MTABSCDMPRD000286
Descripción
Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Using PeopleSoft 9.0 Cash Management
Participant Guide
Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Table of Contents COURSE OVERVIEW
1
Audience
1
Prerequisites
1
Course Objectives
1
Course Lessons
1
Current Process Description
2
What’ s Changing?
2
Benefits
2
LESSON 1: TREASURY PROCESS
3
Lesson Objectives
3
Treasury Process
3
Walk Thru & Scenario 1: Transfer Funds between an MTA Bank Account and External Bank Account 7 Lesson Checkpoint Questions
10
Lesson Summary
11
LESSON 2: REQUESTING ACCOUNTING TEMPLATES AND BANK ACCOUNTS
12
Lesson Objectives
12
Creating an Accounting Template
12
Walk Thru & Scenario 2: Set Up Accounting Template (BSC Only)
17
Setting Up Bank and Bank Accounts
19
Walk Thru & Scenario 3: Setting Up Bank Information (BSC Only)
21
Lesson Checkpoint Questions
24
Lesson Summary
24
LESSON 3: DETERMINE CASH POSITIONS
25
Lesson Objective
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Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Cash Position
25
Walk Thru 4: Run Cash Position Worksheet (MTA HQ)
26
Manual Position Entry
27
Lesson Checkpoint Questions
28
Lesson Summary
28
LESSON 4: ADMINISTER INVESTMENT POOL
29
Lesson Objective
29
Investment Pools
29
Walk Thru 5 (Scenario 4): Setting Up an Investment Pool – MTA HQ Only
31
Adding and Managing the Participants of an Investment Pool - MTA HQ Only
33
Walk Thru 6 (Scenario 5): Adding Participant Transactions to an Investment Pool ID - All Agencies
34
Investment Pool Roles and Responsibilities
36
Walk Thru 7 (Scenario 6): Approving Investment Pool Transactions - MTA HQ Only
36
Lesson Checkpoint Questions
38
Lesson Summary
38
LESSON 5: EXECUTING WIRE TRANSFERS
39
Lesson Objective
39
Wire Templates Overview
39
Transfers Process
41
Walk Thru 8 (Scenario 7): Enter a Wire Transfer
42
Lesson Checkpoint Questions
44
Lesson Summary
44
LESSON 6: RECORDING CASH USING EXTERNAL TRANSACTION TABLES
45
Lesson Objective
45
Recording Cash Transactions using the External Tables
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Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Walk Thru 9 (Scenario 8): Recording Cash Using External Transaction Table
46
Lesson Checkpoint Questions
48
Lesson Summary
48
COURSE EVALUATION QUESTIONS
48
PERFORMANCE SUPPORT DOCUMENTATION
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Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Course Overview Treasury module encompasses the following PeopleSoft modules: o
Cash Management
o
Deal Management
o
Banking
This course introduces users to version 9.0 of Oracle's PeopleSoft Enterprise Cash Management application. It illustrates functionality such as in-house banking, bank fee and account analysis, cash position calculations, Electronic Fund Transfers (EFTs), cash flow settlement payments, investment pools, and accounting entries
Audience Treasurers and Treasury Approvers from all MTA Agencies
Prerequisites Introduction to Core Accounting
Course Objectives Understand Treasury module components and department activities Understand the Accounting Template Creation process Understand the scope and business processes within Cash Management Determine Cash Positions Administer the Investment Pool Understand the configuration and execution of Wire Transfers Record Cash using the External Transaction Table
Course Lessons Treasury Overview – 1 hour Accounting Templates and Bank Accounts – 1.5 hours Determining Cash Positions – 1 hour Administering the Investment Pool – 1.5 hours Executing Wire Transfers – 30 minutes
Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Recording Cash Using External Transaction Table – 30 minutes
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Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Current Process Description MTA HQ currently uses PS 8.8 to manage Cash Management and Deal Management processes. Other agencies currently use Excel to manage Cash Management transactions.
