1. What is OMNI?
OMNI (Online Management of Networked Information) is the Enterprise Resource Planning (ERP) system implemented to best meet Florida State University’s financial and human resource administration needs.
The OMNI System is developed using PeopleSoft® software, a product of Oracle ® Corporation. OMNI Financials stores all the financial information of the University including areas such as budget, general ledger, purchasing, inventory, and reporting tools.
2. What is a Business Unit?
A Business Unit (BU) is a required Chartfield segment indicating a major division of an organization. FSU uses the ‘FSU01’ BU for almost all University transactions.
An example of how another organization might use BU is if the State of Florida used PeopleSoft, they might have different BUs for the various State departments, such as Department of Revenue, Department of Education and Department of Management.
3. What is a Set ID?
A Set ID allows different Business Units to segregate or share information, such as their chart of accounts, vendor listing, or department structure. FSU uses the ‘SHARE’ Set ID for almost all University transactions.
4. What is the University’s Fiscal Year & Accounting Period?
The accounting period for FSU is a twelve month period beginning July 1 and ending June 30. It is referred to as a fiscal year instead of a calendar year.
Our fiscal months begin with July (1) and end with June (12) instead of the typical Jan (1) and Dec (12). For example, period 7 represents the month of January.
1. What are Chartfields?
Chartfields provide a common accounting language for identifying the University’s transactions. They make up the backbone of the University’s accounting system.
Examples of OMNI chartfields are department, fund code, project ID and account.
2. What Chartfields are required for all financial transactions in OMNI?
Chartfields provide a common accounting language for identifying the University’s transactions. They make up the backbone of the University’s accounting system. Examples of OMNI chartfields are department, fund code, project ID and account.
3. What additional chartfields are required for projects (i.e. Sponsored Projects (C&G) and Construction)?
Sponsored Projects ID - 6 digits and used to identify a specific budget for a Contract or Grant Project Activity ID - Always the number 1 Analysis Types Usually assigned automatically by the various OMNI modules when processing project transactions. Identifies source module, transaction type, and whether or not the transaction involves cost sharing. The only time it must be entered is when creating journal entries in the general ledger by way of interdepartmental requisitions or expenditure transfer journal entries. When creating journal entries, you must use GLE for expenditure lines and GLR for revenue lines.
Construction Projects Project - 9 digits and used to identify a specific budget for a Construction Project Activity ID - 6 character alpha field that identifies the type of Construction activity (Investment, Equipment, etc.) Analysis Types - Same as Sponsored Projects listed above Budget Reference - 4 digits and represents the original year of appropriation for the Construction Project
4. What are Optional Chartfields?
Optional Chartfields allow departments to track expenses at a more detailed level. The department must have the chartfield approved and added to the OMNI system by the General Accounting department in the Controller’s Office. The chartfield name may consist of any alphanumeric combination with a maximum of 10 characters.
The Long Description should begin with the first three digits of the department number and cannot exceed 30 characters. The Short Description cannot exceed 10 characters. There are three optional chartfields available for use – CHARTFIELD1, CHARTFIELD2, and CHARTFIELD3. However, some transactions (e.g. payroll/HR expenditures and postal charges) do not currently permit the use of these optional chartfields. You can request optional chartfields by submitting the Chartfield Request Form.
1. What are Ledgers?
Ledgers are a set of books for a business unit that stores budgeting and/or accounting transactions. FSU has a number of different ledgers, which are used for different purposes; however the two main ledgers that are used by FSU departments are Actuals and Commitment Control. The Actuals Ledger contains the actual (as opposed to budgetary) financial information.
The Commitment Control Ledger contains budgetary entries or information for expenses and/or revenues. It provides a mechanism for controlling expenditures against a pre-defined budget, by budgetary category; and for determining available budget, taking into account the pre-defined budgetary amounts, what has already been spent (Expenditures), and what is planned to be spent (Encumbrances).
