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Archive for the ‘PeopleSoft’ Category

Optimizing Your PeopleSoft Investment

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Optimizing your PeopleSoft investment just as you do with your car’s maintenance schedule will reap the most rewards. When you buy a new car, you get in, drive, and fill up when needed. You fix things when they go wrong. If you follow that routine, your car will serve its purpose. You’ll have met your transportation needs. However, if you do a little extra (change your oil, follow a preventative maintenance routine, and learn about all the features of your car), you’ll get more enjoyment and a longer life out of your investment.

Oracle has committed to enhancing and supporting PeopleSoft through at least the year 2030, which means there are and will be many new features to help support your business.

Once you’ve successfully implemented PeopleSoft, you can do your general maintenance. You can upgrade when needed, and PeopleSoft will serve your needs. However, Oracle is making significant investments into enhancing and expanding the capability of PeopleSoft on a regular basis by way of PUM updates. Knowing what is included in the PUM’s and understanding how they can benefit your organization can add value to your PeopleSoft software. PUM’s will extend the life by staying current with capabilities and technology.

This sounds like a great idea, but we all know in real life, it’s not always that simple. Everyone is busy, and it’s not always easy to step back and really analyze how you’re using PeopleSoft. Is its current use still aligned to the overall goals of the business? Business needs change over time. Periodically making the time to take a top to bottom view of your PeopleSoft environment can bring significant value to your organization.

When most organizations implement a system as significant as PeopleSoft, they do a thorough self-evaluation to document their business needs or bring in an outside firm to help with that process. They end up with a system that is closely aligned to the business. By optimizing your PeopleSoft investment now, you can reap the continuing value well into the future.

To read more about MIPRO Consulting, click here.

My Favorite PeopleSoft Lease Administration Transactions, Part III

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Hello again everyone! Welcome to Part III in the blog series, “My Favorite PeopleSoft Lease Administration Transactions.” In my previous blog, we took an in-depth look at the straight-line accounting entries on a lease with quarterly payments. In Part III, we will examine straight-line accounting entries with a much less conventional payment stream.

Here are the specifics:

Before entering this lease into PeopleSoft, I thought the biggest challenge would be to have PeopleSoft calculate the straight-line entries. However, that worked out very well. The system calculated the correct amounts (down to the penny) despite the unusual payment stream. That is what makes this lease one of my favorite lease transactions in PeopleSoft Lease Administration so far.

Lease Explanation:

The property lease has been structured with the large deferred payments towards the end of the lease and the smaller payments up front. This lease was not structured with the usual, smooth payment stream over the life of the lease that we normally see. Instead, the payment stream strictly reflects a finance decision to defer the payments toward the end of the lease.

Next, for the purposes of this blog, I will only be discussing the straight-line entries. I will not be discussing other lease calculations such as PVLP or ROU balances.

Moving on let’s look at the average monthly lease amount. This came to $537,202.49 which will be the monthly lease expense over the life of the lease. Remember the lease is 168 months long. We are only making payments during 5 of those months. This leaves us with 163 months that do not have a payment. In those months, the lease expense amount will be completely provided by the straight-line accounting entries as shown below.

I have filtered the results from the PeopleSoft straight-line table to display only the 5 months with payments. The straight-line adjustment in column 3 is the difference between column 1 (the payment amount) and column 2 (the straight-line amount).

From the table above and per the process with PeopleSoft, each of these payments will be expensed in the month of payment. Then in order to hit the monthly straight-line amount, PeopleSoft will create an adjusting journal entry as well. For example, here are the journal entries for January 2019. Take special note that the two entries to Lease Expense net to the straight-line amount from the above table: $537,202.49.

Likewise, these would be the journal entries for the first balloon payment in May 2021. The same rule applies here as well. The net amount booked to the Lease Expense account will also be the same straight-line amount: $537,202.49.

Lastly, the table below is a larger extract from the PeopleSoft straight-line table for the first 18 months of the lease. This should provide a better picture of the straight-line journal entries that will be created each month and provide the required data for expense forecasting as well.

In closing, almost every lease that I have encountered so far has a relatively smooth recurring payment schedule.  Although this lease was different, it was very good to see PeopleSoft sort out the straight-line entries correctly. If you have any questions at all or would like to have more information on the straight-line process, please let me know.

