Finance Training Materials

PeopleSoft Support Team has created a variety of Finance training materials to help you work in each of the different modules.

Guides and Job Aids: Provide step by step instructions spreadsheets and Excel-to-CI tools.
Videos & Webinars: These include basic and advanced videos and recordings from our webinars.

Video overview of Training Materials Webpages (March 2021, 18:25)

PeopleSoft Roadmaps provide high-level plans that state a module's objectives and captures the major steps to achieve those objectives.
ESS and General Info Training Materials
HCM Training Materials

Navigation Guide

Have you ever racked your brain trying to remember what the navigation was for a particular PeopleSoft screen?

Check out our newest guide that has ALL the navigations used in our PeopleSoft HCM and Finance guides and job aids. It groups the navigations by module for ease of use.

Guides & Job Aids Videos & Webinars

Introduction to PeopleSoft Roadmap.pdf (08/10/23 v1.4) The purpose of this roadmap is to take you through steps to learn the basic terminology, rules of thumb, navigations, searching and running reports used in PeopleSoft Human Capital Management (HCM), Finance and Employee Self-Service (ESS).

Master Guide:

Introduction to PeopleSoft Guide.pdf (06/20/23 v4.1) This guide provides instructions on how to log into PeopleSoft and basic functionality. Other areas include how to navigate once you are in the system, an overview of quick links, and running queries and reports.

Job Aids:

Clear Cache.jpg From time-to-time PeopleSoft may not be functioning as you would expect. Clearing your browser cache is the first step you can take to resolve the issue. This image provides instructions for a variety of browsers.
PeopleSoft Terminology for New Users.pdf (05/01/18, v3.0) This job aid provides a list of common Finance and HCM terms.
Sharing Grid Personalizations.pdf (05/21/20, v1.0) This job aid walks you through the steps to personalize the page as well as how to share your settings.

Presentations:

Personalizing PeopleSoft - Demo.pdf (11/19/15) This There are several screens in PeopleSoft that have grids on them. There may be columns that you do not need, or you may want to reduce the size of the grid that displays. PowerPoint walks you through the steps to set up personalizations in PeopleSoft for easier navigation.
WorkCenters Presentation.pdf (07/18/19)

Getting Started with PeopleSoft:

Introduction to PeopleSoft Video (June 2023, 8:41) This video covers: what is PeopleSoft, PeopleSoft Support Team, list of applications & modules, rules of thumb, and basic terminology. It also has tips on how to get started with PeopleSoft.
What is a PeopleSoft Roadmap? ((August, 2023, 4:26) This video explains the basic structure and purpose of a PeopleSoft Roadmap using the Introduction to PeopleSoft Roadmap which all new users should review. Roadmaps are available for most modules.
PeopleSoft Log in and Setup Video (June 2023, 4:53 ) This video shows you how to log into PeopleSoft, change your password and set up your email and security question so you are able to use the “Forget your password?” functionality in the future.
Finding Your Way Around in PeopleSoft Finance Video (June 2023, 3:30) This video shows you how to get around in PeopleSoft Finance using Quick Links, WorkCenters, Recent Places, Favorites and Navigator.
Come Play in the Sandbox! A Great Place to Practice Your New PeopleSoft Skills Video (June 2023, 2:37) Want to test out your newfound skills or need to try something before you enter it in the live PeopleSoft Environment, we call Production? Use the PeopleSoft Sandbox (SDPX) environment. There is no undo button in PeopleSoft Production environment, so this is a great place to practice. Sandbox gets refreshed with Production data every 2 weeks (refer to calendar on PeopleSoft Support website for dates)

Basic PeopleSoft Functionality:

