The Transaction Details screen provides a listing of all purchase orders, invoices and journal entries that are encumbered or have been paid against the selected grant or fund. The screen displays a unique listing of transactions by purchase order or accounts payable transaction listing the order data, type, vendor, requestor, fund number, order amount, expensed to data, encumbrance amount and invoice 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.
Collapsed Search Options
The following fields or criteria can be searched by default on the Transactions Details page:
Caption |
Type |
Description |
PO Number |
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 category (Equipment, Travel etc.), 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 to the right. Users 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 |
Lists different expense categories such as Salaries & Wages, Travel, Equipment, 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 and those that have been unpaid. |
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) |
Project Header
Caption |
Type |
Description |
Fund # |
Text |
Displays the PeopleSoft fund number. |
Status |
Text |
Displays the fund status – Active, Inactive, etc. |
PI Name |
Text |
The name of Principal Investigator of the Agreement |
Project Title |
Text |
The name of the Agreement (Project) |
Sponsor Name |
Text |
The name of the sponsor |
Sponsor # |
Text |
The Sponsor number for the project |
Budget Start/End |
Text |
The Budget start and end dates |
Project Start/End |
Text |
The Project start and end dates |
Main Page Elements
Caption |
Type |
Description |
Date |
Text |
Displays the Purchase Order date. |
Type |
Text |
Type of Transaction, either Purchase Order (PO) or Accounts Payable (AP) 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 vendor name. |
Requestor |
Text |
Displays the requestor 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 Original PO Details i.e. without any vouchers when it’s a PO entry and to Journal Entry page when it’s a journal entry. |
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 PO entry and to Journal Entry page when it’s a journal entry. |
Encumbrance Amount |
Text |
Encumbrance Amount is the difference between the Original Amount and the Expensed Amount. |
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. |
Reports can be downloaded by clicking on the available download links.
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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.
Agreement Summary >> Transaction Details
The Transactions Details page can be accessed from the following pages:
Sub-Modules
Project Details
Contract Details
Salary Details
Budget Details
Expense Details
Projections
Links
Financial Summary by clicking on the ‘Open PO/AP Orders’ link
Budget Details by clicking on the ‘Expense’ and ‘Encumbrance’ links for categories other than Salaries and Fringe Benefits
From Transaction Details, the user can navigate to the following pages.
Sub-Modules
Project Details
Contract Details
Budget Details
Expense Details
Salary Details
Projections
Agreement Summary
Financial Summary
Links
PO Details Page, by clicking on the ‘Order Amount’, ‘Expensed To Date’ or ‘Invoice Amount’ for types PO, TV, or CR
Journal Entry Page, by clicking on the ‘Order Amount’, ‘Expensed To Date’ or ‘Invoice Amount’ for types JE or PC
Note: When the user selects the “Line View”, the screen drill downs to Transaction Details –Line Item View