General Ledger

Introduction to People soft General Ledger

Oracle’s PeopleSoft Enterprise General Ledger is a comprehensive financial management solution that offers fully automated close and consolidation solution for legal and management reporting. It provides strong controls to meet financial reporting regulations with flexibility to accommodate different accounting standards and business requirements. General Ledger is part of Oracle PeopleSoft Enterprise, an integrated suite of applications that address the most complex business requirements and provide comprehensive business and industry solutions, enabling organizations to increase productivity, accelerate business performance and lower cost of ownership.

Agenda:

Overview of GL

Fundamentals of GL

Table Set

Business Unit

Defining General Options and Chart fields

Editing Chart field Combinations

Journals

Journal Processing

Ledgers

Multi-Currency Processing

Allocations

Overview of GL

PeopleSoft GL integration

Fundamentals of GL

PS Applications store information in two types of tables

Control tables – These tables have static or master data and are keyed by SetID

Transaction Tables - These tables have dynamic or transactional data and are keyed by BU (business unit)

Control Tables

Control Tables stores information that controls the processing of the application like rules for processing a transaction and the accounting structure

Control tables have static or master data and are keyed by SetID. E.g. List of customers, accounts, products, etc.

Most control tables are effective dated

Business Units

Business Unit – An entity which represents a high-level organization of business information and maintains its own set of transactions

GL Business Unit – An organizational entity which maintains its own set of books or ledger

When defining a GL Business unit, remember that:

Journal transactions are entered, approved, and maintained using business unit as the basis

Table Set sharing is specified by business unit.

Chart Fields can be different depending on the business unit.

A single base currency is specified for each business unit.

Journal entry error and approval processing can be defined by business unit.

Background processing is done by business unit.

Security can be enforced by business unit

Reports are generated by business unit

Navigation - Set Up Financials/Supply Chain>Business Unit Related>General Ledger>General Ledger Definition>Definition

Defining Table SetIDs

The information stored in control tables is keyed by SetID (or TableSet ID)

Generally when a BU is created, the system creates a SetID with the same name as the BU

Using Record Groups

Control Tables used are grouped by function into Record Groups

A set of control tables (and views) which are related functionally and logically are called a Record Group

A Record Group may contain one or many tables or views

All tables in the same record group will have the same key in each table. E.g. All tables in the “Accounts” record group are keyed by ACCOUNT

TableSet Record Group Control panel

Used to specify which SetID a BU will use for each Record Group

Each BU must point to a complete set of control tables for it to function

Each BU can use or share control tables from one or more TableSets

TableSet Sharing

Defining General Options and Chartfields

Setting up Control Tables

Set Up Financials/Supply Chain, Install, Installation Options, Overall

Set Up Financials/Supply Chain, Install, Installation Options, Products

Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, Overall Preference

Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, General Ledger, General Ledger

Defining and Using ChartFields

Defining your chart of accounts (COA)

COA describes the way a business collects, stores, processes, and uses financial information as a part of its operations. At a minimum level, every business maintains accounts to track assets, liabilities, and equity and monitor the expenses and revenues flow. Reporting hierarchy and Organizational structure are maintained using departments, which help in dividing the business functions into logical groups

Defining and Using ChartFields The fields that store the the chart of accounts and provide the system

with the basic structure to segregate and categorize transactional and budget data are called ChartFields.

Once you’ve designed your chart of accounts and established your ChartFields, you will populate them with the individual ChartField values—the account codes that identify your individual accounts, departments, products, and so forth.

Navigation: Setup Financials/Supply Chain>Common Definitions> Design ChartFields

Defining Chartfield Values Account Type

Account types describe the various categories of accounts that correspond to those on your balance sheet or income statement

Navigation: Setup Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, Account Types, Account Types

Adding a New Account

Navigation: Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Account

Chartfield Combinations

Overview

In addition to editing individual Chartfield values, the edit process can be expanded to include Chartfield values that are dependent on each other

PeopleSoft enables defining combinations of ChartFields that are valid for posting to the ledger and also helps define valid ChartField editing rules for two or more ChartFields. Using detail values or tree-based criteria, an unlimited number of combination editing rules for each ledger group can be defined

Chartfield Combination Definition

The Combination Definition determines the ChartFields you want to include in your combination. For example, if you have multiple combinations of Account, Department, and Product that you want to edit, you'll set up one Combination Definition that includes the three ChartFields.

