Financials upgrade newsletter [June 2006 (Issue 10)]

Issue 10

Financials Upgrade

Newsletter

June, 2006

Important Dates to Remember...
June 8, 2006 Change Champion Meeting to be held at the Capitol Education Center Agencies should be prepared to submit their "Readiness Assessment" forms.
July 12, 2006 Deployment Meeting- Watch for upcoming Official Communications!

Big News!!!
Change in Go-Live Schedule PeopleSoft Financials 8.8 Upgrade
The go-live schedule of the upgrade from PeopleSoft Financials version 7.02 to version 8.8 has been changed. After performing four test moves the time needed to carry out the technical portion of the upgrade requires more time than originally estimated.

INSIDE THIS ISSUE:

1

Important Dates to Remember

1 Big News!

2 Spotlight on InterUnit Accounting and Open Item Accounting

3 Spotlight on InterUnit Accounting (cont)

4 Take a Look InterUnit Voucher

5 Take a Look Affiliate & Fund Affiliate fields

6 Take a Look InterUnit Vendor

7 Upcoming Events!

7 Important Dates & Close Calendar

8 SAO End User Training Schedule

9 Glossary of Terms

9 ListServ

10 Contact Us!

New Dates!
Friday June 30th, 2006 7.02 database will be available until 7:00pm (changed from June 29th)
Monday July 17th, 2006 New 8.8 Database available. System availability will remain 7:00am to 7:00pm, Monday through Friday. The schedule for system availability on weekends will be communicated soon.
New meeting Scheduled! Mark your calendars for July 12, 2006! You won't want to miss the Deployment meeting. Watch for upcoming Official Communication!
(See page 7 for the Year End Close Schedule)

Financials Upgrade Newsletter

Page 1

Spotlight on InterUnit Accounting Highlights
InterUnit Accounting
The main purpose of InterUnit is to capture and link both sides of a transaction to determine proper accounting entries according to GAAP. `InterUnit' is PeopleSoft's terminology and method for identifying and processing transactions between balancing chartfields that require settlement between each other. Balancing chartfields are:
Funds Business Units
Inter/Intra Unit and Inter/Intra Fund accounting entries will be created when one agency enters revenue or expense that is due from or due to another PeopleSoft version 8.8 agency (business unit) or fund.
The revenue and due from entries will be created either from the Billing (currently DOAS) or AR module. All expense transactions will be created via the AP module. When an PeopleSoft version 8.8 agency enters an internal transaction, either a voucher, AR item, or direct journal that is within the same fund or to a different fund, the system will populate the fund affiliate field, if there is a due to or due from another PeopleSoft version 8.8 agency or fund. This will enable the transaction to be accurately recorded as an internal transaction.
Highlights of InterUnit Accounting
Agencies using PeopleSoft Billing Module within PeopleSoft version 8.8 Agencies on PeopleSoft Billing (currently DOAS only) will create a bill and a receivable item to establish the revenue. The revenue and due from entries will have both the affiliate and the fund affiliate populated. The affiliate field will contain the GL business unit of the customer agency, and the fund affiliate field will be populated with the default fund from the customer agency's interunit template. A batch process will create a voucher in the AP business unit of the customer agency, payable to the Billing agency (DOAS) vendor ID number.
The customer agency will then distribute the expense to the appropriate funds, programs, and departments (organizations). The system will require that the amount, date and invoice number agree with the receivable item from the Billing agency (DOAS). The affiliate field on the expense line will be the GL business unit of the billing agency (DOAS 40300) and the fund affiliate will agree with the fund on the receivable.
Agencies without PeopleSoft Billing Module Agencies that are not on PeopleSoft Billing will continue with the current process of entering a receivable item in PeopleSoft AR. The affiliate chartfield will be populated with the GL business unit of the agency receiving the service, the fund affiliate chartfield will be populated from the customer record. (See continuation on page 3)

Financials Upgrade Newsletter

Page 2

Spotlight on InterUnit Accounting (continued)

Agencies paying the invoice of the billing agency will be required to submit one voucher for the entire amount. This will be a business process change for most agencies. The expense and due to lines will have the affiliate and fund affiliate chartfields populated. The affiliate will default from the receivable agency vendor, and the fund affiliate will agree with the fund on the receivable.

Agencies using external Billing systems that interface with PeopleSoft AR Some agencies use external billing systems that feed the receivable items into PeopleSoft AR. These interfaces will populate the Affiliate and Fund Affiliate chartfield.

InterFund vs. IntraFund Transactions
Interfund transactions take place between two different GAAP funds. Intrafund transactions take place within the same GAAP fund. These transactions can be between State agencies or within a State agency.

InterUnit Payables Highlights
Vouchers to other state agencies must be tied to an open receivable InterUnit vouchers must have the same amount, date and invoice ID as the open receivable in
PeopleSoft AR No partial payment vouchers can be entered against an open receivable. Settlement should be paid via a general funds transfer (non-appropriation agencies will still
pay by check)

Exceptions to the InterUnit Rules

Excluded from tying to an open item: Transactions within a Business Unit including reimbursement of petty cash, purchases of
good for resale and other similar transactions. These type transactions should not have the
affiliate or fund affiliate fields populated. Zero dollar transactions (chartfield changes) Conference Account (627003) expenses Sales Tax

General Information concerning InterUnit Accounting
InterUnit accounting entries rely on both the customer and vendor being identified as InterUnit.
The customer and vendor records of all state agencies will be marked as InterUnit. Payments made to technical colleges for student related services should be a non-interunit
vendor. In cases of non-interunit transactions, two vendor ID's will be maintained in the system. This functionality will automate elimination entries needed to produce the Comprehensive
Annual Financial Report (CAFR).

