1 PeopleSoft Financials 8.8 vs. 9.0 Delta Training

3 Event Details Course Name 407DL91 PeopleSoft Financials 8.8 vs. 9.0 Delta Training Time 1:00 p.m. – 3:00 p.m., Tuesday June 11, 2008 Lesson Modules Purchasing Accounts Payable/Banking Asset Management

4 Presenters Toni Kennelly – State Accounting Office - Training and Communications Jarnice Anderson – State Accounting Officer (Acting)/Director of Financials/HCM Systems Brian Hampton – State Accounting Office - Unit Manager of Financials Systems

5 Introduction

6 Welcome and Introduction You are integral to the success of the Upgrade Are we going to upgrade every year? Why are we upgrading now? Who is managing this Project? When will the Upgrade be implemented? Will the Upgrade impact year-end close for FY08?

7 Training Delivery

8 We will use the Delta presentations to facilitate End User training. User Acceptance Testing (UAT) will take place after the training and allow the users involved in testing to see the changes outlined in the Delta documents first hand.

9 Training Delivery Continued We created Changes/Delta Documents for All Financials Modules with changes and placed on the SAO Website. 22,00.html Delta Documents will include references to Navigation, UPK Modules Impacted down to the Lessons/Topics Level (For example, page changes in General Ledger for adding a journal entry will reference Module 6, Lesson 6.2, and Topic of the UPKs).

10 Training Delivery Continued The Financials UPK topics will be updated after the 9.0 upgrade is completed due to the large number of topics and screenshots that are impacted by minor changes. For example: –Page changes including changes to fields including… –Name changes –Placement of field changes –Removal of field changes –Additional tabs / pages Collectively, these changes account for 90% of the UPK modifications caused by the Upgrade.

11 Modules to be Addressed in this Lesson

12 Lesson Modules Purchasing Accounts Payable/Banking Asset Management

13 Assumptions

14 Assumptions – All Modules Page and functionality changes documented will only be in reference to current business processes and will not reference functionality not currently used by the State of Georgia end users. If any Lessons or Topics are not referenced in this document, then no page changes exist.

15 Global Change

16 Global Change – All Modules Project Costing fields including Project Business Unit, Project, Activity, and Source Type are now Chartfields that are included on all distribution lines for Accounts Payable, General Ledger, etc. In order to enter Project information (where it is required), users will now enter the data on the Distribution line with other Chartfields rather than using a hyperlink.

17 Attention to all Webcast Participants During the Webcast Broadcast, Please forward all of your questions to: We will capture your questions throughout the program and answer them during the Question and Answer segment of the presentation. THANK YOU!

Financials 9.0 Upgrade Lesson One – Part I Purchasing

19 Purchasing Module What are the Changes? Global changes to the Purchasing Distribution pages Purchase Order Receipts Page Changes v8.8 to v9.0

20 Purchasing Module Purchase Order and Requisition Changes Chartfields including Project Business Unit, Project, Activity, and Source Type will now be entered on the Distribution Line with other Chartfields Activity & Source Type Chartfields will be used exclusively by DOT in conjunction with Project Costing

21 Purchase Order Defaults – v8.8 In v8.8, users had to use a link in order to enter Project BU and Project #. Navigation: Purchasing>Purchase Orders>Add/Update PO’s UPK Topics impacted by change: 9.3.1, 9.3.2, 9.3.3, & 9.3.7

22 Purchase Order Defaults – v9.0 In v9.0, the user will enter the Project BU and Project # directly on the chartfield line. Navigation: Purchasing>Purchase Orders>Add/Update PO’s UPK Topics impacted by change: 9.3.1, 9.3.2, 9.3.3, & 9.3.7

23 PO Distribution Schedule – v8.8 In v8.8, users had to use a link in order to enter Project BU and Project #. Navigation: Purchasing>Purchase Orders>Add/Update PO’s