What’ s Changing? The following table lists the Primary To-Be Treasury activities by department:
Department
Primary Treasury Activity
MTA HQ
All Other Agencies
MTA BSC – General Accounting
Serves as In-House Bank Receives Excess Cash Processes Disbursements Determine Cash Position Create External Transactions Bank Account Reconciliation Debt Issuance Investment Management Bank Account Reconciliation Determine Cash Position Initiate Wire Transfers to: o Send excess cash to the Investment Pool o Request cash to be withdrawn from the Investment Pool o AP Disbursements Record cash transactions using external tables Setup Banks and Bank Accounts Book to Bank Reconciliation
Benefits The benefits to the new activities and processes by department are: o
Centralized process for certain activities with the BSC
o
Cash Management, Deal Management, and Banking modules are integrated into one system
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Lesson 1: Treasury Process Lesson Objectives Describe the Treasury Module Integration process Define key Treasury terms Describe MTA Treasury activities
Treasury Process The Treasury module consists of the following PeopleSoft modules: o
Cash Management
o
Deal Management
o
Banking
The following graphic demonstrates the Treasury module integration and lists the primary MTA Treasury activities by department:
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Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Cash Management, the application, includes these processes: o
Bank fee and account analysis
o
Position tree creation and maintenance
o
Cash position calculation and review
o
Electronic funds transfers (EFTs)
o
Cash flow settlement payments
o
Investment Pools
o
Accounting events, accounting entry creation, maintenance, and review
o
In-house banking activities
The following diagram represents an overview of the Cash Management process:
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Summarize Results
The following table highlights key Treasury terms:
Term
Definition
Cash Position Worksheet Counterparty
Tool for anticipating and monitoring funding requirements and available cash Entity that has a trading relationship (Bank, Broker, US Treasury etc.) A file is sent to the bank where payments are distributed Funds are sent through a clearinghouse and distributed (Mainly used by AP and Payroll)
Electronic Fund Transfers (EFTs) Automated Clearing House (ACH)
Reconciliation Process Review
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Book to Bank Reconciliation is reconciliation of the adjusted GL Book Balance to the adjusted Bank Statement Balance. PeopleSoft divides reconciliation into two parts: o
Daily Bank Statement Transaction reconciliation (Explained below under Review the Process of Reconciliation)
o
Monthly Book to Bank reconciliation is Run by the BSC General Accounting Group Run by Bank Accounts Variances must be reconciled to 0 in order to confirm the period
Review the Process of Reconciliation o
Use the navigation: Banking Reconcile Statements, Process Reconciliation; Create a Reconciliation Run Control for a specific Bank and Account. This Run Control contains three Reconciliation Methods: Bank Reconciliation (FSPRECON) – Application Engine Process Recon and Statement Accounting (RCN_BAC) – PS Job Recon and Bank Statement Process (RCNBSP) – PS Job
Note: PeopleSoft recommends selecting only one method to run at a time. BSC will only use and run the FSPRECON process. Review Automatic Reconciliation o
The Automatic reconciliation process reconciles most transactions, but not all
o
The Automatic Reconciliation page enables you to generate reconciliation errors and exception reports for analysis
o
On the Automatic Reconciliation Exceptions page, the Description field displays exception and error codes. Possible values are: Amounts Not Equal – Bank amount does not match system amount Ambiguous Match – The system found more than one match in the bank statement Duplicate Input Transaction – Duplicate system transaction Reconciled – Already reconciled Reference Number – Bank and System Transaction do not have matching Reference Numbers Wrong Transaction Type – Wrong transaction type for the source
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Un-reconciled – Not processed by the Bank Reconciliation process Review Semi-Manual Reconciliation (Navigation: Banking Reconcile Statements Semi-Manual Reconciliation) Note: Prior to using Semi-Manual Reconciliation, run the Automatic Reconciliation process. This is not a requirement, but will greatly reduce the number of transactions to semi-manually reconcile o
Use the Semi-Manual Reconciliation page to resolve reconciliation exceptions and errors by matching bank and system transactions. Enter search criteria to bring up Bank Statement transactions and PeopleSoft transactions
Treasury Accounting Introduction Treasury Accounting consists of performing automated and manual accounting, and viewing accounting events and their associated accounting entries Once the PS Treasury – Automated Accounting process is executed, Accounting Entries (DR/CR) are created based on the Accounting Templates associated with that given Accounting Event and posted to the Treasury Subledger Run Journal Generator to move the Accounting Entries from the Treasury SubLedger to the General Ledger Adjustments to accounting entries can be performed manually and ad-hoc entries can be created Note: There are no significant changes from 8.8 to 9.0 for the MTA HQ Deal Management process & Bloomberg process. MTA HQ will continue to act as B&T’ s point of entry for any deals issued by B&T.
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Bank Account Transfer Walk Thru & Scenario 1: Transfer Funds between an MTA Bank Account and External Bank Account In this scenario, an Agency Treasurer will transfer funds between an MTA bank account and an external bank account.
#
Data Value Step Description
1
Navigation: Cash Management > Fees & Transfers >
N/A
Bank Account Transfer 2
Click the Add a New Value tab
Business Unit:
Enter Business Unit
_____
Leave NEXT in the Transfer ID field Select Transfer Type
Transfer Type: External Transfer
Click
button
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3
Enter Description
Description:
Enter Trans Date
________________
Enter Bank Code
_
Enter Amount Trans Date: Click
button
_______
Bank Code: _______
Amount:_________ _
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4
Navigation: Cash Management > Settlements > Select
From Date: ______
Settlements
To Date: _______
Enter From and To Dates. Click Search.
