PeopleSoft 8.4 Financial Overview - Case
PeopleSoft 8.4Financial OverviewTraining Participant GuideforPeopleSoft FinancialsVersion 8.4June 2004
Copyright 2004 Cedar Enterprise Solutions, Inc. and Case Western Reserve University. All rightsreserved, including the right to reproduce this manual or any part of it.Restricted RightsThe information contained in this document is proprietary and confidential to Cedar Enterprise Solutions,Inc. and Case Western Reserve University.No part of this document may be reproduced or transmitted in any form or by any means, electronic ormechanical, including photocopying and recording, for non-education purposes to any user or employeeoutside of Case Western Reserve University, without the express written permission of Cedar EnterpriseSolutions, Inc. or Case Western Reserve University.Cedar Enterprise Solutions, Inc. has made every effort to ensure that the information in this guide iscomplete, concise, and current. Cedar Enterprise Solutions, Inc. assumes no responsibility for theconsequences of any errors beyond its control. The examples, sample screens, and reports usedthroughout this guide are for illustrative purposes only and may not conform to your systemrequirements. Cedar Enterprise Solutions, Inc. makes no implied warranties or merchantability or fitnessfor a particular purpose, and such implied warranties are hereby specifically disclaimed.PeopleSoft, PeopleTools, PeopleCode, and PS/n Vision are registered trademarks of PeopleSoft, Inc.Windows is a registered trademark of Microsoft Corp.All other product and company names are trademarks of their respective owners.Documentation AssistanceTo obtain additional documentation assistance, contact:Cedar Enterprise Solutions, Inc.2727 Paces Ferry RoadSuite 2-380Atlanta, Georgia 30339Attention: Training AssistancePhone: (404) 816-6672Fax: (404) 816-9968PeopleSoft AssistanceTo obtain additional help with your PeopleSoft functionality, contact 368-HELP or help@case.edu.
Table of ContentsBefore you begin . viiIntended Audience. viiHow This Guide Is Organized. viiSymbols and Conventions . viiiChapter 1 PeopleSoft Navigation . 1-1Lesson 1: Course Overview. 1-2Agenda . 1-2Course Objectives . 1-3Chapter Structure . 1-3Lesson 2: PeopleSoft 8.4 System Overview . 1-4Lesson 3: PeopleSoft Sign On . 1-5Requesting Access. 1-5Features . 1-5Sign-in Page . 1-6Practice – Signing On to PeopleSoft . 1-6Time-Out . 1-7Sign Out . 1-7Lesson 4: PeopleSoft Navigation . 1-8Navigation Features . 1-8Practice – Navigating in the PeopleSoft Menu. 1-8Searching for Information . 1-9Practice – Searching for an Existing Record from the SearchDialog Page . 1-10Using My Favorites. 1-12Practice – Managing your PeopleSoft “My Favorites”. 1-123/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.iii
Table of ContentsPeopleSoft 8.4 Financial OverviewOpening Multiple Windows. 1-14Practice – Opening Multiple Windows . 1-14Review Questions. 1-16Chapter 2 Introducing PeopleSoft Financials. 2-1Lesson 1: Case ERP Project Overview . 2-2ERP Timeline . 2-2ERP Project Phases. 2-3Phase I – Financials . 2-3Benefits of the ERP System . 2-4Financial Application Integration. 2-4General Ledger Integration . 2-6eProcurement/Procurement Integration . 2-9Lesson 2: New PeopleSoft Terminology. 2-10Business Units . 2-10SetID . 2-10PeopleSoft Dates . 2-10Budget Period . 2-11Accounting Periods . 2-11Currency. 2-12Ledger/Ledger Group . 2-12ChartFields. 2-13Lesson 3: Case ChartField Structure. 2-15SpeedTypes . 2-15Entering ChartField Data. 2-16Interpreting ChartField Data . 2-17Fund . 2-17Class . 2-18Project . 2-18Lesson 5: Overview of Commitment Control . 2-19Types of Budget Control Transactions . 2-20Review Questions. 2-21ivProprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financial OverviewTable of ContentsChapter 3 Online Inquiry . 3-1Lesson 1: What is an Inquiry?. 3-2Retrieving Data in PeopleSoft. 3-2Online Inquiry Functionality . 3-3Lesson 2: Requisition Inquiry . 3-4Manage Requisitions . 3-4Procedure – Inquiring on a Requisition. 3-8Lesson 3: Purchase Order Inquiry . 3-11Purchase Order Inquiry . 3-11Procedure – Inquiring on a Purchase Order . 3-14Lesson 4: Voucher Inquiry . 3-17Voucher Inquiry . 3-17Procedure – Performing Voucher Inquiries. 3-22Review Questions . 3-24Appendix A Review Questions and Answers. A-1Chapter 1: PeopleSoft Navigation.A-2Chapter 2: Introducing PeopleSoft Financials .A-3Chapter 3: Online Inquiry .A-4Appendix B Case PeopleSoft Glossary . B-1Appendix C PeopleSoft Common Terminology . C-1PeopleSoft Common Terminology . C-2System Navigation. C-2Access Keys . C-3Other Helpful Shortcuts . C-4Page Object Elements. C-5More Elements of a Page . C-6How the PIA works. C-83/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.v
