1. 1 PeopleSoft Financials 8.8 vs. 9.0 Delta Training

2. 2 Event Details Course Name 407DL92 PeopleSoft Financials 8.8 vs. 9.0 Delta Training Time 9:00 – 11:00 a.m., Thursday June 5, 2008 Lesson Modules Accounts Receivable General Ledger Commitment Accounting

3. 3 Presenters Toni Kennelly – State Accounting Office, Training and Communication Jarnice Anderson – State Accounting Officer (Acting), Director of Financials/HCM Systems Brian Hampton – State Accounting Office, Unit Manager of Financials System

4. 4 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?

5. 5 Training Delivery 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.

6. 6 Lesson Modules Accounts Receivable General Ledger Commitment Accounting

7. 7 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.

8. 8 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.

9. 9 Attention to all Webcast Participants During the Webcast Broadcast, Please forward all or your questions to: SAO_Communications@sao.ga.gov We will capture your questions throughout the program and answer them during the Question and Answer segment of the presentation. THANK YOU!

10. Financials 9.0 Upgrade Lesson 2 Part I Accounts Receivable

11. 11 Accounts Receivable Module Overview of Accounts Receivable Changes Customer General Information –Customer Creation tab –Customer Conversation tab –Pending Items tab –Payments tab

12. 12 Accounts Receivable Module Customer General Information The process of creating a customer only varies due to the change in placement of various fields on different tabs in v9.0 as compared to v8.8. The customer creation process has been largely affected due to the consolidation of several fields on the Customer General Information tab. Changes related to creating a customer are identified in this section. These changes will affect UPK Lesson 13 – Creating a Customer, Topic 13.1.1.

13. 13 Accounts Receivable Module Customer General Info (continued) The Currency Code and Rate Type fields are now located on the General Info tab in v9.0. These fields were located on the Miscellaneous General Info tab in v8.8. The Support Teams information fields (Support Team Code and Default Box) are now located on the General Info tab in v9.0. These fields were located on the Miscellaneous General Info tab in v8.8. The Customer Address tab was a separate “Address” tab in v8.8. The Address information fields are shown on the Customer General Info tab in v9.0.

14. 14 Customer General Info tab – v8.8 Navigation: Customers > Customer Information > General Information tab UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1 In v8.8, The Customer General Information tab contained these options.

15. 15 Customer General Info tab – v9.0 In v9.0, the Currency Code and Rate Type fields are now located on the General Info tab. These fields were located on the Miscellaneous General Info tab in v8.8. UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1 Navigation: Customers > Customer Information > General Information tab

16. 16 Customer General Info tab – v9.0 continued… UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1 Navigation: Customers > Customer Information > General Information In v9.0, The Support Teams fields are now located on the General Info tab. These fields were located on the Miscellaneous General Info tab in v8.8

17. 17 Customer Address tab – v8.8 UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1 Navigation: Customers > Customer Information > General Information The Address tab is now a part of the Customer General Info tab in v9.0

18. 18 Accounts Receivable Module Bill To Options tab The Bill To Options tab varies due to the change in the placement of fields in v9.0 The Responsibilities are now included in the general Customer Bill To Options section in v9.0

19. 19 Bill To Options tab – v8.8 Navigation: Customers > Customer Information > General Information UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1

20. 20 Bill To Options tab – v9.0 UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1 Navigation: Customers > Customer Information > General Information. The Responsibilities are no longer a separate section in the Customer Bill To Options.

21. 21 Miscellaneous General Info tab The Miscellaneous General Info tab varies due to the change in placement of various fields. The Sub Customer Information section, which was reflected on a separate tab in v8.8 is now visible on the Miscellaneous General Info tab. The Tax ID field is now captured on the Miscellaneous General Info tab in v9.0. This field was captured on the Additional General Info tab in v8.8

22. 22 Miscellaneous General Info tab – v8.8 Navigation: Customers > Customer Information > General Information UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1. In v8.8 This tab is completely redesigned in v9.0.

23. 23 Miscellaneous General Info tab – v9.0 UPK topics impacted by change: Lesson 13 – Creating a Customer, Topic 13.1.1 Navigation: Customers > Customer Information > General Information The Tax ID field was in the Additional General Info tab in v8.8. The Sub Customer Info section was in the Sub Customer tab in v8.8.

