Oracle General Ledger User Manual
광고
광고
PeopleSoft FSCM 9.2: General
Ledger
March 2013
PeopleSoft FSCM 9.2: General Ledger
CDSKU fscm92pbr0
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1992-2013, Oracle and/or its affiliates. All rights reserved.
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Warranty Disclaimer
The information contained herein is subject to change without notice and is not warranted to be error-free.
If you find any errors, please report them to us in writing.
Restricted Rights Notice
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This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications.
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If this document is in preproduction status:
This documentation is in preproduction status and is intended for demonstration and preliminary use only.
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Contents
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Importing Information to a Ledger Using the Flat File Ledger Process (GL_LED_IMP)...........153
Integrating PeopleSoft Financials with Third-party Applications Using Generic Process Initiation
Examples of PeopleSoft Processes Initiated Using the Generic Process Initiation Service for
Activating Objects for the PeopleSoft Integration to Hyperion Financial Close
Pages Used in the Integration between PeopleSoft General Ledger and Fusion Accounting
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Using the Journal Edit Application Engine Process to Initiate the Inter/Intraunit Processor
Pages Used to Set Up VAT Options and Defaults for General Ledger Processing......................379
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Comparing Multibook Translation Ledger Results to Translation in a Single Book
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Pages Used to Enter and Process Commitment Control Journal Entries in General Ledger........706
Enter and Process Commitment Control Journal Entries with Entry Events in General Ledger........ 713
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Submitting Journals for Approval Using WorkFlow Based on the Approval Framework...........736
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Creating Budget Adjustment Journal Entries Using the GLJEADJ Entry Event Process............785
Correcting Journal Entry Errors Containing Entry Events with Suspense Option Off................ 786
Correcting Journal Entry Errors Containing Entry Events with Suspense Option On.................787
Chapter 32: Setting Up and Using Governmentwide Treasury Account Symbol (GTAS)
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Setting Up or Modifying Accounts for USSGL Rollup and Linking Associated Attributes........809
Setting up GTAS Fund Codes, Budget References, or Other ChartFields and Linking
Defining Component TAS and BETC Elements in Compliance with Federal Reporting
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Defining Component TAS and BETC Elements in Compliance with Federal Reporting
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Page Used to Set Up Federal Reimbursable Agreement Accounts in General Ledger................989
Using Oracle Business Intelligence Publisher Reporting to Support ChartField
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Preface
Understanding the PeopleSoft Online Help and PeopleBooks
The PeopleSoft Online Help is a website that enables you to view all help content for PeopleSoft
Applications and PeopleTools. The help provides standard navigation and full-text searching, as well as context-sensitive online help for PeopleSoft users.
PeopleSoft Hosted Documentation
You access the PeopleSoft Online Help on Oracle’s PeopleSoft Hosted Documentation website, which enables you to access the full help website and context-sensitive help directly from an Oracle hosted server. The hosted documentation is updated on a regular schedule, ensuring that you have access to the most current documentation. This reduces the need to view separate documentation posts for application maintenance on My Oracle Support, because that documentation is now incorporated into the hosted website content. The Hosted Documentation website is available in English only.
Locally Installed Help
If your organization has firewall restrictions that prevent you from using the Hosted Documentation website, you can install the PeopleSoft Online Help locally. If you install the help locally, you have more control over which documents users can access and you can include links to your organization’s custom documentation on help pages.
In addition, if you locally install the PeopleSoft Online Help, you can use any search engine for fulltext searching. Your installation documentation includes instructions about how to set up Oracle Secure
Enterprise Search for full-text searching.
See PeopleTools 8.53 Installation for your database platform, “Installing PeopleSoft Online Help.” If you do not use Secure Enterprise Search, see the documentation for your chosen search engine.
Note: Before users can access the search engine on a locally installed help website, you must enable the
Search portlet and link. Click the Help link on any page in the PeopleSoft Online Help for instructions.
Downloadable PeopleBook PDF Files
You can access downloadable PDF versions of the help content in the traditional PeopleBook format.
The content in the PeopleBook PDFs is the same as the content in the PeopleSoft Online Help, but it has a different structure and it does not include the interactive navigation features that are available in the online help.
Common Help Documentation
Common help documentation contains information that applies to multiple applications. The two main types of common help are:
• Application Fundamentals
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Preface
• Using PeopleSoft Applications
Most product lines provide a set of application fundamentals help topics that discuss essential information about the setup and design of your system. This information applies to many or all applications in the
PeopleSoft product line. Whether you are implementing a single application, some combination of applications within the product line, or the entire product line, you should be familiar with the contents of the appropriate application fundamentals help. They provide the starting points for fundamental implementation tasks.
In addition, the PeopleTools: PeopleSoft Applications User's Guide introduces you to the various elements of the PeopleSoft Pure Internet Architecture. It also explains how to use the navigational hierarchy, components, and pages to perform basic functions as you navigate through the system. While your application or implementation may differ, the topics in this user’s guide provide general information about using PeopleSoft Applications.
Field and Control Definitions
PeopleSoft documentation includes definitions for most fields and controls that appear on application pages. These definitions describe how to use a field or control, where populated values come from, the effects of selecting certain values, and so on. If a field or control is not defined, then it either requires no additional explanation or is documented in a common elements section earlier in the documentation.
For example, the Date field rarely requires additional explanation and may not be defined in the documentation for some pages.
Typographical Conventions
The following table describes the typographical conventions that are used in the online help.
Typographical Convention
Bold
Italics
Key+Key
Monospace font
. . . (ellipses)
Description
Highlights PeopleCode function names, business function names, event names, system function names, method names, language constructs, and PeopleCode reserved words that must be included literally in the function call.
Highlights field values, emphasis, and PeopleSoft or other book-length publication titles. In PeopleCode syntax, italic items are placeholders for arguments that your program must supply.
Italics also highlight references to words or letters, as in the following example: Enter the letter O.
Indicates a key combination action. For example, a plus sign (
+) between keys means that you must hold down the first key while you press the second key. For Alt+W, hold down the Alt key while you press the W key.
Highlights a PeopleCode program or other code example.
Indicate that the preceding item or series can be repeated any number of times in PeopleCode syntax.
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Preface
Typographical Convention
{ } (curly braces)
[ ] (square brackets)
& (ampersand)
⇒
Description
Indicate a choice between two options in PeopleCode syntax.
Options are separated by a pipe ( | ).
Indicate optional items in PeopleCode syntax.
When placed before a parameter in PeopleCode syntax,
an ampersand indicates that the parameter is an already instantiated object.
Ampersands also precede all PeopleCode variables.
This continuation character has been inserted at the end of a line of code that has been wrapped at the page margin. The code should be viewed or entered as a single, continuous line of code without the continuation character.
ISO Country and Currency Codes
PeopleSoft Online Help topics use International Organization for Standardization (ISO) country and currency codes to identify country-specific information and monetary amounts.
ISO country codes may appear as country identifiers, and ISO currency codes may appear as currency identifiers in your PeopleSoft documentation. Reference to an ISO country code in your documentation does not imply that your application includes every ISO country code. The following example is a country-specific heading: "(FRA) Hiring an Employee."
The PeopleSoft Currency Code table (CURRENCY_CD_TBL) contains sample currency code data. The
Currency Code table is based on ISO Standard 4217, "Codes for the representation of currencies," and also relies on ISO country codes in the Country table (COUNTRY_TBL). The navigation to the pages where you maintain currency code and country information depends on which PeopleSoft applications you are using. To access the pages for maintaining the Currency Code and Country tables, consult the online help for your applications for more information.
Region and Industry Identifiers
Information that applies only to a specific region or industry is preceded by a standard identifier in parentheses. This identifier typically appears at the beginning of a section heading, but it may also appear at the beginning of a note or other text.
Example of a region-specific heading: "(Latin America) Setting Up Depreciation"
Region Identifiers
Regions are identified by the region name. The following region identifiers may appear in the PeopleSoft
Online Help:
• Asia Pacific
• Europe
• Latin America
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• North America
Industry Identifiers
Industries are identified by the industry name or by an abbreviation for that industry. The following industry identifiers may appear in the PeopleSoft Online Help:
• USF (U.S. Federal)
• E&G (Education and Government)
Access to Oracle Support
Oracle customers have access to electronic support through My Oracle Support. For information, visit http://www.oracle.com/pls/topic/lookup?ctx=acc&id=info or visit http://www.oracle.com/pls/topic/ lookup?ctx=acc&id=trs if you are hearing impaired.
Documentation Accessibility
For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website at http://www.oracle.com/pls/topic/lookup?ctx=acc&id=docacc.
Using and Managing the PeopleSoft Online Help
Click the Help link in the universal navigation header of any page in the PeopleSoft Online Help to see information on the following topics:
• What’s new in the PeopleSoft Online Help.
• PeopleSoft Online Help acessibility.
• Accessing, navigating, and searching the PeopleSoft Online Help.
• Managing a locally installed PeopleSoft Online Help website.
Contact Us
Send us your suggestions Please include release numbers for the PeopleTools and applications that you are using.
Follow Us
Get the latest PeopleSoft updates on Facebook.
Follow PeopleSoft on Twitter@PeopleSoft_Info.
