Finance Trainer
References/Documents
Budget Transaction Detail Report
Finance Training Manual
This message is for people in your department that enter vouchers
UPS has clarified their payment instructions

Finance Trainer
If you need training on the finance module, please contact

Cynthia Rott
Finance Specialist/Trainer
701-231-5661
Cynthia.Rott@ndsu.edu

References/Documents
Peoplesoft Finance Reference Sheet: Compare CICS to Peoplesoft
Retroactive Distribution Form
Retroactive Distribution Process
Finance Reports
PeopleSoft training manual for Financial Reporting
Accounting Guidelines
Payroll Updates


Budget Transaction Detail Report

The issue with GLS8005 (Budget Transaction Detail) is caused by a change in the delivered PeopleSoft program.

In the past (and the way we've instructed you to run it), we've recommended that the User Budget Overrides box be checked when you run the report. PeopleSoft has now changed the report so if that box is checked, you only get transactions that have had budget overrides. To run the report "normally", uncheck the User Budget Overrides box, then run as you normally would.

Please submit Help Desk tickets if you encounter further problems.

Finance Training Manual
The NDSU accounting office has posted a new PeopleSoft training manual for Financial Reporting.
It is available at this link:
http://www.ndsu.edu/accounting/guidelines/FinanceTrainingManual.doc

Several other Finance documents are available on this page:
http://www.ndsu.edu/accounting/guidelines/PS.shtm

The Accounting Office website has been updated to include the latest information on the new numbering (chart of accounts) system that will be used when NDSU converts to PeopleSoft.    The website information shows the old system numbers alongside the new PeopleSoft system numbers. Fund, Department, TCC (Account), Location information is available in the web site, as well new Account (formerly TCC) definitions.

The Accounting Office home page is at: www.ndsu.edu/accounting/
Accounting Guidelines:http://www.ndsu.nodak.edu/accounting/guidelines/guide.shtml
Payroll Updates :http://connect.ndsu.nodak.edu/financials/payroll_updates.shtml

For the updated information, click on the 'What's New' link on the Accounting home page and then select the top (most recent) item on the 'What's New' list.

Please encourage any of your staff that will be using the Finance Module in PeopleSoft to go through the Pre-Class Navigation now so they become familiar with the general PeopleSoft screens and terminology. See PeopleSoft Free Courses.

Paying invoices in Peoplesoft When paying invoices on People Soft voucher regular entry make sure if you have Customer numbers or Account numbers or any information you want a vendor to be aware of, enter that infomation in the blue hyperlink that reads Messages on the payment tab. Do not put it in the Comment link on the information tab. IT will not show up on the check stub if entered in the comment hyperlink.

We have been getting calls from vendors and getting checks back because they do not know where to apply the payments. So any information you can put in the message link should be helpful to the vendor. You can also if you want send or fax a remittance copy to the Accounting Dept. to be sent with your check. Accounting Fax 231-6194

This message is for people in your department that enter vouchers.

As most of you know, there is a glitch in PeopleSoft having to do with Saving Vouchers for ACH Vendors.

This is how the error is caused: If a Voucher (for an ACH Vendor) is Saved AFTER it is budget checked, an error will occur. Because of this many of you were told that you should never save Vouchers; only budget-check. (Which saves and budget checks all in the same step.) This is an easy way to avoid the glitch. However, completely avoiding "Save" has caused some other problems.

Our revised recommendation is to enter a Voucher and Save it. Saving checks for some initial errors, such as invalid chartfield combinations or unbalanced totals. It also gives you a Voucher number right away.
As soon as you have the Voucher number, please record it. Then proceed to budget check.

When you have a budget Status of "Valid" you are finished with the Voucher. Do not save the Voucher again unless you have made changes.
This is especially important if the Payment method is "ACH." If the Payment method is not ACH, saving after Budget Check is not a problem.

If you must Save after Budget Check, and you get an "EFT" error message, please call the Accounting Office for instructions to fix the error.

As a review, Voucher entry should be processed as follows:

1. Enter the Voucher. Make sure that the Vendor's address is correct on the Payments Tab, and that you have selected by LOCATION. Make sure that everything is correct on the Voucher.
2. Save the Voucher. Record the Voucher ID.
3. Budget Check the Voucher. If the Budget Status is "Valid" you are finished.
4. Do not save the voucher again. Simply navigate away, add the next Voucher, or sign out.

Thank you for your patience and cooperation. We are all learning this system as we go.

UPS has clarified their payment instructions. Going forward, please enter Online UPS Vouchers (In PeopleSoft) as follows:

1. Enter the UPS Invoice Number in the Invoice No field on the Voucher. (Previously, we asked that you enter the Shipper number as the Invoice number.) However, the shipper ID is contained within the Invoice number, and this way it will still appear on the check. This method will also result in fewer duplicate invoices in our system.
2. Enter the UPS Shipper Number in the Message section on the Payments tab. This will ensure that the shipper number appears on the remittance stub, apart from the Invoice number.
3. Please continue to send your remittance stubs to Lori in the Accounting office.

If you are sending an Accounts Payable Voucher to the Accounting Office, please complete the AP Voucher as follows:

1. Enter the UPS Invoice Number in the "Required Reference" section of the AP Voucher.
2. Enter the UPS Shipper number in the "Customer Number" section of the AP Voucher.
3. Please continue to create one AP Voucher for each invoice.