ADMINISTRATIVE INFORMATION SYSTEM (AIS)
INQUIRY TRAINING MANUAL
Virginia Highlands Community College
AIS Inquiry Training Manual
TABLE OF CONTENTS
Page
Unit 1: AIS Logon/Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Unit 2: Chart of Accounts
Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Comparison of FRS to AIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
FRS to AIS Crosswalk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8
Unit 3: Budget (Commitment Control) Inquiries
Budgets Overview Description . . . . . . . . . . . . . . . . . . . . . . . . . 9
Using Budgets Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-15
Unit 4: General Ledger Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-17
Unit 5: Reports
Department Statement FBM092 . . . . . . . . . . . . . . . . . . . . 18-24
FBM092 Responsibility Report . . . . . . . . . . . . . . . . . . . . . 24-28
General Ledger Activity Report . . . . . . . . . . . . . . . . . . . . 28-30
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UNIT 1 – AIS LOGON/NAVIGATION
Logon.
To access AIS, go to https://my.vccs.edu. When you log into the system, you will find the
Main Page displayed with the menu on the left hand margin of the page:
NOTE: Detailed logon instructions may be found on the VHCC Business Office website.
From here you can navigate to any part of the system required. You can also access People
Books by clicking the Help link and logoff by clicking the Sign Out link. The Home link takes
you from a place within the system back to the Main Menu.
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Navigation.
There are three main components of PeopleSoft Navigation
Navigation
Header
Menu
Bar
Target/Display
Area
1. Menu Bar
The Menu Bar is the primary way to navigate in People Soft. The navigation shown in red
in this training document refers to the navigation in the Menu Bar.
2. Navigation Header
The Navigation Header contains several features that make navigation of the system easier.
•
•
•
PS home link - Click this link to return to the default homepage.
Add to Favorites - Click this link to add the pages you are currently to your
Favorites list for easy access at a later time. (After a Favorite is added, the link
is located in the Favorites in the Menu Bar.)
Sign Out - Click this link to terminate your session.
3. Target/Display Area
The Target Display Area is the section of the screen where information is displayed and
work is done.
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UNIT 2 – CHART OF ACCOUNTS
Description.
The Chart of Accounts provides the accounting structure for all transactions processed through the AIS
system and for reporting financial results for VCCS. This section discusses the design of the chartfield
structure at VCCS and compares that structure to the legacy FRS system. The complete Chart of
Accounts can be found on the Business Office website. State departments are consistent throughout
the VCCS. However, VHCC uses some departments for alternate purposes or for clearing accounts.
These descriptions are shown in the “Address” field on the Chart of Accounts.
Terminology.
Business Unit. Each Business Unit is a separate financial reporting entity. A Business Unit is a
college or a separate reporting entity related to the Virginia Community College System (VCCS). The
Business Unit for VHCC is VH296.
Chart of Accounts. A chart of accounts is used to record, track, and report financial activity in an
accounting system. A chart of accounts has a designated structure and is composed of the values
used on transactions. For example, values from the chart of accounts record the accounting
information on deposits, vouchers, and other financial transactions. Elements of the chart of accounts
are funds, departments, and accounts.
ChartFields. Individual components (fields) combine to make up the Chart of Accounts. For
example, Department is one of the chartfields. English, Biology, and Science Club are all Department
values.
Fund. Funds classify resources according to uses and/or restrictions and limitations. The first digit of
the fund code represents fund group for reporting purposes. The last four digits correspond to a unique
fund within the fund group. The table below depicts the fund structure:
FUND
1 - State Unrestricted
2 - State Restricted
3 - State Plant
4 - Local Unrestricted
5 - Local Restricted
EXAMPLES
10300 - State E&G
10306 - Higher Edu. Auxiliary Enterprises
20301 - Higher Edu. Operating Federal
20308 - Federal Work Study
30821 – State Capital Projects
40001 - Local Operating
40002 – Local Vending
40003 - Local Student Activities
40201 - Local Bookstore
40202 - Local Food Services
40203 - Local Parking
50201 - Local Restricted Federal
50301 - Local Restricted State
50401 - Local Restricted Local
50501 - Local Restricted Private
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FUND
7 - Local Plant
9 - Local Agency
AIS Inquiry Training Manual
EXAMPLES
79001 – Local Unexpended Plant
79002 - Local Renewal/Replacement
79003 - Local Retirement of Indebtedness
79004 - Local Investment in Plant
90001 - Local Agency Scholarships
90101 - Local Agency Clubs & Other
90201 – Local Agency Other
Department. Departments typically represent divisional classifications of the College with emphasis
on budget and responsibility accounting. Department represents the lowest level of budgeted cost
within the College. Examples are:
• English: 110220
• Biology: 110042
• Books & Periodicals: 143000
• Financial Aid Office: 154000
• Electric Service: 173002
• Local Board: 460120
• VATNP Nursing Club: 994020
Account. Account represents the natural classification of expenditures. A complete listing of account
codes can be found on the Business Office website. Examples of account codes are:
•
61200 Range: Contractual Services
 61221 – Organizational Memberships
 61214 – Postal Services
•
61300 Range: Supplies & Materials
 61312 – Office Supplies
 61374 – Educational Supplies
•
61400 Range: Transfer Payments
 61413 – Premiums
 61425 – Undergraduate Scholarships
•
61500 Range: Continuous Charges
 61534 – Equipment Rentals
 61551 – General Liability Insurance
•
62200 Range: Equipment
 62221 – Library Books
 62231 – Electronic Equipment
Comparison of FRS to AIS.