This now concludes part III of the blog series, “My Favorite PeopleSoft Lease Administration Transactions.” As always, thank you for reading and be sure to read my final installment in this series & our other Lease Administration Blogs.

Steven Brenner, CPA
Senior Principal Consultant
MIPRO Consulting

The PeopleSoft Partner Summit at COLLABORATE 19

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New this year, Oracle held their annual PeopleSoft Partner Summit at the end of COLLABORATE 19. The PeopleSoft Partner Summit is an opportunity for Oracle and the PeopleSoft Partner community to exchange ideas and information. Both at COLLABORATE 19 and at the Partner Summit, configuration and de-customization were large elements of the messaging. Although a number of tools (i.e. drilling URL’s, fluid pivot grids, fluid navigation collections and simplified analytics) have been around for several years now and have their own influence on reducing customizations, there were four primary tools that were the focus of this year’s messaging.

Page and Field Configurator

The Page and Field Configurator allows users to change the look of the fields and page content.  Users can change field labels, hide fields and even make fields required or display only. All of this is now a part of configuration and no longer needs to be customized using the application designer. Click here to watch a MIPRO Video Blog on the Page and Field Configurator.

Event Mapping

Event Mapping is a PeopleSoft delivered framework which helps applications and customers adapt PeopleSoft to business needs with minimum upgrade impact. Benefits include extension and modification of PeopleSoft for specific business needs, the introduction of Business Logic as configuration instead of customization, the developing of a re-usable code and artifacts, and customer code not being overwritten by PS delivered code during an upgrade.  Click here to watch a Quest webinar on Event Mapping.

Drop Zones

The ability to add new fields to pages for future processing without customization.  Click here to watch an Oracle video on PeopleSoft Drop Zones.

Forms and Approval Builder

For processes outside of PeopleSoft, users can configure a data entry form, capture the data, and leverage approvals.

There are many capabilities which offer organizations both the ability to avoid customizations and de-customize what currently is in place.  Organizations are starting to put de-customization on their list of priorities, and it should become an activity made part of the PUM update process.

If you would like more information on any of the above topics, please email me at Larry.zagata@miproconsulting.com.

My Favorite PeopleSoft Lease Administration Transactions, Part II

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Hello again everyone! Welcome to Part II in the blog series, “My Favorite PeopleSoft Lease Administration Transactions.” In Part I, we looked at amending a multi-asset lease to remove an asset. In this installment, we will look at a lease with quarterly payments. We will also review how Lease Administration creates straight-line accounting entries. Additionally, my analysis will cover all the journal entries for this lease over its entire life span. This is essentially an end-to-end look at this lease. Without any further introductions, let’s jump right in!

For this example, the lease data included:

  • Lease Term – 01/01/2019 – 12/31/2019
  • Payments – $12,000 per quarter on Jan 1st, Apr 1st, Jul 1st and Oct 1st
  • No escalations
  • Borrowing rate – 3%
  • PVLP and ROU Capitalized Cost $47,113.32

In order to best illustrate the accounting entries for this lease, I set up the lease length for just one year. We will look at the accounting for the entire year. Though this lease is only for one year, the straight-line principles for this lease will apply to any lease with a similar payment stream regardless of length. Since the lease payments are quarterly, the timing for the straight-line accounting entries will repeat every quarter.

Here are screen shots from the General Information and Financial Terms:

The Payment Schedule page including each of the four quarterly payments and the obligation reduction for each payment are shown below:

Next, we have the straight-line amounts which automatically adjust the straight-line expense across all 12 months of the lease. With 4 payments of $12,000, the total is $48,000 over the life of the lease. Then divide $48,000 by the length of the lease (12 months), and we have a straight-line expense of $4,000 per month. So for every quarter, we have 1 month with a $12,000 expense payment and 2 months without any payment. To average out our expenses over each quarter, the adjustments would be (8,000), 4,000 and 4,000 for each month respectively in that quarter (as shown below by PeopleSoft on the straight-line adjustment page). Remember, all the straight-line amounts were calculated automatically. I am just using the manual straight-line page below since it details the adjustments for each month.