24 PO – Distributions Schedule – v9.0 In v9.0, PO Distributions Schedule, you must scroll to the right. Navigation>Purchasing>Purchase Orders>Add/Update PO’s

25 Requisition Defaults – v8.8 In v8.8, users had to use a link in order to enter Project BU and Project #. Navigation: Requisitions>Add/Update Requisitions UPK Topics impacted by change: 9.1.1, & 9.1.4

26 Requisitions – Defaults – v9.0 In v9.0 Requisition Defaults – you must scroll to the right. The user will enter the Project BU and Project # directly on the chartfield line. Activity & Source Type to be used by DOT only. Navigation: Requisitions>Add/Update Requisitions UPK Topics impacted by change: 9.1.1, & 9.1.4

27 Requisition Distributions – v8.8 In v8.8, users had to use a link in order to enter Project BU and Project #. Navigation: Requisitions>Add/Update Requisitions

28 Requisitions – Distributions- v9.0 In v9.0 Requisition Defaults – you must scroll to the right. Users will enter the Project BU and Project # directly on the chartfield line. Activity & Source Type are to be used by DOT only. Navigation: Requisitions>Add/Update Requisitions

29 Purchase Order Receipts Changes The “Print Delivery Report” button has been moved to the Header section of the Maintain Receipts – Receiving Page in v9.0.

30 PO – Receipts – v8.8 The Print Delivery Report button was located below the Receipt Lines section. Navigation: Purchasing>Receipts>Add/Update Receipts UPK Topics impacted by change: & 9.5.2

31 PO Receipts – v9.0 Expand the Header section to access the Print Delivery Report button now located in the Header section in v9.0. Navigation: Purchasing>Receipts>Add/Update Receipts UPK Topics impacted by change: & 9.5.2

32 PO Receipts – v9.0 Navigation: Purchasing>Receipts>Reports > Receiving Copy of PO UPK Topics impacted by change: & The Receiving Copy of PO is a new feature that was not available in v8.8.

Financials 9.0 Upgrade Lesson One – Part II Accounts Payable/Banking

34 Accounts Payable

35 Accounts Payable Change Overview Global Change Page Changes –Summary Tab –Related Document Tab –Invoice Information Tab –Add a New Value Tab

36 Accounts Payable Change Overview Continued Create a PO Voucher from Receiver Copy Worksheet Create a Reversal Voucher Review and Correct Voucher Build Errors Close Voucher

37 Accounts Payable Change Overview Continued Delete Voucher Online Budget Exception Inquiry Payment Inquiry/Voucher Inquiry Add Update Vendor

38 Accounts Payable Change Overview Continued Review Vendor Balances Review Accounting Entries

39 Global Changes to the Accounts Payable Page – Project Costing Fields Project Costing fields including Project Business Unit, Project, Activity, and Source Type are now Chartfields that are included on all distribution lines for Accounts Payable, General Ledger, etc. In order to enter Project information (where it is required), users will now enter the data on the Distribution line with other Chartfields rather than using a hyperlink.

40 Page Changes – Re-wording of Navigation/Pages or Adding New Fields In some instances, either the navigation or fields on a page have changed from the 8.8 version to 9.0. Please see the screen captures to view these page changes. The page changes will affect all UPK Lessons and Topics.

41 Add/Update Regular Voucher Regular Entry – The Summary Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, The Summary tab has been reorganized in v9.0.

42 Add/Update Regular Voucher Regular Entry – The Summary Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry>Summary Budget Header Status and Non-Prorated Budget Status field names have changed in v9.0.

43 Add/Update Regular Voucher Regular Entry – The Summary Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry>Summary A View Related dropdown box has been added allowing the user to view pages related to the selected voucher.

44 Add/Update Regular Voucher Regular Entry – The Summary Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry>Summary Selecting Accounting Entries Inquiry from the dropdown and clicking on the ‘Go’ hyperlink, the user is directed to a new page automatically.

45 Add/Update Regular Voucher Regular Entry – The Summary Page – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry>Summary Review all accounting entry information on the new page.