Then, select the line item corresponding to the Bank Account Transfer entered in the previous steps by checking the Select checkbox. Click Select Payments.
After selecting the Payment, the Select checkbox becomes grayed out. 5
Navigation: Cash Management > Settlements > Approve Settlements
From Date: ______ To Date: _______
Enter From and To Dates. Click Search.
Then, select the line item corresponding to the Bank Account Transfer entered in the previous steps by checking the Select checkbox. Click Approve Payments.
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6
After Approve Payments is clicked, the following message appears:
Click OK. 7
Navigation: Financial Gateway > Process Payments > Payment Dispatch
8
Enter Payment Search Parameters: From Click
button
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9
Select Payment to Dispatch Click
10
button
Payment Status changes to “ In Process” from “ Awaiting Dispatch”
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Lesson Checkpoint Questions Identify what word fills in the blank: 1. The name of the file that is sent to the bank for disbursement is called a ________________________________ file . 2. A ___________________ is the name of an entity that has a trading relationship. 3. The two primary Treasury activities for the MTA BSC – General Accounting department are ________________________ and_______________________.
esson Summary L T
his lesson provided the knowledge and skills required by the user to
u
nderstand the Treasury process and activities
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Lesson 2: Requesting Accounting Templates and Bank Accounts Lesson Objectives Identify Accounting Template characteristics Understand the Accounting Template setup process Understand the process of Bank and Bank Account Setup
Creating an Accounting Template Accounting Templates define the ChartFields used for various kinds of accounting activities, called accounting entries Accounting Templates represent the correct accounting and debit/credit configuration for a certain treasury transaction and/or business event. Automation of the accounting process is performed by associating accounting templates with accounting events. The template controls which monetary amounts to use in each accounting entry Adjustments to accounting entries can be performed manually and ad-hoc entries can be created
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The Accounting Template contains the following characteristics:
Letter
Field/Checkbox
a b
Accounting Template ID Requires Review
c
Determined By
d
Calculation Type
Description/Purpose Unique identifier Attribute that designates whether accounting build requires review Indicate how to inherit ChartField values for the specified template line Attribute that describes how the accounting monetary amount is calculated or derived.
Agencies (including HQ) will be responsible for the following Accounting Template items: o
Define what an Accounting Template is used for; each agency may use its own template
o
Identify the need for a new Accounting Template
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o
Provide the BSC-General Accounting Group with the Account Distributions, Types of Transactions, Data Sources, Frequency, and Fixed/Variable Amount to configure the Accounting Template and approve once setup is complete. This notification occurs via the Treasury Accounting Template Configuration Form by email
o
Verify the Accounting Template Setup in PeopleSoft
The BSC- General Accounting Group will be responsible for the following Accounting Template items: o
Creating the Accounting Template based on Agency input
o
Notifying the Agencies once configuration activities are complete so the agencies can validate set-up
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Treasury Accounting Template Configuration Form The following represents a sample of the Accounting Template Configuration Form:
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Shared Services / PeopleSoft 9.0 Implementation Using PeopleSoft 9.0 Cash Management Participant Guide
Accounting Template Setup Process The following diagram represents the Accounting Template Setup process:
MTA Agenci es (Including HQ)
MTA – Treasury – Accounting Template Setup
Ag ency identi fies n eed f or Accou nting Te mplate to b e cre ated
Notify MTA BSC o n : Type s of Tra nsact ions Accoun t Distrib ution Data Sou rces Fr equen cy Fix ed/Varia ble Amoun t
Verify Correc t Setu p
Ye s
END
No
MTA BSC – General Accounting
Email se nt to Ag encie s
Ac count ing Templa te Cr eated
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Walk Thru & Scenario 2: Set Up Accounting Template (BSC Only) Agencies have provided the BSC – General Accounting Group with appropriate account distributions and key details to configure the Accounting Template. BSC General Accounting needs to create the Accounting Template using the data and steps provided in the table below.
