GENERAL LEDGER PROGRAM – TABLE OF CONTENTS
COMMITMENT CONTROL OVERVIEW……………………………………………..1-11
Inquire through Budget Overview……………………………………………..…..3
GL INQUIRIES USING CHART FIELDS………..………...…………………………1-14
GL INQUIRIES USING JOURNAL ID’S..…………………………….……………..1-12
CREATING JOURNAL ENTRIES……………….…………………………………….1-7
Non-payroll expenditure transfers……………………………………………………4
Interdepartmental billings……………………………………………………………6
APPENDICES………………………………………………………………………..…..1-9
Appendix A - Journal Masks……………………………………………………1
Appendix B - Budget Accounts…………………………………………………5
Appendix C - Source Codes…………………………………………………….8
Appendix D - Good Resources………………………………………………….9
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1
COMMITMENT CONTROL OVERVIEW
ROLES
INITIAL APPROXIMATE RESOURCES:
Departmental Staff
• Accountants
• Office Managers
• Business Managers
• Program Assistants
OBJECTIVE
Learn how to inquire on your Remaining Spending Authority (RSA). This
was formally known as the available budget balance to spend.
OVERVIEW
USF has elected to utilize the Commitment Control functionality provided
within the Oracle financials modules.
Commitment Control provides the ability to control expenditures against
predefined, authorized budgets in a real time environment. In particular,
Commitment Control enables you to:
•
•
•
Create and maintain control budgets.
Check actual transactions (such as actual expenditures and revenues)
against control budgets.
Check future financial obligations pre-encumbrances (requisition) and
encumbrances (purchase order or salary encumbrance from GEMS)
against control budget
Commitment Control ledgers store budget, pre-encumbrance,
encumbrance and expended amounts. Commitment Control checks
expended, pre-encumbrances and encumbrances against control budgets.
An example of budget checking from commitment through actuals would
be the procure to pay cycle:
1. When a requisition is created, Commitment Control checks the amount
against the appropriate budgets and posts it as a pre-encumbrance in
the Commitment Control ledger.
2. When a requisition becomes a purchase order, Commitment Control
reverses the pre-encumbrance and posts the purchase order amount
as an encumbrance.
3. When the purchased goods or services are delivered and the purchase
order becomes a voucher, Commitment Control reverses the
encumbrance and posts the expenditure to the Commitment Control
Ledger.
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2
Note: Budgets for Capital Projects and Grants will be developed independently
from the Organizational and Division budgets. For specifics on the budgeting
process and commitment control rules defined for these modules refer to the
Projects and Grants Departments.
There are two types of Ledger groups: Div budget, which is the control ledger
and the Org budget, which is the track with budget ledger. Both will be
maintained in balance.
To begin the budget process Units will be preparing the Organizational Budget
much like we do now. This will be an annual budget by department, fund and
budget account (an example of budget accounts are salaries (80001), Other
Capital Outlay (80006) and expense (80004)). Budget transfers will occur in this
ledger by the user assigned to be the VP/college designated budget processors.
As transactions are recorded against the Organizational budgets the system will
track the transactions against the budget and calculate the remaining spending
authority (RSA). If a department overspends their budget, the system will
generate a warning message that will be delivered to the Central Budget Offices,
but will not stop the transaction. Colleges, departments and the Central Budget
Offices will be monitoring the RSA to be sure the departments are not
overspending their budgets.
The Commitment Control was setup to aid in budget control but not to stop the
day-to-day operations of the University. There will be a limited number of users
who have the authority to override budget checking and allow a transaction to
exceed the budget. The Central Budget Offices will control the security on the
Commitment Control functions (overrides, transfers).
This document will show you how to inquire into your remaining spending
authority (RSA) by using the Budget Overview page.
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3
INQUIRE ON REMAINING SPENDING AUTHORITY (RSA)
INQUIRE BY USING THE BUDGET OVERVIEW PAGE
SHORT GUIDE:
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
STEP 1
Navigate to the Budget Overview Page
Enter the Inquiry Name
Enter the Inquiry Criteria
View the RSA Details
Drill down on the Transaction Details
NAVIGATE TO THE BUDGET OVERVIEW PAGE
1.1 Navigate to the Budget Overview page by selecting Commitment
Control, Review Budget Activities, Budgets Overview from the
menu on the left of the page.
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4
STEP 2
ENTER THE INQUIRY NAME
2.1 For Budget Overview inquiry within Oracle the individual users must
define an inquiry definition. This inquiry definition is tied
specifically to the individual User ID it is created by and cannot
be accessed by other users.
