Financials upgrade newsletter [Aug. 2006 (Issue 12)]

Issue 12

Financials Upgrade

Newsletter

August, 2006

Important Dates to Remember...
Stabilization Sessions: See page 6 for a listing of the dates!
System availability on Weekends. See page 6 for a calendar of dates!
Close Schedule See page 6 for June & July close schedule!

THANK YOU!
A big THANK YOU! goes out to our upgrade partners including, Agency Change Champions, Agency Testers, Agency Validation Testers, Train the Trainer personnel , and Accenture personnel.
We could not have accomplished so much without YOU!

INSIDE THIS ISSUE:

1

Important Dates to Remember

1 Financials Upgrade Takes Place!

2 Spotlight on Open Item Accounting

3 Miscellaneous Items of Interest

4 Accounts Exempt from Inter-Unit Accounting Processing

5 Take a Look at Voucher Open Item field

6 Weekend Availability of system

7 Take a peek at Agency Validation Testing

8 Tips & Troubleshooting Guide

9 ListServ

9 Contact Us!

Financials Upgrade Newsletter

Coming Soon!
Billing Cash Management Streamlined Banking Keep an eye out for continuing information concerning these important additions to the PeopleSoft system!
Page 1

Spotlight on Open Item Accounting Highlights
The Regular Voucher style enables users to process travel advances, travel expense vouchers, third party payment vouchers and Per Diem and Fee vouchers, in the PeopleSoft Payables Module. In order to record an Advance or Travel expense, the employee must be set-up as a vendor.
When a voucher is entered to an employee and charged against a travel advance account or travel expense account a field called Open Item on the distribution line will default the employee id number from the vendor number. The Employee ID will be linked to the HCM job data table. Users will only be allowed to search on an employee in their Business Unit unless they are processing a payment for an employee working on behalf of another state agency.
Social Security numbers are no longer available in PeopleSoft for employees, unless the employee is working as a consultant for another state agency.
When account numbers for Per Diem and Fees are used such as 651xxx- the Open Item field will require a valid vendor number.
Travel and Per Diem and Fees will be tracked by the Open Item field on the voucher and will post to the GL module. The Open Item field will be required in Account Payables, Account Receivables, and General Ledger whenever travel advance, travel expense and per diem accounts are used.

Financials Upgrade Newsletter

Page 2

Miscellaneous Items of Interest
New Queries are available in Accounts Payable!
There are several new queries available in the Accounts Payable module to assist our users with InterUnit Accounting and some of the budget errors which are occurring on vouchers for both Budget Years 2006 & 2007.
Query "0AP057_INTERUNIT_PAYABLES" this query provides a list of all interunit receivables set up for the business unit. This query will list the AR Item/AP Invoice #, amount and date of the transaction. These three items must match between the AR and AP modules in order to pay other state agencies that have a receivable in PeopleSoft.
Query "0AP058_INVALID_FUNDS_2007" this query provides a listing of all vouchers which have FY2006 Fund codes with a 2007 budget date (July or later).
Query "0AP059_INVALID_FUNDS_2006" this query provides a listing of all vouchers which have FY2007 Fund values with a 2006 budget date (June or earlier)
Update Speed Charts & Speed Types
Budget errors are appearing on documents because previously used speed charts and speed types have not been updated for the new chartfield values for FY2007. Be sure to update your values prior to using them on AP, AR and GL documents! New/different chartfield values include Program, Product, and Special Purpose.
Changing dates on Purchase Orders
When two accounting periods are open, always verify that the accounting date (Purchase Order and Requisition Header) and the budget date (on PO & Requisition distributions) are correct.
At year end, users must backdate to a June Accounting date and Budget Date for 2006 transactions. For July 2007 transactions, users should backdate to a July Accounting date and Budget date.
Do not mix fiscal and/or budget years on any Purchase Orders or Requisitions.
Vendor ID change for Office of Treasury & Fiscal Services
Some agencies are encountering problems when attempting to post transactions for the transmittal of revenue collections to the Office of Treasury and Fiscal Services (OTFS). In the past, agencies used "location 22" under the DOAS vendor number to post transfers of revenue collections to OTFS. This "location" has been de-activated and a new vendor number has been established for OTFS that is excluded from inter-unit processing. The new vendor number is 0000377564.
When agencies set up the receivable for state appropriations from OTFS, the common practice has been to use the DOAS customer number. This should continue until further notice. The DOAS customer number will create an inter-unit transaction, however it will be cleared when the funds are drawn and will not prohibit any payable transactions from posting.