#
Data Value Step Description
1
Navigation: Cash Management > Treasury
N/A
Accounting > Accounting Templates 2
Click Add a New Value tab
SetID: SHARE
Select SetID Enter Accounting Template ID
Accounting
Select Source Type
Template ID: _________
Click
button Source Type: ________________ _
3
Enter Description
Description:
Select Journal Template ID
________________
Select Status
_
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Select Calc Type Select Sign
Journal Template ID:
Select Determined By
________________
Select Account Type
_
Click
add a row button Status: Active
Select Calc Type Select Sign
Calc Type (Line 1):
Select Determined By Select Account Type Click
________________ _
button Sign (Line 1): Debit
Determined By (Line 1): ________________ _
Account Type (Line 1): ________________ _
Calc Type (Line 2): ________________ _
Sign (Line 2): Credit
Determined By (Line 2): ________________ _
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Account Type (Line 2): ________________ _
Setting Up Bank and Bank Accounts Bank and bank accounts must be defined within the PeopleSoft system before the funds may be moved in or out of the PeopleSoft Financials application. This is part of the BSC responsibility A bank is defined as any financial institution with which an organization maintains a banking relationship Entering a new bank requires the following items: o
Establishing a Bank ID Qualifier must precede Bank Setup. Displays the country-specific numeric value for a Bank. This value controls how the Bank information can be edited and displayed on the Bank and Counterparty pages. At MTA ‘ 001’ (United States) is the only value used
o
General bank setup; Bank Account Setup Form to be reviewed by General Accounting
o
Bank detail information: bank, branch information, and processing information such as payment methods
o
Counterparty information
Note: If a Bank Account is being closed, the Account should be inactivated in PeopleSoft. The following table provides the bank account types and their definitions:
Term
Definition 27
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External
Internal
A bank or counterparty that exists separately from your organization. Most banks and brokerage firms are in this category. External banks are those you conduct business with outside of your organization, such as banking partners, brokers, issuers, and guarantors. You can associate external banks with a reconciliation method, cutoff times, settlement instructions, vendor banks, customer banks, and employee banks A bank or counterparty that is part of your organization (for example, a central treasury, a subsidiary company, or an operating division)
Agencies (including HQ) will be responsible for the following Bank Account setup functions: o
Obtain approval to open a new Bank Account following existing Agency policies
o
Upon approval, complete the Bank Account Setup Form, which is sent to MTA BSC – General Accounting
o
Upon receiving BSC email that Bank Account setup is complete, verify that information is correct
BSC – General Accounting will be responsible for the following new Bank Account setup functions: o
Upon receiving a completed Bank Account Setup Form from the Agency, obtain a unique General Ledger Cash Account from BSC General Accounting. Each bank account requires a unique Cash Account
o
Configures the new Bank Account
o
Notifies the Agency via email that new Bank Account setup is complete and available for immediate use
o
If new Bank Account setup is incomplete, Agency notifies BSC – General Accounting that corrections need to be made
o
Post bank account information and verify accuracy
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Walk Thru & Scenario 3: Setting Up Bank Information (BSC Only) BSC – General Accounting has received the Bank Account Setup Form from the Agency. BSC- General Accounting has obtained a unique General Ledger Cash Account from BSC General Accounting. BSC – General Accounting needs to setup the new Bank Account in PS 9.0 using the steps and information provided in the table below.
#
Data Value Step Description
1
Navigation: Treasury Definitions Center >
N/A
Banks > Bank Information 2
Click Add a New Value tab
SetID:
Enter SetID
___________
Note: Bank Accounts will be setup under the Agency’ s
Bank Code:
Set ID
_______
Enter Bank Code Click
button
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3
Enter Description
Description :
Select Bank ID Qualifier
________________
Enter Bank ID
_
Select Type Select Status
Bank ID Qualifier : US Bank
Click
button Bank ID : Data Sheet ABA Number (US Banks Only)
Type : External
Status : Active
Navigation: Treasury Definitions Center > Banks >
N/A
4 Bank Branch Information 5
Click Add a New Value tab
SetID:
Enter SetID
___________
Enter Bank Code
Bank Code:
Enter Branch Name
_______ Branch Name:
Click
button
________________ _
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6
Enter Description
Description :
Select Bank ID Qualifier
________________
Select Status
_
Click
button
Bank ID Qualifier : US Bank
Status : Active
Navigation: Treasury Definitions Center > Banks >
N/A
7 Treasury Counterparties 8
Click Add a New Value tab
SetID:
Enter SetID
___________
Enter Bank Code
Bank Code:________
Click
button
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9
Enter Description
Description :
Select Country
________________
Select Bank ID Qualifier
_
Enter Bank ID Select Type
Country : USA
Select Status Select Treasury Counterparty checkbox
Bank ID Qualifier :
Select appropriate Counterparty Roles checkboxes
US Bank
Click
button
Bank ID : Data Sheet ABA Number (US Banks Only)
Type : External
Status : Active
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Lesson Checkpoint Questions Identify what word fills in the blank:
1. Accounting templates define the ChartFields used for various kinds of ____________________________. 2. Automation of the accounting process is performed by associating _________________________with __________________________. 3. The four bank account types are _____________, and ______________
Lesson Summary This lesson provided the knowledge and skills to understand the process for setting up accounting templates and bank information.