2.2 To create a new inquiry definition, click on the Add a New Value
tab. (If this is the first time you are using this inquiry you must
create a new definition.)
2.3 Enter an inquiry name (up to 10 characters with no spaces)
2.4 Click on
NOTE: Once created this inquiry definition can be reused with the criteria
modified for each inquiry to be made by the user. The user would click on
the Find an Existing Value tab and select the inquiry name.
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5
STEP 3
ENTER THE INQUIRY CRITERIA
3.1 Enter the Business Unit (USF01)
3.2 Select Ledger Group as the Ledger Group/Set
3.3 Enter the Ledger Group (ie CC_ORG for Organizational budget or
any of the other budget groups you wish to inquire on)
3.4 Do not check View Stat Code Budgets
3.5 Select the Type of Calendar (Detail Budget Period)
3.6 Click on the Select checkbox next to the Ledger Group to be
queried. Check Include Adjust Periods and Include Closing
Adjustments
3.7 If this is a new definition click on
3.8 Enter any Chartfield criteria you wish to narrow your search
3.9 Check all three Budget Status checkboxes (Open, Closed, Hold)
3.10
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Click on
to display the results of the search criteria
6
STEP 4
VIEW THE RSA DETAILS
4.1 This inquiry will display the summary total amounts of Budget,
Expense, Encumbrance and Pre-Encumbrance for the criteria
selected above in the top portion of the page. The bottom portion
of the page will display various chartfield distributions that comprise
the summary amounts
Summary
total
amounts
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7
Chartfield
distribution
4.2 If all lines did not display, remember that you may change the Max
Rows to display as many rows as you need. The results will be
displayed in budget account number order.
4.3 Scroll to the right to view the Available Budget amounts and
percentages.
4.4 Remember that you may download these results by clicking the
symbol on the dark blue header line.
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8
STEP 5
DRILL DOWN ON THE TRANSACTION DETAILS LINES
5.1 To drill down to the transaction details click on the hyperlink associated
with the specific line and amount type. This will display either a journal,
voucher, PO or requisition information page.
Click on the
Budget amount
hyperlinks to view
the budget
journals
Click on the
Expense amount
hyperlinks to view
voucher summary
information
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Click on the
Encumbrance
Amount hyperlinks
to view PO
summary
information
Click on the PreEncumbrance
Amount hyperlinks
to view requisition
summary info
9
5.2 The budget journal drill down view (detail of Budget amounts) will display
the following.
NOTE: By clicking on the
Drill Down symbol you can open a new
window that will display the journal inquiry pages. (see Journal Entry
section of this training document) Example appears below.
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10
5.3 Click on
to return to the Budget Overview page. Then click the
symbol to drill to the activity log. See illustration below.
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5.4 From the Activity Log click on the
Journal Line drill down.
symbol to drill to the Budget
5.5 From the Activity Log click on the
page.
symbol to drill to the budget inquiry
11
5.6 From the Budget Overview Page click on the applicable Expense amount
hyperlink in the Expense column to view the Activity Log page.
5.7 Also from the Budget Overview Page click on the applicable
Encumbrance amount hyperlink in the Encumbrance column to view the
Activity Log page.
5.8 Also from the Budget Overview Page click on the applicable Preencumbrance amount hyperlink in the Pre-encumbrance column to view
the Activity Log page.
End
05/2008
12
GL INQUIRIES USING CHART FIELDS
ROLES
INITIAL APPROXIMATE RESOURCES:
Departmental Staff
•
Accountants
•
Office Managers
•
Business Managers
•
Program Assistants
OVERVIEW
This section will help you learn how to search for information in the GL using chart field
values. The information you find will help you reconcile your funds, prepare reports, and
make management decisions.
The GL module is the source for all financial reporting. It receives information in the form
of journal entries from all of the PeopleSoft modules as well as summarized information
from other USF systems, for example, GEMS (Oracle Payroll) for payroll data,
Interdepartmental Billings, Physical Plant billings, USF Postal billings, OASIS for student
information and entries keyed online.
You may search the GL for all data for any chart field value including revenue,
expenditure, cash deposits, or cash payments. You may search for any funding type
(auxiliary, general revenue, grant).
When searching for GL data, you will be asked for an “Inquiry Name”. This is not your user
ID. It is a name that you create for the criteria that you use to search the GL. It is unique
to you. It will save the criteria for the next time you conduct a GL search. An example of
an inquiry name might be “GLSearch”. Notice that the inquiry name can not have any
spaces. Keep it simple and make it something you will recognize.