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Chapter 1
Getting Started With PeopleSoft General
Ledger
PeopleSoft Application Fundamentals and Companion
Documentation
The PeopleSoft General Ledger documentation provides implementation and processing information for your PeopleSoft General Ledger system. However, additional, essential information describing the setup and design of your system resides in companion documentation. The companion documentation consists of important topics that apply to many or all PeopleSoft applications across the Financials, Enterprise
Service Automation, and Supply Chain Management product lines. You should be familiar with the contents of the companion documentation:
The following companion documentation applies to PeopleSoft General Ledger:
•
PeopleSoft Application Fundamentals
•
PeopleSoft Global Options and Reports
• PeopleSoft Commitment Control.
Pages with Deferred Processing
Several pages in the PeopleSoft General Ledger application operate in deferred processing mode. Most fields on these pages are not updated or validated until you save the page or refresh it by clicking a button, link, or tab. This delayed processing has various implications for the field values on the page. For example, if a field contains a default value, any value that you enter before the system updates the page overrides the default. Another implication is that the system updates quantity balances or totals only when you save or otherwise refresh the page.
See The guidelines for designing pages are in the PeopleTools: PeopleSoft Application Designer
Developer's Guide.
Getting Started With PeopleSoft General Ledger
These topics provide an overview of Oracle's PeopleSoft General Ledger and discuss:
• General Ledger business processes.
• General Ledger integrations.
• General Ledger implementation.
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Getting Started With PeopleSoft General Ledger Chapter 1
Note: Deselect all check boxes on the Installation Options - Products page for products that you have not licensed and are not using. As delivered, all check boxes for all products whether licensed or unlicensed are selected on the Products page and this can result in unnecessary setup for the unlicensed products and can also cause performance issues.
Common Elements Used in General Ledger
Account
Accounting Date
Affiliate
Alt Acct (alternate account)
As of Date
Balance
Budget Ref (budget reference)
Business Unit
Category
Chartfield 1 to Chartfield 3
Class
Currency
ChartField that identifies the nature of a transaction for corporate accounts.
Date for accounting entries for an activity.
ChartField used to map transactions between business units when using a single interunit account.
ChartField that identifies the nature of a transaction for statutory accounts. This field appears only if you enable the Alternate
Account option for your organization and for the general ledger business unit.
The last date for which a report or process includes data.
Amount of an item that is still open (unpaid).
ChartField that identifies unique control budgets when individual budgets share budget keys and overlapping budget periods.
An identification code that represents a high-level organization of business information. You can use a business unit to define regional or departmental units within a larger organization.
ChartField value that represents the category for a project transaction in Project Costing. A category further defines a source type. For example, if you have a source type of labor,
you might have categories for architect labor, carpenter labor,
and plumber labor. This field is available only if you have
Project Costing.
ChartFields that you configure to meet your organization's requirements.
ChartField that identifies a particular appropriation when you combine it with a Fund, DeptID, Program Code, and Budget
Reference.
Group of customers in a trade, such as grocers or mass merchandisers.
Code that identifies the type of currency for an amount, such as
USD or EUR.
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Chapter 1 Getting Started With PeopleSoft General Ledger
Dept (department)
Description
Long Description
Division
Document Sequence or Document
Sequencing
Effective Date
Entry Event
Entry Reason
Entry Type
Exchange Rate
Fund
Fund Affiliate
Journal
Journal Entry
ChartField that indicates who is responsible for or affected by the transaction.
Freeflow text up to 30 characters.
Long Description link on all ChartField pages opens a secondary page to enter additional information regarding the
ChartField value, such as fund name, sources, type of fund,
donor information, or grants.
Geographic area within an organization.
Click to open a page where you can enter document sequencing information. This option is available only if you enable the document sequencing feature for the general ledger business unit.
The date on which a table row becomes effective; the date that an action begins. For example, the General Ledger Account page contains Effective Date and is used in conjunction with
Status to determine on which date the Account is activated or inactivated. This date also determines when you can view and change information. Pages or panels and batch processes that use the information use the current row.
Code that identifies the entry event definition that is used to create supplemental accounting entries for the transaction. You define these codes on the Entry Event Code Definition page.
The reason that is associated with an item that defines which accounting entries to generate and can be used for reporting purposes.
ID that identifies the type of activity, such as invoice or pay an item.
Rate that is used for currency conversion.
ChartField that represents structural units for education and government accounting. Can also represent a divisional breakdown in your organization.
ChartField that is used to correlate transactions between funds when using a single intraunit account.
Created when you edit journal lines (accounting entries) online in general ledger or you run the Journal Generator process for subsystem, imported, or batch accounting entries.
Enter a journal line consisting of accounting and ChartField information in General Ledger Create Journal Entries.
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Getting Started With PeopleSoft General Ledger
Journal Header
Journal Line
Language or Language Code
Ledger Template
Oper Unit (operating unit)
Operating Unit Affiliate
Process Frequency or When
Process Monitor
Product
Program
Project
Project
Report ID
Chapter 1
The first page entered to create journal entries in general ledger which includes the overall journal information such as the ledger, the journal source, long and short descriptions, and more.
Refers to each accounting line entered in General Ledger
Create Journal Entries consisting of appropriate ChartField and accounting values.
The language in which you want the field labels and report headings of your reports to print. The field values appear as you enter them. Language also refers to the language spoken by an employee, applicant, or non-employee.
The ledger template name is used to prompt correct ChartField names. If you specify a summary ledger template as the ledger template in setting up consolidations, the system displays the
Ledger field, where you enter the summary ledger name.
ChartField that is used to identify a location, such as a distribution warehouse or sales center.
ChartField that is used to correlate transactions between operating units when using a single intraunit account.
Designates the appropriate frequency in the Process Frequency group box:
Once: Executes the request the next time that the batch process runs. After the batch process runs, the process frequency is automatically set to Don't Run.
Always: Executes the request every time that the batch process runs.
Don't Run: Ignores the request when the batch process runs.
This link takes you to the Process List page, where you can view the status of submitted process requests.
ChartField that captures additional information that is useful for profitability and cash flow analysis by product sold or manufactured.
ChartField that identifies groups of related activities, cost centers, revenue centers, responsibility centers, and academic programs. Tracks revenue and expenditures for programs.
ChartField that captures information for project or grants accounting.
ChartField that is assigned to a project that is related to the item.
Identifies the report being processed and generated.
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Chapter 1
Report Manager
Process Monitor
Report ID
Report Manager
Run
Run Control ID
Request ID
SetID
Short Description
Source Type
Statistics Code
Status
Subcategory
User ID
View Detail
Getting Started With PeopleSoft General Ledger
Click this button to access the Report List page, where you can view report content, check the status of a report, and see content detail messages that describe the report and the distribution list.
Click this button to access the Process List page, where you can view the status of submitted process requests.
The report identifier.
Click this link to access the Report List page, where you can view report content, check the status of a report, and see content detail messages (which show you a description of the report and the distribution list).
Click this button to access the Process Scheduler Request page,
where you can specify the location where a process or job runs and the process output format.
A request identification that represents a set of selection criteria for a report or process.
A request identification that represents a set of selection criteria for a report or process.
An identification code that represents a set of control table information or TableSets. A TableSet is a group of tables ( records) necessary to define your company's structure and processing options.
User defined text up to 15 characters.
ChartField value that represents the source type for a project transaction in Project Costing. A source type identifies the purpose of the transaction, for example labor. This field is available only if you have Project Costing.
ChartField that identifies nonmonetary statistical amounts.
Indicates if a row in a table is active or inactive. You cannot display inactive rows or pages or use them for running batch processes. Use to inactive rather than delete data that you no longer use to maintain an audit trail.
ChartField value that represents the subcategory for a project transaction in Project Costing. A subcategory further defines a category. For example, if you have a category of carpenter labor,
subcategories might be standard hours and overtime hours. This field is available only if you have Project Costing.
The system identifier for the individual who generates a transaction.
Link that accesses another page for more detailed information.
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Getting Started With PeopleSoft General Ledger Chapter 1
General Ledger Business Processes
Business processes listed below are discussed in the business process section of this General Ledger documentation:
• Create and process journal entries.
• Create and process interunit and intraunit transactions.
• Build summary ledgers.
• Close ledgers.
• Process multiple currency.
• Create and process Average Daily Balance (ADB).
• Create and process open items.
• Consolidate financial data.
• Maintain standard budgets.
• Monitor background processes.
• Review financial information.
• Archive tables.
• Generate regulatory ledger reports.
• Create XBRL documents.
• Generate general reports.
• Generate federal reports.
• Create and process allocations.
• Generate statutory reports.
• Create and process Commitment Control transactions in General Ledger.
• Create and process entry event transactions.
• Process subsystem journals using Journal Generator.
• Import and process spreadsheet journal entries.
• Import and process transactions from a flat file.
• Enter and process statistical transactions.
• Enter and process Value Added Tax (VAT) transactions.
• Approve journal entries for processing.
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Chapter 1
• Perform account reconciliation.
• Run General Ledger background processes.
Getting Started With PeopleSoft General Ledger
General Ledger Integrations
General Ledger serves as the core of the PeopleSoft Financial Management System. The PeopleSoft subsystem applications, such as Payables and Receivables, create accounting entries that you select to process in the journal generator. Journal Generator creates the appropriate journals from the accounting entries and sends them to General Ledger for posting to the appropriate ledgers. From this posted accounting data, you can obtain both detail and summary accounting information and produce numerous financial reports for your organization.
There are four major ways of integrating data into General Ledger:
• Database tables—PeopleSoft subsystem applications running in the same database create accounting entries in a table.
Run Journal Generator to create journals from these accounting tables.
• Application messaging—PeopleSoft subsystem applications from a different database create accounting entries and use application messaging to send them to General Ledger.