You specify a SetID and Definition name when you add a combination.

For ChartField, select the ChartFields you want in the combination.

Defining Combination Edit Rules

o Define rules used by the Journal Edit process to determine valid Chartfield combinations

o In these panels:

Combination rules are tied to Combination definitions

Validation rules are setup

o Based on the set of ChartFields you defined in the Combination Definition, you define rules that distinguish valid ChartField combination values on the Combination Rule component

Defining the Combination Rules for Editing ChartField Values

o Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Combination Editing, Combination Rule, Rule Definition

Chartfield Combination Edit Process

o Typically, combinations are not “exploded” in the Combination Data table due to space constraints

o The Table is updated at runtime ->

o Journal contents are validated against the contents of the Combination Data table

o If there is no match, the contents of the journal is compared to the combination rules to see if the rules mark the journal as valid

o If yes, a row is inserted into the Combination Data table and the journal is marked valid

o If no, the journal is marked invalid

Combination Groups

o Use the Combination Group page to associate / link multiple Combination Rules within a particular Combination Group. These rules are applied together as a set during Journal Edit process

o Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Combination Editing, Combination Group, ChartField Combination Editing Group

Combination Group Tying Combination Editing Groups to Ledger Groups

Journals

Journal Source

Identifies the origin of a journal entry

Define any special journal entry error handling options

Navigation: Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Definition

Journal Entry Template

Making Journal Entry

Journal Header / Line

Journal Entry — Header page is used to enter information that uniquely identifies the journal by business unit, journal ID, and journal date. It also contains options for setting, adjusting and reversing entries and foreign currencies.

Navigation: General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Header

Journal Processing Flow

Editing Journals

Journals that have been entered must be edited to ensure that it is valid for posting

After the edit process, a status of “Error” results if:

The accounting period (determined by the Journal date) is not currently open

Debits <> Credits for a balanced ledger

Actual totals from lines <> Control totals on header

One or more journal lines use invalid Chartfields as of the Journal date

One or more journal lines use invalid Chartfield combinations as of the Journal date

Navigation: General Ledger, Journals, Process Journals, Edit Journals, Edit Journals Request

Posting Journals

The Posting Process does the following:

Selects all journals that have been marked for posting and that meet the criteria specified on the posting request

Posts the lines of each selected journal to the ledger

Creates a reversal journal, if requested

Changes the status from “valid” to “posted”

Converting Accounting Entries to Journals

Journal Generator

Journal Generator Process (FSPGJGEN)

Both Non-PeopleSoft systems and PeopleSoft applications can create journal entries for posting to General Ledger.

The Journal Generator (FSPGJGEN) provides a generic accounting entry definition, journal generator template, and Accounting Entry Table (PS_JGEN_ACCTG_ENTRY) for Non-Peoplesoft systems. You can create journal entries by using these generic definitions or your own modified definitions.

Non-PeopleSoft system applications can create journals from the application business unit to different general ledger business units, as well as to different ledger groups and ledgers for a General Ledger business unit.

Steps Involved:

Journal Generator Template: Typically, you'll set up Journal Generator templates for each application system source that distributes to the general ledger, as well as each type of transaction—for example, a template for depreciation expense from PeopleSoft Asset Management

Accounting Entry Definition

To identify accounting entry layouts;

To identify the system source that distributes data to your general ledger and the record and field names for the Accounting Entry Table.

Navigation: General Ledger, Journals, Subsystem Journals, Accounting Entry Definition, Accounting Entry Definition

Initiating the Process (FSPGJGEN )

Ledgers

Ledgers

o store the posted net activity for a set of ChartField values by accounting period and by fiscal year

o Consist of posted balances that represents a set of books for a business unit

o primarily maintained through journal entries, and can store actual, budget, forecast, statistical, or any other type of data at many levels

Defining Ledger Templates

o Ledger template defines the physical attributes of a ledger

o Ledger template panels are used to identify records and fields that PeopleSoft GL uses to update detail ledgers

o Can be defined once and used for all ledgers

o The default records and fields support the Chartfields delivered with the system

o Template is keyed by type of Ledger

o General Ledger, Ledgers, Templates, Record Definitions

Defining Detail Ledgers

o A ledger consists of posted balances that represent a set of books for a BU

o PeopleSoft supports Detail and Summary Ledgers

o Journal Entries are posted to Detail Ledgers

o Detail Ledgers are rolled up to Summary Ledgers – used for nVision reporting

o Ledgers are associated with Ledger Templates

Detail Ledger Page

o Navigation: General Ledger, Ledgers, Detail Ledgers, Detail Ledger

Detail Ledger Groups Definition

o Ledgers must be linked to a Ledger Group which is linked to a Business Group

o Ledger Group can have 1 primary and 0-9 secondary ledgers

o Each ledger within the ledger group shares a common physical structure defined by the ledger template

o Each ledger also has unique attributes that you can define, such as its own base currency.

Ledger Group

o General Ledger, Ledgers, Ledger Groups, Definition

Defining Ledgers for a BU

o A list of Ledgers that a BU can post to is setup using the following panel:

o Navigation: Setup Financials/Supply Chain, Business Unit Related, General Ledger, Ledgers For A Unit, Definition

Processing Multiple Currencies in General Ledger

Revaluation

o Revaluation gains and losses are calculated for accounts maintained in foreign currencies.

o Balances of affected accounts are adjusted to the new value. The system generates an adjusting entry to the base currency balance plus a corresponding entry to the revaluation gain/loss account.

Defining Revaluation Step

o Process Financial Information, Maintain Ledgers, Use, Revaluation Step, Ledger and TimeSpan

Translation

o Translation refers to expressing ledger balances in terms of another currency, such as when balances maintained in the base or functional currency are restated in terms of a different reporting currency.

Setting Up Translation Rules

o Process Financial Information, Maintain Ledgers, Use, Translation Rule, TimeSpan and Rate

Translation Step

o Process Financial Information, Maintain Ledgers, Use, Translation Step, Ledger

Combining Translation Steps

o Process Financial Information, Maintain Ledgers, Process, Multicurrency Group

Initiating Multi-Currency Processing

Allocations

Allocations

o Expenses or assets that are shared by more than one branch or department

o Allocate certain balances and statistical quantities across the entities within the organization so that the appropriate entities recognize a reasonable share of those amounts

Basics of Allocation

o Allocation Type: Calculation method for the pool and basis and describes how the basis is used to distribute the pool amounts to the target.

o Pool: Source—the amount(s) to be allocated. This amount can come from a ledger or any table, or you can specify a fixed amount. If it comes from a ledger, Allocations uses the ledger definition to determine its table name and other characteristics (such as calendar, multibook, and base currency). If the pool record is a table, you must specify the table name

o Basis: How and in what proportion the pool amounts are distributed to the various targets.

o Target : Destination—where the amounts defined by the pool and basis are allocated.

o Offset : Entries that balance the targets. These entries usually reflect the clearing of pool amounts as they are transferred to the targets.

o Amount Fields : The mapping of the fields where the pool and basis amounts are allocated to the target and offset

Allocation Types

Copy: Copies pool amounts to the target/offset with possible percentage changes.

Spread Evenly: Divides pool amounts equally by the specified basis fields to derive the target amounts. For example, this type will divide the pool equally in thirds among Dept ID 0100, 0200, and 0300.

Allocate on Fixed Basis: Allocates on a fixed basis and percentage of pro rata allocation. This is based on the fixed allocation percentage you specify in the % field in the Value/Node scroll area on the Allocations — Basis page.

Prorata with Record Basis: Divides the pool amount among the targets based on amounts stored in the basis record.

Arithmetic Operation: Defines the allocation calculation as a mathematical operation between the pool and basis.

Navigation: Allocations, Define and Perform Allocations, Define Allocation Step, Type

Allocation Pool

Allocations - Pool page to define the allocation pool: pool record, selection criteria, and selection method. You can define the pool from ledger balances, any table, or a fixed amount. To specify a fixed pool amount, enter that amount on the Amount Fields page.

Time Spans

TimeSpans enable you to select and retrieve ledger balances for use in allocations, inquiries, and PS/nVision reporting. The TimeSpan controls the number of periods for which data is extracted and summarized from the ledger table.

Typical TimeSpans provided with PeopleSoft General Ledger include:

o PER Retrieves only activity for the current period.

o YTD Includes year-to-date amounts for the selected items.

o BAL Retrieves life-to-date amounts (balance forward amounts) for balance sheet accounts.

Many TimeSpans are expressed relative to the current period, so that they automatically adapt the content of a report to the As of Date specified when the report is executed. Others can be defined for specific periods.

Navigation: Set Up Financials/Supply Chain, Common Definitions, Calendars/Schedules, TimeSpans, TimeSpan

GL Set Up

GL Navigation Overview

Background: Navigation and Menu Options includes all major GL related functions. This page can be accessed either via the General Ledger Home Page or via direct menu navigation. Users can access most GL page from the links on the Home page.

Background: Navigation and Menu Options includes setup functions found in the menu navigation Setup Financial/Supply Chain. The Setup Financial/Supply Chain is grouped into the following:

• Business Unit Related – For GL, open/close accounting periods, Ledgers for a Unit page.

• Common Definitions – operator preferences, journal sources, Inter/Intra unit pairs.

• Product Related – there is no GL-specific setup in this area.

Common GL Tables PeopleSoft General Ledger stores large quantities of data to support many

business functions in database tables. The main GL tables are:

• Ledger Table (PS_LEDGER): stores the posted net activity for a set of ChartField values by accounting period and fiscal year.

• Journal Header Table (PS_JRNL_HEADER): contains header information such as OPRID, Journal description, and Posted status.

• Journal Line Table (PS_JRNL_LN): journal detail information includes chartfield values.

• Account Table (PS_GL_ACCOUNT_TBL): contains list of accounts and related information.

• Department Table (PS_DEPT_TBL): contains list of departments and related information.

• Product Table (PS_PRODUCT_TBL): contains list of products and related information.

• Project Table (PS_PROJECT): contains list of projects and related information.

Installation Options

Navigation: Set Up Financials/Supply Chain > Install > Installation Options

Background: Installation Options specify all modules that are installed and the various options and defaults that match unique processing requirements and environment setting. Configuring the Installation Options is a multi-step process shared by all PS applications.

The Products panel specifies which PeopleSoft applications are included in the installation: this panel is defaulted with the PeopleSoft application installed (AM, AR, AP, PO and GL) and requires future updates if additional applications are installed (for instance Billing).

The Overall panel lists unique options that span multiple modules. Options related to GL are described below.

Last Journal Number Assigned

Use this option to determine where to begin numbering journals or change the numbering for your journals.- This option is set to 1 at the beginning of the implementation

Default Country

Select a country to default on your pages. You can override the default on the actual pages.Reconciliation Level

This level identifies the type of business unit-level security to use for the bank reconciliation process. Select All BUs if you want the reconciliation process to include every business units set up in the system. Select Single BU if you want reconciliation to adhere to the business unit security you have already defined. When you select Single BU, the run parameters for the Auto Reconciliation process requires you to select the business unit that you want to perform reconciliation. The list in the only shows the business units that the user has security to access.

Multibook entries in Subsystem

This enables you to maintain multiple ledgers, sharing the same physical structure, in different base currencies, resulting in a real-time balance in multiple currencies. This functionality is also called dual-book due to the requirement for a company to carry one set of books in its local currency (functional currency) and another set of books in the currency of its parent company (reporting currency).

InterUnit Method

There are three Due To/From Balancing methods for InterUnit transactions. Select the method that you want to use. Default is Direct.

• Direct: The Due-To/From ChartFields used to balance each entity in the transaction are retrieved from the entity's own Inter/IntraUnit Template definition.

• Indirect: The Due-To/From ChartFields used to balance each entity in the transaction are retrieved from the affiliate entity's Inter/IntraUnit Template definition.

• Pairs: The Due-To/From ChartFields used to balance each entity in the transaction are retrieved from a definition for the pair of entities, or Business Units, involved in the transaction. Pairs are defined on the InterUnit Pair Maintenance page.

Enable Document Sequencing

Select this check box to enable you to use Document Sequencing for the overall installation.

Enable Alternate Account

Select to enable alternate account processing. Alternate account produces journal line/transaction level balances for statutory reporting requirements. The primary account field contains the corporate accounts, and an alternate account contains the statutory accounts. You define mapping options for each alternate account or the system defaults to the suspense account defined on the Ledgers for a Unit page.

Process Partition for GL

Select check box to improve processing performance. You must have performed the procedures necessary to enable multiple General Ledger Post processes to run concurrently with unique data partitions. This option is only available if you have installed PeopleSoft General Ledger.

Item Approval Required Method

Select Manual or Workflow as your approval Method. If you select Manual approval, an authorized user can set the status of individual items on the Item Approval page to Approved or Denied. If you select workflow approval, you must establish item approval as a business process in PeopleSoft Workflow.