24. 24 Accounts Receivable Module Conversations tab The Business Unit field is now an integral part of the search criteria on the View/Update Conversations – Find an Existing Value tab. The Business Unit field is also an identifying field when creating a new conversation on the View/Update Conversations – Add a New Value tab. The Business Unit field should default to the business unit to which the user entering the conversation is assigned. These changes will affect UPK Lesson 3.3 – Customer Interactions, Topic 3.3.1

25. 25 Conversations Search Page – v8.8 Navigation: Customer Interactions>Conversations>View/Update Conversations UPK topics impacted by change: Lesson 3.3 - Customer Interactions, Topic 3.3.1

26. 26 View/Update Conversations Search Page – v9.0 Navigation: Customer Interactions>Conversations>View/Update Conversations UPK topics impacted by change: Lesson 3.3 - Customer Interactions, Topic 3.3.1 The Business Unit field is now captured as part of the search criteria when viewing/updating a conversation in v9.0

27. 27 Update Customer Conversations tab – v8.8 Navigation: Customer Interactions>Conversations>View/Update Conversations UPK topics impacted by change: Lesson 3.3 - Customer Interactions, Topic 3.3.1

28. 28 Update Customer Conversations tab – v9.0 Navigation: Customer Interactions>Conversations>View/Update Conversations UPK topics impacted by change: Lesson 3.3 - Customer Interactions, Topic 3.3.1 The Business Unit is populated based on the preferences that have been set for each user.

29. 29 Conversations - Add a New Value tab – v8.8 Navigation: Customer Interactions>Conversations>View/Update Conversations – Add a New Value tab UPK topics impacted by change: Lesson 3.3 - Customer Interactions, Topic 3.3.1

30. 30 Conversations - Add a New Value tab – v9.0 Navigation: Customer Interactions>Conversations>View/Update Conversations – Add a New Value tab UPK topics impacted by change: Lesson 3.3 - Customer Interactions, Topic 3.3.1 The Business Unit field has been added to the criteria for adding a new conversation in v9.0.

31. 31 Pending Item tab The primary change to the Pending Item 1 tab is the flow of the data entry fields. The data entry fields no longer flow left to right, but are now top to bottom in the Pending Item Entry section. These changes will affect UPK Lesson 3.1 – Entering Receivables, all topics. Accounts Receivable Module

32. 32 Pending Item 1 tab – v8.8 Navigation: Accounts Receivable > Pending Item > Online Items > Group Entry UPK topics impacted by change: Lesson 3.1 – Entering Receivables

33. 33 Pending Item 1 tab – v9.0 UPK topics impacted by change: Lesson 3.1 – Entering Receivables Navigation: Accounts Receivable > Pending Item > Online Items > Group Entry

34. 34 Accounts Receivable Module Payments tab The change in the Payment Information section is the same for both the Regular and Express deposit entry components. The changes identified in the Payment Information section are the Sequence, Payment ID and Accounting Date fields no longer reside on the same line as the amount related fields. The amount related fields of Amount, Currency, Rate Type and Exchange Rate are reflected on a line below the identifying information (which includes the Payment ID). The change in the Reference Information section (only applies to Regular Deposit entry) is the GL Business Unit field no longer appears on the tab when a receivable item is referenced at the time the deposit is created. These changes will affect UPK Lesson 3.2 – Entering and Applying Payments, Topics 3.2.1, 3.2.2, 3.2.7 and 3.2.8.

35. 35 Payments tab – v8.8 Navigation: Payments > Online Payments > Regular Deposit UPK topics impacted by change: Lesson 3.2 – Entering and Applying Payments, Topics 3.2.1, 3.2.7 and 3.2.8

36. 36 Payments tab – v9.0 UPK topics impacted by change: Lesson 3.2 – Entering and Applying Payments, Topics 3.2.1, 3.2.7 and 3.2.8 Navigation: Payments > Online Payments > Regular Deposit The layout of fields in the Payment Information section has been rearranged in v9.0. The GL Business Unit field is no longer captured in the Reference Info section.

37. 37 Express Deposit – v8.8 Navigation: Payments > Online Payments > Express Deposit UPK topics impacted by change: Lesson 3.2 – Entering and Applying Payments, Topics 3.2.2

38. 38 Express Deposit – v9.0 Navigation: Payments > Online Payments > Express Deposits UPK topics impacted by change: Lesson 3.2 – Entering and Applying Payments, Topics 3.2.2 The layout of the fields in the Payment Information section have been realigned.