Run Journal Generator to create journals and optionally send the updated journal information back to the subsystem using application messaging. Remote subsystems also use application messaging to perform various validation and data synchronization activities and to send commitment control budget journals to General Ledger.
• Flat File Imports—General Ledger has several file import processes for you to import journals, ledger data, and commitment control budgets into the system.
• XML import over internet—General Ledger delivers a Spreadsheet Journal interface for you to prepare your journals offline and then import them over the internet using XML and HTTP connection.
The Excel to Component Interface utility uses the same mechanism to import data into various setup tables.
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Getting Started With PeopleSoft General Ledger
This diagram details the various integrations with General Ledger:
Image: General Ledger integration map
General Ledger Integration Map
Chapter 1
38
Integration is discussed in both the implementation and processing sections of the General Ledger documentation.
Supplemental information about third-party application integrations is located on the My Oracle Support website.
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Chapter 1
Related Links
Integrating General Ledger with Other PeopleSoft Applications
Getting Started With PeopleSoft General Ledger
General Ledger Implementation
PeopleSoft Setup Manager enables you to review a list of setup tasks for the products that you are implementing. The setup tasks include the components that you must set up, listed in the order in which you must enter data into the component tables, and the links to the corresponding documentation.
General Ledger also provides component interfaces to help you load and initialize setup data from you existing system into General Ledger tables. Use the Excel to Component Interface utility with the component interfaces to populate the tables.
This table lists all components that have a component interface delivered for use with the Excel to
Component Interface import utility.
Note: The Excel to Component Interface import utility is delivered for a technical user to provide data conversion during implementation.
Component
ALTACCT
Alternate Account ChartField
BD_SCENARIO
Budget Scenario ChartField
BUDREF_PNL
Budget Reference ChartField
CHARTFIELD1
ChartField1
CHARTFIELD2
ChartField2
CHARTFIELD3
ChartField3
CLASS_PNL
Class ChartField
DEPARTMENT
Department ChartField
Component Interface
ALTACCT_CF
BUDGET_SCENARIO
BUDGET_REF_CF
CHARTFIELD1
CHARTFIELD2
CHARTFIELD3
CLASS_CF
DEPT_CF
References
See "Alternate Account Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "Scenario Page (PeopleSoft FSCM
9.2: Application Fundamentals)".
See "Budget Reference Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "ChartField 1 Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "ChartField 1 Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "ChartField 1 Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "Class Field Page (PeopleSoft FSCM
9.2: Application Fundamentals)".
See "Department Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
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Getting Started With PeopleSoft General Ledger
Component
FUND_DEFINITION
Fund ChartField
GL_ACCOUNT
Account ChartField
GL_PE_CF_SEC_COMP
ChartField pagelet security
LEDGER_SECURITY nVision Ledger Security
OPERATING_UNIT
Operating Unit ChartField
OPR_DEFAULT_FIN
User Preferences
PRODUCT
Product ChartField
PROGRAM_DEFINITION
Program ChartField
PROJECT
Project ChartField
SEC_BU_CLS
Business Unit Security by Permission
List
SEC_BU_OPR
Business Unit Security by User ID
SEC_LEDGER_CLS
Ledger Security by Permission List
SEC_LEDGER_OPR
Ledger Security by User ID
STATISTICS_TBL
Statistics Code
Component Interface
FUND_CF
ACCOUNT_CF
SECURITY_CF_PAGELET
SECURITY_NVISION_LEDGER
OPER_UNIT_CF
OPR_DEFAULT_FIN
PRODUCT_CF
PROGRAM_CF
PROJECT_CF
SECURITY_BU_CLS
SECURITY_BU_OPR
SECURITY_LEDGER_CLS
SECURITY_LEDGER_OPR
STATISTICS_CODE
Chapter 1
References
See "Fund Code Page (PeopleSoft FSCM
9.2: Application Fundamentals)".
See "Adding Account Values (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "Describing General ChartField
Security Functionality (PeopleSoft
FSCM 9.2: Application Fundamentals)"
See "Defining Row-Level Security
(PeopleSoft FSCM 9.2: Application
Fundamentals)".
See "Operating Unit Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "Defining Cross-Application User
Preferences (PeopleSoft FSCM 9.2:
Application Fundamentals)".
See "Product Page (PeopleSoft FSCM
9.2: Application Fundamentals)".
See "Program Code Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
See "Project Page (PeopleSoft FSCM
9.2: Application Fundamentals)".
See "Defining Row-Level Security
(PeopleSoft FSCM 9.2: Application
Fundamentals)".
See "Defining Row-Level Security
(PeopleSoft FSCM 9.2: Application
Fundamentals)".
See "Defining Row-Level Security
(PeopleSoft FSCM 9.2: Application
Fundamentals)".
See "Defining Row-Level Security
(PeopleSoft FSCM 9.2: Application
Fundamentals)".
See "Statistics Code Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
40 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 1 Getting Started With PeopleSoft General Ledger
Component
TAX_AUTHORITY_VAT
Value Added Tax Authority
TAX_BU_CODE_VAT
VAT Accounts by Business Unit component
TAX_CODE_VAT
Value Added Tax Code
VAT_ENTITY_ID
Value Added Tax Entity
Component Interface
TAX_AUTHORITY_VAT
TAX_BU_CODE_VAT
TAX_CODE_VAT
VAT_ENTITY_ID
References
See " Value Added Tax Authorities Page
(PeopleSoft FSCM 9.2: Global Options
and Reports)".
See "VAT Accounts by Business Unit
Page (PeopleSoft FSCM 9.2: Global
Options and Reports)".
See "Value Added Tax Code Page
(PeopleSoft FSCM 9.2: Global Options
and Reports)".
See "Identification Page (PeopleSoft
FSCM 9.2: Global Options and
Reports)".
Other Sources of Information
In the planning phase of your implementation, take advantage of all PeopleSoft sources of information, including the installation guides, data models, and business process maps:
PeopleTools Documentation: PeopleSoft Setup Manager
PeopleTools Documentation: PeopleSoft Component Interfaces
Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
41
Chapter 2
Navigating in General Ledger
Navigating in General Ledger
This topic discusses how to navigate in Oracle's PeopleSoft General Ledger.
Navigating in General Ledger
PeopleSoft General Ledger provides custom navigation pages that contain groupings of folders that support a specific business process, task, or user role.
Note: In addition to the General Ledger custom navigation pages, PeopleSoft provides menu navigation, and standard navigation pages.
For more information, see PeopleTools Documentation: PeopleSoft Applications User's Guide.
Pages Used to Navigate in General Ledger
This table lists Custom Navigation pages that are used to navigate in PeopleSoft General Ledger.
Page Name
General Ledger WorkCenter
Navigation
Main Menu, GL WorkCenter, General
Ledger WorkCenter
Usage
Access the General Ledger WorkCenter
to perform a broad range of tasks without leaving the WorkCenter, such as journal functions with exception alerts, monthly closing activities, tree manager, or reconciliation and reporting.
Account Reconciliation
General Ledger Center
Allocations
Define and Perform Allocations
Main Menu, Perform Reconciliation
Main Menu, General Ledger, General
Ledger Center
See Setting Up and Performing Account
Access primary General Ledger Center menu options and activities.
Click Allocations on the General Ledger
Center page.
Access the Define and Perform
Allocations and the Reports folders on the Allocations page.
Click Define and Perform Allocations on the Allocations page.
Access the Define Allocation Step,
Copy/Rename/Delete Step, Define
Allocation Group, and Request
Allocation options on the Define and
Perform Allocations page.
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43
Navigating in General Ledger
44
Page Name
Reports
Commitment Control
Budget Journals
Budget Reports
Close Budget
Define Budget Security
Define Control Budgets
Chapter 2
Navigation
Click Reports on the Allocations page.
Click Commitment Control on the
General Ledger Center page.
Click Budget Journals.
Click Budget Reports.
Click Close Budget.
Click Define Budget Security.
Click Define Control Budgets.
Usage
Access the Allocation Step, the
Allocation Group, and the Allocation
Calculation Log options on the Reports page.
Access the Define Control Budgets,
Define Budget Security, Budget Journals,
Post Control Budget Journals, Review
Budget Activities, Close Budget, Budget
Reports, Third Party Transactions,
and Review Budget Check Exceptions folders on the Commitment Control page.
Access the Enter Budget Journals,
Import Budget Journals, Enter Budget
Transfer, and Mass Delete Budget
Journals options on the Budget Journals page.
Access the Activity Log, Budget
Attributes Report, Budget Control
Report, Budget Status, Project
Expiration, Associated Budgets Report,
Budget Checking Status, Budget Key
Translations Report, Budget Transaction
Detail, Budgets/Actuals Reconciliation,
Budgetary Control Tree Audit, Budget
Periods Report, and Ledger Details options on the Budget Reports page.
Access the Define Budget Period Set,
Validate Closing Set, Mark to Undo,
Closing Rules Report, Define Closing
Rule, Validate Run Control, Review
Calculation Log, Closing Calculation
Log Report, Define Closing Set, Process
Budget Close, Review Closing Status, and Closing Status Report options on the
Close Budget page.
Access the Events, Assign Rule to
User ID, Request Build, Create Alert
Notifications, Field Setup, Assign Rule to Permission List, Security Report, Rule
Definitions, Assign Rule to Dynamic
Group, and Notification Preference options on the Define Budget Security page.
Access the Budget Definitions,
Associated Budgets, Source
Transactions, Copy Budget Definitions,
Funding Source, Budget Attributes, and
Funding Source Allocation options on the Define Control Budgets page.
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Page Name
Post Control Budget Journals
Review Budget Activities
Third Party Transactions
Review Budget Check Exceptions
Accounts Payable
Budget Checking Status
Budget Exceptions
Source Header Unlock
General Ledger
Project and Grants
Purchasing and Cost Management
Navigating in General Ledger
Navigation
Click Post Control Budget Journals.
Click Review Budget Activities.
Usage
Access the Request Posting, Mark for Unposting, Request Entry Event
Processor, and Budget Ledger Details
Report options on the Post Control
Budget Journals page.
Access the Budget Details, Budgets
Overview, Ledger Inquiry Set, Activity
Log, Review Fund Source Allocations,
and Review Fund Source Activities on the Review Budget Activities page.
Click Third Party Transactions.
Access the Generic Transaction Entry,
Budget Check Generic Trans (budget check generic transaction), and Budget
Check HR Payroll on the Thirty Party
Transactions page.
Click Review Budget Check Exceptions. Access the Purchasing and Cost
Management, Project and Grants, Budget
Checking Status, Travel and Expenses,
Revenues, Budget Exceptions, Accounts
Payable, General Ledger, and Source
Header Unlock options on the Review
Budget Check Exceptions page.
Click Accounts Payable on the Review
Budget Check Exceptions page.
Access the Voucher, Voucher Nonprorated Voucher Accounting Line, and
Period End Accruals options on the
Accounts Payable page.
Click Budget Checking Status on the
Review Budget Check Exceptions page.
Access the Budget Checking Status search page.
Click Budget Exceptions on the Review
Budget Check Exceptions page.
Access the Budget Exceptions search page.
Click Source Header Unlock on the
Review Budget Check Exceptions page.
Access the Unlock KK Source Header search page.
Click General Ledger on the Review
Budget Check Exceptions page.
Access the Journal, Payroll, Generic
Transaction Entry, Budget Journal,
Payroll Encumbrances, and HR Payroll
Exceptions options on the General
Ledger page.
Click Project and Grants on the Review
Budget Check Exceptions page.
Access the Project Journal, Project
Budget and Facilities Administration options on the Project and Grants page.
Click Purchasing and Cost Management on the Review Budget Check Exceptions page.
Access the Requisition, Requisition
Non-prorated, Purchase Order, Purchase
Order Non-prorated, Procurement Card,
Receipt Accrual Expense, Receipt
Accrual Encumbrance, and Cost
Management options on the Purchasing and Cost Management page.
Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
45
Navigating in General Ledger
Page Name
Revenues
Travel and Expenses
Consolidate Financial Data
Consolidation
Equitization
Load Ledgers
Reports
46
Review Results Online
Inquiry
Accounting Entries
Chapter 2
Navigation
Click Revenues on the Review Budget
Check Exceptions page.
Usage
Access the Billing Invoice, Revenue
Estimate, and Direct Journal options on the Revenues page.
Click Travel and Expenses on the
Review Budget Check Exceptions page.
Access the Travel Authorization and
Expense Sheet options on the Travel and
Expenses page.
Click Consolidate Financial Data on the
General Ledger Center page.
Access the Consolidation, Review
Results Online, Equitization, Reports,
and Load Ledgers folder options.
Click Consolidation on the Consolidate
Financial Data page.
Click Equitization on the Consolidate
Financial Data page.
Access the Elimination Sets,
Consolidation Ledger Sets, Subsidiary
Ownership, Consolidation Set, Minority
Interest Sets, and Request Consolidation options on the Consolidation page.
Access the Equitization Rules,
Equitization Groups, and Request
Equitization options on the Equitization page.
Click Load Ledgers on the Consolidate
Financial Data page.
Click Reports on the Consolidate
Financial Data page.
Click Review Results Online on the
Consolidate Financial Data page.
Click Inquiry on the General Ledger
Center page.
Access the ChartField Mapping Set,
ChartField Value Mapping, Publish
Ledgers, and Request Ledger Load options on the Load Ledgers page.
Access the Elimination Sets, Minority
Interest Sets, Ownerships Sets,
Consolidation Set, Elimination Sets
Audit, Minority Interest Elimination/
Adjustment, Elimination Out of Balance,
Equitization Rules, and Equitization
Calculation Log options on the Reports page.
Access the Consolidation Dashboard,
Consolidation Process Log, and
Equitization Process Log options on the
Review Results Online page.
Access the Journals, Ledgers, and
Accounting Entries folder options on the
Inquiry page.
Click Accounting Entries on the Inquiry page.
Access Global Consolidation Accounting
Entries, Contributor Relations
Accounting, Enterprise Learning
Management Accounting, Entry
Event Budget Accounting, Entry
Event GL Adjustment Accounting,
Generic Accounting Entries, Payroll
Accounting Entries, and Student
Financial Accounting Entries options on the Accounting Entries page.
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Page Name
Journals
Ledgers
Edit
Entry Event
Inquiry
Open Items
Post
Setup
Journals
Budget Check
Create/Update/Copy/Import
Navigating in General Ledger
Navigation
Click Journals on the Inquiry page.
Click Ledgers on the Inquiry page.
Usage
Access the Journals, Review Journal
Status, Review Status Online, Review
Standard Journals, and Review Suspense
Cross Reference options on the Journals page.
Access the Ledger, Ledger Group,
Ledger Period Comparison, Compare
Across Ledgers, Review Summary
Ledger Status, and Define Inquiry
Record and Page options on the Ledgers page.
Click Journals on the General Ledger
Center page.
Click Budget Check on the Journals page.
Access the Create/Update/Copy/Import,
Standard Journals, Subsystem Journals,
Edit, Budget Check, Post, Inquiry,
Suspense Correction, Open Items, Entry
Event, and Setup folder options on the
Journals page.
Access the Budget Check Journals,
Budget Checking Status, Budget
Exceptions, and Mark Journals for
Override options on the Budget Check page.
Click Create/Update/Copy/Import on the
Journals page.
Access the Create/Update Journal
Entries, Copy Journals, Flat File Journal
Import, and Spreadsheet Journal Import options on the Create/Update/Copy/
Import page.
Click Edit on the Journals page.
Access the Edit Journals and Journal Edit
Errors Report options on the Edit page.
Click Entry Event on the Journals page.
Access the Entry Event Journals option on the Entry Event page.
Click Inquiry on the Journals page.
Access the Journals and Review Journal
Status options on the Inquiry page.
Click Open Items on the Journals page.
Access the Review Status Online,
Process Reconciliation, Maintenance,
Open Item Listing Report on the Open
Items page.
Click Post on the Journals page.
Access the Mark Journals Posting, Mark
Journals for Unposting, Post Journals,
and Post Journal Summary Report options on the Post page.
Click Setup on the Journals page.
Access the Class, Entry Template, and
Source Template options on the Setup page.
Copyright
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47
Navigating in General Ledger
Page Name
Standard Journals
Subsystem Journals
Suspense Correction
Ledgers
ADB Reports
Average Daily Balance
Closing
Definition
Import/Export
Ledger Definition Reports
Ledger Reports
Summary
48
Chapter 2
Navigation
Click Standard Journals on the Journals page.
Click Subsystem Journals on the
Journals page.
Click Suspense Correction on the
Journals page.
Usage
Access the Define Standard Journals,
Create Standard Journals, Review
Standard Journals options on the
Standard Journals page.
Access the Accounting Entry Definition,
the Journal Generator Template, and the General Journals options on the
Subsystem Journals page.
Access the Correct Suspense Entries,
Review Suspense Cross Reference, and
Suspended Activity Report options on the Suspense Correction page.
Click Ledgers on the General Ledger
Center page.
Access the Definition, Summary,
Closing, Average Daily Balance, Import/
Export, Ledger Definition Reports,
Ledger Reports, and ADB Reports folder options on the Ledgers page.
Click ADB Reports on the Ledgers page. Access the ADB Definition Report and
ADB Calculation Report options on the
ADB Reports page.
Click Average Daily Balance on the
Ledgers page.
Access the ADB Definition and ADB
Process options on the Average Daily
Balance page.
Click Closing on the Ledgers page.
Click Definition on the Ledgers page.
Access the Closing Rules, Request
Ledger Close, and Closing Rule Report on the Closing page.
Access the Ledger Templates, Detail
Ledgers, Ledger Groups, and Ledger
Codes options on the Definition page.
Click Import/Export on the Ledgers page.
Click Ledger Definition Reports on the
Ledgers page.
Click Ledger Reports on the Ledgers page.
Click Summary on the Ledgers page.
Access the Import Ledger from Flat File,
Ledger File Formats, and Export Ledger
Data options on the Import/Export page.
Access the Template Report, Detail
Ledger Report, Ledger Codes Report,
and Summary Ledger Definition Report options on the Ledger Definition Reports page.
Access the Summary Ledger Detail
Report, Closing Trial Balance, and
Journal Closing Status Report options on the Ledger Reports page.
Access the Ledger Set for Summary
Ledger, Summary Ledger Definition,
Build Summary Ledger, and Review
Summary Ledger Status options on the
Summary page.
Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Page Name
Monitor Background Processes
Process Multi-Currency
Define and Process
Reports
Regulatory Ledger Reports
Reporting
General Reports
GL Subsystem Reconciliation
Navigating in General Ledger
Navigation Usage
Click Monitor Background Processes on the General Ledger Center page.