OBJECTIVES
•
•
•
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Learn to inquire on GL data
Drill down to the journal activity
Drill to supporting detail information in other modules
13
INQUIRE ON LEDGERS
Short Guide:
Step 1:
Step 2:
Step 3:
Step 4:
STEP 1
NAVIGATE TO THE LEDGER INQUIRY PAGE
1.1
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Navigate to the Ledger Inquiry Page
Enter the Inquiry Name
Enter the Inquiry Criteria
View the Ledger Inquiry and Drill Down to Details
Navigate to the Ledger Inquiry page by selecting General Ledger, Review
Financial Information, Ledger from the menu on the left of the page.
14
STEP 2
ENTER THE INQUIRY NAME
2.1
For Ledger inquiry within PeopleSoft, the individual users must define an inquiry
definition. This inquiry definition is tied specifically to the individual User ID and it is
created by.
2.2
Use an existing inquiry definition or create a new value. (If this is the first time you
are using this inquiry you must create a new definition by clicking “Add a New
Value”)
2.3
Click on
2.4
You should advance to the Ledger Inquiry page.
2.5
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To add a new value type the new Inquiry Name and click
.
15
STEP 3
ENTER THE INQUIRY CRITERIA
(This first search will be for expenses in fund 03600)
3.1
Enter the Business Unit (USF01)
3.2
Enter the Ledger (i.e. ACTUALS for actual incurred transactions)
3.3
Enter the Year (This refers to the Fiscal Year not Calendar Year and must be
entered in the four character year format)
3.4
Enter the From and To Periods (if inquirying on a single period these would be the
same). NOTE: July = Period 01, June = Period 12
3.5
If inquiring on a balance sheet account you will want to click the Show YTD
Balance, Include Closing Adjustments, and Adjustment Periods checkboxes.
NOTE: If this is a new inquiry definition you will have to click on
and
at this point to display the ChartField criteria.
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3.6
Enter any ChartField criteria you wish to narrow your search. (NOTE: The % is a
wildcard character and will allow you to select a range of values.)
3.7
Note: it is often advisable to use a minimum of chart field values in your search.
16
3.8
Note: If you are searching a chart field combination with large
volume activity or are searching in the second half of the year, consider
changing the Max Ledger Rows to a larger number (it defaults to 100).
3.9
Note: You may create a set of chartfields and save them for future
use if you frequently need information for a specific chart field string.
Click the
link to add or change chart field value sets.
3.10 Note: You may check Sum By boxes to have sub-totals calculated
for specific chart field values.
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17
STEP 4
VIEW THE LEDGER SUMMARY
Click the
button to reveal the Ledger Summary page.
4.1 Click on the Activity hyperlink to drill down for further detail on the
associated amount. This will display the Transaction Details page.
This is where you will see a list of journals that include transactions for
the chart field criteria and time periods that you selected for your
search.
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4.2 This page will display the Journal ID and the amount by journal
charged to the ChartField combination for each period defined in the
search criteria for which there are transactions. Note that the data
may be downloaded to Excel by clicking the
symbol.
You may return
to the inquiry
page or the
ledger summary
by clicking the
hyperlinks.
You may sort the
list by clicking the
appropriate
heading (Journal
ID, Line Descr,
Date, etc.).
4.3 To drill down further you can click on the Journal ID hyperlink to view
the journal details.
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19
4.4 The Journal Line drill down displays the journal header information
and only the line(s) applicable to the specific ChartField combination.
4.5 Click on the Ledger Summary hyperlink to go back to the previous
summary page to drill down to additional journals.
Click on the Transaction Details hyperlink to return to the previous
page listing all journals.
Click on the Inquiry Criteria hyperlink to return to the search criteria
page to define a new search.
4.6 NOTE: The heading on this page (above) displays the journal ID, the
journal status, and the date of the posting.
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20
STEP 5
VIEW THE LEDGER SUMMARY
From the Journal Inquiry Details page, (see page 8 for illustration), you
may drill to voucher details.
5.1 Click on Drill To Source hyperlink to drill down in the Accounts
Payable module.
This is where you will voucher information related to the transactions
for the chart field criteria and time periods that you selected for your
search.
Note: There are three tabs displayed. The first tab will show only the chart field
values of the transaction. The second tab will show the voucher ID and related
information. The third tab will show any document information.
To view all of the information from all three tabs in one continuous stream, click the
symbol. To return to the three separated tabs, click the
symbol.
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21
5.2 To view more specific information about the voucher, click
hyperlink. All line item detail of the voucher will be displayed.