39. 39 Accounts Receivable Module Create Accounting Entries (Direct Journal Transactions) The PC Business Unit field must be populated before populating the Project field. If this is not done, the system will return an ‘Invalid Value’ message on the value entered in the Project field. The Activity and Source Type fields only need to be populated if a business unit utilizes the PC Module of PeopleSoft. These changes will impact UPK Lesson 3.2 – Entering and Applying Payments, Topics 3.2.4 and 3.2.8

40. 40 Create Accounting Entries – v8.8 Navigation: Payments > Direct Journal Payments > Create Accounting Entries UPK topics impacted by change: Lesson 3.2 – Entering and Applying Payments, Topics 3.2.4 and 3.2.8

41. 41 Create Accounting Entries – v9.0 Distribution Lines Navigation: Payments > Direct Journal Payments > Create Accounting Entries UPK topics impacted by change: Lesson 3.2 – Entering and Applying Payments, Topics 3.2.4 and 3.2.8 The Line Amount field has been moved to the beginning of the data entry fields on the Chartfields tab in v9.0. The field was last in the data entry string in v8.8.

42. 42 UPK topics impacted by change: Lesson 3.2 – Entering and Applying Payments, Topics 3.2.4 and 3.2.8 Create Accounting Entries – v9.0 Distribution Lines continued… Navigation: Payments > Direct Journal Payments > Create Accounting Entries The PC Business Unit field must be populated before populating the Project field or the system will return an ‘Invalid Value’ message on the Project field. The Activity and Source Type fields only need to be populated for the Department of Transportation.

43. Financials 9.0 Upgrade Lesson 2 – Part II General Ledger

44. 44 General Ledger Module General Ledger Page Changes Overview Create Journal Entries Journal Lines Ledger Inquiry

45. 45 General Ledger Module Create Journal Entries Page The Add a New Value tab provides the user access to enter a new journal. The Find an Existing Value tab provides the user access to view or update an existing journal.

46. 46 Create Journal Entries Page – v8.8 Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries The Create Journal Entry page in 8.8

47. 47 Create/Update Journal Entries Page – v9.0 The functionality and navigation to this page has not changed but the label has become more descriptive to include all processes accessed through this page (Create, View, and Update Journal Entries). This label change is reflected on both the page and in the Menu list. UPK Topics impacted by change: Lesson 6.2 – Journal Entry, Topic 6.2.1 Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries

48. 48 General Ledger Module Journal Lines Page In PeopleSoft v8.8 the Project Chartfield is accessed via a link on the Journal lines page which displays the Project Information page. On this page the required input values are Project Business Unit and the Project Chartfield value. In PeopleSoft v9.0, four new Chartfields have been added to the Journal Lines rows. These fields are: PC Business Unit, Activity, Analysis Type, and Source Type. The PC Business Unit which was entered in v8.8 on the Project Information page, is now located on the Journal lines page and is a required field if the Project field is populated. In v8.8, the Activity, Analysis Type, and Source Type are used by the Project Costing Module (currently only used by the Dept of Transportation) and are not required fields.

49. 49 Journal Lines Page – v8.8 Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries In v8.8, the user would click the link to display the Project Information page then enter the Project and the PC Business Unit values

50. 50 Journal Lines Page – v9.0 Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries UPK Topics impacted by change: 6.2.2, 6.2.3, 6.2.4, 6.2.5, 6.2.6, 6.3.1, 6.3.2, 6.3.3, 6.3.4, 6.3.5 Four new Chartfields have been added to the Journal Lines page. The PC Business Unit is a required field if the Project field is populated. Activity, An Type, and Source Type are used only for the Project Costing Module. In v9.0, the Project value can be entered directly on the Journal Lines Page.

51. 51 General Ledger Module Ledger Inquiry Page The Ledger Inquiry Criteria page enables you to specify the selection criteria to view detail and summary ledger information. The user can narrow or broaden their search based on the number of fields that populate on this page. The field label for the Year criteria field in v8.8 is changed to Fiscal Year in v9.0 with no impact on functionality. The Include Balance Forward checkbox label is changed to Show YTD Balance in v9.0 with the added enhancement of YTD balances by period displayed on the inquiry screen.

52. 52 General Ledger Module Ledger Inquiry Page continued… The Include Adjustment Period(s) checkbox is moved to the Chartfield Criteria Section. The Show Transaction Details is a new criteria option in v9.0, which allows the user to display a list of detailed transactions (such as Journal IDs, and the related accounting period) from the Ledger Criteria page. In v8.8, transaction details are accessed via a link on the Summarization Details page. View Options are selected by clicking the appropriate check box which relates to a specific Chartfield value located in the Sum By column. In v8.8, View options were accessed via Sum By links.