Looking at the months of January, April, July & October, we have the $12,000 payment which will be expensed. For those months, we have a deferred amount of ($8,000) which will give us a net expense of $4,000. For all the other months that do not have a payment, we have an accrued amount of 4,000 (giving those months $4,000 of expense as well).

As I said, this page gives a very good snapshot of the straight-line amounts, and it is downloadable to Excel.

Now, let’s move on to the journal entries which can be viewed directly from the lease or from Asset Management via the Asset ID. For the purpose of this blog, I have consolidated the all journal entries from the entire life of the lease onto a spreadsheet. I have also grouped them by purpose. Again, remember all these journal entries are automatically created by PeopleSoft. No manual intervention is required.

For reference, here are the accounts that we will use for this lease:

First, we have the add journal entries from Asset Management that were created when the lease was activated.  The amounts here tie to the ROU/PVLP amounts.

Second, we have obligation & ROU reduction journal entries from Asset Management for each quarter. These amounts tie to the obligation reduction column from the payment schedule

Here are the journal entries to record the lease payments and lease expense:

These are generated by Asset Management. The credit offset is to the Lease Clearing account which in turn is cleared out when the payment vouchers are created in Accounts Payable.

As mentioned above, when the payment vouchers are created in Accounts Payable, account 2010 is cleared out. The payment will be in Accounts Payable until it is paid. Again, all these journal entries are automated.

Next, we have our monthly straight-line journal entries from asset management.

These amounts tie to the straight-line schedule shown above and average the lease expense to $4,000 per month.

Lastly, I have consolidated all the journal entries into T-accounts to get a better visual on how the account balances work over time during the life of the lease. The only journal entries that I did not include were the payments which would have been a debit to Accounts Payable and a credit to Cash.

In closing, I find this lease an excellent example of Lease Administration functionality. The product’s ability to automate all these journal entries is why this is one of my favorite lease transactions. No manual intervention was required at all to create these entries. Also, the automated principles shown here apply equally to leases with built-in escalation clauses also requiring straight-line adjustments. In this blog, I discussed all the journal entries on an end-to-end basis for this lease so that you may verify the results on your own as well.

As always, thank you for reading and be sure to read my next installment in this series & our other Lease Administration Blogs.

Steven Brenner, CPA
Senior Principal Consultant
MIPRO Consulting

Ideas for MOSC – My Oracle Support Community

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I have an idea! But what should I do with it? Ideas. We all have them. Some of them end up as customizations to our software. Others end up as simply dreams. But some lucky thoughts may end up on the MOSC – My Oracle Support Community. Ultimately, they may even end up as part of the delivered functionality. To find the space, to see what ideas are out there, or to add your own, CLICK HERE!

If you haven’t had an opportunity to check out the hundreds of active ideas, you really owe it to yourself to give it some attention. You can vote up or down on a specific idea that someone else has offered. You can even add your own!

Here are a few new ideas (along with their links) for the Maintenance Management module (my favorite). You might find them helpful for your account, or they may get your creative juices flowing so you can add your own.

Click on any of the links to find out more about these and other great ideas.

PM Schedule Mass Update – Add the new Employee ID and Crew fields

Allow Mobile Tech’s Quick Work Order to be configured to flow directly to Schedules, rather than Requirements

Allow users to enter Procurement / Inventory using the My Tasks tile within Mobile Tech

Limit the # of search results on Mobile Tech. System prone to freezing

Valid Dispensing UOM on Inventory on WO

Rolling date setup for Open By task Date tile

ANSI standard acknowledgement codes are missing in PeopleSoft for 855s

“View Only” Maintenance Security Role

Service Request Notes to be transferred to Work Order

Add “Unassigned” check box option on other Workbench views

On Hand Parts & Costing for Work Orders

PM Schedule – Auto Update Last Reviewed Activity

Resource Lines on Time Entry

Include Description on Parent WO Lookup

If you have questions, or would like information about the PeopleSoft Maintenance Management module, or any other PeopleSoft product, please contact Robin Cole at robin.cole@miproconsulting.com or Larry Zagata at larry.zagata@miproconsulting.com. To read more about MIPRO Consulting, click here.

Increase Your Daily Productivity with MS Excel ‘Insert Data from Picture’

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Looking to increase your productivity? If you have an Android phone, you can now test out Microsoft’s new feature titled, ‘Insert Data from Picture’ in their Excel app for Android.