Access the Journal Unlock, Non-
Shared Table Maintenance, Shared
Table Statistics, and Background
Process Report options on the Monitor
Background Processes page.
Click Process Multi-Currency on the
General Ledger Center page.
Access the Define and Process and
Reports folder options on the Process
Multi-Currency page.
Click Define and Process on the Process
Multi-Currency page.
Access the Revaluation Step, Translation
Rules, Translation Steps, Translation
Within Ledgers, Define Process Group,
and Request Process options on the
Define and Process page.
Click Reports on the Process Multi-
Currency page.
Click Regulatory Ledger Reports on the
General Ledger Center page.
Access the Revaluation Step,
Revaluation Calculation Log, Translation
Step, Translation Calculation Log,
Translation in Ledger, Translation in
Ledger Calculation Log, Translation
Ledger In-Sync, and Translation Ledger
Reconcile options on the Reports page.
Access the Definition, Mapping
Structure, Mapping Rules, Submission
Information, Build Regulatory Ledger,
Ledger File Extract, Review Ledger
Errors, Review Ledgers, Ledger Errors,
and ChartField Value Mapping options on the Regulatory Ledger Reports page.
Click Reporting on the General Ledger
Center page.
Click General Reports on the Reporting page.
Click GL Subsystem Reconciliation on the General Reports page.
Access the General Reports, Federal
Reports, Cash Flow Statement, and
XBRL folder options on the Reporting page.
Access the GL Subsystem Reconciliation folder option and the Ledger Activity,
Ledger Activity with Attribute, Journal
Entry Detail, Ledger vs Journal Integrity,
Standard Journals, InterUnit Activity,
Trial Balance, Ledger Summary, nVision
Scope, nVision Request Summary,
Journal Entry with Attributes, and
Journal Line/Accounting Reconciliation options on the Reporting page.
Access the Load Reconciliation Data,
Reconciliation by System Source,
Reconciliation by ChartFields, GL
Reconciliation Inquiry, and Subsystem
Document Definition options on the GL
Subsystem Reconciliation page.
Copyright
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49
Navigating in General Ledger
Page Name
Federal Reports
FACTS I
FACTS II Creation
FACTS II Definition
FACTS II Reports
FACTS II Review
Fund Balance Reconciliation
SF224/1219/1220
TAS/BETC
GTAS Definition
Chapter 2
Navigation
Click Federal Reports on the Reporting page.
Usage
Access the FACTS I, FACTS II
Definition, FACTS II Creation,
FACTS II Review, FACTS II Reports,
SF224/1219/1220, Fund Balance
Reconciliation, and TAS/BETC folder options and the Define Reimbursable
Account, Federal Transaction Register,
Define FACTS Tree Group, and Federal
Trial Balance options on the Federal
Reports page.
Click FACTS I on the Federal Reports page.
Click FACTS II Creation on the Federal
Reports page.
Access the Define FACTS Tree Group,
Load FACTS I Data, Review FACTS I
MAF, and Generate FACTS I options on the FACTS I page.
Access the Create Preparer File, Load
MAF Data, Accumulate FACTS II Data,
and Create FACTS II File on the FACTS
II Creation page.
Click FACTS II Definition on the
Federal Reports page.
Access the FACTS II Contact
Information, Attribute Cross Reference,
Treasury Symbol Cross Reference, and
Miscellaneous ChartFields options on the
FACTS II Definition page.
Click FACTS II Reports on the Federal
Reports page.
Click FACTS II Review on the Federal
Reports page.
Access the Ledger with Attributes
Report and the FACTS II Trial Balance options on the FACTS II Reports page.
Access the Review MAF Data, Validate
FACTS II Data, and Review FACTS II
Data options on the FACTS II Review page.
Click Fund Balance Reconciliation on the Federal Reports page.
Access the Define Report Definition,
Import Treasury Files, and Generate
Reconciliation Report options on the
Fund Balance Reconciliation page.
Click SF224/1219/1220 on the Federal
Reports page.
Access the SF224/1220 Report
Definition, SF1219 Report Definition,
Generate SF224/1220 Data, Run SF224
Report/Create File, SF224 Transaction
Report, Run SF1219 Report, Run
SF1220 Report, and Create SF1219/1220
File options on the SF224/1219/1220 page.
Click TAS/BETC on the Federal Reports page.
See Defining Component TAS and
BETC Elements in Compliance with
Federal Reporting Requirements.
Click GTAS Definition on the Federal
Reports page.
See Understanding the GTAS Adjusted
50 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Page Name
GTAS Processes
GTAS Review
Cash Flow Statement
XBRL
Standard Budgets
Budget Import
Budget Journals
Copy Budgets
Edit Journals
Maintain Budgets
Post Journals
Definition and Administration
Navigating in General Ledger
Navigation
Click GTAS Processes on the Federal
Reports page.
Usage
See Processing and Generating a GTAS
Click GTAS Review on the Federal
Reports page.
Click Cash Flow Statement on the
Reporting page.
Click XBRL on the Reporting page.
Click Standard Budgets on the General
Ledger Center page.
Click Budget Import on the Standard
Budgets page.
See Reviewing the GTAS Workbench
Access the Data Source, Elements,
Ledger Set, Worksheet, and Transition
Grid on the Cash Flow Statement Page.
Access the Context, NameSpace,
Element, Instance Template, and Create
Instance options on the XBRL page.
Access the Budget Journals, Budget
Import, Edit Journals, Post Journals,
Copy Budgets, and Maintain Budgets folder options on the Standard Budgets page.
Access the Flat File Journal Import,
Spreadsheet Journal Import, and Budget
Journal Import options on the Budget
Import page.
Click Budget Journals on the Standard
Budgets page.
Click Copy Budgets on the Standard
Budgets page.
Access the Create Journal Entry and
Copy Journal options on the Budget
Journals page.
Access the Budget Copy Definition,
Budget Copy Group, Request Budget
Copy, and Budget Copy Calculation Log options on the Copy Budgets page.
Click Edit Journals on the Standard
Budgets page.
Click Maintain Budgets on the Standard
Budgets page.
Access the Detail Budget Maintenance and Detail Project Maintenance options on the Maintain Budgets page.
Click Post Journals on the Standard
Budgets page.
Access the Edit Journals and Journal
Edit Errors Report options on the Edit
Journals page.
Click Definition and Administration on the General Ledger Center page.
Access the Mark Journals for Posting,
Mark Journals for Unposting, Post
Journals, and Posted Journals Summary
Report options on the Post Journals page.
Access the Installation/User Preference,
Security, Business Unit Related,
Calendars/Schedules, Currency, Design
ChartFields, Document Sequencing,
Entry Event, Journal Options, Subsystem
Journals, Value Added Tax, and
Miscellaneous folder options on the
System Configurations page.
Copyright
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51
Navigating in General Ledger
Page Name
Business Unit Related
BU/Open Periods/SetID
Inter/Intra Unit
Ledgers
Calendars/Schedules
Currency
Design ChartFields
ChartField Definition
Chapter 2
Navigation
Click Business Unit Related on the
Definition and Administration page.
Click BU/Open Periods/SetID on the
Business Unit Related page.
Click Inter/Intra Unit on the Business
Unit Related page.
Click Ledgers on the Business Unit
Related page.
Click Calendars/Schedules on the
Definition and Administration page.
Click Currency on the Definition and
Administration page.
Click Design ChartFields on the
Definition and Administration page.
Click ChartField Definition on the
Design ChartFields page.
Usage
Access the BU/Open Periods/SetID,
Ledger, and Inter/IntraUnit folder options on the Business Unit Related page.
Access the General Ledger Definition,
Ledgers For A Unit, Maintain Process
Date, Open Period Display, Open Period
Update, Open Periods Mass Update,
Adjustment Periods Mass Update,
TableSet IDs, Record Group, TableSet
Control, General Ledger Unit Report,
and Ledgers For A Unit Report options on the BU/Open Periods/SetID pages.
Access the System Transaction
Definition, Transaction Code, System
Transaction Map, InterUnit Pair,
InterUnit Pair Mass Maintenance,
InterUnit Template, IntraUnit Template,
and Setup Validation options.
Access the Templates, Detail Ledgers,
Ledger Groups, Ledger Codes, Template
Report, Detail Ledger Report, and
Ledger Codes Report options on the
Ledgers page.
Access the Budget Period Calendar,
Budget Period Calendar Builder,
Business Calendar, Calendar Builder,
Closure Calendar, Detail Calendar,
Detail Calendar Report, Schedules,
Schedules Report, Summary BP
Calendar, Summary Calendar, Summary
Calendar Report, TimeSpans, and
TimeSpans Report options on the
Calendars/Schedules page.
Access the Currency Code, Currency
Quotation Method, Market Rate Type,
and Market Rates options on the
Currency page.
Access the ChartField Definition,
ChartField Reports, and Combination
Editing folder options on the Design
ChartFields page.
Access the Account Balancing Group,
Account Types, Attributes, ChartField
Values, Setup ChartField Value Sets,
Review Alternate Account Mapping, and
SpeedTypes options on the ChartField
Definition page.
52 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Page Name
ChartField Reports
Combination Editing
Document Sequencing
Entry Event
Installation/User Preference
Journal Options
Miscellaneous
Navigating in General Ledger
Navigation
Click ChartField Reports on the Design
ChartFields page.
Click Combination Editing on the
Design ChartFields page.