46 Add/Update Regular Voucher Regular Entry –The Related Documents Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Related Documents The Related Documents Tab has been added in v9.0, allowing the user to access a wealth of information about the voucher. This is an entirely new page that did not exist in v8.8.

47 Add/Update Regular Voucher Regular Entry – The Related Documents Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Related Documents Version 9.0 Screen Capture of the Related Documents Page displays a voucher copied from a PO receipt. Sections can be expanded to view the PO information and PO Receipt information.

48 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The Invoice Information Tab layout has changed in v9.0.

49 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The Copy from Source Document box has been moved from the bottom of the page to the top under the voucher header information in v9.0.

50 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The ‘+’ and ‘-‘ symbols used to add a line or delete a line from the invoice section and/or the distribution section are moved from the far right to the far left in v9.0.

51 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information Moving the Copy from Source Document box provides a more logical flow if copying the information from the PO Receipt, which will automatically fill the required fields below the box.

52 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The payment due information has been reorganized and moved closer to the top of the page. A packing slip field has been added but this field is used for information only. Applies to all voucher entry types.

53 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The Non-Merchandized Summary and Session Defaults links are new and are not used in State business processes.

54 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information A print invoice button has been added to the window. This button may be implemented later.

55 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information A copy down check box has been added in v9.0 to allow the user to easily copy an existing distribution line down to a new one. In addition, the ‘+’ and ‘-‘ symbols used to add a line or delete a line from the invoice section and/or the distribution section are moved to the far left of the line in v9.0, rather than the far right as in v8.8.

56 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The GL Chartfields 2 tab no longer appears in v9.0.

57 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The chartfields in the distribution lines now include the PC Business Unit, Project, Activity, and Source Type. The user no longer has to click on the hyperlink to open a new window to view or enter these fields. The budget date is now visible on the first tab of the distribution line section at the far right.

58 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information The invoice information has been grouped and summarized at the bottom of the page.

59 Add/Update Regular Voucher Regular Entry – Add a New Value Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Add a New Value New fields have been added to the Voucher page, Add a New Value tab UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, 2.5.2, 2.9.2

60 Add/Update Regular Voucher Regular Entry – Add a New Value Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Add a New Value Two new data fields were added in v9.0—Freight Amount and Misc Charge Amount.

61 Create a PO Voucher from Receiver The page changes for the Invoice Information data entry and creating new vouchers from PO Receipts are the same as discussed earlier with a previously saved voucher. The chartfields in the distribution lines now include the PC Business Unit, Project, Activity, and Source Type. The user no longer has to click on the hyperlink to open a new window to view or enter these fields. The ‘+’ and ‘-’ symbols used to add or delete invoice lines and distribution lines to the voucher have been moved from the far right of the page to the far left of the page in v9.0. A copy down check box has been added to allow the user to copy distribution lines down. A packing slip field has been added.

62 Create a PO Voucher from Receiver (continued) A print invoice button has been added to the window so that the user can print the invoice/voucher information. This feature will be implemented at a later date. The budget date is now visible on the first tab of the distribution line section – the user no longer has to go to the GL Chartfields 2 tab to view the budget date, just scroll to the far right of the page. The Copy from Source Document box has been moved from the bottom of the page to the top under the voucher header information. This provides a more logical flow if copying the information from the PO Receipt, which will automatically fill the required fields below the box.

63 Create a PO Voucher from Receiver (continued) The payment due information has been reorganized and moved closer to the top of the page. The Non-Merchandized Summary and Session Defaults links have been added but are not used in State business practice.