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Lesson 3: Determine Cash Positions Lesson Objective Understand Cash Position, Position Trees, and Position Manager concepts Run Cash Position Worksheet to capture receipts/disbursements/cash Understand how to enter Manual Position Entry
Cash Position The following table provides the definitions of Cash Positions, Position Trees, and Position Manager:
Term
Definition
Position
Total financial value of a particular set of transactions which have been performed on behalf of an enterprise Analyzes cash flows to determine the amount of cash that is available at a particular time. PeopleSoft allows for both manual and automatic cash position activities Tool designed for managing the Treasury organization’ s positions. Tree Manager allows for the definition of unique hierarchical data structures, specific to MTA Used in Cash Management for the following: Cash position analysis Deal validation Limit checking Risk analysis Used to create and manage position worksheets by manipulating the cash position data from a central location
Cash Position
Tree Manager
Position Tree
Position Manager
P
osition Manager is based upon trees that use the TR_CASH_POSITIONS
s
tructure. These trees provide a hierarchical structure that enable the
g
eneration of numbers that are not automatically captured. The Cash Position Worksheet is a vital tool for anticipating and monitoring funding requirements and available cash. The cash position worksheet is data driven to meet the unique Cash Position Worksheet requirement for each organization
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Agencies currently calculate their Cash Positions in an Excel Spreadsheet Agency Cash Position must be generated in order to determine Cash needs or Cash surplus. This information will be given to MTA HQ to assist them in determining MTA HQ’ s Cash Position Cash Position Worksheet could be generated for the following purposes: o
Forecast a position over a period of time or evaluate it for just one day
o
Based on the position from the prior Worksheet, adjust the amounts by a specified factor to estimate future Cash Positions
o
Calculate the Position for an entire tree or for just a particular node to a tree
o
Step through the tree nodes that compose the worksheet, zooming into the detail transactions
Cash Position Worksheet captures all activity from within the PeopleSoft system (e.g. Bank Balance, Receipts, Disbursement)
The graphic below demonstrates integration for the following processes: Determine Cash Positions, Execute Wires, and Update Investment Pools:
Walk Thru 4: Run Cash Position Worksheet (MTA HQ) The following Walk Thru provides the steps required to run the cash position worksheet for cash position reporting.
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1. Navigation: Cash Management > Cash Position > Position Manager 2. Select Worksheet, Position, and Calculation Preferences. Click (+) to insert additional rows for multiple Worksheets. In the example below, three Worksheets were added.
3. Click Calculate next to the Worksheet you wish to work on; Position Manager Results page displays.
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Manual Position Entry Use the following navigation for entering a manual position: Cash Management Cash Position Enter Manual Position. The user can manually enter data, create a source over it, and place a source on a particular Tree Node Use the following navigation to run a cash position worksheet: Cash Management Cash Position Position Manager Click on the Pencil (Edit) to select options and limitations for your positions Click on the “ Calculate” button to generate position results for the specified Worksheet, Position, and Calculation Preferences Position sources created outside of PeopleSoft can be entered manually if needed to calculate the Cash Positions
Lesson Checkpoint Questions Identify what word fills in the blank: 1. Position Trees can be used for _________________________,________________________________,__ ___________________________________________, and _____________________________________________. 2. Position Manager is based upon _______________________________________ tree structure.
Lesson Summary This lesson provided the knowledge and skills to understand the concepts of Cash Position, Position Trees, and Position Manager.
