain additional information.
Click on Search to enter new search criteria.
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10. On the Status page, you can find the following information.

If a PO has been created:
Click on the Y link in the On PO column to obtain the PO ID number.
Use the

button to go back to the Requisitions Inquiry page.
If a Receipt has been created:
Click on the Y link in the Received column to obtain the Receiver ID number.
This requisition does not have a receipt.

If a Voucher has been created:
Click on the Y link in the On Voucher column to obtain the Voucher ID number.
A
B
A. The Voucher ID link opens a second PeopleSoft window and includes
additional details including the Accounting (General Ledger) entries. Scroll
down to the bottom of the window to see the data. Review the data on the
four tabs. Click on the Actions link to Review Accounting Entries or Payment
Information.
Close the window by clicking on its X. The Voucher Inquiry page displays.
Close the Voucher Inquiry page by clicking on its X. The Requisition to
Voucher page displays.
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10. (cont’d)
B. The Payment Information link opens a second PeopleSoft window to display the
payment data such as check number (Payment Reference ID), date, total check
amount and amount paid for this voucher. Close the window after your review
by clicking on its X.
11. To return to the Requisitions Inquiry page, click on Return.
12. Click on the
link to return to the Requisition Inquiry Search page.
13. If the Requisition ID number is not known or you need to search for a group of
requisitions, enter the approriate criteria.
In this example, the previous criteria were deleted and new criteria were entered to
search for the requisitions created between 01/04/2011 and 01/11/2011 for a
particular Requester.
The syntax for the Requester field is LastName,FirstName. There is no space after
the comma. This field is not case sensitive.
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14. Click on
The University of Akron
to begin the search.
The Requisitions Inquiry Details page is displayed with the search results.
Be sure to check the View Tools in the grid’s header. Click on View All to
display all the results if more than one requisition was returned.
In this example, after clicking on View All, all 10 of the requisitions display.
Click on the link for the requisition
to review. Follow the instructions
in steps 4 through 9.
This page may be printed using the browser’s menu. See Lesson 9 of this
manual for instructions.
NOTE: If the search criteria entered returns more than 20 requisitions in the search
results, this message displays.
Click on OK to proceed to the Requisitions Inquiry Details page. If you do not see
the requisition(s) that you need in the search results, modify your search.
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Inquire on a Purchase Order
1. From the Main Menu, enter the path:
Purchasing > Purchase Orders > Review PO Information > Purchase Orders
The Purchase Order Inquiry search page displays.
To search by a
Purchase Order ID,
enter the ID without
leading zeroes and
select contains at the
down arrow.
-OREnter the ID with leading
zeroes and select begins
with at the down arrow.
2. Enter search criteria to locate the Purchase Order(s) that you need.
To search by a Purchase Order ID:
-OR-
3. Click on
.
Select from the search results at the bottom of the page.
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PO Status
Click on Supplier
Details to see
address and
terms information.
Links to
other
pages
Schedule
tool
4. Note that the Purchase Order Inquiry page displays the Supplier Name and ID, PO
Date, PO Status, Budget Status and Receipt Status. In the lines section, it displays
the Item Description, PO quantity and total amount.
A PO cannot be paid in Accounts Payable until it is dispatched (with PO Status of
Dispatched).
5. For further information, click on any of the active links that are available on the page.
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6. Click on the
link to display the PO Header Details page.
On this page, the Supplier full name, the PO Type and the Budget Status display.
Comparing the
PO Date to the
Accounting Date
can provide
helpful
information, such
as a PO roll-over
from one fiscal
year to the next.
Click on Return to
go back to the
main PO Inquiry
page.
7. On the Purchase Order Inquiry page, click on the
link. A second
PeopleSoft window is opened and the PO Document Status page displays. This
page displays a list of the documents that are related to this PO, such as
Requisition, Receipt, Vouchers and Payments. Click on the Actions link to Review
Supplier contact information, such as name, email address, and phone number.
Close this second window by clicking on its X.
The Purchase Order Inquiry page displays.
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8. Click on the Schedule icon
.
The Schedules page displays with detail information on a PO schedule line, such as
Due Date, PO Qty (Quantity), Price, Amount and Status.
Click on this link to return to the
Purchase Order Inquiry main page.
Click on the
Distributions/ChartFields
icon to review ChartField
data.
9. Click on the Distributions/ChartFields tool
. The Distributions for Schedule page
for this PO Schedule displays.
The page shown here indicates that the PO is distributed to a single budget.
10. Click on the
tab.
The Req ID and Requester ID display.
11. Click on
.
The Schedules page display.
12. On the Schedules page, click on the
The Purchase Order Inquiry main page displays.
link near the top of the page.
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13. When your review of this Purchase Order is complete, click on the
button at the bottom of the page to search for another Purchase Order.