64 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry>Invoice Information Screenshot of v8.8 Regular Voucher Invoice Information tab. UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, Add/Update Regular Voucher – Create Voucher from Receiver – v8.8

65 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry>Invoice Information The ‘+’ and ‘-’ symbols used to add or delete invoice lines and distribution lines to the voucher have been moved from the far right of the page to the far left of the page in v9.0. Add/Update Regular Voucher – Create Voucher from Receiver – v9.0

66 Invoice Information Tab Copy Worksheet – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information>Copy Worksheet When the user clicks on the Worksheet Copy option on the Invoice Information page, the user is navigated to the Copy Worksheet page. UPK Topics Impacted by Change: 2.2.1,

67 Invoice Information Tab Copy Worksheet – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information>Copy Worksheet This page in v9.0 has more field options; Receipt Number From, Receipt Number To, Receiver Line From, and Line.

68 Create a Reversal Voucher – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry (choose Reversal as Voucher type) The layout has changed between v8.8 and v9.0 but the functionality remains the same. UPK Topics Impacted by Change: 2.3.3

69 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry (choose Reversal as Voucher type) The Copy from a Source Document box has been moved to the top of the page to keep consistent with the other Invoice pages.

70 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry (choose Reversal as Voucher type) The Payment information has been reorganized and moved underneath the Copy from box.

71 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry (choose Reversal as Voucher type) The Packing Slip field has been added at the bottom of the page in v9.0.

72 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update> Regular Entry (choose Reversal as Voucher type) The Invoicing Summary section at the bottom of the page was added in v9.0.

73 Review and Correct Voucher Build Errors – v8.8 Navigation: Accounts Payable>Vouchers>Maintain> Voucher Build Error Detail The navigation remains the same in the two versions when reviewing and correcting errors resulting from the Voucher Build Process. UPK Topics Impacted by Change: N/A – those users whose vouchers are entered offline and uploaded.

74 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain> Voucher Build Error Detail The User arrives at the Voucher Build Error Detail when clicking on one of the vouchers with an error. When the user clicks on the hyperlink to Correct Errors, the user is taken to the Quick Invoice Page. This page has many additions in v9.0.

75 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain> Voucher Build Error Detail A packing slip field and a print invoice button have been added to the page.

76 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain> Voucher Build Error Detail The Review Errors hyperlink exists on both pages though it has moved to the right side of the page. This link is clicked to access the cause of the error. From this window the user clicks on the Override Session Default link that returns the user to the Quick Invoice page in order to correct the error.

77 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain> Voucher Build Error Detail The Quick Invoice Page has additional fields and has been reorganized to make it more consistent with the other Invoice Page changes previously discussed.

78 Close Voucher – v8.8 Navigation: Accounts Payable>Vouchers>Maintain>Close Voucher The navigation to the Close Voucher window has changed between version 8.8 and 9.0. UPK Topics Impacted by Change:

79 Close Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Close Voucher Only the navigation to the page has changed, the functionality is the same.

80 Delete Voucher – v8.8 Navigation: Accounts Payable>Vouchers>Maintain>Delete Voucher Like the navigation to Close a Voucher, the navigation to Delete a Voucher has changed as well. UPK Topics Impacted by Change:

81 Delete Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Delete Voucher Only the navigation to the page has changed, the functionality is the same.

82 Online Budget Exception Inquiry – v8.8 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry There are changes in the navigation to reach the drill- down to the budget errors. The hyperlink is on a different page in v9.0. UPK Topics Impacted by Change: 2.1.3

83 Online Budget Exception Inquiry – v8.8 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry In v8.8, when online budget checking is run and an error results, the user clicks on the Invoice Information page to find the dropdown to Go To. The user selects Budget Exception to navigate to the Budget Exception page to determine why the voucher failed budget check.

84 Online Budget Exception Inquiry – v9.0 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry>Summary>Exceptions In v9.0, the user may drill down to online budget exceptions from the Voucher Summary Tab. If the voucher is budget checked and it errors, a hyperlink is available on the Summary Tab.

85 Online Budget Exception Inquiry – v9.0 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry>Summary>Exceptions When the Exceptions link is clicked, a new window will open to the Commitment Control > Review Budget Check > Accounts Payable > Voucher page automatically so that the user may determine why the voucher failed budget check.