The new feature was first announced back in September 2018 at the Microsoft Ignite annual conference. The ‘Insert Data from Picture’ lets you take a photo in the Excel app of table data with your phone. The information is automatically turned into an editable Excel spreadsheet. The ‘Insert Data from Picture’ utilizes image recognition to eliminate the daunting task of manually entering the data. It has started to show up this weekend on some Android Excel apps. Last week on its website, Microsoft said support for the Excel iOS app is coming soon.

In the Excel for Android app, simply tap the insert data from picture button (lower right). The camera app will open and highlight what it considers to be table data in a live red border. Click the shutter button when you’ve got it steady and filling most of the frame. Next you crop out the irrelevant data using the resize handles before Excel processes and inserts the data into a ready-made table. At this stage you can tap Edit to correct any data OCR errors you have spotted. Finally, press insert and you can format and use the table and its data. Microsoft highlights that this mobile app feature output can be saved to OneDrive for access from all your devices.

Do you have a favorite app to help you increase your productivity? If so, share it with us. We would love to hear from you!

Customizations May Not Be Taboo Anymore

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Recently, I met with a customer who was considering implementing a new PeopleSoft module. The attendees included a functional executive, several of her managers, and two IT managers. At the beginning of the meeting, the executive announced that no matter what was decided, she did not want any customizations to the software.

Generally, history and experience have taught us that avoiding customizations are a good policy. Upgrading or updating customized software can be challenging. However, the new features of PeopleTools 8.56 and 8.57 mean that customizations aren’t always an automatic NO. Two new features that give you the flexibility to change the appearance and function of a page are Page and Field Configurator and Drop Zones. They allow you to create custom fields within a page and still easily move to future PUM updates. Below is a brief description of each in layman’s terms.

Page and Field Configurator

The Page and Field Configurator allows you to change the look and function of a page without the need for customizations. It gives you the ability to hide fields or even an entire page that are not necessary to your specific needs. It also allows you to change the look and behavior of any field by changing the field label, making it required, or adding a default value in the field. These changes happen through configuration settings. Therefore, they stay configured during PUM updates making the update process easier.

Drop Zones

Drop Zones give you the ability to add your own fields to delivered Fluid pages without having to customize the component. In simplified terms, a placeholder is inserted into the Fluid page at the time of design. The placeholder is a protected area which allows you to create your own fields which are not impacted with PUM updates. PeopleSoft has already created Drop Zones on many Fluid pages to help with the initial design and implementation.

In conclusion, these are empowering tools which can expand the capabilities of your existing software. Some customers have used these features to reduce the amount of customized software. Additionally, some have used it to add needed functions without customization. This is a very high-level overview of these capabilities. Good, new options now exist for organizations that want to try to eliminate customized software or for those that were opposed to customizations. I encourage you to look at the details of these features.

Please follow this link for an instructional blog on how to use Page and Field Configurator:  https://blog.miproconsulting.com/2018/10/page-and-field-configurator/

Please follow this link for an instructional video on how to use page and field configurator:  https://blog.miproconsulting.com/2018/10/configurator-instructional-video/

To read more about MIPRO Consulting, click here.

My Favorite PeopleSoft Lease Administration Transactions, Part I

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Welcome! I would like to introduce my next blog series, “My Favorite PeopleSoft Lease Administration Transactions.” With the new accounting rules taking effect this year, I’ve had plenty of opportunity to work with PeopleSoft Lease Administration using PUM 27 to 30 (especially PUM’s 28 to 30 over the past six months). As a consultant and an accountant, I’ve been very impressed with the ability of PeopleSoft’s Lease Administration to effectively handle both complex and routine lease transactions.

Each installment in this blog series will feature a different one of my favorite transactions. My results will be verified through an example transaction accompanied by a detailed accounting walk-though.

Without any further introductions, let’s jump right in!

My first favorite transaction is amending a multi-asset lease to remove an asset. In this example, the number of leased assets is reduced from three assets to two assets. I performed this amendment in two different ways. In scenario #1, I removed the asset as of the current date. In scenario #2, I back-dated the amendment by one month to the prior month. Often in the real world, lease amendments do not get recorded in the system until after the fact. Scenario #2 was designed to simulate this real-world circumstance.