FRS “Account” = AIS “Fund” & “Department”
FRS “Object Code” = AIS “Account”
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FRS to AIS Crosswalk.
In AIS, there exists a page used to convert FRS chartfield values to PeopleSoft (AIS). With minimal
input, you can translate your old FRS values to the new AIS ones.
Navigation: VCCS > FRS to PSoft Crosswalk
Drill down
on Business Unit and click “VH296” and then click
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Enter FRS account number and click
not required.)
. (Account number may also be entered, but is
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UNIT 3 – BUDGET (COMMITMENT CONTROL) INQUIRIES
Budgets Overview Description.
The Budgets Overview inquiry component provides a view of budget activity for one or multiple
budgets. This component also enables further drill down to budget journal lines and source transaction
lines. Using Budgets Overview you can view information from the prior fiscal year. In addition, you
can save and reuse search criteria that you need frequently.
Navigation > Commitment Control > Review Budget Activities > Budgets Overview > Add a New Value
Enter an inquiry name, up to 10 characters, and click
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Enter the data as shown below into the fields on the Budget Overview panel, changing the
department to the one you choose. (You may also inquire on fiscal year 2008 data.)
Click on
. (Your inquiry data is also saved by clicking “Search.”)
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You will be directed to the Inquiry Results panel as shown below.
Click
. Change the setting to those shown below.
Click
and then
.
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For budget detail, click the Budget amount ($20,444.24 in the example above).
For budget transaction detail, click
.
Click
for the next transaction.
and then click
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Click
and
AIS Inquiry Training Manual
to return to Budget Overview panel.
For expense detail, click the Expense amount ($13,067.82 in the example above).
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NOTE:
AIS Inquiry Training Manual
Voucher/Document ID beginning with “3” = vendor payment.
Voucher/Document ID beginning with “2” = travel reimbursement.
Voucher/Document ID beginning with “0” = MasterCard payment.
For expense transaction detail for a vendor payment, click
For voucher detail, click
Click
.
and scroll to bottom.
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To return to Activity Log: click
AIS Inquiry Training Manual
;
;
;
For expense transaction detail for a MasterCard payment, click
.
.
Further detail on MasterCard transactions can be found by generating reports as described in Unit 5.
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UNIT 4 – GENERAL LEDGER INQUIRIES
Description.
The General Ledger inquiry component provides a view of cash balances and transaction history for
agency funds (9XXXXX) and local plant funds (7XXXXX). Instead of utilizing budget entries, a cash
balance is maintained for each agency or local plant department. The inquiry capability in the GL
component is therefore used rather than the budget inquiry feature. The GL component enables drill
down to source transaction lines. Budget reports (No. 1 & No. 2) as covered in Unit 5 are not
appropriate for agency (9XXXXX) and local plant (7XXXXX) departments since they will not show
the balances that were carried forward from the previous fiscal year. Instead, a GL report (No. 3) will
be shown in Unit 5 for use with agency and local plant funds. (VHCC has made a request to the
VCCS for the development of a detailed report for agency and local plant funds.)
The General Ledger inquiry pages offer you the ability drill down to detailed information about
expenditures as well as to view transactions from a prior fiscal year. You can save and reuse search
criteria that you need frequently.
GL Inquiry.
Navigation > General Ledger > Review Financial Information > Ledger > Add a New Value
Enter an inquiry name, up to 10 characters, and click
.
Enter the data as shown on the next page into the fields on the Ledger Inquiry panel, changing
the department to the one you choose. Click
.
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You will be directed to the Ledger Summary panel as shown below. The cash balance is shown
at the bottom--$4,859.56 in the example below.