Based on Funding Source, Commitment Control is set to: Control Budgets – Stop transactions that exceed budget Track with Budget – Track expenditures against a budget, and give warnings when transactions exceed budget Track without Budget – Track expenditures without requiring a budget
2. What is the General Ledger (GL) and how does information get posted to the GL?
The General Ledger is the repository (storehouse) of all the University’s financial information necessary to create the university’s annual financial reports. Information is input into the ledger by posted journal transactions (Journal Entries) from: OMNI modules (Payroll, Accounts Payable, Student Financials, etc.) 3rd party systems (Telecommunications, Facilities Maintenance, etc.) Directly keyed (ONLINE) to the GL by: Interdepartmental Requisition and Journal Entry (IDR) Department Online Journal Entries (DOL)
3. How do you obtain Departmental Ledgers?
Departmental Ledgers can be obtained in OMNI Financials or in myFSU Business Intelligence (BI). The official University Ledgers are in OMNI. To print ledgers from OMNI Financials you must go to Reporting Tools > Report Search Page. A job aid for running these ledgers can be found on the OMNI Training Site. To print or download BI ledgers you must go to BI and select the Financial Report needed. Job aids for BI reports can be found on the OMNI Training Site.
4. What is a Journal Entry?
Journal Entries are posted journal transactions that are reflected in the University's General Ledger; they can be identified by Journal ID numbers.
Journal ID numbers are ten digits long and may have an alpha prefix to identify the source. However, some manually entered, online journal entries that are directly keyed are all numeric (leading with zeros).
5. How do you identify the source of a journal entry?
Source Codes are used to identify the source of a journal entry (i.e. if an entry was generated automatically from an OMNI module like Accounts Payable or if it was manually entered by the Controller’s Office). Examples of Source Codes are:
AP – Accounts Payable
AUX – Interdepartmental auxiliary charges
CON –Online journal created centrally by the Controller’s Office
DOL – Online journal entered based on a Departmental Online Journal Entry Form
OFM – Facilities Department Charges
PAY – Payroll Processing
SF – Student Business Services (Campus Solutions/Student Central)
SRA – Online journal generated by Sponsored Research
TEL – Telecom
UTL – Utilities
A complete listing of University accounts can be obtained by running the FSU_DPT_CODES_GL_SOURCE query in OMNI Financials..
6. How do you look up a Journal Entry?
There are a number of different ways to review journal information in OMNI. The recommended option is to run a query in OMNI Query Viewer (located in OMNI Financials under Reporting Tools). There are a number of queries for locating journal entry information, and which one is best will depend on the type of journal you are attempting to look up. A listing of helpful departmental queries can be located on the Controller’s website. A short description is provided for each query. The most basic journal look up query, which is especially useful for online (manually entered) journal entries is FSU_DPT_GL_JOURNALS.
1. What is a Trial Balance?
A Trial Balance is a listing of the accounts for your department or project (or the entire University) general ledger and their balances as of a specified date (actual financial transactions—not budgetary). Queries available in OMNI Financials: FSU_DPT_TRIAL_BALANCE – Provides a listing of all financial accounts with balances as of the fiscal year and accounting period requested for any department/fund combination. FSU_DPT_LEDGER_SUM_W_CF - Provides a listing of all financial accounts with balances as of the fiscal year and accounting period(s) requested for any department/fund/project combination. It also provides Project, Budget Reference, and Optional Chartfield information.
2. What is the quickest and easiest way to pull financial information out of OMNI?
Queries provide the quickest way to locate financial information in OMNI. The Controller’s Office maintains a list of useful queries for departments to use to locate financial information quickly. These queries start with FSU_DPT. Locate queries in OMNI Financials under Reporting Tools > Query > Query Viewer Find Departmental Queries on the Controller’s Office website. Can be run in either HTML or Excel format. MyFSU BI also provides a number of dashboard reports, including the Transaction Details and Expense Data Mining reports, that are extremely useful in reconciling and/or researching departmental transactions.
3. What listservs are particularly useful for University financial representatives?
A listserv provides information on important news, events, and activities on campus via e-mail. Financial representatives should, at a minimum, sign up for the following listservs: OMNI-Financials – receive notification that monthly ledgers are available in OMNI and other OMNI updates. Finrep – receive direct communications from the Controller’s office on important financial messages, meetings, and training. Other particularly useful listservs include Property Management, Accounts Payable and FSUTravel. A list of all listservs available at FSU can be found here.
4. Where can I locate job aids?
Enterprise Resource Planning (ERP) has developed a website called OMNI Training which is designed to provide, in one place, the key resources needed to learn about the OMNI system. Training content seen within this site will contain the following features: Training Guides, Classroom Training, Security Roles, Parature, Additional Training, Contact Information, and Feedback. The Controller’s Office website also provides useful links to news and events, quick links, forms, policies and procedures, Departmental Business Management Guide, Department Queries, publications, training, Controller department websites.