Using Favorites in PeopleSoft Video (June 2023, 2:57) This video shows you how to save frequently used screens for easy access.
Opening a New Window in PeopleSoft Video (June 2023, 2:17) When working in PeopleSoft do you find you need to look at a different screen at the same time? Opening a New Window may be the solution for you.
Using "Find an Existing Value" in PeopleSoft Video ( June 2023, 6:41) Many of the screens in PeopleSoft have the option to search for information. This video walks you through "Find An Existing Value" on some Finance and HCM screens.
Understanding Effective Dates in PeopleSoft Video (June 2023, 5:09) IMPORTANT CONCEPT. This video covers using an effective date to make changes to the system while maintaining the history of how it was before the change.
Running Reports in PeopleSoft Video (June 2023, 5:57) This video covers the 5 basic steps used to run the standard reports in all PeopleSoft modules. Refer to the specific module guide to view available reports for that module.
Using WorkCenters to Streamline Your Work Video (Jul 2019,, 25:40)

Troubleshooting :

Clearing Chrome Browser Cache Video (09/01/22, 2:35) This video provides step-by-step instructions on how to clear your Google browser cache. Refer to Clear Cache supplemental material for clearing other browsers cache.

PeopleSoft Training Roadmap - Account Payable (08/07/23, v1.0) This roadmap outline steps to help you reach your goal of obtaining the knowledge to perform duties related to creating, posting and maintaining vouchers and maintaining supplier information in the Accounts Payable processes.

Master Guide:

AP1 Accounts Payable Guide.pdf (04/11/22, v7.2) This guide was created by the SDCOE PeopleSoft Support Team for staff responsible for creating, processing, inquiring on, and/or approving AP vouchers, and maintaining information about suppliers. It covers how to create vouchers, process payments to vendors, approve vouchers for payments, run reports to analyze AP data.

Supporting Guide:

1099 Processing in PeopleSoft Guide.pdf (10/20/23, v10.0) The purpose of this guide is to provide directions for 1099 processing in PeopleSoft. Districts are to report annually to the IRS payments made to Suppliers identified as either Non-employee or Miscellaneous 1099 types. The process generates a district file SDCOE will forward to the IRS. The process will also generate PDFs of the 1099s sent to the Suppliers they will include in their tax reporting.

Spreadsheet:

ASB Payment Load Spreadsheet.xlsx (01/07/22)
Excel Upload for Voucher.xlsm

Presentations:

AP Voucher Import Process - Demo.pdf (Aug 2019) PDF of PowerPoint presentation Streamlining Accounts Payable for Direct Vouchers
1099 Information Webinar Dec 2023.pdf (12/05/23) This presentation reviews the prework that needs to be completed for successful 1099 printing processing.

Videos:

AP Voucher Import Video (Sept. 2018, 11:07) Video to demonstrate steps taken to create direct vouchers (non-PO related) in PeopleSoft via an excel upload. This a quicker method of entering vouchers into the system without manually entering them individually.
Supplier Management Video (Dec 2015, 42:04)
1099 Information Session Dec 2023 Video (12/05/23, 36:45) This webinar reviews the prework that needs to be completed for successful 1099 printing processing.
1099 Processing Steps Part I (07/19/23, 8:59) This video covers the first part of the 1099 processing steps: verifying supplier information, updating supplier records for correct 1099 withholding information, and reporting independent contractors.
1099 Processing Steps Part II (07/19/23, 5:40) This video covers the second part of the 1099 processing steps: identifying 1099 mismatch errors and resolving them, then reviewing the supplier amounts to be reported
1099 Processing Steps Part III (07/19/23, 5:30) This video covers the third part of the 1099 processing steps: running the process to generate reports, notifying PeopleSoft Support, and distributing 1099s to suppliers.

Quick Guides:

AP ACH Vendor Payment Quick Guide (04/13/22, v1.4) A condensed version of the AP ACH Vendor Payment Guide that list specific steps only
Supplier Portal Quick Guide (04/01/22, v1.1) A condensed version of the Supplier Portal Guide for Suppliers that provides a list of steps to execute to register for and use the portal to communicate banking information to the district they wish to receive ACH payments from.

Master Guide:

AP ACH Vendor Payment Guide.pdf (04/13/22, v2.3) A guide created for district users responsible for setting up suppliers or vendors who wish to receive AP payments via Automated Clearing House (ACH).
Supplier Portal Request Guide for Districts (08/26/21, v1.0) Instructions for districts on what requirements are needed to assist district vendors who register for the supplier portal.
Supplier Portal Guide for Suppliers (08/25/21, v1.1) Instructions for district suppliers on how to register for and use the supplier portal after receiving approval from the district they wish to receive payments from via ACH.