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Lesson 4: Administer Investment Pool Lesson Objective Understand the purpose and functionality of an Investment Pool Add and manage the participants of an Investment Pool Define Investment Pool roles and responsibilities
Investment Pools MTA Agencies use the Investment Pool to collect and concentrate surplus funds from various sources and programs for investment purposes o
The departments and programs that deposit their surplus funds into the investment pool are referred to as participants. Each participant is assigned an individual account number in order to track their fund transactions within the investment pool
o
Participants do not enter transactions into the investment pool system, but rather communicate their requests to deposit, withdraw, or transfer funds to the pool administrator. Agencies enter the appropriate data—
participant and transaction information—
into the
system. Participants may transfer funds from one account to another within the same investment pool, but may not transfer funds from one account to an account belonging to another investment pool MTA Headquarters will approve Agency transactions that were entered in the Investment Pool o
Investment manager provides the pool with reports containing the current market value, income, interest, and fees data. Using this data, the pool administrator updates the pool with this information by entering the market value information online using the following navigation: Cash Management > Investment Pool > Pool Position. The pool administrator then updates the market value for the pool and each participant. The new share price (if applicable) is also computed based on the new market values and the number of shares in the pool
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o
Pool administrator also provides accounting and financial reporting for each participant’ s funds as well as consolidated reporting for the entire investment pool
The graphic below demonstrates integration for the following processes: Determine Cash Positions, Execute Wires, and Update Investment Pools:
The following table provides investment pool terminology:
Term
Definition
Pool ID
Investment Pool identifier
Interest Type
Interest method on participants' pool investments. The options are: Fixed Rate: Interest is accrued based on the amount of a participant's investment multiplied by an interest rate. Selecting this option requires a value be entered in the Interest Rate (%) field
Calendar ID
Rolling Periods
Interest Accounting Template
Percentage in Pool: Interest is accrued based on return on pool's investment multiplied by the percentage of the total investment funded by the participant Select the business calendar to be used for calculating accrued interest payments to the participants' pool account Number of periods, based on the calendar selected, for which to calculate the interest on the average participant position over the span of the number of periods entered Existing accounting template that creates the correct accounting and debit/credit configuration
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for interest accruals Fee charged to participants for maintaining the investment pool. The options are:
Fee Type
Fee Rate: The fee is based on a percentage of the income transactions the participant has present in the pool. Selecting this option requires that a value be entered in the Fee Rate (%) field Flat Fee: Participants are charged a flat fee. Selecting this option requires that a value be entered in the Fee Amount field N/A: No maintenance fees are assessed Account
Information for accounting purposes
Walk Thru 5 (Scenario 4): Setting Up an Investment Pool – MTA HQ Only In this scenario, an MTA HQ Treasurer will set up an Investment Pool using the following steps.
#
Data Value Step Description
1
Navigation: Cash Management > Investment
N/A
Pools > Pool Information 2
Click Add a New Value tab
Business Unit:
Enter Business Unit
________________
Enter Pool ID
_
Click
button
Pool ID: __________
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3
Enter Effective Date
Effective Date:
Enter Status
________________
Enter Description
_
Enter Interest Type Enter Rolling Periods
Status:
Enter Interest Accounting Template
__________
Enter Interest Rate Enter Calendar ID
Description:
Enter Shares Distributed for Pool
________________
Enter Initial Share Price
_
Enter Currency Enter Fee Type
Interest Type:
Enter Fee Accounting Template
________________
Enter Fee Rate
_
Enter Fee Amount Enter Account
Rolling Periods:
Enter Resp Center
________________
Enter Cost Center
_
Enter Function Code
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Interest Accounting Click
button
Template: ________________ _
Interest Rate: ________________ _
Calendar ID: ________________ _
Shares Distributed for Pool: ____________
Initial Share Price: ________________ _
Currency: ________________ _
Fee Type: N/A
Fee Accounting Template: ________________ _
Fee Rate: _________
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Fee Amount: ______
Account: ______
Resp Center: ________________ _
Cost Center: ________________ _
Function Code: ____
Adding and Managing the Participants of an Investment Pool - MTA HQ Only When an entity joins an investment pool, the agency name, and the person who is authorized to act on behalf of the entity must be recorded. Agency invests in a Pool by moving cash into the Pool’ s deposit account Agency can request to withdraw or transfer Investment Pool funds; agency updates the Investment Pool in PeopleSoft In addition, the participating entity may have alternative pools in which to invest based on their investment objectives Each entity can have one or more accounts that tie them to a pool: o
One account that is used for making deposits to the investment pool (required)
o
One account that is used for tracking investment income (optional)
Participants typically set up both accounts—
deposit accounts for the
depositing new funds into the pool and income accounts for accruing income
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from the pool. Each pool account has at least one general ledger account and related fund The following table provides participant information terminology:
Term/Checkbox
Definition
Participant ID
Participant identifier
Participant Account
Account identifier for the participant's account for the specified investment pool Allows the withdrawal of funds from the participant's investment pool deposit account. Left unchecked, withdrawals will be allowed only from the participant's investment pool income account
Allow Withdrawal from Deposit
Walk Thru 6 (Scenario 5): Adding Participant Transactions to an Investment Pool ID - All Agencies In this scenario, MTA HQ and an Agency Treasurer will add Participant transactions to the Pool ID created in the previous scenario.
#
Data Value Step Description
1
Navigation: Cash Management > Investment
N/A
Pools > Participant Transactions 2
Click Add a New Value tab
Business Unit:
Enter Business Unit
________________
Enter Pool ID
_
Enter Participant ID Enter Participant Account
Pool ID:
Enter Account Type
__________
Enter Transaction Type Participant ID: Click
button
________________ _
Participant Account:
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________________ _
Account Type: ________________ _
Transaction Type: ________________ _
3
Enter Description
Description:
Enter Amount
________________
Enter Effective Date
_
Enter Accounting Template ID
Amount: ________________
Click
button
_
Effective Date: Today’ s Date
Accounting Template ID: ______________
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Investment Pool Roles and Responsibilities MTA Headquarters will be responsible for: o
Setting up and configuring the Investment Pool
o
Setting up Participants
o
Performing income distribution
o
Approving Agencies transactions
Agencies are responsible for: o
Entering daily Investment Pool activities
Walk Thru 7 (Scenario 6): Approving Investment Pool Transactions - MTA HQ Only
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In this scenario, MTA HQ Treasurer will approve Investment Pool transactions created in the previous scenario.