86 Payment Inquiry – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Payments>Payment The layout of the Payment Inquiry page has changed. UPK Topics Impacted by Change:

87 Payment Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Payments>Payment Rather than the columnar layout of v8.8, v9.0 has the fields represented in a vertical format with From and To columns in order that a range of payments may be searched for.

88 Voucher Inquiry – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher The layout of the Voucher Inquiry page has changed in the same manner as Payment Inquiry. UPK Topics Impacted by Change:

89 Voucher Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher Rather than the columnar layout of v8.8, v9.0 has the fields represented in a vertical format with From and To columns in order that a range of vouchers may be searched for.

90 Voucher Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher Voucher Inquiry page bottom view.

91 Voucher Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher After selecting a voucher for Inquiry, icons are available to drill down to Accounting Entries and Payment Information from the Inquiry Page.

92 Add Update Vendor – v8.8 Navigation: Vendors>Vendor Information>Add/Update> Vendor A Create Bill to Customer box has been added to v9.0 Update Vendor page. UPK Lesson Impacted by Change: 12.1

93 Add Update Vendor – v9.0 Navigation: Vendors>Vendor Information>Add/Update> Vendor This box contains a check box so that a Bill to Customer may be created in the event of an Interunit transaction. This functionality is not used in State business practices.

94 Review Vendor Current Balances – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Vendor>Current Balances The layout of the page for Reviewing Vendor Current Balances has changed. UPK Topics Impacted by Change: ,

95 Review Vendor Current Balances – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vendor>Current Balances The same fields are present, but a Max Rows return field was added to the page in version v9.0.

96 Review Accounting Entries – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Accounting Entries The Chartfields tab of the Accounting Entries page has changed in v9.0.

97 Review Accounting Entries – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Accounting Entries More fields are visible on the Chartfields tab of the Accounting Entries page. Since PC Business Unit, Project, and Activity are now Chartfields, they are visible on the Chartfields tab of the Voucher Accounting Entries page.

98 15 Minute Break

Financials 9.0 Upgrade Lesson One – Part II Continued Accounts Payable/Banking

100 Banking Streamlined & Non Streamlined

101 Banking Streamlined and Non Streamlined Overview New Fields Added and Name Changes for: ▪External Accounts –Access may be determined by Security Role ▪Automatic Reconciliation Link ▪Exception Link

102 Banking Streamlined and Non Streamlined Overview Continued ▪View Bank Statement Button ▪Enter Bank Statement ▪Semi- Manual Reconciliation

103 Bank Administration – v8.8 Navigation: Banking > Banks Accounts > External Accounts There are several field name changes in the External Accounts page. There are a few additional fields added to pages in External Accounts tab. UPK Topic Both Streamlined and Non Streamlined Banking This Tab Name is changed in v9.0.

104 Bank Administration – v9.0 Navigation: Banking > Banks Accounts > External Accounts There are several field name changes in the External Accounts tab. There are a few additional fields added to pages in External Accounts tab. UPK Topic Both Streamlined and Non Streamlined Banking In v9.0 this tab is called Reconciliation.

105 Bank Administration – v8.8 Navigation: Banking > Banks Accounts > External Accounts UPK Topic New field added – External Bank ID. Both Streamlined and Non Streamlined Banking

106 Bank Administration - v9.0 Navigation: Banking > Banks Accounts > External Accounts UPK Topic External Bank ID field added. New field added – External Bank ID. Both Streamlined and Non Streamlined Banking

107 Bank Administration - v8.8 Navigation: Banking > Banks Accounts > External Accounts Field added in v9.0 Account Reconciliation tab. The External Bank ID field is carried over on all the tabs for External Accounts. UPK Topic Both Streamlined and Non Streamlined Banking

108 Bank Administration - v9.0 Navigation: Banking > Banks Accounts > External Accounts UPK Topic Field added (External Bank Statement Edits and Enforce UnReconciliation Edits in v9.0 Signatories tab. New field added – External Bank ID. Both Streamlined and Non Streamlined Banking Selecting this option affects bank statement entry by displaying a warning message if the bank balance entry is missing an opening or closing balance (code 010 and 015). In addition, it displays a warning message if the sum of the bank transactions plus the opening balance does not match the closing balance.