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Inquire on a Voucher
The Voucher Inquiry component is available for locating information about a voucher.
For example, you can search vouchers by:
A.
B.
C.
D.
Supplier information, such as Supplier ID, Short Name or Supplier Location
Invoice ID or Invoice Date
Purchase Order – Must specify PO Business Unit as AKRON.
ChartField information such as Account and Department
NOTE: At The University of Akron, people refer to the SpeedKey, such as
200704, as an Account. In PeopleSoft, an Account is a 4-digit number referring to
the type of income or expense, such as 5757 for Office Supplies.
Search by Department ID and Accounting Date Range
1. From the Main Menu, enter the path:
Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher
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Accounting Dt is the
Accounts Payable entry
date.
Department is the Dept
ChartField value. It is the
HR home department
(four digits) with two
leading zeroes for the
Akron campus or a
leading 01 (zero, one)
for the Wayne campus.
2. In this example, the search criteria are entered for:
Department 000660 Entered Date 02/01/2014 (through) 06/28/2014
3. Click on the
tool.
The Voucher Inquiry Results are displayed at the bottom of the page.
Scroll down to view the Results.
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The view tools indicate the
number of rows returned.
Click on a column header
to sort the rows.
4. Click on the Actions Link for a Voucher to view its Payment Information page.
To return to the Voucher Inquiry page, click on the Back to Voucher Inquiry link near
the top of the page.
The Payment
Reference ID is
the check number.
5. Click on the
The Payment
Amount is the
total amount of the
check.
The Voucher Paid Amount is
the amount paid for this
particular voucher. This amount
may be less than the Payment
Amount, if multiple vouchers
were paid by one check.
link near the top of the page.
The Voucher Inquiry page displays.
Scroll to the bottom of the page to view and select from the search results.
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6. Click on the Actions link, then, Review Accounting Entries.
The Voucher Accounting Entries page displays.
7. Click on the Main Information, Chartfields, or Journal tab to review the accounting
entries and ChartField information for this voucher.
The Chartfields tab:
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Inquire on a Payment
The Payment Inquiry page is reviewed in this lesson. Examples of two searches are
given:
 Part A: Search by Check Number
 Part B: Search by Supplier ID with Payment Date Range
Part A: Search by Check Number
In PeopleSoft, the check number is referred to as the Payment Reference ID.
1. From the Main Menu, enter the path:
Accounts Payable > Review Accounts Payable Info > Payments > Payment
The Payment Inquiry search page displays.
To search by a check
number, enter the number in
the Reference field.
Searches are available by Supplier Name, supplier ID (Remit Supplier),
check number (Reference), Payment Date, Amount (with Amount Rule), and other
criteria.
2. Leave the Amount Rule at the default of Any.
(If an option other than “Any” is selected at the down arrow, complete the amount
field.)
3. Leave the Bank SetID at the default of AKRON.
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4. To search by check number, enter the number in the Reference field.
In this example, the Reference is 1015584.
5. The Remit SetID is AKRON.
6. Click on
.
The Payment Inquiry Results display at the bottom of the search page.
Scroll down to see the results.
Click on the Payment Details, Additional Info, Supplier Details, and Financial
Gateway tabs for additional information.
7. OPTIONAL: To begin a new search, click on
click on
, enter the new criteria, and
.
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Part B: Search by Supplier ID with Payment Date Range
1. From the Main Menu, enter the path:
Accounts Payable > Review Accounts Payable Info > Payments> Payment
The Payment Inquiry search page displays.
2. Verify that:
Bank SetID is AKRON
Remit SetID is AKRON
3. Limit the search by entering a Payment Date range and other criteria.
4. Enter the supplier ID in the Remit Supplier field.
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To limit the search by a
Payment Date range, enter
a beginning date and ending
date.
The search shown here is for:
Amount Rule of Any
Bank SetID of AKRON
Payment made between 07/01/2014 and 07/30/2014
Remit SetID of AKRON
Remit Supplier 0000000039 (FedEx)
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5. Click on
The University of Akron
.
The Payment Inquiry results display. Scroll down to see the results.
Click on the Payment Details, Additional Info, Supplier Details, and Financial
Gateway tabs for additional information.
6. Click on a Payment Reference ID link. The Vouchers For a Payment page is
displayed.
Note: The Payment Reference ID is the check number.
In this example, the Payment Reference ID of 1166382 was selected.
When a check is issued to a Supplier by Accounts Payable, one check may pay for
multiple approved vouchers for that Supplier.
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7. Click on the
The University of Akron
link to return to the Payment Inquiry page.
-ORClick on a Voucher ID link to go to the Voucher Inquiry page.
The page requested displays.
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Lesson 12: Clear Cache in Internet Explorer 9
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 necessary to clear the cache, occasionally, so that the Internet Explorer
and PeopleSoft work well together.
1. From the Internet Explorer tools, click on the Tools icon
.
Select Internet options.
The Internet Options dialog box displays.
2. On the General tab, click on
.
The Delete Browsing History dialog box displays.
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3. Mark the three checkboxes as shown here.
This checkmark retains your
browser favorites, so they are
not deleted.
4. Click on
A message will display 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 message is no longer seen. The Internet Options box is
displayed, as shown in step 2.
5. In the Internet Options dialog box,
click on
.
6. Close the Internet Explorer.
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Lesson 13: Locate PeopleSoft Training and Documentation
on the Web
The home web page of Software Training Services contains links to PeopleSoft
instructions:
◘ Register for a seminar link – Register for classes, such as this one.
◘ Manuals and job aids – Download materials that you can print through Adobe
Reader.
◘ Web-based audio-visual tutorials – Watch a video that leads you through the
steps of common procedures in PeopleSoft.
Open a browser, such as Internet Explorer, and navigate to
http://www.uakron.edu/training . Set the page as a Favorite to easily check for
instructions and updates when needed.
Click on the Faculty – Staff tab.
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Appendix A: Personalize an Inquiry Grid
On many of the inquiry pages, there are grids that contain more than one tab of data.
Use the Personalize link to reorganize the presentation of the fields on the tabs, so that:
◘ The data needed most frequently appears on one tab, or
◘ The data is in an order that is more logical, or
◘ To reduce or eliminate the need to scroll to locate data
The Personalize link allows you to:
◘ Change the order of the columns (fields)
◘ Change the sort order
◘ Hide columns from view
◘ Freeze columns so that the column appears on every tab (This would be an
identifying field such as the ID number.)
◘ Move columns from one tab to another
In this example, the Voucher Inquiry page is used. The path is:
Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers >
Voucher
The inquiry search results on this page display in a grid with three folder tabs. You will
customize the results area.
To personalize a grid, search results first must be displayed.
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In this example, the search is for all vouchers
with:
• Business Unit of AKRON, and
• Supplier SetID of AKRON, and
• Accounting Dt from 06/01/2014 through
06/30/2014, and
• Department 000660
Folder tabs
Personalize link
1. From the Main Menu, enter the path:
Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher
2. Enter criteria for the search, as outlined in Lesson 11 of this manual.
The items that match the criteria display in the search results area.
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3. Click on
The University of Akron
.
To personalize a grid, search results first must be displayed.
4. Click on the Personalize link.
The Personalize Column and Sort Order page displays.
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5. Hide columns so that they do not appear in the search results.
• Click on the column to be hidden.
•
•
With the column highlighted, click on the
checkbox.
Follow this procedure to hide any of the other columns.
For example, here Business Unit is hidden.
For the Voucher Inquiry page, you may want to hide these columns:
• Transaction Currency (always USD)
• Unapplied Prepayments
(not applicable to UA)
• Entered VAT (not applicable to UA)
• Supplier Loc (usually Main)
6. To freeze a column (have the column appear on every tab for this inquiry page),
follow step 4, but click to place a checkmark in the
checkbox.
7. Move columns to change the order in which they appear on a tab or to move the
column to another tab.
• Click on the column to be moved.
•
With the column highlighted, click on the move up
button until the column is in the correct place.
or move down
In this example, the Short Supplier Name is selected and the move up button
is
clicked on several times, until the Short Supplier Name displays below Supplier ID.
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8. Click on
The University of Akron
at the bottom of the page.
At the bottom of the page, preview the personalization you have selected.
9. If you like the previewed personalization, click on
If not, make additional changes, click on
.
to preview the changes and click
on
to approve the change.
Click on Cancel, if you do not want to approve the changes.
Note:
The personalization of this page is saved. That means that the inquiry page
will be displayed this way whenever you navigate to it.
10. At any time, to return the inquiry page to the system defaults:
• Click on the Personization link.
• Click on the Delete Settings link, which displays in the same area as the OK,
Cancel, and Preview buttons.
•
•
Note:
Click on
Click on
.
.
The Delete Settings link only displays after you personalize the page and
save the changes.
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Appendix B: Use the Download 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
Save the data to an Excel file.
Open the file in Excel.
Show All Columns tool
.
Download tool
1. If you want the Excel file to contain the data on both tabs, click on the Show All
Columns tool
so that all the data is displayed.
When the search results are displayed in the grid, CTRL + click on the Download
tool
in the grid’s header.
The File Download dialog box may display or you may be prompted to save the file.
2. Click on the Open button (Internet Explorer) or click on the file button (Chrome)
to open an Excel worksheet that displays the data from the grid.
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3. If this window displays, it may remain on top, so that you cannot see the other
messages. Either move the window to the left or right or minimize it.
Do not close the window at this time.
4. If this message displays, click on Yes.
5. Excel opens and the data from the grid displays in the worksheet.
6. OPTIONAL: The Excel workbook may open as a read only file, which does not allow
editing. Review the title bar for the words “read-only.” Use the File > Save As
command to save the workbook for editing.
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Appendix C: Change Your Password
The University of Akron’s security administrator recommends that you change your
password every 30 days. You are required to change it every 180 days. You will be
prompted to do so.
When you create a password, it should be at least 8 characters and contain at least one
number and one letter. Special characters, such as !, @ and #, are allowed. One
method for choosing a good password is to pick a phrase that you easily can remember
and take the first letter of each word in the phrase. Then, randomly insert numbers and
special characters between the letters. For example, the phrase Would you like fries
with that? could be WUL8FWT?
If you have any questions or concerns about your PeopleSoft ID and password, contact
the Support Desk at x6888.
1. From the Main Menu, menu, click on the menu item
.
The Change Password page displays.
2. Type your current password in the Current Password field.
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3. Type the new password in both the New Password and Confirm Password fields.
The passwords will be masked and appear as bullets.
Passwords are case sensitive.
4. Click on
.
This message is displayed.
5. Click on
.
6. Click on
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Appendix D: Use My Personalizations
1. Click on
.
2. Click on .the
link.
The Personalizations page displays.
3. Click on the link for
.
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The Option Category: Navigation Personalizations page displays.
4. For an explanation of each Personalization Option, click on the
option.
link for that
For example, if you click on the
link for the first option, Drop down Menu Sort
Order, this Explanation page displays.
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5. To change the Default Value from None to Ascending or Descending, select the
appropriate option at the down arrow for the Override Value field.
The Option Category: Navigation Personalizations page is displayed with your
change.
6. Click
.
7. Note that the Default Value always displays.
OPTIONAL: To return to the original Default Value for a particular option, click on
the down arrow for that option and select the default value.
8. To return all the defaults for an option category, such as Navigation
Personalizations:
•
•
Select that option category on the Personalizations page.
Click on the Restore Category Defaults.
9. Click on
.
The options that you changed are saved. A confirming message displays.
NOTE: You must sign out of PeopleSoft and sign in, again, for the changed options
to be in effect.
10. Click on
.
The Personalizations page is displayed.
11. Click on
.
The PeopleSoft home page displays.
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Appendix E: Pool Accounts
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Appendix F: 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
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
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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
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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
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
Ver. 2014.11.25
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The University of Akron.
Financials Introduction for New Users V9.2
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
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
Ver. 2014.11.25
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These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Financials Introduction for New Users V9.2
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
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
Ver. 2014.11.25
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These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Financials Introduction for New Users V9.2
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. 2014.11.25
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Page 82
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Financials Introduction for New Users V9.2
The University of Akron
Appendix G: Report List
PeopleSoft Financials Report List
Path: Process Financial Information > UA Department Inquiries > Report
5/21/2012
Title
APS8001J
PORQ010
POS8001
POS8002
UAPS0001
UAPS0002
UAPS0003
UAPS0004
UBDS0001
UBDS0002
UBDS0004
UBDS0005
UBDS0008
UBDS0011
UBDS0012
UBDS0020
UBDS0021
UBDS0022
UBDS0023
UBLS0003
UGLS0002
Description
Voucher Activity
Requisition Print
Procurement and Budgetary Activity
Requisition Budgetary Activity
Payments by Vendor
Payments by Fund/Dept
Payments by Account
Payments by Date
Departmental Budget Summary
Departmental Budget Detail
Departmental Budget Summary - One-Line
Budget Transactions - Landscape
Budget Transactions - Portrait
Project Budget Summary
Project Budget Detail
Fiscal Project-to-Date Summary
Ficscal Project-to-Date Detail
Project-to-Date One-Line Summary
Fiscal Project-to-Date Summary - One-Line
SpeedKey Xref List
GL Transaction Activity
Menu Option
Voucher Activity
Requisition Print
Req and PO Budgetary Activity
Req and PO Budgetary Activity
Payments by Vendor
Payments by Fund/Dept
Payments by Account
Payments by Date
Departmental Budget Reports
Departmental Budget Reports
Departmental Budget Reports
Budget Transactions Reports
Budget Transactions Reports
Project-to-Date Reports
Project-to-Date Reports
Fiscal Project-to-Date Rpts
Fiscal Project-to-Date Rpts
Project-to-Date Reports
Fiscal Project-to-Date Rpts
SpeedKey Xref List
GL Transaction Activity Rpt
Ver. 2014.11.25
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These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.