#
Data Value Step Description
1
Navigation: Cash Management > Investment
N/A
Pools > Approve Transactions 2
Enter Business Unit
Business Unit:
Enter Pool ID
________________
Enter Participant ID
_
Enter Participant Account Enter From Date and To Date
Pool ID: __________
Click
button Participant ID: ________________ _
Participant Account: ________________ Pending Transaction is displayed Pending status
_
From Date: _______
To Date: __________
3
Click the Select Transaction checkbox Click
button
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Transaction status changes to Approved
Lesson Checkpoint Questions Identify what word fills in the blank: 1. Departments and programs that deposit their surplus funds into the investment pool are referred to as ___________________. 2. ______________________ enter the appropriate data— transaction information—
participant and
into the system.
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3. When an entity joins an investment pool,________ _____________________ and _______________________________ must be recorded.
Lesson Summary This lesson provided the knowledge and skills to understand the process for updating an Investment Pool.
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Lesson 5: Executing Wire Transfers Lesson Objective Understand the functionality of Wire Templates Understand how to setup and configure Wire Template with or without HQ Treasury Approval depending on the Agency Understand the Electronic File and Bank Transfer processes
Wire Templates Overview Wire template is a pre-defined instruction for an electronic payment Each Agency creates EFT Wire Requests. The settlement process involves three steps – selection, approval, and dispatch: 1. Settlement Selection – selected Settlements (Transactions) are sent for an approval 2. Cash Manager in each Agency approves the Wire Note: The Workflow Approval process (process which passes the wire to the next Approver) is optional. The wire approval process will be done manually if an Agency doesn’ t use the Workflow Approval process 3. Approved Electronic Settlement is dispatched to a Financial Institution (Bank) using the PeopleSoft Financial Gateway New or modified Templates need to be approved by Agency Cash Managers The following table provides required wire template attributes:
Term
Definition
Origin Information Destination Information Beneficiary Information Defined Template Field Security
Agency’ s Utilized Bank Account Wire recipient Additional Settlement Instruction Set which field can be modified on the Wire Request
The following table provides required wire template fields:
Field
Action
Status – Active or Inactive Template Expiration
Agencies will inactivate Templates that are no longer needed; no subsequent impact When expired, a Warning will be generated
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Date Payment Method
when accessing a template Determined by the values in the Bank Code and Bank Accounts fields Accounting Template If EFT Transfer, specify the accounting template which is generated by the BSC General Accounting Group Approval Status Displays as pending when first created Note: Wire Template is available for use once marked approved by the requesting Agency The following table provides descriptions of the Template Destination page items:
Field/Button
Action
Get Settlement Instructions Name 1 and Name 2 Bank ID Qualifier
Automatically populates Beneficiary Address, EFT Options, Routings, and Details Description Enter the recipient’ s Name Determines which fields are required and which edits to perform Enter the routing number of the Financial Institution Destination account type i.e.; Business Account, Checking Account, Mutual Funds etc.
Bank ID Account Type
The following table provides descriptions of the Template Field Security page items:
Radio Button/Checkbox
Action
Disable All Template Fields
If selected, clears all check boxes in the Field Security Options grid
Selectively Enable Fields
If selected, more than one field security option is selected If selected, all field security options are selected
Enable All Template Fields Enable Accounting
Select to activate accounting from a template
Allow Settlement Instructions
Select to leverage the EFT request into settlement instruction data
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Transfers Process Bank transfers will be used when an Agency is moving funds between two of its own bank accounts within the same business unit EFT will be used when moving funds between Agencies or to an outside third party to avoid triggering InterUnit accounting transactions Transferring funds between bank accounts internally or externally is required to: o
Adjust daily cash balances
o
Make a trade payment or receipt for a business unit
o
Fund the internal accounts of a business unit
The following table provides supported bank transfer types:
Type
Definition
Internal Bank Transfer
Performed by entering adjustment transactions; not transfers (Currently, MTA will not be performing Internal Bank Transfers) Transfers form one external account to another external account
External Bank Transfer
Electronic Funds Transfer (EFT) purpose: o
Transfers funds
o
Captures origin, destination, handling, and options for transfer
o
If fee is required – creates fee entries for transfer
o
Selects, approves, and dispatches settlements
Bank Transfers purpose: o
Bank Account Transfer: Select Transfer Type and begin to set up the transfer Initiate bank transfers for Internal or External bank transfers
o
Select, Approve, and Dispatch Settlements
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Walk Thru 8 (Scenario 7): Enter a Wire Transfer Agency Treasurer needs to create a wire transfer to an external bank and dispatch the wire transfer. The following steps and data provided in the table below guide you thru this scenario.