Note: All chart field information and journal information for all lines in
the voucher are viewable on separate tabs, both on the accrual entry
side and the payment side.
Note: Click the Chartfields tab to view accounting information. Click the
Journal tab to identify the journal ID for the transaction.
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22
REVIEW VOUCHER DETAILS IN ACCOUNTS PAYABLE
SHORT GUIDE:
Step 1: Through GL lookup, identify a voucher number to review
Step 2: Navigate to Accounts Payable
Step 3: Enter the desired voucher number
STEP 1
NAVIGATE TO THE VOUCHER REVIEW PAGE IN ACCOUNTS PAYABLE
1.1 Navigate to the Ledger Inquiry page by selecting Accounts Payable,
Review Accounts Payable Info, Vouchers, Voucher from the menu
on the left of the page.
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23
STEP 2
SEARCH FOR THE VOUCHER
2.1 Pick a Search Name (ALL in this example)
2.2 Business Unit must be USF01
2.3 Enter the Voucher ID in both the From and To columns
2.4 Vendor SetID must be USFSI
2.5 Click the
05/2008
button to run the search
24
STEP 3
VIEW RESULTS OF THE SEARCH
3.1 Note: Three tabs are displayed
3.2 Voucher Details tab displays basic information including accounting
entries and an image of the invoice (if there is an invoice). Click the
symbol to view the invoice.
3.3 The Amounts tab includes the gross amount, net amount, and any
unpaid voucher amounts.
3.4 The More Details tab includes vendor information, posting status, and
dates.
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25
QUESTIONS ABOUT GENERAL LEDGER LOOKUP ?
Consult the FAST web site for more information and all of the training documents for all
FAST related courses. The FAST web site is http://usfweb2.usf.edu/fast
Write to Lisa Corley at
[email protected]
Write to Mark DeVore at [email protected]
Call Mark at
974.2286
End
05/2008
26
GL INQUIRIES USING JOURNAL ID’S
ROLES
INITIAL APPROXIMATE RESOURCES:
Departmental Staff
•
Accountants
•
Office Managers
•
Business Managers
•
Program Assistants
OBJECTIVE
Learn how to search journal entries and drill down for journal detail.
OVERVIEW
This section will help you learn how to search for information in the GL using journal id”s.
The information you find will help you reconcile your funds, prepare reports, and make
management decisions.
The GL module is the source for all financial reporting. It receives information in the form
of journal entries from all of the PeopleSoft modules as well as summarized information
from other USF systems, for example, GEMS (Oracle Payroll) for payroll data,
Interdepartmental Billings, Physical Plant billings, USF Postal billings, OASIS for student
information and entries keyed online.
You may search the GL for all data for any chart field value including revenue,
expenditure, cash deposits, or cash payments. You may search for any funding type
(auxiliary, general revenue, grant).
When searching for GL data, you will be asked for an “Inquiry Name”. This is not your
user ID. It is a name that you create for the criteria that you use to search the GL. It is
unique to you. It will save the criteria for the next time you conduct a GL search. An
example of an inquiry name might be “GLSearch”. Notice that the inquiry name can not
have any spaces. Keep it simple and make it something you will recognize.
05/2008
27
INQUIRE ON JOURNAL ENTRIES
SHORT GUIDE:
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
STEP 1
Navigate to the Journal Inquiry Page
Enter the Inquiry Name
Enter the Inquiry Criteria
View the Journal Details
Drill down on the Journal Lines
NAVIGATE TO THE JOURNAL INQUIRY PAGE
1.1 Navigate to the Journal Inquiry page by selecting General Ledger,
Review Financial Information, Journals from the menu on the left of
the page.
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STEP 2
ENTER THE INQUIRY NAME
2.1 For Journal and Ledger inquiries within PeopleSoft the individual users
must define inquiry definitions. These inquiry definitions are tied
specifically to the individual User ID they are created by.
2.2 Use an existing inquiry definition or create a new value. (If this is the
first time you are using this inquiry you must create a new
definition.)
2.3 Click on
2.4 Click on the Inquiry Name you wish to run to go to the Journal page
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29
STEP 3
ENTER THE INQUIRY CRITERIA
3.1 Enter the Business Unit (USF01)
3.2 Enter the Ledger (ACTUALS)
3.3 Enter the Fiscal Year (use 4 character year format)
3.4 Enter the From and To Periods (choose a range using 1 – 12 keeping
in mind these refer to fiscal periods, not calendar periods)
3.5 Click on
to save your journal inquiry definition
NOTE: Asterick items are required fields
3.6 Enter additional criteria as applicable
3.7 Click on
05/2008
to display the results of the search criteria
30
STEP 4
VIEW THE JOURNAL DETAILS
4.1 Select the journal you wish to review by clicking on the Journal ID
hyperlink associated with the journal.
