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PeopleSoft Financials User Guide:Basic Financial Reportsthe range. If the last accounting period selected is open, this number will tie to thebudget amount shown on the Budget Overview page. YTD REVENUE: YTD revenue summed from journals posted to the Actuals Ledger. PERIOD(S) REVENUE: Period revenue summed from journals posted to the Actuals Ledger. YTD EXPENSE: YTD expenses summed from journals posted to the Actuals Ledger. PERIOD(S) EXPENSE: Period expenses summed from journals posted to the Actuals Ledger. PRE-ENCUMBRANCE: Pre-encumbrances as of the last accounting period selected in therange. ENCUMBRANCE: Encumbrances as of the last accounting period selected in the range. REMAINING BALANCE: A calculated value, equal to REVISED BUDGET minusPREENCUMBRANCE, minus ENCUMBRANCE, minus YTD EXPENSES for expenseaccounts. NET ASSET: Balance for accounting period zero (dollar figure in account 30000). NET ACTIVITY: NET ASSET plus YTD Revenue, minus YTD Expense. (Encumbrances areNOT included in this calculation.)Additional Notes Data are sorted in this order: OU, Dept., Fund, Source, Program, Purpose, Property,Function, Budgetary Account, and Detail Account. The Base Budget and Revised Budget amounts will print on the same line as the E-Levelaccount. Underneath this, the detail accounts for revenue and expense will print with theactual revenue and expense amounts, encumbrances, and pre-encumbrances. There will be subtotals for each E-Level budgetary account. There will be subtotals for each chartstring. When there is a change in chartstring other than for account or function, before movingon, the report will show the subtotals for the chartstring less account and function. This iswhere the Chartstring’s Net Activity Total will print.Transaction Detail DataOnly data that have posted prior to the current day are available. Data are included for the rangeof periods selected. In the Projects Monthly Budget Report, only transaction detail for more thanone period at a time for one project or award at a time can be retrieved. In the Operating BudgetReport, only relatively narrow parameters can be used in order to retrieve transaction detail formore than one period at a time. That is, the system does not allow for retrieval of transactiondetail for the entire fiscal year for a specific fund without entering any other criteria, because theoutput would be too large. When a report is run for period range (e.g., 1-3 vs. 1-1), summarizedUpdated 11/2020Ctrl Home to Table of ContentsPage 10 of 44

PeopleSoft Financials User Guide:Basic Financial Reportsinformation will be returned.The PDF file contains the following: Chartstring Account Description Journal Source The document ID, document date, document Line, and document distribution line ofthe original transaction Transaction Description AmountThe Transaction Detail data found in this report are the same as that found in the MonthlyBudget Report for Projects. Complete details can be found here.Open Purchase Order SummaryThis section lists open purchase orders (POs). For periods prior to FY2018, the report will list the POs open as of the date the report is run.For closed periods in FY2018 and beyond, the report will list the POs that were open at thetime of period-close.For open periods, the report will list the POs open as of the date the report is run.An open purchase order is one that has not been closed by Purchasing Services. ContactPurchasing Services to fully liquidate POs with zero dollars remaining. This does not happenautomatically.Open purchase order summary information in this report is the same as that found in theMonthly Budget Report for Projects. See the Transaction Detail Data section.Monthly Budget Report - ProjectsOverview of the Report The Projects Monthly Budget Report is the recommended means for business managers andothers to monitor the financial status of their projects. The report shows the budget, encumbrances, pre-encumbrances, and actual revenue andexpenses for the selected accounting periods and fiscal year. The report has many options to provide the flexibility to retrieve customized data fromPeopleSoft. For example, users can choose to include the following:o A summary of open purchase orders with the PO Amount, the amount liquidated, theUpdated 11/2020Ctrl Home to Table of ContentsPage 11 of 44

PeopleSoft Financials User Guide:Basic Financial Reportsamount vouchered, and the remaining (encumbered) amount in PDF.o A detailed listing of revenue and expense transactions that have posted up to theprevious night, in both PDF and Excel format.o A summary of payroll expenses and encumbrances by person, by chartstring for thefiscal year, and for the accounting period range selected. This will produce both an Exceland PDF output file. There are multiple ways to run the report so that users can choose which works best. Forexample, it can be run by project, award, awarded department, Principal Investigator or Co-PI, orproject owning organization.Report Data Sources Budgets, encumbrances, and pre- encumbrances come from Commitment Control. Expenses and revenue come from the Actuals Ledger.Running the Monthly Budget Report for Projects1. Log in to PeopleSoft Financials.2. On the UVM Employee Homepage click on the UVM Business Mgr WorkCenter tile.3. Click the Arrowicon to expand the Reports/Processes and Reports to expand the menu,showing a list of frequently used reports. Select Monthly Budget Rpt - Projects.Note: If this link does not appear, and is needed to run this report, ask a business manager orsupervisor to submit a PeopleSoft Help Desk Footprint requesting that the user be grantedaccess.4. A run control ID is needed to run this report. Click the Search button on the Find an Existing Value taband choose a Run Control ID, or create a Run Control ID by selecting the Add a New Value tab. Type aname for the Run Control ID (spaces are not accepted), then click Add.Note: A Run Control ID is a set of parameters or criteria saved under a particular name. Reopen the ID and choose new criteria as often as needed.Updated 11/2020Ctrl Home to Table of ContentsPage 12 of 44

PeopleSoft Financials User Guide:Basic Financial Reports5. A selection criteria page will open. Enter the appropriate criteria:Required Parameters:The report’s Period(s) Revenue and Period(s) Expense columns will contain the totals for theselected range of periods. The Year-To-Date Revenue and Expense columns in the finalreport will contain the totals for the selected fiscal year, up to the Period To selected.Output Options: Transaction Detail in XLS/PDF: Check this box to show details behind all of the postedactuals transactions. The XLS (Excel) option includes more detail than the PDF versionbecause the PDF has limited space. See Transaction Detail Data for more informationabout the output in this section. Financial Data in XLS: Check this box to create a spreadsheet report that containsfinancial information (budget, encumbrance, pre-encumbrance, revenue, expense, netUpdated 11/2020Ctrl Home to Table of ContentsPage 13 of 44

PeopleSoft Financials User Guide:Basic Financial Reportsasset and remaining balance data). Data can be manipulated as desired for furtheranalysis or alternative formatting. Include Payroll Detail: Check this box to include a summary of payroll expenses,including fringe and encumbrances, by person, for the selected fiscal year andaccounting periods. See Payroll Summary By Person for more information about theoutput in this section. Non-Sponsored at Detail Level?: Check this box to display non-sponsored project dataat the detail account level. Otherwise, data will be summarized at the E-Budgetaryaccount level. Include PO Summary: Check this box to include a summary of open purchase orders.Any purchase order that has a distribution line that meets the project criteria will belisted. See Open Purchase Order Summary for more information about the output inthis section.Note: When a purchase order listed has a 0 remaining balance, contact PurchasingServices to have the purchase order closed; it does not close automatically when theremaining amount reaches zero. Include Closed Projects: Check this box if the report should include projects that areclosed, based on the project end date(s) specified. If the box is checked and the daterange is left blank, the report will retrieve all closed projects, regardless of their enddate.Projects:Enter as many Project IDs under the Projects heading as needed. Click on the ( ) signat the end of the line in order to add more lines. (Conversely, click on the (–) sign todelete lines that are not needed.)Check Include Net Assets to include the net asset balance for accounting period zero(dollar figure in account 30000) after each change in chartstring less function andaccount. Whenever there is a change in chartstring other than on function or account,the net asset balance for that chartstring will print. The total net asset balance will alsoprint for the project in total. This net asset balance is the amount of revenue, expenses,and any existing net asset balance from the beginning of the fiscal year that are summedtogether. This is only relevant for non-sponsored projects. If this box is selected for asponsored project, an error will appear and the box will be unchecked.Note: When running this report at year-end, check with University Financial ServicesUpdated 11/2020Ctrl Home to Table of ContentsPage 14 of 44

PeopleSoft Financials User Guide:Basic Financial Reports(UFS) to make sure that the fiscal year has been closed if the net asset balance for thatfiscal year is needed. UFS needs to run the year-end closing process in order for the netasset amount to be updated.Awards:Select one or more awards for sponsored projects. This is useful when working withan award that had multiple projects. Users can enter the award ID and not have tolist all projects that are associated with the award.Principal Investigator (PI):Select one or more PIs. This will retrieve all projects for this PI. Check Include Co-PIAwards to include all projects for which the selected person is a Co-PI.Awarded Department:For sponsored projects, select one or more department IDs to report on all sponsoredprojects associated with the selected departments.Note: An award is associated with only one department. If there is a cross-departmentaward, check with SPA to find out which department the award is associated with if itdoes not appear as expected in the output file(s).Project Owning Organization:Non-sponsored projects are associated with a department known as the “project owningorganization.” Use this section to select departments and retrieve data on all projectsassociated with the selected departments. (Use the Awarded Department parameterUpdated 11/2020Ctrl Home to Table of ContentsPage 15 of 44