Note: Look at UPK Accounts Payable lesson # 2.4 "Create InterUnit Vouchers" for more information. Enter the following URL into your browser window address line: http://saofnupk.state.ga.us . Ensure Pop Up Blocker is turned off!

Financials Upgrade Newsletter

Page 3

Take a

at the Chartfield Distribution line on an InterUnit Voucher

This page represents the left hand side of the voucher. In order to see the remainder of the chartfields, you must scroll to the right. (See page 5 for next screenshot)

Financials Upgrade Newsletter

Page 4

Take a

at the new Affiliate and Fund Affiliate chartfields:

This page represents the right hand side of the Voucher Chartfield line and displays the Affiliate and Fund Affiliate chartfields

Financials Upgrade Newsletter

Page 5

Take a

at the new InterUnit Vendor page:

This page represents the Vendor record as it relates to InterUnit Accounting
Remember! Both the Vendor and Customer records for PeopleSoft version 8.8 agencies must be marked as "InterUnit"

Financials Upgrade Newsletter

Page 6

Upcoming Events!

Our Last Change Champion Session

The last of the Change Champion Sessions is listed below. This session will disseminate important information to agency personnel concerning the PeopleSoft upgrade. The June 8, 2006 session will include Open Item Accounting.

Change Champion Meeting

Date June 8, 2006

Example Topics Upgrade Activities List Review Open Item Accounting

Course # 407FN17

Session #
0001 0002

Times
9:00 11:00 1:00 3:00

Have your Agency Training Coordinator sign you up today! If your agency has no training coordinator or the session is full, please email upgradefeedback@sao.ga.gov and someone will register you for the session. Please be sure to have your employee ID number, phone number and email address ready.

Important Dates & Close Calendar

Event Interfaces Cut off transmission to SAO in 7.02 Labor Distribution Cut off processing in 7.02 On-line transactions in 7.02 Financials 8.8 Financials system available 12FY06 and 1FY07 open Close 12FY06 Open period 998 FY06 Close 998 FY06 and 1FY07 Open 2FY07

Date / Time Tuesday, 6/27/06 6pm Thursday, 6/29/06 6pm Friday, 6/30/06 7pm Monday, 7/17/06 7am Wednesday, 8/2/06 7pm Thursday, 8/3/06 7am Friday, 8/18/06 7pm Monday, 8/21/06 7am

Financials Upgrade Newsletter

Page 7

End User Training (Non-Train the Trainer Agencies)

Any end users working in agencies not participating in Train the Trainer should register for SAO End User Training. If you work in a Train the Trainer agency, please do not register for the SAO classes. Your agency trainer will schedule your training internally. If you are unsure as to whether your agency is participating in Train the Trainer, please visit the SAO Website, click on PeopleSoft Upgrade > Training >Schedules. A listing of participating agencies is shown.

Course Name
407DL01
Modules Covered: Purchasing Accounts Payable Vendors Asset Management

Time
9:00 am to
3:00 pm

Session #
0001 0002 0003 0004 0005 0006 0007 0008 0009 0010 0011

Day
Tuesday Thursday Tuesday Monday Tuesday Thursday Monday Tuesday Thursday Tuesday Thursday

Date
May 30 June 1 June 6 June 12 June 13 June 15 June 19 June 20 June 22 June 27 June 29

Course Name
407DL02
Modules Covered: Customers Accounts Receivable Commitment Control (Budget) General Ledger Labor Distribution

Time
9:00 am to
12:30 pm

Session #
0001 0002 0003 0004 0005

Day

Date

Wednesday Wednesday Wednesday Wednesday Wednesday

May 31 June 7 June 14 June 21 June 28

All Classes will be held in the SAO Training Room 1616 - W. Floyd Tower Atlanta
All Classes will begin promptly at 9:00am
Have your Agency Training Coordinator sign you up today! If your agency has no training coordinator or the session is full, please email upgradefeedback@sao.ga.gov and someone will register you for the session. Please be sure to have your Employee ID number ready!

Financials Upgrade Newsletter

Page 8

PeopleSoft 8.8 Tips & Tricks
In order to access PeopleSoft 8.8, any Pop Up Blocker software must be turned off. Be sure to check all toolbar applications! For example: Google, Yahoo, Internet Explorer Your initial password into PeopleSoft 8.8 will be your Employee ID number. Do you know your Employee ID number? If not, check with your HR department prior to Go-Live! Look at UPK Introduction to PeopleSoft topic # 1.1.2 "Signing into PeopleSoft" for a lesson on access to the new system. Enter the following URL into your browser window address line: http://saofnupk.state.ga.us . Ensure Pop Up Blocker is turned off! Passwords in PeopleSoft 8.8 will require a minimum of 8 characters and should include at least one special character (excluding / - _ ).
Glossary of Terms
Affiliate The chartfield that identifies the opposing Business Unit on a balancing transaction line.
Fund Affiliate The chartfield that identifies the opposing Fund on a balancing transaction line.
InterUnit These transactions take place between two different State Business Units.
IntraUnit These transactions take place within the same State Business Unit. InterFund These transactions take place between to different GAAP funds. IntraFund These transactions take place within the same GAAP fund.

Financials Upgrade Newsletter

Page 9

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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