Presentations:

ACH Vendor Payment Presentation.pptx (04/13/21)
ACH Vendor Payment Q&A from Webinar.docs (04/13/21)

Videos:

Supplier Portal Registration and MFA Video (04/12/22, 11:48) Video for suppliers to view for steps taken to register for the supplier portal.
ACH Return Workflow Video (03/03/22, 3:00) Information on what occurs when ACH payments are returned.

PeopleSoft Training Roadmap - Accounts Receivable (10/18/23, v1.0) This roadmap walks you through the steps of processing a deposit in PeopleSoft.

Master Guide:

AR1: Accounts Receivable Guide.pdf (06/07/22, v6.1) This guide was created for district staff responsible for receiving payments and making deposits in the PeopleSoft Accounts Receivable module.

Videos:

Accounts Receivable Basics Video (10/08/20, 15:59) This video provides a basic overview of the Accounts Receivable Direct Journal Deposit processing

Master Guide:

AR3: Billing and Express Deposits Guide.pdf (08/12/20, v4.0)

Quick Guide:

Quick Steps for Manager Approvals (06/03/22, v1.0)

Master Guide:

Manager Approvals Guide (06/02/22, v2.4)

Videos:

Approval WorkCenter Video (08/06/20, 26:01)
Manager Approvals in PeopleSoft Finance Video (Mar 2016, 41:37)

PeopleSoft Training Roadmap - Commitment Control (KK).pdf (08/10/23, v1.2) This road map outline steps to help you reach your goal of creating and maintaining budgets, check actual transactions against budgets, and check future financial obligations (pre-encumbrances & encumbrances).

Master Guide:

KK1: Commitment Control Guide.pdf (05/17/22, v7.1) This master guide will provide a detailed explanation of all pages used for commitment control.

Job Aids:

Manual Encumbrance Journals.pdf (11/07/23, v2.0) This Job Aid demonstrates how to use a manual journal to clear encumbrances after a process is completed and an encumbrance does not clear.
Transitioning to Control Budgets (04/11/24, v2.0) This job aid provides information on specific differences when using Control Budgets. It includes queries you can use to review exceptions.

Spreadsheet:

Financial Data Load Budget Working.xlsx (01/12/2.1)

Budget Import Files:

Open these files and download them to a file on your computer in order for them to work with the macros.

MACRO_file.xlsm
BudgetJrnlUpload_Template_Control_PBCS.xlsx (12/21/20) This template can be used for regular budget uploads as well as PBCS uploads.
BudgetJrnlUpload_Template_Non-Control_PBCS.xlsx (12/21/20) This template can be used for regular budget uploads as well as PBCS uploads.

Working Journal Import Files:

JRNL1_WRK_SDFP.xls This spreadsheet is used to import working budget journal into PeopleSoft. The JRNLMCRO.xla file must be downloaded as well.
JRNLMCRO.xla This macro enabled workbook is used to import working budget journals into PeopleSoft. Please contact PeopleSoft support to receive this file.

Videos:

Working Budget Video (May 2017, 37:17) This video illustrates how to use the Allocation process to capture data for working budgets and create adjustments via Journal Entries.

Master Guide:

CBO Dashboard Guide.pdf.(11/10/20, v2.0)

Presentation:

CBO Dashboard Demo Presentation (02/22/19)

Videos:

CBO Dashboard Demo Video (Feb. 2019, 55:15)

Job Aids:

Financials Overview.pdf (05/01/18, v2.0)
Finance Reports Cheat Sheet.pdf. (04/22/18, v1.0)
Finance Workflow Overview.pptx (05/21/15, v2.0)

Videos:

Using WorkCenters to Streamline Your Work Video (Jul 2019, 25:40)
Finance Workflow Video (May 2015, 37:18)

PeopleSoft Training Roadmap - Financial Asset Management (10/19/23, v1.0) This roadmap walks you through the functionality of Assets Management, which includes recordkeeping of asset items, depreciation, disposals, and running reports.

Master Guide:

FAM1 Financial Asset Management Guide.pdf (06/08/22, v6.1) This guide covers the full functionality of Assets Management, which includes recordkeeping of asset items, depreciation, disposals, and running reports.

Job Aids:

FAM1 Integrating Assets Flowchart.pdf (06/08/22, v4.7)

PeopleSoft Training Roadmap - General Ledger.pdf (08/04/23, v1.0) This roadmap outline steps to help you reach your goal of creating and processing journal entries and auditor’s transfers. Understand chartfield maintenance and identify the many business processes included in the General Ledger.

Master Guide:

GL1: General Ledger Guide.pdf (06/01/22, v7.2) This master guide will provide a detailed explanation of all pages used for General Ledger

Supporting Guide:

Combo Code Guide.pdf (08/16/18, v1.0). This job aid provides an overview of how combo codes are used and created.

Presentations:

Creating Journal Entries with Excel - Demo.pptx (Sept 2017) This PPT is the presentation used in the video. It goes through the steps to utilizes the Journal Entry Import spreadsheet to import journals into PeopleSoft.
Everything You Need to Know About Combo Codes Since You Implemented PeopleSoft HCM - Demo.pdf (Aug 2018) This presentation will provide and in-depth understanding of everything you need to know about Combo Codes in PeopleSoft.

Spreadsheets:

GL Trial Bal PS.xlsx (11/08/19, v8.1) This spreadsheet template contains instructions on how to use query data to run General Ledger Trial Balance reports.

Import files:

Open these files and download them to a file on your computer in order for them to work with the macros.

Videos:

Creating a KK No Post Journal Video (Oct 2020, 2:53) This video demonstrates how to create a KK No Post Journal to manually clear encumbrances.
Auditor’s Transfer Processing Updates Video (Jan 2017, 52:30)
Clearing Payroll Suspense Video (Mar 2017, 33:17) This video demonstrates how to identify and clear payroll suspense using the ‘Correct Suspense Entry’ screen.
GL Journal Import Process (Using Excel) Video (Sep 2017, 31:06) This video demonstrates how to download, set up, and utilize the Journal Entry import spreadsheet to import journals into PeopleSoft
Everything You Need to Know About Combo Codes Since You Implemented PeopleSoft HCM Video (08/16/18, 44:37)

PeopleSoft Training Roadmap - Inventory (10/19/23, v1.0) This roadmap guides you through the management and maintenance of warehouse items.

Master Guide:

IN1 Inventory Guide.pdf (06/13/22, v6.0)

This guide was created for staff responsible for direct control and maintenance of warehouse items. It covers how to use PeopleSoft for complete management of warehouse items.

Job Aids:

Inventory Flowcharts.pdf (Dec. 2018, v4.1) This job aid describes the process flow in ordering items from the Warehouse (stock requests) and ordering for the warehouse (Replenishments).

Refer to the PBCS Training Materials page for training videos, guides and other related materials.

Master Guide:

PC1 Project Costing Guide.pdf (05/01/18, v2.0)

Presentation:

Project Costing and Grant Management - Demo.pdf (July 2017)

Videos:

Project Costing - Demo Video (35:31)

PeopleSoft Training Roadmap - Requisitions (PO1).pdf (08/11/23, v1.3) This roadmap outline steps to help you reach your goal of understanding, entering, and maintaining requisitions for items to be purchased.

Master Guides:

PO1 Requisitions Guide - Managed Reqs.pdf (05/11/22, v6.2) This guide was created for staff responsible for entering and maintaining requisitions for items to be purchased. It covers how to use PeopleSoft to enter and maintain requisitions using eProcurment.
PO1C Requisitions Guide - Core Pages.pdf (11/30/20, v2.0) This guide was created for staff responsible for entering and maintaining requisitions for items to be purchased. It covers how to use PeopleSoft core Requisition pages to enter and maintain requisitions. If you use eProcurement to process Requisitions, please refer to the PO1 guide.

Job Aids:

PO1 Requisitions Flowchart.pdf Visual representation of creating a Requisition.
eProcurement to Create Requisition for Next FY (05/24/21, v1.0) This job aid provides the additional steps to take when creating an eProcurement Requisition for the next fiscal year.

