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Business Procedures Manual

13.4 Description of GeorgiaFIRST PeopleSoft Financial Software Modules

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The GeorgiaFIRST PeopleSoft Financials application model is a fully integrated, Oracle-based technology suite of software applications managing the financial data that meet BOR and USG institutional needs for information used in decision-making. A brief overview of the modules in this model is presented in the following sections.

13.4.1 Accounts Payable

Functions of the Accounts Payable module include processing and managing vouchers, and processing payments, including express checks, which are checks that are not initiated through the Purchasing module. This module interfaces with the Asset Management and General Ledger modules.

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13.4.2 Accounts Receivable

The Accounts Receivable module is used to enter and maintain customer information, process invoices and receivables, create dunning letters, and register payments and cash receipts*. Information related to COBRA and retiree receivables is loaded from the PeopleSoft HRMS system.

* Note: The GeorgiaFIRST project is using the Accounts Receivable module only in a limited fashion, since most institutions utilize the Banner Student Information system to process most of their receivables and payments.

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13.4.3 Asset Management

The Asset Management module maintains capitalized assets as well as non-capitalized inventory items. Assets may be added manually or can be fed through an interface with the Accounts Payable module. This module is used to add, adjust, transfer, and retire capitalized assets and non-capitalized inventory items.

The module uses different books to track various types of items. Capitalized assets, which are assets with a cost over $5,000, are maintained in the Enterprise book and are depreciated over the useful life of the asset.

Note: Refer to Section 7.0, Capitalization, for more information.

Items costing between $3,000 and $4,999.99 are maintained in the Small Value Property asset book and are not capitalized or depreciated. Additionally, certain items valued at less than $3,000, such as firearms, can be tracked through the Asset Management module.

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13.4.4 Budget Prep

The Budget Prep module is a custom-designed component of the PeopleSoft Financial system and is used to prepare initial budgets each fiscal year. The module allows for users to import data from the HRMS/Payroll and Financials systems to create a draft budget. Tools are available to modify the draft using mass updates, ad-hoc updates, and individual budget updates before the final budget is exported. Users may also save multiple budget versions for analysis and comparison during the budget preparation process.

Note: The Budget Prep module is not utilized for budget amendments during the fiscal year.

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13.4.5 General Ledger (including Budgets)

The General Ledger module is the control center of the PeopleSoft Financials system as it integrates and reports on information from all modules. The General Ledger is used to create and maintain specific fields such as departments, accounts, classes, programs, and projects. Other functions include creating and processing journals including external journals from Microsoft Excel, processing allocations such as plant suspense and grants, and depreciating assets, as well as budgetary and general financial reporting.

Budgeting functions of this module include creating and maintaining appropriation (high level) and organization budgets, budget inquiry, and budget status reporting.

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13.4.6 Purchasing

The Purchasing module is used to create, approve, edit, budget check, dispatch, modify, delete, post, and reconcile requisitions (where applicable) and purchase orders for goods and services. This module is also used to maintain and update vendor information.

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13.4.7 Query

The Query module is a powerful tool used to retrieve specific ad-hoc information in any PeopleSoft module by specifying the fields and criteria to be applied to the search. The Query module does not execute any processes other than retrieving information. Query results can be displayed on the user’s computer screen, or exported to an Excel spreadsheet for further data manipulation, sorting, and printing. The module allows quick ad-hoc information without creating a formal report. Queries can be saved as public (all users see) or private (only the creator sees).

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