Transactions Overview

 

The Transactions Overview page provides a listing of all purchase orders, invoices and journal entries that are encumbered or have been paid against the selected grants.  The screen displays a unique listing of transactions by purchase order or accounts payable transaction listing the order date, type, vendor, requestor, fund number, order amount, expensed to date, encumbrance amount and to be invoiced amount.

 

The user can filter the results to those orders that have been paid as well as those that are still unpaid as of the last month end close.  In addition, the user can filter to view the summary of the purchase order or the details (what was actually purchased on the order) of each.

 

Purchase Orders and Accounts Payable transactions that have between $0.01 and $0.49 left unpaid will appear in the Unpaid search with $0 in every column.

Transactions Overview Screen Shot

Transactions Overview Search Screen Elements

Collapsed Search Options

The following fields or criteria can be searched by default on the Transactions Overview page:

Caption

Type

Description

PO #

Text

Entry of purchase order number of an existing order within the selected records.

Vendor

Text

Vendor Name on an existing order within the selected records.

 

 

 

Advanced Search Options

By clicking on the arrow icon below sponsor number (‘Advanced Search Options’), the following expanded search criteria are available:

Caption

Type

Description

Account #

Text

Account Number associated with a category (i.e.: equipment, travel) on an existing order within the selected records.

Invoice #

Text

Invoice number on an existing order within the selected records

Requestor

Text

Requestor name on an existing order within the selected records

Transaction Type

Drop Down List

Drop Down List box that works with the transaction date search boxes.  Can search on PO Order Date, Invoice Date or Accounting Date (date paid by Partners)

Order View

Drop Down List

Order Summary or Order Details.  Summary will display a unique listing by purchase order while details display the inventory of items put onto the purchase orders.

Category

Drop Down List

Drop Down List of budget categories – equipments, travel, supplies, etc.

Voucher #

Text

The number assigned to a transaction through PeopleSoft.  Check requests and travel reimbursements are some transaction that can be searched using this option to return transactions on orders within the selected records.

Requisition #

Text

The number assigned to a transaction through PeopleSoft during the initial procurement process (before it gets a PO number).  Special requests are some transaction that can be searched using this option to return transactions on orders within the selected records.

Transaction Date From/To

Text or Calendar Control

Used in conjunction with the transaction type Drop Down List, the user can select transaction types within a certain date range.

Expense Status

Drop Down List

Orders can be filtered to those orders that have been paid, unpaid or all.

Journal #

Text

Entry of the journal cost transfer number

Order Type

Drop Down List

Review of transactions based on type – Purchase Order (PO), Accounts Payable (AP), Journal Entry (JE) and PO/AP (both)

 

Transactions Overview Main Screen Elements

All the information on this page is specific to the project(s) that were selected in the Financial Summary or Agreement Summary pages.

 

Caption

Type

Description

Date

Text

Displays the Purchase Order date.

Type

Text

Type of transaction, Purchase Order (PO), Accounts Payable (AP) or Journal Entry (JE)

 

Note: PO originated transactions are identified as PO type, and AP transactions – online purchase and check requests are highlighted with AP type.

Transaction Id#

Text

Displays the PO/AP ID number.

Vendor

Text

Displays the Vendors Name.

Requestor

Text

Displays the Requestor’s name. Requestor name is identified where populated by Purchasing.

Fund #

Text

Displays the PeopleSoft fund number                                                      

 

Amount

 

Link

 

Displays the Original PO amounts. Links to the PO Details without any vouchers when it’s a Purchase Order (PO) and to the Journal Entry page when it’s a Journal Entry (JE).

Expensed To Date

Link

Reflects the amount of the Purchase Order that has already hit the General Ledger (GL).  Links to PO/AP Details page to Extended Voucher view when it’s a Purchase Order (PO) and to Journal Entry page when it’s a Journal Entry (JE).

Encumb. Amount

Text

Encumbrance Amount is the difference between the Original Amount and the Amount Expensed to Date.

Invoice Amount

Link

Reflects the received total amount from the invoice.  For all AP originating transactions, ‘Order Amount’ and ‘Invoice Amount’ amounts will be equal.

 

Links to PO Details page (this amount will be same as to current Invoice column).  This amount will be $0 for a Journal Entry.

Ship To

Text

Displays the name entered in the “ship to” line for electronic billing vendors.

Totals

Text

The total line sums the Amount column.

 

Transactions Overview Export Options

Reports can be downloaded by clicking on the available download links.

There are no formulas in this download to excel.

 

Transactions Overview Navigation

The navigation trail keeps track of the path that the user came in from to allow for easy ‘back’ access to where they came from.  Example:

 

Agreement Summary >> Transactions Overview

Financial Summary >> Transactions Overview

 

The Transactions Overview page can be accessed from the following pages:

 

By clicking the Transactions Overview tab from the following pages:

 

From Transactions Overview users can navigate to the following: