1 PeopleSoft Financials version 8.8 Coming Soon

2 When will the Conversion Happen? Target Date – November 9, 2005 Target Date – November 9, 2005 Several challenges remain Several challenges remain October close same as usual October close same as usual Will accept but not process from November 3 rd (Thursday) to 8 th (Tuesday) Will accept but not process from November 3 rd (Thursday) to 8 th (Tuesday) AP and GL feeds, Fast Track, Purchase Requests AP and GL feeds, Fast Track, Purchase Requests

3 Changes That Don’t Affect You Central Stores Ordering Central Stores Ordering AP Interface, AP Upload AP Interface, AP Upload Return to Vendor Procedures Return to Vendor Procedures Business Objects Reports Business Objects Reports Fast Track Fast Track Budget Journal Entries Budget Journal Entries

4 Changes That Affect You Requisitioning Requisitioning Receiving – Overage Procedures Receiving – Overage Procedures Speedtype and Subclass Name Changes Speedtype and Subclass Name Changes Spreadsheet Journal Entries Spreadsheet Journal Entries Campus Subsystem Feeds Campus Subsystem Feeds PeopleSoft Queries and Reports PeopleSoft Queries and Reports PeopleSoft Access PeopleSoft Access

5 Requisitioning Online requisitioning (eProcurement) is coming Online requisitioning (eProcurement) is coming Research and capital equipment purchases will require slightly longer lead time until eProcurement is implemented Research and capital equipment purchases will require slightly longer lead time until eProcurement is implemented

6 Receiving Overages Currently Receiving holds “over shipments” Currently Receiving holds “over shipments” For 8.8, Receiving will deliver “over shipments” to ordering department For 8.8, Receiving will deliver “over shipments” to ordering department Department must contact Purchasing regarding ALL overages (acceptance or rejection) Department must contact Purchasing regarding ALL overages (acceptance or rejection)

7 Accounts Payable No significant changes No significant changes Single Payment Vendors, Accrual Report (specific areas being affected will be contacted) Single Payment Vendors, Accrual Report (specific areas being affected will be contacted)

8 Speedtype and Subclass Name Changes Cost Center or ”account” Cost Center or ”account” Speedtype  Operating Unit Campus Classification Campus Classification Subclass  Class Revenues, Expenses, Assets, Liabilities Revenues, Expenses, Assets, Liabilities Account  NO CHANGE Account  NO CHANGE

9 How Name Changes Affect You Data is not changing – only the name Data is not changing – only the name Begin using new term names Begin using new term names Change field descriptions (over time) Change field descriptions (over time) Internal office forms Internal office forms Campus subsystem input screens Campus subsystem input screens Campus subsystem reports Campus subsystem reports Other documents or systems Other documents or systems Use existing stock of hard copy documents Use existing stock of hard copy documents

10 Journal Processing Current Business Process Current Business Process Journals are edited nightly Journals are edited nightly Edit errors changed to suspense chartfield values prior to posting Edit errors changed to suspense chartfield values prior to posting Financial Services prepares correcting journal entries (SEC….) to clear suspense balances to proper chartfields Financial Services prepares correcting journal entries (SEC….) to clear suspense balances to proper chartfields

11 Change in Journal Processing Philosophy PeopleSoft 8.8 Business Process Journal entry edits will take place on-demand or nightly Journal entry edits will take place on-demand or nightly Journal entry preparers will correct edit errors before journals are posted Journal entry preparers will correct edit errors before journals are posted Error messages, web site documents, and central accountants will guide journal preparers in identifying and correcting journal edit errors Error messages, web site documents, and central accountants will guide journal preparers in identifying and correcting journal edit errors

12 Spreadsheet Journal Entries New journal template New journal template Journal ID JNETIDxxxx Journal ID JNETIDxxxx Journal Header long description-254 characters Journal Header long description-254 characters Import button Import button Journal preparers Journal preparers Import journals into PeopleSoft Import journals into PeopleSoft Run the journal edit process within PeopleSoft Run the journal edit process within PeopleSoft Correct edit errors Correct edit errors Controllers to identify users to perform this function Controllers to identify users to perform this function Electronic copies of the spreadsheet journal entry will continue to be routed to Financial Services for approval Electronic copies of the spreadsheet journal entry will continue to be routed to Financial Services for approval Journal will still be imaged Journal will still be imaged

13 Campus Subsystem Feeds File format will not change File format will not change Journals will be edited and posted nightly Journals will be edited and posted nightly Journals with errors will not post until errors are corrected Journals with errors will not post until errors are corrected Campus departments will correct errors within their feeds Campus departments will correct errors within their feeds

14 Additional Information/Training October Controller Council meetings October Controller Council meetings Journal Preparer training in mid-October Journal Preparer training in mid-October Individual training as needed Individual training as needed

15 PeopleSoft Queries and Reports Business Objects is the preferred query and reporting tool Business Objects is the preferred query and reporting tool Unusual circumstances may require access to PeopleSoft reporting tools (PS Query, nVision) Unusual circumstances may require access to PeopleSoft reporting tools (PS Query, nVision)

16 PeopleSoft 8.8 Access Campus users performing the following activities will require a PeopleSoft login: Spreadsheet journal entries - loading, editing, and correcting errors Spreadsheet journal entries - loading, editing, and correcting errors Campus subsystem feeds – Correcting errors Campus subsystem feeds – Correcting errors PeopleSoft query and nVision PeopleSoft query and nVision

17 PeopleSoft 8.8 Access By October 14: College/Division Controllers to provide College/Division Controllers to provide Ed McCracken with the user information requested on the template that will be ed following this meeting

18 Questions?