As expected, both scenarios of the amendment produced verifiable results.

For this example, the lease data included:

  • Lease Term – 07/01/2018 – 06/30/2021
  • Payment – $2,800.00 per month before the amendment
    • 3 Assets @933.33per month
    • 100,800 total (36 x 2,800) = 100,800
  • Borrowing rate – 5%
  • ROU Capitalized Cost per asset $31,141.32

As stated earlier, the amendment consists of removing one of the assets from the lease. The amendment(s) were performed on 12/01/2018 in the system using the following two scenarios:

  • Scenario 1 – In December, the lease was amended effective 12/01/2018.
  • Scenario 2 – In December, the lease was amended effective 11/01/2018 (back-dated).

New payment amount after removing an asset $1,866.67 ($2,800 x 2/3).

If we look at the lease when it was created, we can see that the ROU asset balances per asset are $31,141.32.

Below is an image taken directly from PeopleSoft’s Lease Administration. The Lease Administration payment schedule from the base rent page shows the monthly rent and the amortization. Take note that this schedule is for the entire lease and not just for one asset. 

The Excel table I created (shown in the screenshot below) breaks down the amortization by asset in the two right hand columns. I used this offline Excel calculation to verify the results of the lease amendment calculations in both scenarios.

Looking at the Cumulative Obligation reduction column, we see that the balance (as of 11/30/2018) is $4,051.51. This represents the amount of Obligation/ROU reduction on the asset before it would be removed from the lease (using first scenario 12/01/2018 amendment date). We also see a balance of $3,234.45 on 10/31/2018. This corresponds to the amount of Obligation/ROU reduction on the asset (if the amendment was back dated to 11/01/2018 as in scenario #2).

Shown below are screenshots from my PeopleSoft Lease.

  • In scenario #1, using the 12/01/2018 as the effective date, you can see PeopleSoft Lease Administration correctly calculated the amended ROU/Capitalized down to the penny at $4,051.51. This exactly matches the verification amount from my Excel spreadsheet above.
  • Also, in scenario #2, the PeopleSoft amended calculation of $3,234.45 exactly matches my verification amount.

Updated PeopleSoft ROU/Capitalized cost amounts from scenario #1 (12/01/2018):

Updated PeopleSoft ROU/Capitalized cost amounts from scenario #2 (backdated to 11/01/2018):

Seeing how the ROU numbers tied out for both scenarios is why this is one of my favorite transactions in PeopleSoft Lease Administration. Although the transaction was slightly complex, Lease Administration handled it as expected.

Now, let’s look at the payments!

In scenario #1 (with effective date 12/01/2018), you can see the system begins the new lower payment with December.

In scenario #2 (with the back dated amendment of 11/01/2018), the system identifies the November payment was previously made at the higher amount. It corrects November to the lower amount through a credit memo.

In scenario #1 (with 12/01/2018), the new lower payment amount starts with December.

On the other hand, in scenario #2 (with 11/01/2018), the new lower payment amount is back-dated in November with the original higher November payment being reversed out with a credit.

In conclusion, PeopleSoft has done a great job with the details, especially from an end-to-end accounting perspective.  Using my off-line calculations I was able to verify my lease amendment results against the journal entries and the payment information.  It was great to have the audit trail and see all the details!

As always, thank you for reading and be sure to read my next installment in this series & our other Lease Administration Blogs.

Steven Brenner, CPA
Senior Principal Consultant
MIPRO Consulting

Supplier Scorecard

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The enhanced Supplier Scorecard feature was delivered in FSCM PUM Image 29. It is now possible to define and incorporate Key Performance Indicator (KPI) questions and Weighted Scores into templates and evaluations for a supplier. This enhancement allows you to view and analyze objective and subjective questions with a completed Supplier Evaluation Scorecard.

You can get to the Supplier Scorecard from the Procurement Operations Home Page.

Here you can create evaluation templates, questions, and create/manage supplier evaluations.

Now, suppliers can rate on both subjective and objective content. There is a significant amount of information to setup and maintain supplier evaluations; however, a detailed explanation can be found in this link to PeopleBooks.

Additionally, if you would like more information, please contact me at larry.zagata@miproconsulting.com. To read more about MIPRO Consulting, click here.