53. 53 Ledger Inquiry Page – v8.8 Navigation: General Ledger > Review Financial Information > Ledger In 8.8, The highlighted fields have been renamed or relocated on the page in 9.0

54. 54 Ledger Inquiry Page – v9.0 Navigation: General Ledger > Review Financial Information > Ledger UPK Topics affected by this change: Lesson 6.4 –Ledger Inquiry, Topics: 6.4.2 Year in v8.8 is Fiscal Year in v9.0 Sum by Links in v8.8 are Sum by checkboxes in v9.0 Include Adjustment Periods moved from Ledger Criteria section to the Chartfield Criteria section The highlighted fields have been changed or relocated on the page in 9.0

55. 55 General Ledger Module Ledger Criteria: Include Balance Forward In v8.8, Include Balance Forward Ledger Criteria provides the option to include beginning balances for balance sheet accounts. Once this option is selected, summarized account balances by period is displayed. If this option is not selected, beginning balances will not be displayed. In v9.0, the Include Balance Forward label is changed to Show YTD Balance. The option to include beginning balances remains a feature of this function as in v8.8. However, this process has been further enhanced to provide a YTD Period Balance in addition to the summarized balance by period that was provided in v8.8.

56. 56 Ledger Criteria – v8.8 Beginning Balances are shown in Period 0. Navigation: General Ledger > Review Financial Information > Ledger In v8.8 Include Balance Forward checkbox shows beginning account balances in period zero.

57. 57 Ledger Criteria – v9.0 Navigation: General Ledger > Review Financial Information > Ledger In v9.0 the Show YTD Balance Ledger Criteria selection provides the same results as Include Balance Forward in v8.8. In addition, a YTD column has been added.

58. 58 General Ledger Show Transaction Details In v8.8, Transaction Details were accessed via a drill down link on the Summarization Details page. In v9.0, Show Transaction Details is a new Ledger Criteria option which allows the user to view transaction details from the Ledger Criteria page by clicking the Search button.

59. 59 Show Transaction Details – v8.8 Navigation: General Ledger > Review Financial Information > Ledger In 8.8 Summarization Details page had Detail links to show Transactions Details.

60. 60 Show Transaction Details – v9.0 Navigation: General Ledger > Review Financial Information > Ledger In v9.0, Show Transaction Details Ledger Criteria provides the same functionality as Detail links in v8.8

61. 61 General Ledger Module Ledger Inquiry Chartfield Criteria Section In v8.8, the View options was displayed on the left with links to retrieve data specified in the search parameters. In v9.0, the Sum By column is displayed in the Chartfield Criteria section and allows the user to designate how the data is viewed. Click the Search button to display the inquiry results.

62. 62 Chartfield Criteria Section – v8.8 In v8.8, the View section provides Sum By links to designate how the data is viewed and to display inquiry results. Navigation: General Ledger > Review Financial Information > Ledger

63. 63 Chartfield Criteria Section – v9.0 Navigation: General Ledger > Review Financial Information > Ledger In v9.0, Sum By checkboxes allow the user to select how the data is viewed. Click the Search button to display the Inquiry results.

64. 64 15 Minute Break

65. Financials 9.0 Upgrade Lesson 2 – Part III Commitment Control

66. 66 Commitment Control Module Change Overview Amendment ID Tab Budget Header Tab –On the Budget Lines tab, the insert/delete a line buttons have moved from the far right to the far left of the page. Also, the Lines to Add function is used in order to add or delete journal lines. Budget Lines Tab Review Budget Activities Review Budget Exceptions

67. 67 Amendment ID listed in the menu list - v8.8 In v8.8, the Custom Budget Journals menu consisted of six sub menu items including the Enter Amendment ID page. Navigation: Commitment Control>Custom Budget Journals>Enter Amendment ID

68. 68 Amendment ID as a separate entry page - v8.8 In v8.8, the Enter Amendment ID page contains a search option for the Amendment ID. Navigation: Commitment Control>Custom Budget Journals>Enter Amendment ID

69. 69 Navigation: Commitment Control>Custom Budget Journals>Enter Budget Journals Amendment ID no longer a selection in the menu list – v9.0

70. 70 The Amendment Id field is an add only field with no search option in v9.0. Amendment ID entry on Budget Journals page v9.0 Navigation: Commitment Control>Custom Budget Journals>Enter Budget Journals

71. 71 Budget Header Tab – v8.8 In v8.8, Budget Entry Type was selected using radio buttons. Navigation: Commitment Control>Custom Budget Journals>Enter Budget Journals

72. 72 Budget Header Tab – v9.0 In v9.0, the Budget Entry Type is chosen from a drop down menu. Navigation: Commitment Control>Custom Budget Journals>Enter Budget Journals

73. 73 Budget Lines Tab – v8.8 In v8.8 on the Budget Lines tab, the plus/minus lines buttons at the end of each line were removed. Navigation: Commitment Control>Custom Budget Journals>Enter Budget Journals

74. 74 Budget Lines Tab – v9.0 In v9.0, use the Lines to Add below the journal lines to add or delete additional lines. Navigation: Commitment Control>Custom Budget Journals>Enter Budget Journals

75. 75 Review Budget Activities – Activity Log– v8.8 In v8.8, the Activity Log search page utilized several fields in order to return the desired data. Navigation: Commitment Control>Review Budget Activities>Activity Log

76. 76 Review Budget Activities – Activity Log– v8.8 Navigation: Commitment Control>Review Budget Activities>Activity Log In v8.8, there were as many as 28 Source Transaction types.