Table of ContentsviPeopleSoft 8.4 Financial OverviewProprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
Before you begin You will use this guide during class to follow the topics as your instructorpresents them. The instructor may also provide you with additionalmaterials to support the training outlined in this guide.After class, use this guide as a reference document for completing taskswithin the PeopleSoft system.Intended AudienceThis guide is intended for personnel who are responsible for entering andprocessing data in the PeopleSoft system.We assume that you are familiar with Microsoft Windows. If you are new tothe Windows environment, you should complete a Windows Tutorial priorto working in the PeopleSoft environment.How This Guide Is OrganizedThis guide is organized into modules and lessons to correspond with thetopics your instructor will cover in class. Each module contains practiceexercises that your instructor will walk you through, and individualexercises for you to complete on your own. There are review questions atthe end of each module to recap the major points of the module.03/17/05Proprietary and Confidential to Casevii
Before you beginPeopleSoft 8.4 Financials OverviewSymbols and ConventionsThe following conventions are used in this guide to help you distinguishbetween various types of information:ElementHow It Is Usedbold textCommand and toolbar buttons that you click.Text you type.Menus, text and radio buttons that you select.Check boxes you turn on or off. bold text Function keys on your keyboard that you press.Procedural information.Warnings and cautions that require careful attention.Term definition—appears in the page margin.Noteworthy comments or important additionalinformation—generally about the item immediatelypreceeding the note. Appears in the main body of thedocument.Noteworthy comments or important additionalinformation—generally additional information about aseries of steps or the topic being discussed. Appears inthe page margin.viiiProprietary and Confidential to Case03/17/05
Chapter 1PeopleSoft NavigationThe purpose of this class is to provide you with the skills you need to signon to, and navigate through the PeopleSoft Financial Management System(also referred to as PeopleSoft or PS).Chapter ObjectivesThis chapter explains: The agenda and objectives for this course. Your PeopleSoft Sign On. PeopleSoft navigation.Chapter ContentsThis chapter contains the following lessons:Lesson 1: Course Overview.1-2Lesson 2: PeopleSoft 8.4 System Overview .1-4Lesson 3: PeopleSoft Sign On.1-5Lesson 4: PeopleSoft Navigation.1-8Review Questions .1-153/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-1
Chapter 1: PeopleSoft NavigationPeopleSoft 8.4 Financials OverviewLesson 1:Course OverviewThe PeopleSoft 8.4 Financials Overview Training Participants Guideincludes three chapters and two appendices: Chapter 1, “PeopleSoft Navigation,” explains how to sign on toPeopleSoft and gives tips to navigate through the PeopleSoft 8.4Financials system. Chapter 2, “Introducing PeopleSoft Financials,” provides an overviewof the PeopleSoft 8.4 Financials Management System and addressesspecific setup information common to all applications. This chaptergives basic information on commitment accounting and the designprocess for the chartfields used at Case. Chapter 3, “Online Inquiry” introduces the eProcurement “Circle ofLife” that lets you monitor the progress of your requisitions in thePeopleSoft system as well as introducing the ability to inquire onpurchase orders and vouchers. Appendix A, “Review Questions and Answers,” provides the answersto the review questions at the end of each chapter. Appendix B, “Case PeopleSoft Glossary,” provides the bridgebetween the terminology of the legacy system and the newPeopleSoft system. Appendix C, “PeopleSoft Common Terminology,” provides a referencefor the common system terminology and icons you will see.AgendaFollowing is the agenda for the PeopleSoft 8.4 Financials Overviewcourse:Chapter 1 – PeopleSoft NavigationChapter 2 – Introducing PeopleSoft FinancialsBreakChapter 3 – Online InquiryQuestions & Answers, Evaluations, Wrap-up1-2Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financials OverviewChapter 1: PeopleSoft NavigationCourse ObjectivesThis course teaches you how to: Navigate through the PeopleSoft system. Understand the basic process flows for each application. Understand the basic structure and integration of the PeopleSoftapplications. Use online inquiry functionality. Access and run standard reports.Chapter StructureMost chapters are structured the same way and generally consist of thefollowing:You areencouraged to askyour instructorquestions throughoutthe entire course. Objectives. The objectives are found at the beginning of the chapterand define what you will learn in the chapter. Lessons. Each chapter has several lessons that explain the variousconcepts. Some lessons contain practices and exercises. Practices are step-by-step instructions for completing aprocedure that the instructor and class participants walk-throughtogether. Review Questions. You will find review questions at the end of thechapter that recap material covered in the chapter. The answers tothe questions will be discussed among class participants and theinstructor.3/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-3
Chapter 1: PeopleSoft NavigationPeopleSoft 8.4 Financials OverviewLesson 2:PeopleSoft 8.4 System OverviewPeopleSoft 8.4 Financials is an internet/intranet browser-based systemthat allows you to perform the tasks needed to record your financialinformation. This browser-based system provides the following features: Easy access – just enter a URL (Uniform Resource Locator) or selecta hyperlink. Uses standard Internet technologies and protocols(HTML, XML, JavaScript, Java Servlets, HTTP, and SSL). Reduced hardware/software problems – does not require a Windowsworkstation for maintenance and deployment of the PeopleSoftprogram. All business rule validation and batch processing executeson a server not on your desktop. Look and feel – PeopleSoft applications look and feel like familiar,popular web sites. Pages are displayed to the user through thebrowser. The user clicks on hyperlinks, enters data on forms, clickson buttons, etc., just like with the other web sites.1-4Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financials OverviewChapter 1: PeopleSoft NavigationLesson 3:PeopleSoft Sign OnPeopleSoft requires a User ID and password for sign on. Each user will beassigned a unique User ID. The security access attached to your user IDwill be based on the tasks you perform and will limit your access to thepages and information needed for those tasks.Requesting AccessAfter you have completed the requirements of the PeopleSoft classes, youneed to complete a security access form. Submit this form to the SecurityAdministrator. The Security Administrator will review the form, set up youraccess and notify you when it is complete.FeaturesThe PeopleSoft 8.4 Financials system features: User access via the web. PeopleSoft Sign-in page that can be added to web browser favorites. Access and navigation using standard Internet protocols. Menu items and pages based on the security access tied to yourunique user ID. The ability to have multiple pages open simultaneously. The ability to add commonly used pages to the ‘My Favorites’ list.3/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-5
Chapter 1: PeopleSoft NavigationPeopleSoft 8.4 Financials OverviewSign-in PageThe URL for PeopleSoft 8.4 in production is:Once youhave identified theURL for the Sign-inPage, add it to yourweb browserFavorites orBookmarks menu foreasy access.https://erp.case.edu:8600/psp/fsprd/?cmd loginThis is the PeopleSoft sign on page that you will see when you accessPeopleSoft.Practice – Signing On to PeopleSoftUse the following steps to sign on to the PeopleSoft 8.4.To Sign on to PeopleSoft:1.Click the Internet Explorer icon on your desktop or taskbar.2.Access PeopleSoft using the URL for production.The PeopleSoft 8 Sign-in page appears.3.Enter your User ID.4.Press Tab to move to the next field.5.Enter your Password.User IDsand passwords arecase sensitive.1-6Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financials Overview6.The menuitems that appear onthe left-side are thosethat you can accessbased on yoursecurity profile.Chapter 1: PeopleSoft NavigationClick the Sign in button.The PeopleSoft Home page appears.Time-OutYour connection will expire if it is left idle for 20 minutes. If you areentering data and have not saved when the system times out, you willlose the data that you have entered.Sign OutYou can sign out of PeopleSoft by clicking the Sign out link on the top rightnavigation bar on any PeopleSoft page.This is the best way to sign out of the PeopleSoft system and should beused instead of using the Windows close option. Make sure that allPeopleSoft windows on your task bar are closed to complete the sign outprocess.3/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-7