#
Data Value Step Description
1
Navigation: Cash Management > Fees and Transfers >
N/A
EFT Request 2
Enter Business Unit
Business Unit:
Click Add a New Value tab
________________ _
3
The following screen will appear. Verify the Business Unit is correct and click Add.
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4
The Origin tab will display. Enter Required information.
Description – Enter short description Bank Code - select using the magnifying glass Bank Account select using the magnifying glass Payment Method – select from drop down Layout – populates automatically (nothing to enter) Amount – Enter $ amount Currency - populates automatically (nothing to enter) Business Date – Select appropriate date Acctg Template select using the magnifying glass
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5
Click on the “ Destination” Tab. Enter required information.
Name 1: Name of Vendor Bank Name – Enter name of bank Bank ID Qualifier – Select 001 for US Bank Bank ID – Enter the bank routing number Account # - Enter the bank account number DFI Qualifier – Select appropriate item (usually it will be 01 – Transit Number)
Click Save; a new EFT Request ID will appear in the upper right hand corner.
Acct Type – Select appropriate item from the drop down list DFI ID – Same as bank routing number Click Save and a new EFT Request ID will show up in the upper right hand corner
6
To dispatch, follow steps 4 – 10 in Scenario 2.
Lesson Checkpoint Questions Identify what word fills in the blank: 1. Two bank transfer types are ____________________________________ and _______________________________________________________.
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2. _____________________________________ is a pre-defined instruction for an electronic payment. 3. During EFT Wire Requests, the settlement process involves three steps:___________________________, ________________________________, and _______________________________________________________.
Lesson Summary This lesson provided the knowledge and skills to understand the process for setting up wire templates and processing electronic file and bank transfers.
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Lesson 6: Recording Cash Using External Transaction Tables Lesson Objective Understand how to enter cash transactions that have originated outside of the PeopleSoft system
Recording Cash Transactions using the External Tables External transactions can be in the form of first-notice bank items, receipts, etc. External transactions will generate accounting events and accounting entries based on the Accounting Template after reconciliation
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Walk Thru 9 (Scenario 8): Recording Cash Using External Transaction Table MTA Treasury Analyst needs to enter transactions that have originated outside of PeopleSoft using the following steps.
#
Data Value
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Step Description
Navigation: Banking > Reconcile Statements >
N/A
1 External Transactions 2
Click Add a New Value tab
External Bank ID:
Enter External Bank ID
________________
Enter Bank Account Number
_
Enter Transaction Reference ID
Bank Account #:
Enter Transaction Date
________________ _
Click the
button
Transaction Reference ID: ________________ _ Transaction Date: ________________ _
3
Enter Transaction Amount
Transaction Amount:
Enter Bank ID
________________
Enter Account #
_
Enter Reference Bank ID: Populates from previous page
Account #: Populates from previous page
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Reference: Populates from previous page 4
Click the Transaction Details tab
Transaction
Enter Transaction Description
Description:
Select Accounting Template ID (Accounting Template
________________
entered and created by BSC; Agencies will send BSC the
_
information that needs to be entered in the Accounting Template via the Treasury Accounting Template
Accounting
Configuration Form)
Template:
Enter Transaction Date
________________
Enter Transaction Code
_
Click
button.
Transaction Date: Populates from previous page
Transaction Code: Optional Field
5
Click the
button to enter additional external
transactions for the same bank and bank account Click the
button to add additional external
transactions from different banks
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6 Click the
button.
Lesson Checkpoint Questions Identify what word fills in the blank: 1. External transactions will generate ________________________ and ____________________________________ based on the Accounting Template after reconciliation .
Lesson Summary This lesson provided the knowledge and skills for entering cash transactions that have originated outside of the PeopleSoft system.
Course Evaluation Questions All training participants are required to complete an online course evaluation upon course completion. Evaluations are based on course content and are meant to measure the key information and objectives of the course. The evaluation can be accessed via the link provided by your instructor and must be completed in the classroom.
Performance Support Documentation
This table lists performance support materials such as Job aids, Policies, Procedures, and Service Level Agreements that are relevant to this course. Title Type (Job Aid, Procedure, SLA, etc.) Accounting for Treasury Job Aid Creating Cash Position Worksheets Procedure
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