Activities:

Activity Sheet for PO1 (05/13/22) Activity Sheet used in the Training Environment to practice creating Requisitions.

Presentations:

PO1A Requisitions - Presentation.pptx. (Dec 2018) Presentation includes information on Procure to Pay Process, Requisitions Overview, finding existing Requisitions, entering Requisitions, Approvals and Inquiry Screens.

Videos:

PeopleSoft Training Roadmap - Purchase Orders.pdf (10/19/23, v1.1) This roapmap outline steps to help you reach your goal of understanding and effectively processing purchase order transactions in PeopleSoft.

Master Guides:

PO2 Purchase Order Guide.pdf (06/01/22, v7.2) This guide covers buying goods and services using Purchase Orders.
- Part II explains district setup items.
- Parts III, IV, V, VI, and VII cover the full functionality of purchase orders in PeopleSoft.
- Part VIII explains PO inquiries, Part IX describes how to run reports, and Part X provides a list of Purchasing queries.

Job Aids:

Add Ship To Location Code.pdf (12/10/21 v1.1)

Videos:

Master Guides:

PO3 Receiving Goods and RTVs Guide.pdf (05/01/18, v5.0) This guide was created by the SDCOE Customer Resource Center for staff responsible for receiving and returning goods using Purchase Orders.
- Part II covers how to receive goods in PeopleSoft. Part III addresses RTVs (Returns to Vendor).

Master Guides:

PO4 Request for Quotes Guide.pdf (06/04/15, v2.0) This guide was created by the SDCOE Customer Resource Center for staff responsible for managing the quote and proposal process for large procurement activities using PeopleSoft Purchasing. It covers how to use PeopleSoft to enter an RFQ, dispatch a quote, enter RFQ responses, analyze RFQs and award quotes, and create a PO from an RFQ.

Supporting Guides:

PeopleSoft Procure to Pay Process Guide.pdf (11/09/18, v1.3) This guide describes the procure to pay process in PeopleSoft. In this guide, it also includes Category Code maintenance.

Job Aids:

Changing Sales and Use Tax Rates.pdf (11/09/18, v1.1) This job aid goes through the steps of updating the Sale and Use Tax rates for Purchasing and Accounts Payable.
Purchasing Reconciliation Process (04/29/21, v2.0) This job aid provides the mass way of closing qualified Purchase Orders and Requisitions. It also includes the mass way of budget checking the documents

Presentation:

Procure-to-Pay Process Presentation.pptx (03/08/23) This presentation is from the 2023 PeopleSoft Conference. It includes a description of the Procure-to-Pay process, procurement key concepts, how to handle various Purchasing scenarios in PeopleSoft, and understanding and managing Category Codes.

Videos:

Procure-to-Pay Process Video (PeopleSoft Conference 2023) (Mar 2023, 53:06) This demonstraion covers the Procure to Pay process flow, scenarios, components, concepts, and functionality.

Master Guides:

Query Manager Guide.pdf (01/07/20, v1.0)

Job Aids:

Query Manager Authorization Form.pdf (v2.0)
Query Manager Tips and Tricks.pdf (01/07/20, v1.0)
QY2 Records and Fields Master List.xlsx (05/02/18)

Presentation:

Finance Query Manager.pptx (April 2017)

Videos:

Finance Query Manager Video (Apr 2017, 41:50)

Master Guides:

QY1 Query Viewer Guide.pdf (01/07/20, v2.1) Learn how information can be pulled from the system using delivered queries by entering the parameters of your search. Information may be viewed as HTML, Excel or scheduled.

Supporting Guides:

Finance Query Reference Guide (09/11/17, v1.1) This guide contains a complication of queries used in multiple PeopleSoft Finance modules.
Excel & PeopleSoft Queries Guide.pdf (10/23/17, v1.1) This guide contains input from 27 districts on how they use Excel for specific queries to format data. Specific query examples are listed with a brief description of the formulas and filters districts use to format the data.