Chapter 1: PeopleSoft NavigationPeopleSoft 8.4 Financials OverviewLesson 4:PeopleSoft NavigationPeopleSoft navigation across applications and pages is done via the menuitems that appear on the Home page.Foradditional navigationhelp, see Appendix C,PeopleSoft HelpfulHints and CommonTerminology.Navigation FeaturesPeopleSoft’s web-based navigation includes some of the followingfeatures: All the menus are listed together by application. Menus are visible based on your security access. Several menu levels allow you to drill from the menu group(application) level to the components where the information is stored. Any menu selection which has menus or components within it willhave a ( ) to its left. The actual pages or page groups (called components) will beunderlined as a hyperlink. The Menu window is always visible, but can be minimized by clickingthe minimize ( ) button at the top right of the Menu section of thehome-page. Press F11 to expand the PeopleSoft window to full screen modeand hides the task bar at the bottom. Press F11 again to reducethe window and access the task bar. Do not use the Internet Explorer back and forward buttons as theresults may not always be what you expect.Practice – Navigating in the PeopleSoftMenuFollow these steps to navigate through the menu.To navigate to a PeopleSoft page:1.Sign on to PeopleSoft.The PeopleSoft Home page appears.2.Click eProcurement (menu group) to expand the menu.The next menu level appears.3.1-8Click Manage Requisitions to open the menu.Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financials Overview4.Chapter 1: PeopleSoft NavigationClick the Home link at the top of any PeopleSoft page.All expanded menus collapse and open pages are closed totake you back to the high-level menu items and the blank Homepage. You can now begin a new search.Searching for InformationYou can enter information into the different fields on any search dialogpage to help find the record that you want to review.After you have narrowed down the criteria to retrieve a record, clickto find the record you want to view.Practice – Searching for an Existing Recordfrom the Search Dialog PageUse the following steps to search for a journal from the search dialog pagefor the Journal Entry component.To search for a new record:1.Open the Accounts Payable menu group.2.Open the Review menu.3.Open the Vendor menu item.4.Click the Scheduled Payments on Hold component.The Scheduled Payments on Hold search dialog page appears.The lookupbuttons, drop-downlists and calendarsthat appear on thesearch dialog pageshelp you to look upthe information thatyou need.For each of your criteria selections, you can use differentoperators to help your search. These operators include:3/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-9
Chapter 1: PeopleSoft NavigationPeopleSoft 8.4 Financials Overviewbegins withFinds all matches that begin with the value youenter.ContainsFinds all matches that contain the informationthat you enter. Finds an exact match for the value that youenter.not Finds all values that do not matche theinformation you enter. Finds all values that are less than the value youenter. Finds all values that are less than or equal tothe value you enter. Finds all values that are greater than the valueyou enter. Finds all values that are greater than or equalto the value you enter.BetweenFinds all matches between the two values youenter. Separate the values with a comma.InFinds all values in a list that you create.Separate all values with commas.5.Enter CASE1 as the SetID.6.Enter all or part of a Vendor name in the Name1 field.7.Click.The Scheduled Payments on Hold page appears. If more thanone match exists, a list of results will appear and you can selectthe correct one.8.ClickThe search dialog page reappears.9.Clickto remove the previous selection criteria.All fields are cleared.10.Clicknext to the SetID field.The Look Up SetID page appears with the available values. Onthe Look Up pages, you may have additional options to searchfor the value.11.Click CASE1.The search dialog page reappears with your selected value.12.1-10Select contains next to the Name1 field.Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financials OverviewChapter 1: PeopleSoft Navigation13.Type on in the search field for Name1.14.Click.The Search Results display all vendor names that have theletters ‘on’ in their name.15.Click the first item in the search results list.The Scheduled Payments on Hold page appears for you toreview.Using My FavoritesPeopleSoft has added My Favorites as the first item on their menu. Addinga page to My Favorites helps with your navigation for day-to-day tasks.After you have added your most frequently used pages, you can accessfrom this menu.Practice – Managing your PeopleSoft “MyFavorites”Use these steps to add a page to the My Favorites menu.3/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-11