2019 Sources of PeopleSoft Info and Networking

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It might surprise you that organizations are still selecting PeopleSoft as a brand-new solution for their financials, supply chain, and human resources system. These “net new customers” choose PeopleSoft over other options to replace their current ERP systems. Personally, I am aware of two in the last thirty days.

The PeopleSoft community continues to be vibrant and interactive. While the Quest Oracle Community leads the charge, there are several conferences in 2019 which provide insight, support, networking opportunities, and a view into the future of PeopleSoft.  Below is my personal take on some of the best 2019 conference opportunities (in calendar order).

Alliance: Orlando, FL – March 3-6, 2019

This is the premier user-driven conference for higher education & public sector customers who use Oracle applications. This conference is run by the Higher Education User Group (HEUG) and the Public Sector Users Group (PSUG) and has over 3,500 attendees, 100 vendors, and 350 educational tracks. During this conference, you can hear about PeopleSoft from the higher ed and/or public sector perspective.

COLLABORATE 19: San Antonio, TX – April 7-11, 2019

This is the largest user-led Oracle technology and applications forum boasting over 3,200 attendees and more than 1,000 sessions. In addition to PeopleSoft sessions, you can attend those covering Oracle Cloud, eBusiness, JD Edwards, and Oracle technology. You can think of this as an “Oracle Open World Lite” as it contains a little of everything without highlighting a single technology.

PeopleSoft Executive Forum @ COLLABORATE 19: San Antonio, TX – April 8-9, 2019

During a Monday evening reception, organizational executives (using PeopleSoft) connect with each other and with Oracle PeopleSoft product management team leadership. This is followed the next day with a forum of insightful topics presented by customers and Oracle PeopleSoft leadership. The forum is beneficial for executives attending COLLABORATE. For those who just want a quick PeopleSoft update and view into the future, this conference is also worthwhile.

OHUG 2019 Global Conference: Fort Worth, TX – June 10-12, 2019

The Oracle HCM Users Group (OHUG) is an organization devoted to providing users with HCM-related insights into Oracle E-Business Suite, PeopleSoft, and Oracle HCM Cloud (including Taleo Business, Taleo Enterprise, and Taleo Learn) applications. This conference includes hundreds of attendees and more than 150 HCM-related sessions across Oracle’s suite of HCM solutions. It is more of an HCM than PeopleSoft-centric conference.

Interact 2019 (HIUG): Orlando, FL – June 16-19, 2019

The Healthcare Industry Users Group, with Oracle’s support, hosts a conference with 600+ attendees. It has more than 175 sessions focused on Oracle’s applications, specifically for healthcare organizations. Historically, this has been a PeopleSoft heavy conference with many healthcare customers using PeopleSoft. Recently, however, Oracle’s influence has added significant Oracle Cloud content. The size and healthcare focus make this a great networking opportunity for PeopleSoft healthcare customers.

PeopleSoft Reconnect: Chicago, IL – July 16-18, 2019

Reconnect is a PeopleSoft specific conference with 400+ attendees and more than 200 deep-dive sessions. Quest Oracle Community created this conference as a reincarnation of PeopleSoft’s annual Connect Users Conference. Dedicated to PeopleSoft and providing exceptional opportunities to network, Reconnect has 400 participants versus the thousands that appear at other conferences. This is one of our favorite conferences for PeopleSoft customers.

Oracle OpenWorld*: San Francisco, CA – September 15-19, 2019

*The current 2019 website is not yet available at the time of this blog.

This massive Oracle event occurs in the Fall and highlights all of Oracle’s hundreds of solutions.  During this conference, approximately 60,000 people invade San Francisco for a week. Since Oracle has focused more on highlighting its Cloud solutions, their on-premise solutions like PeopleSoft, JD Edwards, and eBusiness have taken a back seat. This event also includes PeopleSoft sessions, but not as many as in other conferences. However, if you are an Oracle shop with several of their products, this is a good conference. With a bit of effort or some help from us, you can coordinate your schedule to focus on PeopleSoft related content.

In general, our customers say that Collaborate, Reconnect, and either Interact or Alliance (depending on the industry) have provided them the most benefit and value for their time and dollars spent on attending conferences.

We are looking forward to another great year for the PeopleSoft user community!