PeopleSoft Financials User Guide:Basic Financial Reportsfor sponsored projects.)Check Include Net Assets to include the net asset balance for accounting period zero(dollar figure in account 30000) after each change in chartstring less function andaccount. When there is a change in chartstring other than on function or account, thenet asset balance for that chartstring will print. The total net asset balance will also printfor the project in total. This net asset balance is the amount of revenue, expenses, andany existing net asset balance from the beginning of the fiscal year that are summedtogether. This is only relevant for non-sponsored projects. If this box is selected for asponsored project, an error will appear and the box will be unchecked.Note: When running this report at year-end, check with University Financial Services(UFS) to make sure that the fiscal year has been closed if the net asset balance for thatfiscal year is needed. UFS needs to run the year-end closing process in order for the netasset amount to be updated.To search by Award Number, Principal Investigator ID Number, or by Department Number:a) Click on Searchin the appropriate field.b) Click View All in the Search Results table.c) Click a table heading to sort the data in alphabetical order.d) Scroll through the list to choose the appropriate entry. (Repeat as necessary.)Additional Guidance: If user selects parameters in multiple sections, the report will produce data for all projectsthat meet the parameters of any section. If an individual project, an award, an awardeddepartment, and a PI are selected, the report will produce data on all projects that meetany of those criteria. Regardless of the parameters selected, the output for a project willappear only once in the report. If there is an award that has multiple projects and only one of the projects are selected,the run control page will give a warning that the award associated with the project hasmultiple projects. Run the report for the award to get the complete award picture.6. After entering report criteria, click Save.Updated 11/2020Ctrl Home to Table of ContentsPage 16 of 44

PeopleSoft Financials User Guide:Basic Financial Reports7. When ready to run the report, click Run in the upper-right corner of the page.8. The Process Scheduler Request page will open. Click OK.9. Make note of the process instance number and click the Process Monitor link near the top ofthe page.10. The most recent report will be at the top of the Process List. Click Refresh until the RunStatus shows Success, and the Distribution Status shows Posted.11. Click the Details link at the end of the top line.Updated 11/2020Ctrl Home to Table of ContentsPage 17 of 44

PeopleSoft Financials User Guide:Basic Financial Reports12. Click the View Log/Trace link under Actions.13. Choose the appropriate link from the file list.File List Explanations: .log and .out files can be ignored .PDF file: The report file that is always created as long as data is found for the selectedprojects. ACTUALS DTL .*xls will contain the list of Actuals transactions. This is created whenthe Actuals Detail in XLS checkbox is checked. FINANCIALS *.csv is created when the Financial Data in XLS checkbox is checked. Thiswill have the financial information that is in the report. Subtotals will not be included sothat the data is ready for manipulation as desired by the user. SALARY *.csv contains the salary summary in XLS format.Transaction Detail DataOnly data for closed periods are available. Only data for the Period To field are included in theUpdated 11/2020Ctrl Home to Table of ContentsPage 18 of 44

PeopleSoft Financials User Guide:Basic Financial Reportsreport. If the detail is needed for all periods, run the report once for each period to retrieve theappropriate data.Note: There is a subtotal for each chartstring. If there is only one transaction for a chartstring, nosubtotal is printed because the amount is the subtotal.The PDF file contains the following: Chartstring Account Description Journal Source The document Id, document Line, and document distribution line of theoriginal transaction Transaction Description AmountExcel Output File Data DefinitionsThe following table describes the data in the Excel output file.XLS ColumnHeaderInformationFYPerThe fiscal year that the transaction posted to the GLThe accounting per

This checkbox, if checked, will create a spreadsheet output that contains the financial information in the report (i.e., the base budget, revised budget, encumbrance, pre-encumbrance, revenue, expense, and remaining balance data). Data then can be manipulated as desired for further analysis