Usage
Access the Account Balancing Group,
Account Types, Alternate Account
Cross Reference, ChartField Attributes,
ChartField Reports, and SpeedTypes options on the ChartField Reports page.
Access the ChartField Editing Template,
Combination Definition, Combination
Rule, Combination Group, Combination
Rule Report, Combination Group Report,
Build Combination Data, Combo/
Copy/Rename/Delete, Review Budgets
Combo Data, Review Combination Data,
Review Combination Build, and Review
Combination Selector Table Data options on the Combination Editing page.
Click Document Sequencing on the
Definition and Administration page.
Access the Document Type, Document
Type Report, Journal Code, Journal
Code Report, Journal Type, Journal Type
Report, Sequence Range, and Sequence
Range Report options on the Document
Sequencing page.
Click Entry Event on the Definition and
Administration page.
Access the Code Definition, Process,
Source, and Step Detail Report options on the Entry Event page.
Click Installation/User Preference on the
Definition and Administration page.
Access the Installation Options,
Installation Options Report, Define
User Preferences, and User Preferences
Report options on the Installation/User
Preference page.
Click Journal Options on the Definition and Administration page.
Click Miscellaneous on the Definition and Administration page.
Access the Class, Class Report, Entry
Template, Entry Template Report,
Source, and Source Report options on the Journal Options page.
Access the Units of Measure, Units of Measure Report, and Position
Accounting options on the Miscellaneous page.
Copyright
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53
Navigating in General Ledger
Page Name
Security
ChartField Security
Subsystem Journals
Value Added Tax
Chapter 2
Navigation
Click Security on the Definition and
Administration page.
Usage
Access the ChartField Security Folder and the Security Options, User by User
ID, Unit by Permission List, TableSet by User ID, TableSet by Permission
List, Ledger by User ID, Ledger by
Permission List, Book by User ID,
Book by Permission List, Pay Cycle by User ID, Pay Cycle by Permission
List, Projects, Security View Name,
Apply Security Setup, ChartField Pagelet
Security, nVision Ledger Security,
Grants Security, Proposal Management
Security, Problem Instance by User ID, and Problem Instance by Permission List options on the Security page.
Click ChartField Security on the Security page.
Access the Maintain Security and the
Security Edit Tables Folders and the
Secure ChartField Options and Register
Components options on the ChartField
Security page.
Click Subsystem Journals on the
Definition and Administration page.
Access the Accounting Entry Definition and Journal Generator Template options on the Subsystem Journals page.
Click Value Added Tax on the Definition and Administration page.
Access the VAT Transaction Type,
Express VAT Code, VAT Authority,
VAT Code, VAT Accounts by Business
Unit, VAT Country Options, VAT Entity,
VAT Use Type, VAT Apportionment,
VAT Defaults, Service VAT Treatment
Defaults, Business Unit Interunit Option,
Business Unit Interunit Pairs, VAT
Report Definition, VAT Transaction
Report Setup, VAT Return XML Tags, and VAT Setup Validation Report options on the Value Added Tax page.
54 Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Using the General Ledger WorkCenter
Understanding the General Ledger WorkCenter and Dashboard
This topic provides an overview of the General Ledger WorkCenter and discusses the following sections:
• My Work Pagelet
• Links Pagelet
• Queries Pagelet
• Reports and Processes Pagelet
• General Ledger Dashboard
• WorkCenter Maintenance and Personalization
PeopleSoft General Ledger WorkCenter
The General Ledger WorkCenter is a role-based central navigational component that is designed for users of the General Ledger application and related accounting functions. It offers power users a single place to perform a broad range of tasks without leaving the WorkCenter, such as journal functions with exception alerts, monthly closing activities, or reconciliation and reporting, resulting in improved efficiency, productivity, and effectiveness. The WorkCenter is configurable by organization and by function to support a wide range of requirements.
The General Ledger WorkCenter is delivered with sample data. Your system administrator can further tailor, design, and create additional links for access to specific pages, pagelets, and commonly-accessed internal or external sites.
For a general understanding of WorkCenters and how to configure them, see "Understanding
WorkCenters and Dashboards (PeopleSoft FSCM 9.2: Application Fundamentals)"
WorkCenter Pagelet Setup, Maintenance, and Personalization
When setting up and maintaining a WorkCenter, there are setup options that are defined at the system administrator level and personalization options that are defined at the user level. The system administrator must perform their setup options first, using the Enterprise Components, WorkCenter/Dashboards component. The end user performs their personalization options after the administrator’s configuration, using the Personalize and Configure options in the WorkCenter.
For more information, see:
• "Understanding How to set up the WorkCenter as a System Administrator (PeopleSoft FSCM 9.2:
Application Fundamentals)".
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Using the General Ledger WorkCenter Chapter 3
• "Working with and Personalizing the WorkCenter as an End User (PeopleSoft FSCM 9.2: Application
Fundamentals)".
My Work Pagelet
The My Work pagelet within the Main tab in the General Ledger WorkCenter includes links to pages that you need to access most often. The My Work pagelet can also include exceptions and alerts for items that require your attention and potentially some type of action. Some links that are set up for the My Work pagelet can be subject to filter criteria that limit the amount of data that is available to a user. If enabled by the system administrator, you can personalize your My Work section by clicking the Pagelet Settings icon.
Links Pagelet
The Links pagelet within the Main tab in the General Ledger WorkCenter includes additional links to pages or other areas of interest to the user role. A system administrator maintains the list of links that are available to the users, as well as related security. You can then personalize the links that you want to access from your WorkCenter. Commonly-used external links can also be added to this section.
Queries Pagelet
The Queries pagelet within the Reports/Queries tab in the General Ledger WorkCenter includes links to
Query Manager, public queries, private queries, and pivot grids. The system administrator can determine if an end user can add public or private queries, and you can personalize your queries accordingly. When a link is selected, the query or pivot grid results are displayed in the transaction pane of the WorkCenter
(right side) or in a new window. As in Query Manager, your query results that you generate from within your WorkCenter can be downloaded and saved to Microsoft Excel.
Reports and Processes Pagelet
The Reports and Processes pagelet within the Reports/Queries tab in the General Ledger WorkCenter includes links to reports and processes that you commonly use. The links take you to the run control page for reports, processes, and the Reporting Console. The system administrator can enable users to configure this pagelet to their own specifications.
General Ledger Dashboard
Like other components, the General Ledger Dashboard can be accessed directly (General Ledger,
General Ledger Dashboard), or from the General Ledger WorkCenter. As delivered, the General Ledger
Dashboard includes the Ledger Balances Analysis pagelet and the Account Reconciliation pagelet.
You can personalize settings, use pivot grids, and filters to retrieve data for these pagelets within your
WorkCenter.
For system administration setup information for WorkCenters and Dashboards, see Enterprise
Components documentation: Setting Up WorkCenters and Dashboards.
For information about setting up PeopleTools options for the WorkCenter, see PeopleTools: Global
Technology.
General Ledger WorkCenter Example
The General Ledger WorkCenter can include the following primary pagelets and sections:
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Chapter 3 Using the General Ledger WorkCenter
Pagelet Group
Main
Reports/Queries
Pagelets
My Work
Links
Queries
Reports and Processes
Sections
Current Work
Exceptions
Manage and Monitor Journals
Other Links
Query Manager
GL Queries
My Processes
Monitor
Journal Reports
GL Subsystem Reconciliation Reports
Other Reports
The WorkCenter navigation is located on the left side of the page and includes two pagelet groups:
Main and Report/Queries. When you select a link on the left side of the WorkCenter, the corresponding component appears in the working zone (transaction pane on the right side of the WorkCenter). In this example, the selection is within the Other Links section of the Links pagelets (lower left): GL
WorkCenter Dashboard. When selected, you see the GL WorkCenter Dashboard in the working zone on the right:
Image: General Ledger WorkCenter - Example with GL WorkCenter Dashboard
This example illustrates the fields and controls on the General Ledger WorkCenter - Example with GL
WorkCenter Dashboard. You can find definitions for the fields and controls later on this page.
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Using the General Ledger WorkCenter Chapter 3
You can configure and personalize the Dashboard pagelet presentation by using Personalize Content/
Layout links located in the top right corner. The two Dashboard pagelets presented in this example are configured side-by-side using the Personalize Layout link. See also, "PeopleSoft Financials, ESA, ALM, and SCM Portal Packs Overview (PeopleSoft FSCM 9.2: Financials, ESA, ALM, and SCM Portal Packs)"
To adjust the WorkCenter pagelets (left pane), hover over the dotted line between the My Work pagelet and the Links pagelet until your cursor turns into a two-sided arrow, drag up or down, and left-click to anchor it so that you can view the My Work pagelet or the Links pagelet in its entirety; or, minimize either pagelet by clicking the Pagelet Settings icon and select Minimize. You can also use the scroll bar on the right of each pagelet.
Using the General Ledger WorkCenter - My Work Pagelet
The My Work pagelet of the Main tab includes links to pages that you frequently access as well as exceptions and alerts that require your attention or action. All the delivered components can be accessed by all users by default. However, the system administrator can control access for the exceptions by User,
Role and Permission List at the WorkCenter framework setup level.
If enabled by the system administrator, you can click the Pagelet Settings icon and select Personalize to tailor your My Work pagelet for your own needs. Each Financials and Supply Chain application has its own configuration IDs that enable users to select which page links to display, the display order, and whether a link should be the starting page.
This section discusses the following types of links that you can access within the My Work Pagelet of the
General Ledger WorkCenter:
• Journal entry-related links.
• Budget journal exceptions.
