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.
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) |
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. |
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. Example:
Agreement Summary >> Transactions Overview
Financial Summary >> Transactions Overview
The Transactions Overview page can be accessed from the following pages:
Sub-modules
By clicking the Transactions Overview tab from the following pages:
Financial Summary
Agreement Summary
Budget Overview
Expense Overview
Salary Overview
From Transactions Overview users can navigate to the following:
Links
PO Details by clicking on any of the amount links under columns ‘Amount’, ‘Expensed to Date’, or ‘Invoice Amount’