Financials Upgrade Newsletter

Page 3

Accounts exempt from InterUnit Accounting
There are several accounts which have been exempted from InterUnit Accounting. By using these account numbers, the system will not require the match between AP & AR documents. The accounts which have exempt status include:

Account 200012 215000 215999 515000 515999 441007 441014 441093 441270 441273 441274 441275 441276 441284 441285
441286 441287 441359 466002 466090
468001 612008 627003 707010 707013

Description State Sales Tax Retirement Retirement S&S Other Services S&S Video Production Fees Sales Tax Vendor Compensation S&S - DNR Regular Park Receipts S&S DNR Park Passes S&S DNR Central Reservations S&S DNR-Golf Course Receipts S&S DNR-Concession Receipts S&S DNR-WR Park Activities S&S DNR-SW GA RR Excursion Authority S&S DNR-NGMA Park Lodges S&S DNR Public Website Receipt DOAS Surplus Sales Pass through Contribution & Donations Restricted Contribution & Donations DNR NonGame Contributions Other Revenue Motor Vehicle Expense Tags & Titles Other Operating Expense Registration Grants Colleges & Universities Grants - Others

Financials Upgrade Newsletter

Page 4

Take a

at the Voucher Open Item field

In order to access the Open Item field, users must use the bottom scroll bar and scroll all the way to the right of the page

Financials Upgrade Newsletter

Page 5

Weekend Availability of PeopleSoft 8.8 Financials

Day Saturday Sunday Saturday Sunday Saturday Sunday Saturday Sunday

Date August 5 August 6 August 12 August 13 August 19 August 20 August 26 August 27

Times Available System Down System Down System Down System Down TBD TBD System Down System Down

Stabilization Sessions
The Stabilization Check In Meeting is open to all interested parties. The actual sessions are being held in the SAO Training Room (Floyd Building West Tower, room 1616) from 11:00am 12:00pm on the following dates in August:
August 14 August 18 August 21 August 23 August 30
The Bridge line number is: 1-866-899-5399; Room #: *7293148*
Daily Agenda includes: System Availability Status of Batch Processing Critical Issues and SIR's Review Fixes Now in Production FAQ's and Feedback

Financials Upgrade Newsletter

Page 6

SAO Agency Validation Testing Participants

Take a

Peek at Agency Validation Testing participants!

Take another

peek at Agency Validation Testing participants

SAO Personnel is shown assisting Agency Validation Testers Our Thanks go out to all agency personnel that helped validate the system prior to Go-Live!

Financials Upgrade Newsletter

Page 7

Fiscal Year End Close Schedule

August 18, 2006 @ 7:00pm August 21, 2006 @ 7:00am August 25, 2006 @ 7:00pm August 28, 2006 @ 7:00am TBD

- Close period 12 of FY 2006 - Open Period 998 of FY 2006 - Close FY 2006 and Period 1 of FY 2007 - Open Period 2 of FY 2007 (August) - Close Period 2 of FY 2007

Tips & Troubleshooting Guide
SAO has assembled a Tips & Troubleshooting Guide in relation to PeopleSoft 8.8. The guide is divided into sections by Financials module. Tips and/or troubleshooting help is available for those common problems which have been reported to SAO Help Desk personnel.
If you have a problem with the system and can't decide the best course of action to take, check out the guide! It may help you to ascertain the best approach to correction of your particular problem.
The guide is located in the Financials Upgrade section of the SAO website. Go to http://sao.georgia.gov . Select Financials Upgrade link>Agency Upgrade Tools.
The guide is updated as new information is collected. Check it often for new items of interest!
Tip: The Table of Contents is interactive. In order to go to a particular module's tips, press the Control key along with a left click of your mouse.

Financials Upgrade Newsletter

Page 8

Want to be "In the Know"?
"FS Official Communications" are e-mailed on a regular basis to users who have subscribed to the Listserv system. One way to be "in the know" and receive these communications is to sign up for a Listserv!
Put yourself in the "LOOP"! There is no cost to subscribe and it's easy to do! You can also unsubscribe at any time. Please be aware, however, that the more elists (modules) that you sign up for, the more emails you will receive in your inbox. We recommend only signing up for the lists applicable to your job duties.
Listserv is one of the most effective ways for you to obtain information and communications relative to your PeopleSoft system. If you have not already done so, sign up now.
Available lists include: AP, AR, AM, GL, PC, Labor, Budget, and PO.
Visit the SAO Website and click Financial Systems > Related Links > ListServ and subscribe today!

For more information on the Financials Upgrade Project or Comments / questions about the Project Newsletter, contact the Communications
Team at: upgradefeedback@sao.ga.gov
Additional information can also be found at the State Accounting Office Website:
http://sao.georgia.gov > News >PeopleSoft Upgrade
State Accounting Office - Financial Systems - 200 Piedmont Avenue, Suite 1604, West Tower Atlanta, GA 30334 - Phone: 404-656-2133 - Fax: 404-463-5089

Financials Upgrade Newsletter

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