77. 77 Review Budget Activities – Activity Log– v8.8 Navigation: Commitment Control>Review Budget Activities>Activity Log This is the way v8.8 returned the activity list hyperlinks according to the search criteria.

78. 78 Review Budget Activities – Activity Log– v9.0 In v9.0, an inquiry name should be created and then reused. Navigation: Commitment Control>Review Budget Activities>Activity Log

79. 79 Review Budget Activities – Activity Log– v9.0 Navigation: Commitment Control>Review Budget Activities>Activity Log In v9.0, there are fewer transaction types to choose from.

80. 80 Review Budget Activities – Activity Log– v9.0 Navigation: Commitment Control>Review Budget Activities>Activity Log In v9.0, there is a new Budget Journal, GL_BD_JRNL.

81. 81 Review Budget Activities – Activity Log– v9.0 Navigation: Commitment Control>Review Budget Activities>Activity Log The Ledger Group, Business Unit and Transaction ID are in the selection criteria for Transaction Type GL_BD_JRNL.

82. 82 Review Budget Activities – Activity Log– v9.0 Navigation: Commitment Control>Review Budget Activities>Activity Log Search results in v9.0 are viewed differently.

83. 83 Review Budget Exceptions – v8.8 Navigation: Commitment Control>Review Budget Exceptions In v8.8, Project Pre-Encumbrance and Project Encumbrance appeared under Projects and Grants but do not appear in v9.0.

84. 84 Review Budget Exceptions – v9.0 Navigation: Commitment Control>Review Budget Exceptions There are differences at the high level menu. Budget Journals is an additional option under General Ledger.

85. 85 Review Budget Exceptions – v9.0 Navigation: Commitment Control>Review Budget Exceptions Select the transaction type that is in error, i.e. Accounts Payable for Vouchers.

86. 86 Review Budget Exceptions – Revenue Estimate – v8.8 Navigation: Commitment Control>Review Budget Exceptions>Revenue> Revenue Estimate In v8.8, the only search criteria is Business Unit.

87. 87 Review Budget Exceptions – Revenue Estimate – v8.8 Navigation: Commitment Control>Review Budget Exceptions>Revenue> Revenue Estimate The search results are returned as viewed below.

88. 88 Review Budget Exceptions – Revenue Estimate – v9.0 Navigation: Commitment Control>Review Budget Exceptions>Revenue> Revenue Estimate In v9.0, new search criteria have been added in addition to Business Unit.

89. 89 Review Budget Exceptions – Revenue Estimate – v9.0 Navigation: Commitment Control>Review Budget Exceptions>Revenue> Revenue Estimate The search results in v9.0 are displayed differently.

90. 90 Review Budget Exceptions – Budget Journals – v9.0 Navigation: Commitment Control>Review Budget Exceptions>General Ledger> Budget Journals This page does not exist in v8.8

91. 91 Review Budget Exceptions – Budget Journals – v9.0 Navigation: Commitment Control>Review Budget Exceptions>General Ledger> Budget Journals This page does not exist in v8.8 Search results are displayed. Select the appropriate Journal.

92. 92 Review Budget Exceptions – Budget Journals – v9.0 Navigation: Commitment Control>Review Budget Exceptions>General Ledger> Budget Journals Journal Details are displayed.

93. 93 Questions Delta Documents can be found at: sao.georgia.gov Navigation is: Home > Financial Systems > PeopleSoft Financials > Financials Upgrade 9.0 > 9.0 PeopleSoft Financials Delta Presentations Questions can be sent to: SAO_Communications@sao.ga.gov (there is an underscore between SAO and Communications)

94. 94 Questions and Answers Segment

95. 95 Please remember to complete the Delta 9.0 Training Survey. THANK YOU!!!Delta 9.0 Training Survey

96. 96 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: finacctg@sao.ga.govfinacctg@sao.ga.gov for AM, GL, AR, Banking, or KK Questions acctspay@sao.ga.govacctspay@sao.ga.gov for AP & PO Questions Delta Documents can be found at: sao.georgia.gov