1. PeopleSoft User Group Meeting Thursday Apr 26, 2018
Budgets, General Ledger & Accounts Receivable

2. Breakout Session Agenda
Budgets, General Ledger & Accounts Receivable User Group (Annex C)
DISCUSSION: What questions do you have about the PeopleSoft upgrade for the people who attended the hands-on preview on Friday, 4/20/18?
Show and Tell
Trial Balance – Oceanside enhanced the Financial Accounting GL Trial Balance tool
What are other organizations doing for a Income Statement / Trial Balance reporting
Discussions
Reporting
How are organizations handling multi-year reporting?
What useful query has anyone developed after completing Query Manager Training?
Other reporting needs discussion
Does anyone have budget processes, best practices, timelines, checklists they have developed?

3. Breakout Session Discussion
What questions do you have about the PeopleSoft upgrade for the people who attended the hands-on preview on Friday, 4/20/18?

4. Breakout Session Discussion
Show and Tell
Trial Balance Enhancements – Oceanside Justine Galura enhanced the Financial Accounting GL Trial Balance tool

5. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
Started with the GL Trial Balance tool created by Financial Accounting

6. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
Updated original tool to include descriptions for Fund and Resource
Required adding new spreadsheet tab for loading description information: COA_LOOKUPS

7. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
How to load Fund descriptions into new tab: COA_LOOKUPS
Run the 90_COA_FUND query
Copy the fund and description
Paste the copied data to the GL trail balance spreadsheet – COA_LOOKUPS tab columns A and B

8. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
How to load Resource description into new tab: COA_LOOKUPS
Run the FAR_COA_RESOURCE query
Copy the resource and description
Paste the copied data to the GL trail balance spreadsheet – COA_LOOKUPS tab columns D and E

9. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
How to load descriptions for 4 digit resource
There is no query to assist with this and requires manually entering the 4 digit in new tab: COA_LOOKUPS tab columns G and H
Tip – need to be update COA_LOOKUPS tab each time a new Fund or Resource is added

10. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
Added additional columns of useful information
Encumbrance and Pre-Encumbrance amounts
Required adding new spreadsheet tab for loading encumbrance information: ENCUMBRANCE DATA

11. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
Added additional columns to each report to provide useful calculation results
Account Balance (formula = Budget - Actuals – Encumbrance Pre-Encumbrance)
Percent Spent and Encumbered to budget (formula = (Actuals + Encumbrance + Pre-Encumbrance) / Budget)
Updated spreadsheet with formulas to populate the Fund / Resource Descriptions and Encumbrance Amounts into the various reports
Logic tab for the basic formulas to know how to populate the different reports
Report tabs to identify which reports and where to populate the additional information

12. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
Example of report template after adding the additional information

13. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
How to load the monthly Encumbrance and Pre-Encumbrance Amounts
Run the FAR_ENCUMBRANCE_LEDGERS query
Copy and paste the data in the added tab “ENCUMBRANCE DATA”
Tip – the load process is similar to the process for loading Actuals and Budgets

14. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
Example after loading monthly Encumbrance and Pre-Encumbrance Amounts
Monthly processing takes minutes to complete
New information identified with red box

15. Show and Tell: GL Trial Balance Tool Enhancements Oceanside
Original reports enhanced to include the new information
1 BDGT v ACT by Fund is an income statement report that shows budget and actuals by major object code for the given fund
2 BDGT v ACT Unrest & Rest is an income statement report similar to report 1, but broken down between restricted and unrestricted resources
3 BDGT v ACT Fd & 4 Digit Res is an income statement report for the given fund and 4-digit resource
4 BDGT v ACT Fd & 7 Digit Res is an income statement report for the given fund and 7-digit resource
REPORT 4 is a summary GL trial balance sheet report that uses the four digit resource and includes all the activity in the sub-resources that roll up to the 1st four digits

16. Show and Tell: Discussion
What are other organizations doing for Trial Balance reporting?

17. Discussions Reporting
How are organizations handling multi-year reporting?
What useful queries has anyone developed after completing Query Manager Training?
Other reporting needs discussion

18. Discussion
Budgeting
Does anyone have budget processes, best practices, timelines, checklists they have developed?