Journal
ID
hyperlink
4.2 The journal inquiry results will display the Journal Header (information
that is applicable to all lines of a journal) and Journal Line information
(individual components of a transaction). To view all of the Journal
Line information, you may have to scroll to the right and down.
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Continuation of Image Above (page 5)
4.3 As a general rule, journal entries from other sources (both PS modules
and third party sources) will summarize the journals to unique
chartfield combinations. The PeopleSoft Journal Inquiry provides the
ability to drill down through the journal lines to the source transactions.
(NOTE: There will most likely be more detail available for other PS
modules than the third party sources.)
4.4 The image above is not a complete illustration of the page. In
PeopleSoft, it would be necessary to scroll to the right to view
additional columns of chart fields and dollar amounts.
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STEP 5
DRILL DOWN ON THE JOURNAL LINES
5.1 To drill down on a journal line, click on the
symbol associated with
the specific line. This will open a new window showing the Journal Drill
Down page. In this illustration, drill to journal line #6.
5.2 The Journal Drill Down page contains much of the same information
as the journal inquiry, but also provides additional information related
to the source of the transaction. The source of this example is an AP
voucher, therefore the Journal Drill Down page contains voucher
information which is displayed first.
5.3 By clicking the Voucher ID hyperlink, you may view more details
including accounting information about the voucher. See illustration on
next page.
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5.4 From the Drill To Source page (see page 7 above) click the Chartfields
tab to view accounting information.
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34
Review Voucher Details in accounts payable
SHORT GUIDE:
Step 1: Through GL lookup, identify a voucher number to review
Step 2: Navigate to Accounts Payable
Step 3: Enter the desired voucher number
STEP 1
NAVIGATE TO THE VOUCHER REVIEW PAGE IN ACCOUNTS PAYABLE
1.1 Navigate to the Ledger Inquiry page by selecting Accounts Payable,
Review Accounts Payable Info, Vouchers, Voucher from the
menu on the left of the page.
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STEP 2
SEARCH FOR THE VOUCHER
2.1 Pick a Search Name (ALL in this example)
2.2 Business Unit must be USF01
2.3 Enter the Voucher ID in both the From and To columns
2.4 Vendor SetID must be USFSI
2.5 Click the
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button to run the search
36
STEP 3
VIEW RESULTS OF THE SEARCH
3.1 Note: Three tabs are displayed
3.2 Voucher Details tab displays basic information including accounting
entries, payment information, and an image of the invoice (if there is
an invoice). Click the
symbol to view the vendor invoice. Click
symbol to view payment details including the check number,
the
date of issue of the check, and it’s reconciliation status.
3.3 The Amounts tab includes the gross amount, net amount, and any
unpaid voucher amounts.
3.4 The More Details tab includes vendor information, posting status, and
dates.
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Questions About General Ledger Lookup ?
Consult the FAST web site for more information and all of the training documents for all
FAST related courses. The FAST web site is http://usfweb2.usf.edu/fast
Write to Lisa Corley at
[email protected]
Write to Mark DeVore at [email protected]
Call Mark at
974.2286
End
05/2008
38
JOURNAL ENTRIES
ROLES
INITIAL APPROXIMATE RESOURCES:
Departmental Staff
•
Accountants
•
Office Managers
•
Business Managers
•
Program Assistants
OBJECTIVES
•
•
•
Learn procedures for submitting a non-payroll expenditure transfer.
Learn procedures for submitting an interdepartmental billing.
Gain an understanding of Journal Source Codes.
OVERVIEW
The online journal entries requested by the departmental units generally
relate to expenditure transfers or other adjusting entries. All non-payroll
online journal entries will be entered into the PeopleSoft system by
General Accounting.
Process:
An electronic spreadsheet template available for download from Compass
or the FAST home page (http://usfweb2.usf.edu/fast/) will be utilized to
post non-payroll expenditure transfer requests that are completed and
authorized by user departments. Any transfers involving Research
Financial Management (RFM) accounts have to be prepared on a
separate spreadsheet.