• Manage journal approvals.
• Field request approvals.
• Account reconciliation workbench.
Pages Used in the General Ledger WorkCenter - My Work Pagelet
Page Name Definition Name Navigation Usage
General Ledger WorkCenter -
My Work
GL_WORKCENTER General Ledger, GL
WorkCenter
The General Ledger
WorkCenter hub provides the frame within which all selected content components and pagelets are accessed and displayed for use. From here, you can view and edit your most commonly-used components and be alerted to those items that require your attention.
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Chapter 3 Using the General Ledger WorkCenter
Page Name
WorkCenter Journal Entries
(Used by several journalrelated links in My Work pagelet)
WorkCenter Manage Budget
Journal Exceptions
WorkCenter Manage Journal
Approvals
(Used for journal approvalrelated links in My Work pagelet)
WorkCenter Field Request
Approval
(Used for field request approval-related links in My
Work pagelet)
WorkCenter Reconciliation
Workbench
(Used for reconciliationrelated links in My Work pagelet)
Definition Name
GL_WC_JRNLS
GL_WC_BJRN_EXCPT
GL_WC_JRNL_APPR_M
Navigation Usage
Click any journal-related link within the My Work pagelet.
Designed like the Journal
Entry component, use this page to manage journals from within your WorkCenter transaction pane, according to security setup.
Click the Budget Journal
Exceptions link in the My
Work pagelet.
Click the journal approvalrelated link within the My
Work pagelet.
Designed like the budget journal exceptions components, use this page to manage control budget exceptions from within your
WorkCenter transaction pane,
according to security setup.
Designed like the Manage GL
Journal Approval component,
use this page to manage journal approvals from within your WorkCenter transaction pane, according to security setup.
GL_WC_FLD_REQ_APPR
GL_WC_GLRN_WB
Click field request approvalrelated links in My Work pagelet.
Click the Reconciliations
Pending my Approval link in
My Work pagelet.
Designed like the Manage
Business Request Approval component, use this page to manage field request and approval from within your
WorkCenter transaction pane,
according to security setup.
Designed like the
Reconciliation Workbench component, use this page to manage reconciliations that are pending your approval from within your WorkCenter transaction pane, according to security setup.
General Ledger WorkCenter - My Work Pagelet
Use the My Work pagelet within the General Ledger WorkCenter (GL_WORKCENTER) to view and edit your most commonly-used components and be alerted to those items that require your attentionr.
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Using the General Ledger WorkCenter Chapter 3
Navigation
General Ledger, GL WorkCenter
Image: General Ledger WorkCenter - My Work Pagelet
This example illustrates the fields and controls on the General Ledger WorkCenter - My Work Pagelet.
You can find definitions for the fields and controls later on this page.
60
The My Work links are delivered in separate sections as an option of how you might organize the links by function (Current Work and Exceptions, for example). However, your administrator can design the
My Work pagelet (as well as the other pagelets) to meet your specific needs. For more information, see "Understanding How to set up the WorkCenter as a System Administrator (PeopleSoft FSCM 9.2:
Application Fundamentals)"
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Chapter 3 Using the General Ledger WorkCenter
To view the My Work pagelet in its entirety, you can hover over the dotted line between the My Work pagelet and the Links pagelet until the cursor turns into a two-sided arrow, drag up or down, and left-click to anchor it in place; or, you can minimize the Links pagelet by clicking the Pagelet Settings arrow in the
Links pagelet and select Minimize.
Click on the link in the left pane of the WorkCenter to display the corresponding page in the working zone (right pane of the WorkCenter). For example, for the journal-related links, the General Ledger
WorkCenter uses the GL_WC_JRNLS page, which is designed with many of the same fields as the
Journal Entry component. You can select certain common actions to perform on the listed journals from this page and you can also drill into the Journal Entry component and update an individual journal without leaving the WorkCenter. The same is true for the other links and their associated pages.
Each link (if enabled), displays a parenthetical numeric count of instances that require your attention based on the criteria for the link. The working zone functions as though you had navigated directly to the application pages, but without leaving the WorkCenter. Select the item(s) for processing, the action that you want to perform, and click the GO button.
The General Ledger WorkCenter - My Work pagelet includes the following delivered links to access the corresponding pages that are used within the WorkCenter:
My Work Link / Page Name
Journals Ready for Processing
Incomplete Journals
Journals Approaching Period End
Journals Not Posted in Closed
Period
Journals Pending My Approval
ChartField Requests Pending My
Approval
Reconciliations Pending My
Approval
Journals with Errors
Journals with Edit Errors
Journals with Balance Errors
Definition Name
GL_WC_JRNLS
GL_WC_JRNLS
GL_WC_JRNLS
GL_WC_JRNLS
Usage
Manage journals that are not posted but available for processing (edit, budget check and post).
Manage journals that are saved with an Incomplete status.
Manage journals that are not posted and are within a userspecified number of days from the current date to the period end date. The period end date is determined by the journal accounting period (filter definition GLJRNLPEND).
Manage journals that are not posted and are in a closed accounting period where the journal date is less than the calendar Open From date.
GL_WC_JRNL_APPR_
M
Manage approvals for journals that are pending approval from the current user.
GL_WC_FLD_REQ_
APPR
Manage approvals for ChartField requests that are pending approval from the current user.(Business Request and Approval) (PeopleSoft FSCM 9.2: Application
Fundamentals)that are pending approval from the current user.
GL_WC_GLRN_WB
GL_WC_JRNLS
GL_WC_JRNLS
GL_WC_JRNLS
Manage approvals for Account Reconciliations that are
pending approval from the current user.
View and edit journals with any type of error that require action.
View and edit journals specifically with edit errors that require action.
View and edit journals specifically with balance errors that require action.
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Using the General Ledger WorkCenter Chapter 3
My Work Link / Page Name
Journals with Control Total Errors
Journals in Suspense
Journals - Commitment Control
Exceptions
Budget Journal Exceptions
Definition Name
GL_WC_JRNLS
Usage
View and edit journals specifically with control total errors that require action.
GL_WC_JRNLS
GL_WC_JRNLS
Manage posted journals in suspense status where the suspense correction journal is not created.
View and edit journals with budget check exceptions that require action.
GL_WC_BJRN_EXCPT View and edit control budget journals with exceptions that require action.
Click the Edit Filters link from the My Work pagelet to add filter criteria that limit the data that you access from each of your My Work link pages. See Edit Filters page.
If you are already working within the transaction page of a specific My Work link, you can click the
Refine Filter Criteria link to access the Configure Filters page for that particular My Work link.
WorkCenter Journal Entries Page
Use the WorkCenter Journal Entries page (GL_WC_JRNLS) to manage several journal-related tasks from within your WorkCenter transaction pane, depending on security setup. Click one of the following delivered My Work links to access the corresponding page that is based upon the WorkCenter Journal
Entries page:
• Journals Ready for Processing
• Incomplete Journals
• Journals Approaching Period End
• Journals Not Posted in Closed Period
• Journals with Errors
• Journals with Edit Errors
• Journals with Balance Errors
• Journals with Control Total Errors
• Journals in Suspense
• Journals - Commitment Control Exceptions
This page is similar to the Journal Entry component, displaying journal Header and Line information. You can perform common actions on the selected journals as well as drill into the Journal Entry component to update an individual journal without leaving the WorkCenter. Following are examples of some of these links. The page definitions that are presented are common to all of the pagelet links that are listed in this section and based on the WorkCenter Journal Entries page (GL_WC_JRNLS).
For detailed field information for the Journal Entry component, see Creating Journal Entries
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Chapter 3 Using the General Ledger WorkCenter
Journals Ready for Processing
Use the Journals Ready for Processing link to access the corresponding page within the WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)) and manage journals that are not posted but available for processing.
Navigation
General Ledger, GL WorkCenter, My Work, Journals Ready for Processing link.
Image: Journals Ready for Processing
This example illustrates the fields and controls on the Journals Ready for Processing. You can find definitions for the fields and controls later on this page.
Journals
The Journals grid includes three tabs, General, Details 1 and Details 2, which display the journal header information. You can select the check box in the first column of any or all rows in the Journals grid to perform required action for the journal or journals.
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for this page. The WorkCenter Journal
Entries page uses the Generic Journal Filter (GLJRNL1), which is used for many of the journal-based links. Supply or change any of the following filter values as needed and click OK. The search criteria include: Business Unit, Ledger Group, Fiscal
Year, Accounting Period, Description, Budget Checking Header
Status, Suspense Reconciliation Status, Line Business Unit,
Journal Creation Date, User ID, Currency Code, Journal Total
Debits, Journal Date and Journal ID. See Maintaining and
Personalizing the General Ledger WorkCenter.
For journal filter criteria, you are required to select values for
Business Unit, Ledger Group, and Fiscal Year. This requirement is delivered to prevent performance issues. You can hover over
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64
Refresh icon
Journal ID link
Status link
Lines link
Select All/Deselect All
Action
Chapter 3 this link to see the current selected criteria without having to navigate to the Filter Values page.
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Click this icon to refresh the grid data to reflect any changes.
Click the journal ID link to access the journal entry in a modal window. This launches the Journal Entry component where you can update and process the journal. Once you have finished your work in the Journal Entry component, you can close the modal window, click the refresh button at the top of your exceptions page, and the journal that you corrected should no longer appear.
Click the link in the Status column for the journal that you want to research. This displays the journal error information below the Action field in two grids: Header Errors and Line Errors.