109 Bank Administration - v8.8 Navigation: Banking > Bank Accounts > External Accounts Fields added in v9.0 Collection Methods tab UPK Topic Both Streamlined and Non Streamlined Banking

110 Bank Administration - v9.0 Navigation: Banking > Bank Accounts > External Accounts Fields added in v9.0 Collection Methods tab- Value Date Days, Value Date and Payment Cutoff Times. New field added – External Bank ID. UPK Topic Both Streamlined and Non Streamlined Banking

111 Bank Administration - v8.8 Navigation: Banking > Bank Accounts > External Accounts Fields moved and added in v9.0 to Payment Methods tab. UPK Topic Both Streamlined and Non Streamlined Banking

112 Bank Administration - v9.0 Navigation: Banking > Bank Accounts > External Accounts Fields moved and added in v9.0 to Payment Method tab. New field added – External Bank ID. UPK Topic Both Streamlined and Non Streamlined Banking

113 Bank Reconciliation - v8.8 Navigation: Banking > Reconcile Statements > Reconciliation Manager—Automatic Reconciliation Link A new field has been added in v9.0 – Date field. Also, some of the fields in the Bank Statement section have been renamed – e.g.. Stmt ID to Statement ID, Load Date and Time to As of Date, etc. UPK Topic Both Streamlined and Non Streamlined Banking

114 Bank Reconciliation - v9.0 Navigation: Banking > Reconcile Statements > Reconciliation Manager – Automatic Reconciliation Link A new field has been added in v9.0 – Date field. Also, some of the fields in the Bank Statement section have been renamed – e.g.. Stmt ID to Statement ID, Load Date and Time to As of Date, etc. UPK Topic Both Streamlined and Non Streamlined Banking

115 Bank Reconciliation - v8.8 Navigation: Banking > Reconcile Statements > Reconciliation Manager – Automatic Reconciliation link – Exceptions Link On the Automatic Reconciliation Exceptions tab, new fields were added and fields have been renamed. UPK Topic Both Streamlined and Non Streamlined Banking

116 Bank Reconciliation - v9.0 Navigation: Banking > Reconcile Statements > Reconciliation Manager – Automatic Reconciliation link – Exceptions Link On the Automatic Reconciliation Exceptions tab, new fields were added (Currency Code) and fields have been renamed UPK Topic Field names have been renamed. Both Streamlined and Non Streamlined Banking

117 Review Bank Statement – v8.8 Navigation: Banking > Bank Accounts > My Account Groups – View Bank Statement button UPK Topic a On the Bank Statement Manager page, the field Recon Status has been changed to Reconciliation Status. Both Streamlined and Non Streamlined Banking

118 Review Bank Statement - v9.0 UPK Topic a On the Bank Statement Manager page, the field Recon Status has been changed to Reconciliation Status. Navigation: Banking > Bank Accounts > My Account Groups – View Bank Statement button Both Streamlined and Non Streamlined Banking

119 Review Bank Statement – v8.8 Navigation: Banking > Bank Statements > Enter Bank Statements UPK Topic a On the Bank Transaction Entry tab, the field Recon Status has been changed to Reconciliation Status. Both Streamlined and Non Streamlined Banking

120 Review Bank Statement - v9.0 Navigation: Banking > Bank Statements > Enter Bank Statements UPK Topic a On the Bank Transaction Entry tab, the field Recon Status has been changed to Reconciliation Status. Both Streamlined and Non Streamlined Banking

121 Bank Reconciliation - v8.8 Navigation: Banking > Reconcile Statement > Semi-Manual Reconciliation On the Semi-Manual Reconciliation page, new fields were added, fields have been renamed and a few fields have shifted slightly. UPK Topic Streamlined Banking Only

122 Bank Reconciliation - v9.0 Navigation: Banking > Reconcile Statements > Semi-Manual Reconciliation On the Semi-Manual Reconciliation page, new fields were added (Search By, Currency Code and Amount), fields have been renamed and a few fields have shifted slightly (Bank Date and Tran Date. UPK Topic Streamlined Banking Only

Financials 9.0 Upgrade Lesson One – Part III Asset Management

124 Overview of Asset Management Changes Asset Management Main Menu Asset Addition Information Section Basic Add Page ▪General tab ▪Location/Comments/Attributes tab ▪Manufacture/License/Custodian tab Copy Existing Asset Page

125 Asset Management Module Asset Management Main Menu The Asset Management main menu has a name change from Financial Management in v8.8 to Asset Transactions in v9.0

126 Financial Management – v8.8 Navigation: Asset Management > Financial Management In v8.8, The Asset Management main menu was Financial Management

127 Asset Transactions – v9.0 In v9.0, the Asset Management Main Menu will be Asset Transactions Navigation: Asset Management >Asset Transactions >Owned Assets >Express Add UPK Topics impacted by change: Lessons 4.1 AM Fundamentals, Lesson 4.3 Manage Assets and Lesson 4.4 Inquire on Assets, Topics

128 Asset Management Module Asset Addition Information Section New fields on the Asset Addition Information section of Express Add in v9.0 are Asset Type (which is populated based on profile ID) and Asset Subtype. The Asset Subtype field is new to v9.0; however it is not currently used but may be in the future.

129 Asset Additional Information – v8.8 Navigation: Asset Management >Asset Transactions >Owned Assets >Express Add

130 Asset Additional Information – v9.0 In v9.0, the Express Add menu: Asset Type and Asset Subtype have been added and are updated by profile ID. Navigation: Asset Management >Asset Transactions >Owned Assets >Express Add UPK Topics impacted by change: Lessons 4.2 Add Assets, Topics 4.2.1, 4.2.2, 4.2.3, 4.2.4, and 4.3.1

131 Asset Management Module Basic Add Page In the Basic Add menu, the first tab’s name has changed from Asset Information in v8.8 to General Information in v9.0.

132 Asset Information – v8.8 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Asset Information tab In v8.8, Basic Add menu; the tab was Asset Information

133 General Information – v9.0 In v9.0, the Basic Add menu’s tab name has changed to General Information Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > General Information tab UPK Topics impacted by change: Lessons 4.2 Add Assets, Topics and 4.2.4

134 Asset Management Module In Basic Add on the General Tab there are new fields: Asset Type, Subtype, Placement Date, Fair Market Value, Region Code, and Composite Asset ID Asset Type is required by v9.0 and populates based on Profile ID. The new fields: Asset Subtype, Fair Market Value, Region Code and Composite Asset ID are not being utilized in v9.0 currently; but may be used in the future Placement Date is the date placed into service. Fair Market Value is greyed out. Region Code will not be implemented at this time. Composite Asset ID is for Investment Assets and is not required at this time.

135 Asset Information Tab – v8.8 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Asset Information tab In v8.8, the Asset Information tab contained these options

136 General Information Tab – v9.0 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > General Information tab In v9.0, Asset Type, Subtype, Placement Date, Fair Market Value, Region Code and Composite Asset ID fields have been added. UPK Topics impacted by change: Lessons 4.2 Add Assets, Topics 4.2.3, and 4.2.6

137 Asset Management Module Location/Comments/Attributes tab In Basic Add on the Location/Comments/Attributes tab, there is a new field called Area ID in v9.0. However, it is not currently being used, but may be in the future.

138 Location/Comments/Attributes – v8.8 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Location/Comments/Attributes tab In v8.8, the Location/Comments/Attributes tab contained these fields

139 Locations/Comments/Attributes – v9.0 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Location/Comments/Attributes tab UPK Topics impacted by change: Lesson 4.3 Manage Assets, Topic In v9.0, the Location/Comments/Attributes tab contains a new field called Area ID which is not being currently used:

140 Asset Management Module Location/Comments/Attributes tab Also, in the Location section of the page, the Physical Attributes section in v8.8 is now called Physical and Custom Attributes in v9.0. It has new fields, such as Attribute, Attribute Name, Value and UOM. These are currently not being used but may be required in the future.

141 Locations/Comments/Attributes – v8.8 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Location/Comments/Attributes tab In v8.8, the Location/Comments/Attributes tab contained a section called Physical Attributes

142 Locations/Comments/Attributes – v9.0 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Location/Comments/Attributes tab In v9.0, the Location/Comments/Attributes tab contains a new section called Custom Attributes with Attribute, Attribute Name, Value and UOM added as new fields. UPK Topics impacted by change: Lesson 4.3 Manage Assets– Topic 4.3.1

143 Asset Management Module Location/Comments/Attributes tab Located below Custom Attributes section is a new Detailed Description section where free form remarks may be added to give a description of the asset.

144 Locations/Comments/Attributes – v9.0 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Location/Comments/Attributes tab In v9.0, the Location/Comments/Attributes tab contains a new section called Detailed Description. UPK Topics impacted by change: Lesson 4.3 Manage Assets– Topic 4.3.1

145 Asset Management Module Manufacture/License/Custodian tab In Basic Add on Manufacture/License/Custodian tab, there is a new field called Manufacturer ID that may be required in the future (e-procurement?) in v9.0, also there is a new VIN field for vehicles, and a Renewal Date field for licenses.

146 Manufacture/License/Custodian – v8.8 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Manufacture/License/Custodian tab In v8.8, the Manufacture/License/Custodian tab contained these fields

147 Manufacture/License/Custodian – v9.0 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Manufacture/License/Custodian tab In v9.0, the Manufacture/License/Custodian tab contains new fields: Manufacture ID, VIN, and Renewal Date. UPK Topics impacted by change: Lesson 4.3 Manage Assets – Topic 4.3.1

148 Asset Management Module Create Asset Copies tab In Copy Existing Asset menu there are several new fields on the Create Asset Copies page: Acquisition Date, Asset Insurance Info, Asset Inspection Info, Asset Attribute Groups Info, Serial ID, and Physical Component Of. After selecting Create Assets button, the new Serial ID and Physical Component fields display for all created assets. The Physical Component of field is not currently being used in v9.0 but may be in the future.

149 Copy Existing Asset – v8.8 Navigation: Asset Management > Asset Transactions > Owned Assets > Create Asset Copies tab In v8.8, the Create Asset Copies contained these fields.

150 Copy Existing Asset – v9.0 Navigation: Asset Management > Asset Transactions > Owned Assets > Create Asset Copies tab In v9.0, the Copy Existing Asset contains these new fields: Acquisition Date, Asset Insurance Info, Asset Inspection Info, Asset Attribute Groups Info, Serial ID, and Physical Component of. In v9.0, the Create Assets button allows the Serial ID and Physical Component to display for all created assets. UPK Topics impacted by change: Lesson 4.2 Add Assets – Topic 4.2.2

151 Copy Existing Asset – v9.0 continued… After clicking the Create Assets button the Serial ID and Physical Component of displays for all created assets in v9.0. Navigation: Asset Management > Asset Transactions > Owned Assets > Copy Existing Asset UPK Topics impacted by change: Lesson 4.2 Add Assets – Topic 4.2.2

152 Questions and Answers Segment

153 Please remember to complete the Delta 9.0 Training Survey before you leave. THANK YOU!!!Delta 9.0 Training Survey

154 Delta Documents as Job Aides When using the 9.0 Delta Documents as reference documents after the training sessions are completed, please send questions to: for AM, GL, AR, Banking, or KK Questions for AP & PO Questions Delta Documents can be found at: sao.georgia.gov