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Online Requisition training will be held monthly on the first Thursday from 8:30am-11:30am in the CMS Lab. Please call Deborah Baskette at extension 3303 or Sharon Seward at extension 3305 to sign up. Drop-in sessions will be held the second Thursday from 9:30am-11:30am. For more information go to our website @ http://www.humboldt.edu/~procure/peoplesoft_purchasing.htm.

We have a new “Quick Reference Guide” for processing and printing online requisitions, reviewing requisition and PO information, and printing POs. See our webpage @ http://www.humboldt.edu/~procure/training_guides.htm.

Please remember, we are here to help.

Thank you.

Joyce Baltierra, Office Manager
Contracts and Procurement

A Query version of the HUMGL015 Transaction Detail report is now available in PS Finance production, under Reporting Tools-Query-Query Viewer. The query name is HUM_AAA_GL_DEPT_HUMGL015. This allows you to obtain results in a tabular data format, and download them to your desktop as Excel or CSV to manipulate for your own purposes.

The query requires you to specify a fiscal year, accounting period, and department. Thus, the query can only be run on a single department (not all, like the report). And, you cannot specify a particular fund or program or class or project within your department; you must run on all. The account range is the same as the default for the report, namely, all revenue (5xxxxx) and expenditure (6xxxxx) accounts.

The query results should be identical to the corresponding report results, except that items may appear in a slightly different order. This may occur when there are multiple items for a given chartfield string, date, and journal id/line#, as neither the report nor the query currently specify the sort order beyond that.

A new query, HUM_AAA_GL_DEPT_BUDGET, is now available in Finance production. It is year-to-date and departmental in scope: it provides all currently valid budget journal lines/amounts for a specified department and fiscal year. This query is being provided as a stand-in for Ledger Inquiry on the STANBUD ledger, which isn’t working right now due to an unsolved bug. The lines are sorted on the chartfields first, then on scenario, date, and journal ID/line#. If you want to do any totaling or reordering, of course, you can export your result to Excel to manipulate.

Just a few comments about content and scope of this query:

The query provides the same level of detail that the HUMGL015 provides, but it is both less — it includes only budget ledger items, not actuals and encumbrances — and more — it includes all activity to date in the fiscal year, not just a selected period. Just like the HUMGL015, it selects not only journals that have been posted to the ledger and would appear in a ledger drilldown (status of “Posted”), but also journals that have been budget-checked but not yet posted (status of “Valid”).

Please let us know if you have any problems with the query.

Denise Isaac has announced that the November & December 2004 accounting months are now officially closed in Finance. This means there will be no further updates in these periods; you can now run reports on any period July-December 2004 and be confident that your results are fixed and final. Any corrections to activity occurring within these periods will not be posted to these periods, but to a later open period.

Denise Isaac has announced that the October 2004 accounting month is now officially closed in Finance (as of last Tuesday, Feb 15th).

Additionally, payroll has been posted in Finance for the months of November and December.

I will be away from the office all of next week, Mon Feb 14-Fri Feb 18 (attending a PeopleSoft training, of course!). In my absence, I suggest emailing Kathleen Forsburg (kmf7001) if you have login problems; she can forward your requests to IT.

Also then as followup to today’s Brown Bag session: there will be no updates to the PS Finance information on the Fiscal Web site until after my return.

And also: we should be able to provide some improvements to the HR payroll detail queries shortly, but I won’t be able to work on this until my return. In the meantime, I have put one additional query trinket out in HHUMRPT: a query called HUM_GL_PAY_DEPTS_AVAIL, which should show you a list of all the departments found in the pay distribution to date to which you have access. This could be a quick way to verify your departmental access.

In order to better serve you, effective immediately and until further notice, we are asking you to discontinue use of the ~cmshelp trouble ticket form. Instead, please use the following channels for support.

For help with PS navigation, reports, and how to obtain and understand data, please attend the weekly drop-in sessions for existing PS Finance inquiry users, Tuesdays 1:30-4:30 in the CMS Lab (beginning Feb 15).

To notify us of accounting corrections needed, please contact the Accounting/Accounts Payables departments, just as you would for corrections in FRS. If you don’t know which staff member to contact, please call Accounting at x4271.

To request changes or additions to chartfield values, please contact Denise Isaac (x5788, dfi7001).

To notify us of payroll corrections needed, please email the Payroll department (Patty Ambrosini, paa7001).

For help with access to HR payroll detail, including logins and accessible departments, please email the Payroll department (Sue Peck, sep7001).

For help with requisition entry, please email the Purchasing department (Joyce Baltierra, jlb7002).

For help with budget data, please contact the Budget Office (David Rowe, x5725, dr40).

For help with existing Finance logins and passwords, please contact Katherine Granfield (x5745, kpg7001).

Although we are suspending use of the campus PS Help Center Website, we will honor all trouble tickets submitted through that site between 1/26/2005 and 2/10/2005, in keeping with our earlier memo.

Thank you for your patience and compliance as the Finance application evolves.

If you are planning to attend next Tuesday’s drop-in session in the CMS Lab (1:30-4:30), we’d like to know what kinds of questions you are planning to bring. Please help us prepare better for this event by emailing Kathleen Forsburg (kmf7001) with your topics ahead of time. Thanks for your assistance in this.

Effective Immediately: All online Requisitions must have a Header Comment identifying a department contact (first and last name) and their extension, i.e. Contact Person: Joyce Baltierra x3612.

Please check the boxes “Shown at Receipt” and “Shown at Voucher” on the Header Comments Page. Requisitions that do not have this Header Comment will not be processed into a Purchase Order.