Click on the
link to display transaction detail. Directions to generate a report listing
transactions will be covered in Unit 5.
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UNIT 5 – REPORTS
Description.
PeopleSoft delivers many standard reports that provide basic financial information. In addition, the
VCCS has developed several reports specifically for VCCS colleges. We will review and run two of
the VCCS reports and one of the standard reports. NOTE: To run the VCCS reports, you must have
Crystal Reports installed on your PC. For assistance installing Crystal Reports, contact the Help
Desk—attention Adam Rhea.
To run a report, you must tell the system when and where you want the report to run. For most reports,
you must also set parameters that determine the content of the report, such as the business unit or time
period on which to report. A Run Control is a database record that provides values for these settings.
Instead of entering the values each time you run a report, you create and save a run control with those
settings. The next time you run the report, you select the run control, and the system fills in the settings.
The PeopleTools Run Control table stores information required by PeopleSoft Process Scheduler, such
as output type, format, distribution, file dependency, and destination. The application run control table
stores information required to run a process, such as the from date, department ID, employee ID, etc.
All application run control tables are keyed by user ID and run control ID.
NOTE: The two VCCS reports (No. 1 & No. 2) discussed below are not appropriate for agency
(9XXXXX) and local plant (7XXXXX) departments since they will not show the balances that
were carried forward from the previous fiscal year. The final report (No. 3--GL Ledger Activity)
may be used for agency and local plant information. (VHCC has made a request to the VCCS for
the development of a more comprehensive report for agency and local plant funds .)
REPORT NO. 1: Department Statement FBM092 Report (VCCS Report).
This report can be run for a single department or a series of departments but not for all
departments in a division unless they are in sequence.
Navigation: VCCS > VCCS Reports > Dept. Statement & Detail Report
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Click on
Click on
AIS Inquiry Training Manual
.
.
Enter a Name for your Run Control ID and Click
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Enter the data as shown below, changing the department to the one you choose.
Click
.
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Click
Click the
AIS Inquiry Training Manual
. You will be directed back to the panel shown below.
Hyper-link.
Click the Refresh Button until Run Status is Success and Distribution Status is Posted.
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Click the
Click the
AIS Inquiry Training Manual
Link for your process.
Link.
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Click the
AIS Inquiry Training Manual
link to display the report.
The report is shown above in Summary.
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To view the report in Detail mode, perform the following steps:
 Click the Design tab.
 Scroll down to Details A on the left.
 Right click on Details A.
 Click on Show.
 Click the Preview tab.
The report is now shown below in Detail.
 When using the FBM092 report, refer to the third line from the end called “Total
Expenses.”
 This report can be run for a single department or a series of departments but not for all
departments in a division unless they are in sequence.
REPORT NO. 2: FBM 092 Responsibility Report (VCCS Report). This report can be run for
an entire division or area at the department or summary level. Below are instructions to run it at
the summary level.
Navigation: VCCS > VCCS Reports > Run Resp Reporting FBM092
Click on Add A New Value tab, enter run control ID, and click
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Enter data as shown below, using
AIS Inquiry Training Manual
to select Tree Name and Node Name.
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Click
Click
Click the
AIS Inquiry Training Manual
.
.
Hyper-link.
Click the Refresh Button until Run Status is Success and Distribution Status is Posted.
Click the
Click the
Click the
Link.
Link.
link to display the report.
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The Responsibility Report can also be run for an entire division or area at the detail journal level
and will show the details for each transaction. However, at the detail journal level it does not
include a summary line at the end showing the available balance. (VHCC has made a request to the
VCCS to have it modified to show the available balance!) Below are instructions to run the RR at
the detail journal level.
Enter data as shown below, using
to select Tree Name and Node Name and changing
to Display Rpt @ Detail Jrnl Lvl.
Click
Click
Click the
.
.
Hyper-link.
Click the Refresh Button until Run Status is Success and Distribution Status is Posted.
Click
Click the
Click
Link.
Link.
link to display report.
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REPORT NO. 3: General Ledger Activity Report (PeopleSoft Report).
This report can be used for agency (9XXXXX) and local plant funds (7XXXXX) departments.
Navigation: General Ledger > General Reports > Ledger Activity > Add a New Value
Enter run control ID, and click
.
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Enter fiscal year, From Period (1), To Period (12), check
, and click
screen will then be changed to show the ChartField Selection as below.
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AIS Inquiry Training Manual
Enter the ChartField Selection as shown below.
Click
.
Click
.
Click the
Hyper-link.
Click the Refresh Button until Run Status is Success and Distribution Status is Posted.
Click the
Click the
Click the
Link.
Link.
link to display the report.
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