User departments will email the completed spreadsheet to the Controller’s
Office mailbox [email protected]. The Controller’s Office will
assure the account being debited is authorized in accordance with the
University’s authorized signatory schedule. If the transfer request cannot
be approved, the Controller’s Office will return it by email to the originator
with comments for correction or additional information. Once a transfer
request is received and approved, the Controller’s Office will forward the
transfer request to Post Award, Accounts Payable or General Accounting
for processing. The Controller’s Office also assigns a reference number
and sends an email to the originator confirming approval of the request.
Once received by either RFM or Accounts Payable, the following
processing steps are required:
1) Review the timeliness of the request
2) Request additional information if needed
3) Determine the appropriateness of the transaction
4) Once completed, forward spreadsheet to General Accounting
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39
Once received by General Accounting the following steps are required;
1) Review the timeliness of the request
2) Determine the appropriateness of the transaction
3) Determine the request has been signed by an authorized college
representative
4) Input transfer request into FAST!! System
General Accounting will review to assure that transactions are complete,
balanced, and appropriate offsetting entries have been created if
necessary. General Accounting will input all journal lines into the Journal
Voucher and record the basis for the transfer request into the comment
field. General Accounting will submit for processing. Any entries that fail
the edit and budget-checking process will be returned to the originator for
corrective action with a copy sent to Post Award or Accounts Payable if
applicable. General Accounting will establish a regular schedule for review
of pending journal vouchers.
Responsibilities:
Departments, Centers and Colleges will prepare and submit authorized
transactions for timely processing with supporting documentation that
explains the basis for the transaction. Departments that initiate either nonpayroll expenditure transfers or interdepartmental billing journal entries
must ensure that sufficient budget exists on the chart field string being
used in the transaction. Without sufficient budget, the transaction will fail
and will not post until budget is allocated.
Research Financial Management will review and assess the
appropriateness of non-payroll expenditure transfer requests that debit or
credit a grant account, indirect return account (R0 funds) or Fund 18300.
Accounts Payable will review and assess the appropriateness of all nonpayroll expenditure transfer requests transfers between funds and
colleges that are not managed by RFM.
General Accounting will review and assess the appropriateness of all nonpayroll expenditure transfer requests that are within the same fund type or
college that are not managed by RFM.
General Accounting will review and post via spreadsheet input all nonpayroll transfer journal entries to assure that all required Chartfields
(Operating Unit, Fund, and Project) have been input, the entry is
balanced, and appropriate offsets have been used.
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40
One of the required pieces of information when entering a journal entry is
the journal source. The source code will identify the type, nature and
origin of the journal. See the table below for USF journal sources.
Source
Descr
Other PeopleSoft Modules
AP
Accounts Payable
AM
Asset Management
AR
Accounts Receivable
BI
Billing
PO
Purchasing
RA
Receipt Accrual
PC
Project Costing
GM
Grants Management
TR
Treasury
CA
Contracts
PAY
Payroll Processing
GL and General Accounting Generated
ONL
OnLine Journal Entry
ACC
Accruals
ADJ
Accounting Adjustments
ALO
Allocation Process
CON
Consolidation Process
SUS
Suspense Processing
YEC
Year-End Close
External Interfaces
Banner/Oasis Interface
BNR
Entries
EXT
External Application
CNV
Conversion
Interdepartmental Sales (UCD)
PP
Physical Plant
RAS/TAS Telecom/Computing
PST
Post Office
BKS
Bookstore
PKS
Parking Services
EDO
Educational Outreach
Other Journal Sources
Non-Payroll Expenditure
ETR
Transfers
PET
Payroll Expenditure Transfers
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41
NON-PAYROLL EXPENDITURE TRANSFER
As noted in the overview to this section, all journals will be keyed centrally.
Therefore, the FAST team has developed an Excel template to be used by the
departmental units when requesting journal entries. This template is designed to
create a data file that can be loaded directly into the PeopleSoft General Ledger
module eliminating the need for duplicate keying of the information.
NOTE: It is important that when filling out the Excel template you DO NOT
add any additional columns. You may add additional rows, however, they
must be added above the blue line (see diagram below).
SHORT GUIDE:
Step 1: Complete the Journal Request Excel Template
Step 2: Send Request Template to General Accounting for entry
STEP 1
COMPLETE THE JOURNAL REQUEST EXCEL TEMPLATE
1.1 Below is a sample of the Journal Entry Template to be completed for
all departmental unit journal requests. Do not type over data in the grey
boxes
1.2 Enter the Journal Header Information. Most of the information on line
one is filled in. Only enter the following fields:
•
•
•
Journal ID Mask - Enter a 3 letter department code.
Journal Date – Enter the month end date for the period you want
the transaction to post.
Description – Enter a brief description of the purpose of the journal
1.3 Enter the Journal Line Information
•
•
•
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Record Type – Should be ‘L’ (PeopleSoft uses the one character ‘L’
to designate a line row transaction. There can be multiple lines
associated with a single header.)
Ledger – Enter ‘ACTUALS’
GL Chartfields – Enter the appropriate values.
° Operating Unit, Fund and Account are required
° Department is required for all income statement transactions
° When the distribution contains a Project/Grant refer to values
highlighted in row 7 for Grants and row 8 for Projects.
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•
•
Description – Enter a brief description of the line transaction if
desired. If left blank the system will automatically populate this with
the description associated with the Account.
Amount – Enter debit values as ‘100.00’ and credit values as ‘-100.00’.
The total of all the lines MUST net to 0.00.
1.4 To enter additional lines use the excel function to insert new rows.
NOTE: The new rows must be inserted above the blue row.
STEP 2
SEND REQUEST TEMPLATE TO GENERAL ACCOUNTING FOR ENTRY
Send the completed journal entry template to General Accounting via email for
entry into the system.
Non-payroll expenditure transfers should be sent to [email protected].
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Interdepartmental Billings
Review of Procedure
•
•
•
•
•
•
•
•
•
Use the same Excel spreadsheet template
Enter an ID mask (department determines mask)
Enter date and description
Enter chartfields
All charges (expense entry) should use an account in the 75XXX series
All revenue entries should use an account in the 74XXX series
Reference the UCD in the description
All lines should net to zero
Send to the correct address: [email protected]
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APPENDICES
Appendix A
Journal Masks
The journal mask is used on the Excel spreadsheet template to identify the type of transaction
or the area/department/college/unit originating the transaction.
Journal ID
ACC
ACT
ADS
ADV
AFS
AL0
AMA
AMD
ANT
AOH
APA
APC
APP
APV
ARB
ARC
ARM
ARP
AUD
AUM
AUX
BEH
BIG
BIO
BKS
BMB
BNR
BOC
BPA
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Area
Accounting Adjustment
Academic Computing
Employment Advertising
University Relations
Annual Financial Statement Adjustments
Auxiliary Overhead Allocations
Asset Management Additions
Asset Management Depreciation
CAS Center Applied Anthropo Auxiliary
Administrative Overhead Adjustments
Accounts Payable Accrual
Accounts Payable Cancel
Accounts Payable Payment
Accounts Payable Void
Accounts Receivable Billing
Accounts Receivable Cash Journal
Accounts Receivable Maintenance
Accounts Receivable Payment
Audit Adjustments
ID Cards/Printing
Card Center
Grant Revenue Adjustments
Billing Grants
Biology
Bookstore
BioChem Rebate
Banner/Oasis Interface Entries
Adm Svcs Copying- St Pete
Budget Policy & Analysis
46
Journal ID
BRC
BUD
CAC
CAS
CBN
CED
CFS
CHE
CHI
CHM
CLR
CMD
CMS
CNB
CNV
CPE
CPH
CPS
CRC
CSH
CTA
CTR
DRG
EAT
ECS
EDO
EDU
EFT
EHS
ENG
ERF
ETR
F&A
FIO
FIX
FKC
FMH
FMP
FPC
GEO
GLY
GR0
GRA
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Area
Bank Reconciliation Adjustments
Budget Forcasting
Student Life
Computer Store
Banner Suspense Correction
Center for Economic Development
Grant RTC Conference
Chemistry Exp Transfer
Chinsegut Hill
Chemistry
Clearing Account Adjustment
Lab for Comp BIO Research
College of Marine Science Aux
Banner Suspense Correction
Conversion Entries
Continuing Medical Education
COPH Support Services
House Staff
Cash Receipt Corrections or Career Center
Cash Reallocation
TAS Suspense Correction
Marshal Center
DRG Workers Compensation
FTCE Testing & Scanning Charges
Emergency Recovery Site
Educational Outreach
Col Support Services - EDU
EFT Bank Receipts
Workman Comp
English Language Institute
Expense Refunds/SAMAS
Non-payroll Expenditure Transfers
F&A Overhead Allocation
Florida Institute of Oceanography
Fix entries on FAST GL
Florida Kinship Conference
Florida Mental Health
HSC Armored Car Service
Facilities Planning and Construction
Geography
Geology
Government Relations
Correction of Grant Suspense Journal
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Journal ID
GRO
GRT
HIT
HLD
HON
HRU
HSC
HSL
HSS
ICT
INT
INV
IOP
ITS
KK0
KKY
LIB
LSE
MBA
MCF
MFC
MRP
NRC
ODT
OFS
ORC
PAT
PAY
PBR
PBT
PCD
PED
PET
PFS
PHY