Job Aids:

Scheduling PeopleSoft Queries and Reports.pdf (07/19/17, v1.0) This job aide contains step by step instructions for scheduling queries and reports.

Videos:

Finance Queries Video (Mar 2015, 59:18)
Best Finance Queries by Module and How to Search for Them (PeopleSoft Conference 2023) (03/08/23, 48:21)This webinar focuses on commonly used Queries for Commitment Control, General Ledger, Purchasing, Accounts Payable, and Accounts Receivable.
Exploring Finance Queries Using Excel for Reporting Purposes (Peoplesoft Conference 2023) (03/08/23, 50:22)This webinar from the PeopleSoft Conference 2023 lists common queries used in FSCM and HCM. Includes Excel demonstrations for formatting queries and tips to create pivot tables for reporting purposes.
Finance Queries Where Does the Data Come (PeopleSoft Conference 2023) (03/08/23, 36:08)This webinar from the PeopleSoft Conference 2023 explains how data in PeopleSoft is created and stored in tables and records and how this data can be extracted using Queries.
PeopleSoft Conference - Excel and PeopleSoft Queries FIN (03/08/23, 12:28)This video demonstrates how to analyze a PeopleSoft Finance Query using filters, pivot tables, and formulas. The query used in the demo is M_GL_DETAILS_PO.

PeopleSoft Training Roadmap - TE1 Travel & Expense for Employees.pdf (08/11/23, v1.3)

This roadmap identifies SDCOE training resources and outlines steps to help you reach your goal of understanding and effectively adding and updating Travel and Expense Transactions.

PeopleSoft Training Roadmap - TE2 Travel & Expense Admnistration.pdf (09/08/23, v1.0)

This roadmap identifies SDCOE training resources and outline steps to help you reach your goal of understanding and effectively assigning delegates, editing an employee’s default ChartFields for a travel authorization (TA) or expense report (ER), viewing all TAs/ERs for the organization, doing the rollover for TA encumbrances at the end of the year and other administrative functions.

PeopleSoft Training Roadmap - TE3 AP Travel & Expense.pdf (02/23/24, v1.0) This roadmap identifies SDCOE training resources and outlines steps to help you reach your goal of understanding and effectively complete Accounts Payable tasks for Travel & Expense.

Master Guides:

TE1Travel and Expenses for Employees Guide.pdf (04/02/24, v3.4) This guide explains how to create, modify and view Travel & Expenses Reports in People Soft. As well as running queries and reports.
TE2 Travel and Expenses Administration Guide.pdf (04/19/24, v3.) This guide goes through T&E Administrator functions such as how to edit an employee’s default ChartFields for a travel authorization (TA) or expense report (ER), view all TAs/ERs for the organization, run budget check on TAs, cancel TAs, audit TAs not expensed, and rollover TA encumbrances at the end of the year.
TE3 Travel and Expenses for AP Guide.pdf (04/26/24, v3.0)

Job Aids:

TA_ER Cheat Sheet.pdf. (v3.3) Best Practices, Tips, and Critical Info related to creating and inputting TAs and ERs the Position Management. These are excerpts from the guide, please refer to the guide for details, step-by-step directions, and further info.
Business Unit Verification for TAs and ERs.pdf (09/01/23, v2.1)
SDCOE TE Refresher.pdf (06/12/19)

Presentations:

How to Enter a TA - Demo.pdf (May 2018).

Videos:

TA and ER Quick Start Directions Video (Sep 2016, 48:41)
How to Enter a Travel Authorization Video for SDCOE and Lakeside (May 2018, 31:06) Demo Includes: Walk through of steps to create a Travel Authorization (TA) from scratch, Overview and how to access the TA/ER Cheat Sheet that is available on the PeopleSoft Support Website.
TA Entry (5/24/24, 8:44) This video provides a basic overview of how to enter a Travel Authorization .

Master Guides:

Year End Finance Closing Guide.pdf (02/12/24, v6.0) This guide provides the steps needed for clean up and getting ready for year end closing for Accounts Payable, Accounts Receivable, General Ledger and Commitment Control. It is never to early to start your clean up!
Important Year End Dates for FY 23/24 (02/20/2024)

Activities: