spectrum plus financials upgrade and research implementation project general ledger (gl) business...
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Spectrum PlusFinancials Upgrade and Research
Implementation Project
General Ledger (GL)Business Fit Re-engineering
Workshop
Agenda
• Introductions• Purpose of Business Fit Re-engineering• Purpose of GL• What Happens in GL?• Demo• Conversion
Purpose of Business Fit Re-engineering• Present 8.9 business process changes• Solicit feedback and support from key Users• Involve you in the change management process
Purpose of GL
• GL serves as the core of the PeopleSoft Financial System
• GL is a collection of the institution’s accounts
• Summary of all transactions that occur.
• The GL is where posting to the accounts occurs. Posting is the process of recording amounts as debits and credits.
Purpose of GL
• There are five basic categories in which all accounts are grouped:– Assets– Liability– Owner’s Equity/Fund Balance– Revenue– Expense
What Happens in GL?
• Chartfields/SpeedTypes/Combo Edits• Ledgers (Budget and Actuals)• Journals• Open Item Accounting• Period End Processing• Reports, Queries and Inquiries
Chartfields - Changes Bd Per SpeedType Fund Department Prog Class Bd Ref Project PCBU Act
Non-Projects
7.5 BUD10 10 612500000 1620 11000 2009 N/A N/A N/A
8.9 BUD10 10000 612500000 16200 11000 2009 N/A N/A N/A
Projects
7.5 J2565 20 110600000 1220 64000 N/A J2565 N/A N/A
8.9 SP000J2565 20000 110600000 12200 64000 2009 SP000J2565 GSUFS PROJ
Chartfields in 8.9
Charfield Characters (7.5) Characters (8.9)
SpeedType 5 Up to 10
Account 6 6
Fund 2 5
Department 9 9
Program 4 5
Class 5 5
Budget Period 4 N/A
Budget Reference N/A 4
PC Business Unit N/A 5
Project 5 10
Activity N/A 4
SpeedTypes/SpeedCharts• SpeedTypes/Charts will be used as they
currently are in 7.5• Will be cross-walked from 7.5 to 8.9 to reflect
new Chart of Accounts• Non-Project SpeedTypes/Charts will be
converted as is• Project SpeedTypes/Charts will be 10 characters
and equal Project ID• Future SpeedTypes/Charts can use up to 10
characters instead of just 5
Fund Codes• Going from 2 to 5 characters
• More “General/Operating” Funds (10000, 10010, 10020, 10500, 10510, 10520, 10600, 10610, 10620)
• More “Auxiliary” Funds (12210, 12220, 12230, 12240, 12250, 12260, 12270, 12280)
• New “Departmental Sales and Services” Fund (14100)
• New “Sponsored” Funds (20000, 20010, 20100, 20200, 20300, 20400)
• New “Capital” Funds (50000, 50100, 50200)
Department IDs
• Will remain at 9 Characters• Coordinate with College Administrative Officers
to streamline Department values where possible• No more “Companion” Departments for Cost
Share – The Department will be the main Department ID with the new Fund Code and the Project ID will be the same as the Sponsored Project
• Now using Projects (rather than Departments) for University Grants and Internal Awards
Program Codes
• Going from 4 characters to 5 characters• Most 7.5 Programs will have a ‘0’ put at the end
in 8.9
Budget Reference
• No longer called Budget ‘Period’• Represents Fiscal Year of a transaction (e.g.
Purchase Order, Voucher, Journal)• Will be defaulted to Fiscal Year on transaction –
based on Accounting Date• Users will not be able to change the defaulted
value
PC Business Unit
• Required for Project Costing module• Used with Project ID ONLY• Will always be ‘GSUFS’• Not required for General Funds
Project ID
• Project ID will be going from 5 to 10 Characters • Existing projects will keep old project number as
the last 5 characters– J2565 (7.5) -> SP000J2565 (8.9)
• New projects will be auto numbered using the new Project Prefixes
Project ID – SpeedTypes
• FLxxxxxxxx = Capital Lapsing (xxxxxxxx = Facilities Project ID)• FNxxxxxxxx = Capital Non-Lapsing (xxxxxxxx = Facilities Project ID)• CExxxxxxxx = Continuing Education (xxxxxxxx = auto numbered)• GCxxxxxxxx= Cost Share Accounts (xxxxxxxx = numbered by RFS)• GFxxxxxxxx = GSU Foundation (xxxxxxxx = auto numbered)• GRxxxxxxxx = GSU Residuals (xxxxxxxx = auto numbered)• ORxxxxxxxx = Other Restricted (xxxxxxxx = auto numbered)• RRxxxxxxxx = GSURF Residuals (xxxxxxxx = auto numbered)• SAxxxxxxxx = Student Financial Aid (xxxxxxxx = auto numbered)• SPxxxxxxxx = GSU Sponsored Research (xxxxxxxx = auto numbered)• TFxxxxxxxx = Tech Fees (xxxxxxxx = auto numbered)• URxxxxxxxx = University Research (xxxxxxxx = auto numbered)
Activity ID
• Required for Project Costing module• Used with Project ID ONLY• Will always be ‘PROJ’• Not required for General Funds
Combination Edits
• Fund Required• Fund/Project• Account/Program• Account/Fund• Fund/Account• Fund/Class• Account/Class
Ledger Groups• Commitment Control (KK) = Budget Ledgers
– APPROP
– ORG
– DETAIL
– PRMST_EXP
– PROJ_GRT
– REVEST
• Standard Ledgers– ACTUALS
– CAPITAL
– GAAP
• See diagram on next page
Journals• Journal Source (online Journals)
– DRG– PRJ– ISO
• Fund Balancing• Processing (Edit, Budget Check, Post)• Delete/Reversals• Interface Journals (HR/Payroll, Banner, WORKS)• Policy and Procedure
– Documentation– Workflow– Posting
Open Item Accounting• Open Item Account Codes
– 132100 – Pre Paid Expenses (Emp)
– 132300 – Travel & Other Employee Advanc (Emp)
– 132400 – Travel Advance – Students (Ven)
– 132900 – Other Advances (Emp)
– 132910 – Petty Cash Advances(Emp)
– 132920 – Project Advances (Emp)
• Open Item Processing– Cash Advance / Expense Report (EX module)
– Voucher (AP module)
– Journal (GL module)
– Cashier (Banner/Core)
Period End Processing
• Month-end– Complete all transactions– Post Journals– Close the Period– Run/Distribute Reports
• Year-end– Same as Month-end (Period 12)– Close/Undo Ledger– Make Adjustments– Financial Reporting– Audit
Reports, Queries, and Inquiries
• Monthly Expenditure Report• Revenue Reports• Budget Reports and Inquiries• BOR Reports and Queries• Who develops GSU Queries?
PeopleSoft 8.9 Demo
• Journal Entries– Regular Journal– Fund Balancing Journal
• Budgets Overview• Journal Inquiry• Ledger Inquiry
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