Chapter 1: PeopleSoft NavigationPeopleSoft 8.4 Financials OverviewTo add a page to the My Favorites menu:1.From the left-hand navigation, open the eProcurement menugroup.2.Click the Manage Requisitions component.The Manage Requisitions page appears.3.Click Add to Favorites from the home page navigation.The Add to Favorites Page appears with the name of theselected page.4.Accept or change the displayed Description.5.Click.The item is added to the My Favorites menu and the Searchpage reappears.6.Click the Home link at the top of the PeopleSoft page.All menus close and the PeopleSoft Home page appears.7.Open the My Favorites menu group.8.Click on the Manage Requisitions entry that you just added.The search page for that component appears.9.Click the Home link at the top of the PeopleSoft page.All menus close and the PeopleSoft Home page appears.If you need to change or delete a menu entry, you use the Edit Favoriteslink.To delete or change a My Favorites entry:1.Open the My Favorites menu group.2.Click Edit Favorites.The Edit Favorites page appears.1-12Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financials OverviewChapter 1: PeopleSoft NavigationYou can change the following: The name by changing the value under Favorite. The order in which items appear by typing a number in theSequence Number field. Delete the entry by clicking the Delete button.3.Clickcreated.next to the Manage Requisitions entry you justA confirmation message appears.4.Click OK.The entry is deleted from the list.5.Click.The entry is deleted from the My Favorites menu group. Thenext time you open the menu, the entry will be gone.6.Click the Home link at the top of the PeopleSoft page.All menus close and the PeopleSoft Home page appears.Opening Multiple WindowsThere is nolimit to the number ofPeopleSoft windowsthat you can haveopen at a time.However, with eachnew window that isopen, you are usingadditional systemresources3/17/2005PeopleSoft gives you the ability to open multiple windows simultaneously.While working with one page, you can click the New Window hyperlink atthe top right of the page to open a new PeopleSoft page. A duplicate pagewill open up, and you can navigate through the menu to find the new pageyou wish to view. The original page will remain open. If you go back to thefirst open page, the new page will minimize but remain open.Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-13
Chapter 1: PeopleSoft NavigationPeopleSoft 8.4 Financials OverviewPractice – Opening Multiple WindowsUse the following steps to open a window and then open a secondwindow.To open multiple windows:1.From the left-hand navigation, open the eProcurement menugroup.2.Click the Manage Requisitions component.The Manage Requisitions page appears.3.Remember, youcannot completelyclose the PeopleSoftapplication unless allactive windows areclosed.From the open window, click the New Window hyperlink at thetop right of the PeopleSoft page.A new window opens with the page you are currently viewing.The component is highlighted on the menu.4.From the left-hand navigation in the new window, open theAccounts Payable menu group.5.Open the Review menu.6.Open the Vendor menu item.7.Select Vendor Schedule Payment.The search dialog for the new page appears.Both of the pages remain open, you may work on one and minimize theother. When you are finished, close the page.1-14Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.3/17/2005
PeopleSoft 8.4 Financials OverviewChapter 1: PeopleSoft NavigationReview Questions1.What is the primary tool for Navigation within PeopleSoft?2.How is the My Favorites menu item used?3.What happens to an unsaved transaction when your idle PeopleSoft connection timesout?3/17/2005Proprietary and Confidential to Caseand Cedar Enterprise Solutions, Inc.1-15
Chapter 2Introducing PeopleSoft FinancialsIn order to work in PeopleSoft, you need to have a basic understanding ofhow the PeopleSoft Financial Management system is set up. This chapterexplains the foundations created for your Financial Management System.Chapter ObjectivesThis chapter explains: The PeopleSoft Financial Management system. New PeopleSoft terminology. New ChartField Design. Commitment Control Accounting.Chapter ContentsThis chapter contains the following lessons:Lesson 1: Case ERP Project Overview .2-2Lesson 2: New PeopleSoft Terminology.2-10Lesson 3: Case ChartField Structure.
Chapter 1: PeopleSoft Navigation PeopleSoft 8.4 Financials Overview Lesson 1: Course Overview The PeopleSoft 8.4 Financials Overview Training Participants Guide includes three chapters and two appendices: Chapter 1, “PeopleSoft Navigation,” explains how to sign on to PeopleSoft and gives tip
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