Transaction Details

 

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.

 

 

Transaction Details Screen Shot

Transaction Details Search Screen Elements

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)

 

 

Transaction Details Main Screen Elements

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.

Transaction Details Export Options

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

 

Transaction Details 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.

 

Agreement Summary >> Transaction Details

 

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

 

 

From Transaction Details, the user can navigate to the following pages.

 

 

 

Note:  When the user selects the “Line View”, the screen drill downs to Transaction Details –Line Item View