Enable Document Tolerance

Select this check box to enable you to perform a Fund Tolerance that is an edit that checks the percentage or dollar amount change between a requisition & purchase order document at a ChartField distribution level. You can also define this edit to check the relationship between purchase order & voucher. The thresholds are defined by fund since these may change depending on the source of funds used to encumber and pay for goods or services.

Use Legal Entity for InterUnit

Select if you want to segregate InterUnit transactions for Business Units by legal entities such as corporations, partnerships, and sole proprietors, and you want to use different InterUnit Payables and Receivables depending on whether the transaction is InterEntity or IntraEntity. This field must remain unchecked when the InterUnit Method is Pairs.

Balance Sheet Indicator

If you define an Account value as Balance Sheet or Off Balance Sheet, you must also assign various PeopleSoft General Ledger processes, such as Journal Edit, Revaluation, Closing, Position Accounting, and so on, with the appropriate Balance Sheet or Off Balance Sheet account to perform the necessary balancing.

Book Code

If you use the Book Code feature to further segregate transactions into balancing subsets within the same ledger, it is particularly important that the Book Code ChartField values and the Balance Sheet Indicator values be properly grouped and matched with your Account ChartField to insure proper balancing.

General Ledger Diagram

Processing General Ledger Data

• Describe the journal process flow. • Process PeopleSoft General Ledger data. • Review journals and determine their status. • Edit and post journals.

Journal Processing Flow:

Journal entries can be entered directly into PeopleSoft General Ledger or they can be generated from the feeder systems by the Journal Generator. After posting, the original journal entries are retained by PeopleSoft General Ledger for analysis and audit trail purposes. You can check the journal status at any point in the journal processing flow. Journal Generator creates journal entries from the feeder systems and sends them to General Ledger. The Journal Generator is a program that takes accounting entries from your feeder systems, both PeopleSoft and non-PeopleSoft, and formats them into journal entries. The journal entries may then be edited and posted to the appropriate ledger accounts in PeopleSoft General Ledger.

Processing PeopleSoft General Ledger Data:

In PeopleSoft General Ledger, Business Unit, Journal ID and Journal Date uniquely identify a journal. This allows you to use the same Journal ID throughout the year or even within the same accounting period, if desired.

Use the Journal Entry Lines page to record the transactions making up the journal entry the debit and credit entries.

Review the Process Options on the Journal Lines Page

Typically, journals are entered and saved—editing and posting are done later in groups because it is more efficient. However, you have the option to run your journal processes for an individual journal directly from the Journal Lines page. Using the Process List and pushbutton, you can request the processes as pictured. When you select the ‘Post Journal’ process and click the Process button, your journal is edited and posted in the same process.

Budget Check Journal

Select to run the Commitment Control Budget Processor (FSPKBDP1) process to check the journal lines for the control budget. The journal edit process must validate the journal before it can be budget checked. Copy Journal Copies your journal to a new journal. Delete Journal Deletes the current journal. You cannot delete the journal if it has been posted or if it is an Interknit journal and part of it has been posted. Edit Chatfield Initiates the journal Chatfield edit process (GL_JEDIT_CF) to check if the journal has any Chatfield-related errors, including Chatfield edit and Chatfield combination edit. Edit Journal Initiates the journal edit process (GLRJEDIT).Post Journal Initiates the Journal post process (GLPPPOST) immediately. If the journal requires validation, the Journal Edit process automatically initiates prior to posting. Print Journal When you choose this option and click Process, the system creates the Journal Entry Detail report (GLC7501).

Refresh Journal Retrieves this journal from the database to the page again. Does this if you think others may have changed the journal after you originally retrieved it or if you made changes and want to revert to the last save. Submit Journal Initiates journal approval through workflow processing.

As you enter each detail line, the Journal Entry Totals page displays a running total of the number of lines and the total debits and total credits.

Creating a Journal Entry

To create a journal entry: 1. Select General Ledger, Journals, Journal Entry, Create Journal Entries. 2. Add a new value for the LSUSH business unit using the NEXT Journal ID with today’s date.

3. Click the Add button and enter the following Header information: Page Element Value or Status Ledger Group: Actuals Source ONL

4. Access the Lines page and enter the following information:

5. Click the plus button to add the next line:

6. Save the entry. Notice the Journal ID.

To delete the journal entry

Select the Delete process pushbutton on the Journal Entry Lines page to delete the above journal since it has not yet been posted. This feature assumes that a mistake was made; therefore it leaves no audit trail of the deletion.

To set up a favorite for the Journal Entry component

1. Click the Add to Favorites link in the top right corner. When you are asked to verify the page, click the Add to Favorites button. 2. During the course of the class, when you want to create or modify a journal, go to the top of the portal and expand My Favorites. The Create Journal Entries link will be there.

Reviewing Journals and Determining their Status

You can print individual journals from the Journal Lines page using the Process list or print a range of journals with the Journal Entry Detail report. Use this page to request the Journal Entry Detail Report and specify selection criteria: Page Name Navigation

Journal Entry Detail Report General Ledger>General Reports>Journal Entry Detail

Inquiry pages enable you to check the status of journals at any time during journal processing. The Journal inquiry pages provide a summarized display of all journals. Use this page to inquire on a range of journals and check their status: Page Name Navigation Journal Inquiry Criteria General Ledger>Review Financial Information>Journals>Search

Journal Inquiry Criteria page

The values for journal status are as follows:

Journal Status Code Journal Status Description

N Edit Req’d Journal has not been edited; therefore, cannot be posted. E Errors Journal has been edited and contains errors. V Valid Journal has passed editing and is ready to be posted. P Posted Journal has been posted to the ledger(s). U Un-Posted Journal has been posted, then un-posted. M Model Journal is an SJE model.

Editing and Posting Journals:

Once your journals are entered into PeopleSoft General Ledger (either directly online or via feeder systems,) they must be edited.

Edit Journals Request page

Journal editing is run as a background process in PeopleSoft General Ledger to improve performance and allow you more control over who processes journals and when. If Recycle is the Journal Option, a journal will receive a status of Error if one or more of the following conditions is true:

The accounting period (determined by the Journal Date) is not currently open.

Total debits do not equal total credits, and the ledger is defined as a balanced ledger.

The actual totals for the journal (debits, credits, number of lines or units) do not equal the control totals entered with the journal header.

One or more journal lines use invalid ChartField combinations as of the Journal Date

Running the Journal Edit Process

1. Select General Ledger, Journals, Process Journals, Edit Journals. 2. Find the existing run control, JOURNALS, and enter the following information:

Page Element Value or Status

Process Frequency Always Description Edit JournalsBusiness Unit LSUSH Source <blank> Ledger Group <blank> Journal Date From and To <blank>

3. Do not mark journals to Post. Click Run. 4. Server Name is PSNT. Select PS/GL Journal Edit. Click OK. 5. Click the Process Monitor link to see if the process ran successfully.

You can view journal entry errors by clicking the X in the Error column on the Journal Lines page to display the Journal Entry Errors page

The Journal Entry Errors page provides a message describing the reason for the error. When you are ready to make a correction, click the Line number in error. This will take you back to the Journal Lines page with the cursor positioned on the line and field in error so you can make your corrections and re-edit.

When errors are encountered during editing, General Ledger will either recycle or Suspend the journal, depending on the journal error processing options in effect for that journal. Recall these options may be specified at the Source, Ledger, or Business Unit level.

After journals have been entered and edited, they are ready to be posted.

The posting process performs the following steps: Selects all journals meeting the criteria specified on the posting request that

have been marked for posting or approved using workflow. Posts the lines of each journal selected to the ledger. Creates a reversal journal if so requested on the journal header. Changes the status indicator for each of the journal lines from Valid to Posted

Use this page to mark journals for posting:Posting Page Name Navigation

Mark Journals for Posting General Ledger>Journals>Process Journals>Mark Journals for PostingSelect the journals you want to mark for posting and click the Post Selected Journals link.

Posting Journals

To mark your CLASS journals for posting: 1. Select General Ledger, Journals, Process Journals, Mark Journals for Posting. Click the Post Selected Journals link. 2. Click the Run button. Server Name is PSNT. Select PS/GL Journal Post. Click OK. 3. Click the Process Monitor link and review to see if the process ran successfully.

To review the status of your journals after posting: 1. Select General Ledger, Journals, Process Journals, Review Journal Status. 2. Click Search and review. To review the detail ledger balances for account:

Copying Journals

To copy the PAYROLL journal: 1. Select General Ledger, Journals, Journal Entry, Copy Journals. 2. Find the existing run control, JOURNALS, and enter the following information:

Page Element Value or Status Process Frequency Always Unit LSUSH Journal ID PAYROLL New Journal PAYROLL2 New Date <today’s date>

3. Click the Run button. 4. Click the Process Monitor to check completion status. To review and post the new PAYROLL2 journal

Set up journal entries that automatically create the reversal entry in the desired period.

Click on the Reversal link from the Journal Header page for reversal options:

When the original entry is posted, the reversing entry is automatically created with a journal date that is specified by the user and based on one of these options:

Term Description

Do Not Generate Reversal, assumes no automatic reversal of this entry.

Beginning of Next Period

The journal date of the reversing entry is the first date of the next accounting period.

End of Next Period

The journal date of the reversing journal is the last date of the next accounting period.

Next Day

This option creates a reversing entry that is dated the next business day. It uses the holiday list ID that you assign to the business unit on the General Ledger Definition - Definition page to determine the next business day. If the business unit is not assigned a holiday list ID, the reversing entry is dated the next day. Adjustment Period creates a reversing entry to the adjustment period that you select. Click in the drop-down list box next to Adjustment Period to display a list of valid adjustment periods (as defined on the Detail Calendar). When you select this option, you also need to enter the reversal date. The reversal date is used to populate the journal date and fiscal year of the reversing entry. If you enter a date on a nonworking day and a holiday list ID is assigned to the business unit, you get an error message. The system does not reset the reversal date, and you must reenter a date that is a working day.

On Date Specified by User

By selecting this option and pressing the TAB key, a field appears where you can enter any date that is contained in the calendar of the target (posting) ledger. Reversals are marked valid and ready to post when created, so they do not need editing. If the reversal journal meets the criteria on the Journal Posting Request, it is posted in the same posting run in which it is created. You cannot change a reversal journal. Unposting a journal entry in PeopleSoft General Ledger means, reversing a journal entry that is already entered and posted to a ledger.

You can only unpost a journal once. You cannot edit or modify a journal once it is unposted.

Mark Journals for Unposting page Select the journals to unpost and click the Unpost Selected Journals link to run the Process

An active journal post request causes all marked journals (whether for posting or unposting) that meet the specified criteria to be posted or unposted when the request is run. This allows you to mark journals at any time, but not post or unpost them until you include them in an active request.

If the Allow Different Unpost Date option is enabled on the Business Unit - Journal Options page, an additional column appears where you can control the Unpost Date. Otherwise, the journal unposts on the same date as the original post date.

Standard Journal Entries:

Standard journal entries (SJEs) allow you to automate the entry of similar or identical journal entries.

To create an SJE: 1. Define the schedule, if appropriate. 2. Identify or create a model journal entry. 3. Define and generate the SJEs. 4. Verify the journal entries (check the statuses) 5. Edit and post the journal entries.

Analyzing Financial Information

PeopleSoft cross-product drilldown transfers you from the PeopleSoft General Ledger inquiry pages to:

• The originating entry that is in the associated PeopleSoft application, such as Payables.

• Supporting detail within Payables or to detail in other PeopleSoft applications.

Use this page to drill down from the journal inquiry to detail in the originating PeopleSoft application: Page Name Navigation Journal Inquiry General Ledger> Review Financial Information> Journals

The Compare Across Ledgers inquiry provides a nice ad hoc analysis tool within PeopleSoft General Ledger that allows you to produce comparative ledger data.

Use the Compare Across Ledgers inquiry with charting capabilities:

Page Name Navigation Compare Ledgers General Ledger> Review Financial Information,>Compare Across

Ledgers.

Currency Codes

Navigation: Setup Financials/Supply Chain > Common Definitions > Currency > Currency CodeBackground: The Currency Code table is delivered with all commonly used currencies. PeopleSoft will provide updates to the Currency Code table as currencies change over time.

Currency Codes define the currencies that are shared by all General Ledger and sub-systems Business Units. Currency Codes are not stored by SetID and are therefore universal across all applications and Business Units. The currency code table is populated with many available international currencies using the ISO (International Standards Organization) code as the identifier is delivered in standard.

Market Rate Types and Market Rate Index

Navigation: Setup Financials/Supply Chain > Common Definitions > Market Rates> Market Rate Index/Market Rate TypeBackground: Market Rate Indexes categorize the various market rates that a business tracks (ex: Reuter’s foreign exchange). PeopleSoft comes delivered with a default index named “MODEL.” This is used for currency exchange rates.