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Area
Government Relations
Grant Journal Entry Adjustments
HSC Info Servies
Holding Account
Honors College
Human Resources Unemployment Comp
Health Science Center
Health Science Library
HSC Shops
Interfund Cash Transfers
Investment interest
SPIA Investments
Biomed Auxiliary
Information Technologies
Commitment Control Ledger Adjustments
Commitment Control Ledger Adjustments
Library Copy Services
Loans and Scholarships Bank
Advancement University Relations
Merchant Card Fees
Merchant Card Fees
Postal St. Pete
ENG CMR Lab Aux
Organizational Dev Training
Office Stores
Student Publications Aux
Dept of Pathology
Payroll Journal Entries
Public Broadcast
Public Broadcast
P Card Purchases
Physical Education Wellness
Payroll Expenditure Transfers
Purchasing and Financial Services
Chemistry Exp Transfer
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Journal ID
PP0
PPA
PR0
PRL
PRS
PSC
PST
PTS
REC
RFM
RSD
SAC
SAP
SAR
SBD
SME
SPR
SPS
STP
SWP
TAC
TAS
TPA
TRA
UPB
UPS
URC
URD
USR
VPA
WRS
XBN
Y42
YE3
YE4
YE7
YE8
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Area
Physical Plant
Physical Plant
Payroll
Payroll Liability
Presidents Office Lifsey Aux
Banking Corrections
Post Office
Parking & Transporation Services
Campus Recreation
Research Financial Management
Residence Services
Library - SAR
Postal Services - SAR
Sarasota Correction
Small Business Development
Sally Mae Bank Receipts
St Pete Regional Data Campus
Computing
St Pete Student Affairs
Stp Educ Resources Aux
Daily Bank Sweep
FMHI Training Support
IT Department billings
Tampa Corrections
Travel Adjustments
University Police
University Police
Research Compliance
University Relations
University Services 1% Allocation
CVPA FAE Production Aux
Bank Wires
Banner/Oasis Interface Entries
Corrections
Year end closing and opening entries
Year end closing and opening entries
Year end closing and opening entries
Year end closing and opening entries
Year end closing and opening entries
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Appendix B
Budget Accounts
Unique budget account values are used to set budget limits for departments and colleges.
Budget is recorded with account values of 8XXXX. Find a complete and current list of all budget
account codes with corresponding GL account code values on the Budget and Policy Analysis
web site.
Either go directly to http://usfweb2.usf.edu/bpa/
Or
Navigate through the USF web site as follows:
Go to www.usf.edu
Click A-Z Index
Click the letter B
Navigate to the second page to find Budget and Policy Analysis
On the BPA page, look for:
Budget Expense Accounts Mapping
Budget Revenue Accounts Mapping
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Appendix C
Source Codes
During your review of FAST reports, the general ledger, and Go Fast reports you will see source
codes referenced. The following is a list of the source codes.
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Appendix D
Ledger groups in FAST
The most commonly used ledger groups which are most often used to search the
commitment control module are:
CC_ORG
Organization budget ledgers
CC_ORG_REV
Organization revenue budget ledgers
CC_GM_CHD
Grants child budget ledger group
Appendix E
Good Resources
FAST !! Web Site
Don’t forget to use the FAST!! Financials web site as a reference. It includes
documentation of the development of FAST, important messages, and forms that are
required to initiate various actions in FAST!!
The web site url is:
http://usfweb2.usf.edu/fast/
COMPASS
Don’t forget to use COMPASS as a resource for USF policy and procedure.
The web site url is:
http://compass.custhelp.com/cgibin/compass.cfg/php/enduser/home.php
PeopleSoft Help is Available
From any web page in PeopleSoft you can view PeopleSoft documentation specific to the
in the
page or field in FAST. Just click Help
upper right corner of the web page. A popup box will appear. Then click the PeopleBooks
hyperlink that appears.
FAST List-Serve
Sign up on the list-serve web site: http://listserve.admin.usf.edu/archives/fast-list.html
Anyone can send an email to Mark De Vore ([email protected]) and he can add
or delete staff.
Remember to use the USF Portal
The USF portal is a quick way to sign on to multiple systems including FAST, Finance
Mart, FAIR/FARM, and GEMS Self Service.
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The link is https://eusf.admin.usf.edu
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