1. PeopleSoft Financials Reports and Inquiry Training
Financial Information Systems & Reporting
Finance/Controller’s Division

2. Agenda Run Controls Process Scheduler and Process Monitor
Reports and Inquiry Training
Budget Transaction Detail Report
Reconciling Tips

3. Run Controls
A Run Control is the driver that needs to be created to run reports and processes.
The idea of a run control is to create and save them so you can use them again without having to create the same criteria every month or week for the same data you want a report.
A separate Run Control should be saved for each report and process that you run.
DO NOT use the same Run Control with all your reports and processes.
The names cannot include spaces.
They can not be renamed or deleted.

4. Creating a Run Control
When you first go to run a report, you will need a Run Control ID (since you have never created one at this point you will have to Add a New Value)
Once you click Add a New Value, then you will have to name your Run Control. I recommend starting the name with the report name or process.
If you already have a existing Run Control then you just need to click the name listed below search results.
Add A New Value
Find an Existing Value

5. Process Scheduler Request
This page is preparing you report for processing no changes are needed.
You do have the option to change the Format for the type of Output that you want to receive.
If you are scheduling the report to run Monthly, then change the Run Date to the first date you want it to run, and choose a Monthly recurrence from the drop-down box.
To start running the report, click OK button.

6. Process Monitor
Navigation: PeopleTools > Process Scheduler >Process Monitor
The only fields that should have information in them is: User ID – Your User ID; LAST and # of days you want to search on.
Refresh button updates the status of your reports and processes

7. Chartfield Combination (CFC)
Fund Code
5-digits
Program Code
Dept ID
8-digits
Class Field
Project ID
(optional)
Budget Ref
4-digit yr
Examples:
RIA
Fund Code – the source of the funds
Department ID – the department ID
Program Code – code that corresponds to a functional area
Class Field – denotes the specific source of the funding
Project ID (optional) – Project ID for grant or project
Budget Reference – budget year

8. Ledger Group Selection for Reports
APPROP – If your Chartfield Combination does not have a Project ID
PROJ_GRT – If your Chartfield Combination HAS a Project ID
DETAIL – If your Chartfield Combination generates revenue (Will show revenue as a negative expense.) – Do not use with Budget Status report

9. Account codes Personnel Services – 5xxxxx Travel – 6xxxxx
Operating Expenses – 7xxxxx
Equipment (> $5,000) – 8xxxxx
Revenue – 4xxxxx

10. Report and Inquiry Training
Budget Status – Good summary report
Budget Transaction Detail – Good reconciliation tool
Comprehensive Financial Report – Summary and transaction detail
Open Encumbrance Query – View Open POs
Budget Overview Inquiry

11. Tips When Reconciling
As a good practice run a budget overview first when trying to reconcile your budget. This will give a better overall view of your budget.
Also run a budget transaction detail report to see the transaction. Please note it might also be a good practice to run this report into excel spreadsheet.
How to tell difference in a health eShop purchases or special item purchase order. Health eShop PO ID is a system generated number Special item PO ID has your buyer initials at the beginning.

12. How to Read a Budget Transaction Detail Report
AP Voucher
P-Card
Journal
Requisition PO

13. Document Status Reconciling Tool

14. Schedule Report

15. If You Need Help Financial Information Systems and Reporting
Problem resolution and general questions
ITS Help Desk–
Requisition Workflow Approvals and Security forms
Department ID creation/editing & Authorized Signature forms
Tina Fletcher –
-- to our area

16. Questions