Table SetIDs

Control tables store information that defines the accounting structure and processing rules that apply when a transaction is entered. The data in these tables is entered by SetID. A TableSet is a group of control table rows identified by the same SetID for each Business Unit (BU) it has a SetID.

Calendars

A detail calendar is used to identify accounting periods. When a journal transaction is entered, it uses the detail calendar to translate the journal date into the correct posting period and year. The calendar must meet the following requirements:

• Accounting Periods (beginning and ending dates) cannot overlap. • Every day of the fiscal year must be included in the detail calendar. • The number of rows per fiscal year must equal the number of periods in a year.

Activity: View calendars that have been set up. Navigation: Menu>SetUpFinancials/SupplyChain>CommonDefinitions>Calendar/Schedules>Detail Calendar

Chartfields

The individual accounting codes that transactions are charged to are referred to as chartfields. Whenever you enter a new chartfield value, you should check to see if any trees need to be updated to include that code.

Chartfield - Department

Activity: View Department control table values. Navigation: SetUpFinancials/SupplyChain>CommonDefinitions>DesignChartFields>DefineValues>ChartFields>Department

• Leave SetID, your business unit and enter a department code or select one from a search list. Remember that you can enter part of the number and click Search to get a list of values that begin with the number you entered in the field. Select and click the value to bring up the view of the Department.

• If you are adding a new department code, use the first day of the current accounting period as the effective date if you create a new tree each month, otherwise date it the date of the most current tree.

• If you are updating an existing department, use the last day of the current accounting period as the effective date or the current or chosen date.

Chartfield - Project

Activity: View Project control table values. Navigation:SetUpFinancials/SupplyChain>CommonDefinitions>DesignChartFields>DefineValues>Chartfield Values>Project

The description tab allows the user to enter a long description. • If you are adding a new Project number, use the first day of the current

accounting period as the effective date if you create a new tree each month, otherwise date it the date of the most current tree.

• If you are updating an existing Project number, use the last day of the current accounting period as the effective date or the current or chosen date.

Chartfield - Class

• When a building number is required, it will be recorded in the Class Field table. Otherwise, Class can be used at a campuses’ discretion.

• Usually, Class will be used to further define the Account Codes when more detailed tracking is desired.

• If you are adding a new Class code, use the first day of the current accounting period as the effective date if you create a new tree each month, otherwise date it the date of the most current tree.

• If you are updating an existing Class code, use the last day of the current accounting period as the effective date or the current or chosen date.

Activity: View Class control table values. Navigation:SetUpFinancials/SupplyChain>CommonDefinitions>DesignChartfields>Chartfields>Class Field>Find an Existing Value or Add a New Value

Summarizing Chartfields with Trees

Trees allow you to organize your chartfield values in a hierarchical manner and are mainly used in setting up security, in editing and in reporting. They are used to summarize chartfield values so that the summary levels can be used in other areas of SFS. Keep in mind you can create multiple trees using the same chartfield values and summarize those values differently for various purposes. Some trees have already been created for chartfields that are shared. However, you will still need to set up a tree for your specific department codes. So, using that as an example, the following pages walk you through the steps in setting up a tree. Some things to understand about trees:

• Trees are based on a single chartfield – they are not used to combine chartfields. • You may set up an unlimited number of trees for any chartfield. • Trees are effective dated so you can add new codes or make changes and have them

take effect whenever you specify. Effective dating also allows you to retain historical data.

• Trees have various levels including a parent level, a sibling and a child level. • Trees should always be created from the top down. • Each level/node of the tree is named so that it can be easily referred to for editing

and reporting. A node represents the group of detail values that “report” to it. • Detail values can be defined as a range or as individual, specific values.

Following is what a portion of an account tree might look like: All Accounts

All Salaries LTE/Student Salary

LTE Salary LTE Salary

1601 – LTE Hourly 1602 – LTE Lump Sum 1603 – LTE Overtime 1604 – LTE Purchased Svcs IIA

Student Salary Student Wages Regular

1771 – Student Hourly

1772 – Student Lump Sum 1773 – Student Overtime

The following allows you to view the trees set up in SFS and get a better idea of the various levels and groupings that are available.

Activity: View Trees in SFS. Navigation: Tree Manager>Tree Manager