If there are no line errors, a message appears below the Header
Errors to that effect. If there are line errors, only those lines in error appear in the Line Errors grid.
Click the value in the Lines column (value represents the total lines in the journal) to display the journal lines in the Lines grid,
which appears below the Action field when you click the link.
Note: In certain cases, the total lines value may not reflect the actual number of lines in the grid. For example, the grid may display zero total lines for copied or imported journals that are not edited.
Click this link to select all journals or deselect all journals in the grid for which to perform an action.
Select the check box of the journal or journals for which you would like to perform an action, select the action from the list box, and click the GO button. Action values are:
• Budget Check Journals
• Budget Pre-Check Journals
• Edit Journals
• Post Journals
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Chapter 3 Using the General Ledger WorkCenter
• Save Journals Complete Status – for journals that are not complete (T status), resets the selected journals to status =
N.
Header Errors (grid)
The header errors grid displays the header level errors. This grid is displayed when you select the Errors status link from the Journals grid. The Header grid is hidden when there are no header errors. The Header
Errors grid is displayed in the example pictured.
Lines (grid)
When you click the Lines link value from the Journals grid, all of the journal lines for that journal are displayed in the Lines grid. The Lines grid also appears if you click the Errors status link from the
Journals grid. In this case, the Lines grid displays only the journal lines that are in Error from the journal.
If there are no line errors, there is a message that displays in place of the Lines grid beneath the Header
Errors grid.
Incomplete Journals
Use the Incomplete Journals link to access the corresponding page within the WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)) and manage journals that are saved with an
Incomplete status.
Navigation
General Ledger, GL WorkCenter, My Work, Incomplete Journals link.
Journals
The Journals grid includes three tabs, General, Details 1 and Details 2, which display the journal header information. You can select the check box in the first column of any or all rows in the Journals grid to perform required action for the journal or journals.
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for this page. The WorkCenter Journal
Entries page uses the Generic Journal Filter (GLJRNL2), which is used for many of the journal-based links. Supply or change any of the following filter values as needed and click OK. The search criteria include: Business Unit, Ledger Group, Fiscal
Year, Accounting Period, Description, Budget Checking Header
Status, Suspense Reconciliation Status, Line Business Unit,
Journal Creation Date, User ID, Currency Code, Journal Total
Debits, Journal Date and Journal ID. See Maintaining and
Personalizing the General Ledger WorkCenter.
For journal filter criteria, you are required to select values for
Business Unit, Ledger Group, and Fiscal Year. This requirement is delivered to prevent performance issues. You can hover over this link to see the current selected criteria without having to navigate to the Filter Values page.
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Refresh icon
Journal ID link
Status link
Lines link
Select All/Deselect All
Action
Chapter 3
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Click this icon to refresh the grid data to reflect any changes.
Click the journal ID link to access the journal entry in a modal window. This launches the Journal Entry component where you can update and process the journal. Once you have finished your work in the Journal Entry component, you can close the modal window, click the refresh button at the top of your exceptions page, and the journal that you corrected should no longer appear.
Click the link in the Status column for the journal that you want to research. This displays the journal error information below the Action field in two grids: Header Errors and Line Errors.
If there are no line errors, a message appears below the Header
Errors to that effect. If there are line errors, only those lines in error appear in the Line Errors grid.
Click the value in the Lines column (value represents the total lines in the journal) to display the journal lines in the Lines grid,
which appears below the Action field when you click the link.
Note: In certain cases, the total lines value may not reflect the actual number of lines in the grid. For example, the grid may display zero total lines for copied or imported journals that are not edited.
Click this link to select all journals or deselect all journals in the grid for which to perform an action.
Select the check box of the journal or journals for which you would like to perform an action, select the action from the list box, and click the GO button. Action values are:
• Budget Check Journals
• Budget Pre-Check Journals
• Edit Journals
• Post Journals
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Chapter 3 Using the General Ledger WorkCenter
• Save Journals Complete Status – for journals that are not complete (T status), resets the selected journals to status =
N.
Header Errors (grid)
The header errors grid displays the header level errors. This grid is displayed when you select the Errors status link from the Journals grid. The Header grid is hidden when there are no header errors.
Lines (grid)
When you click the Lines link value from the Journals grid, all of the journal lines for that journal are displayed in the Lines grid. The Lines grid also appears if you click the Errors status link from the
Journals grid. In this case, the Lines grid displays only the journal lines that are in Error from the journal.
If there are no line errors, there is a message that displays in place of the Lines grid beneath the Header
Errors grid.
Journals Approaching Period End
Use the Journals Approaching Period End link to access the corresponding page within the WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)) and manage journals that are not posted but are within a user-specified number of days from the current date to the period end date. The period end date is determined by the journal accounting period. You specify the number of days as the criteria. For example, if you want to view journals that are not posted and there are only 5 days to the period end date.
Navigation
General Ledger, GL WorkCenter, My Work, Journals Approaching Period End link.
Journals
The Journals grid includes three tabs, General, Details 1 and Details 2, which display the journal header information. You can select the check box in the first column of any or all rows in the Journals grid to perform required action for the journal or journals.
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for Journals Approaching Period
End. This page uses the Journals Close to Period End filter (
GLJRNLCPEND). Supply or change the filter values as needed and click OK. Required filter values are Business Unit, Ledger
Group, Fiscal Year, and Days to Closed. See Maintaining and
Personalizing the General Ledger WorkCenter.
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
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68
Refresh icon
Journal ID link
Status link
Lines link
Select All/Deselect All
Action
Chapter 3
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
Click this icon to refresh the grid data to reflect any changes.
Click the journal ID link to access the journal entry in a modal window. This launches the Journal Entry component where you can update and process the journal. Once you have finished your work in the Journal Entry component, you can close the modal window, click the refresh button at the top of your exceptions page, and the journal that you corrected should no longer appear.
Click the link in the Status column for the journal that you want to research. This displays the journal error information below the Action field in two grids: Header Errors and Line Errors.
If there are no line errors, a message appears below the Header
Errors to that effect. If there are line errors, only those lines in error appear in the Line Errors grid.
Click the value in the Lines column (value represents the total lines in the journal) to display the journal lines in the Lines grid,
which appears below the Action field when you click the link.
Note: In certain cases, the total lines value may not reflect the actual number of lines in the grid. For example, the grid may display zero total lines for copied or imported journals that are not edited.
Click this link to select all journals or deselect all journals in the grid for which to perform an action.
Select the check box of the journal or journals for which you would like to perform an action, select the action from the list box, and click the GO button. Action values are:
• Budget Check Journals
• Budget Pre-Check Journals
• Edit Journals
• Post Journals
• Save Journals Complete Status – for journals that are not complete (T status), resets the selected journals to status =
N.
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Chapter 3 Using the General Ledger WorkCenter
Header Errors (grid)
The header errors grid displays the header level errors. This grid is displayed when you select the Errors status link from the Journals grid. The Header grid is hidden when there are no header errors.
Lines (grid)
When you click the Lines link value from the Journals grid, all of the journal lines for that journal are displayed in the Lines grid. The Lines grid also appears if you click the Errors status link from the
Journals grid. In this case, the Lines grid displays only the journal lines that are in Error from the journal.
If there are no line errors, there is a message that displays in place of the Lines grid beneath the Header
Errors grid.
Journals Not Posted in a Closed Period
Use the Journals Not Posted in Closed Period link to access the corresponding page within the
WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)). Manage journals that are not posted and are in a closed accounting period where the journal date is less than the calendar Open
From date. The criteria for this page do not include future-dated journals.
Navigation
General Ledger, GL WorkCenter, My Work, Journals Not Posted in a Closed Period link.
Journals
The Journals grid includes three tabs, General, Details 1 and Details 2, which display the journal header information. You can select the check box in the first column of any or all rows in the Journals grid to perform required action for the journal or journals.
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for Journals Not Posted in
Closed Period. This page uses the Journals Not Posted filter
(GLJRNLCP). Supply or change the filter values as needed and click OK. Required filter values are Business Unit, Ledger
Group, Fiscal Year, as for all journals. See Maintaining and
Personalizing the General Ledger WorkCenter.
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
Click this icon to refresh the grid data to reflect any changes.
Refresh icon
Journal ID link
Click the journal ID link to access the journal entry in a modal window. This launches the Journal Entry component where you can update and process the journal. Once you have finished
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Status link
Lines link
Select All/Deselect All
Action
Chapter 3 your work in the Journal Entry component, you can close the modal window, click the refresh button at the top of your exceptions page, and the journal that you corrected should no longer appear.
Click the link in the Status column for the journal that you want to research. This displays the journal error information below the Action field in two grids: Header Errors and Line Errors.
If there are no line errors, a message appears below the Header
Errors to that effect. If there are line errors, only those lines in error appear in the Line Errors grid.
Click the value in the Lines column (value represents the total lines in the journal) to display the journal lines in the Lines grid,
which appears below the Action field when you click the link.
Note: In certain cases, the total lines value may not reflect the actual number of lines in the grid. For example, the grid may display zero total lines for copied or imported journals that are not edited.
Click this link to select all journals or deselect all journals in the grid for which to perform an action.
Select the check box of the journal or journals for which you would like to perform an action, select the action from the list box, and click the GO button. Action values are:
• Budget Check Journals
• Budget Pre-Check Journals
• Edit Journals
• Post Journals
• Save Journals Complete Status – for journals that are not complete (T status), resets the selected journals to status =
N.
Header Errors (grid)
The header errors grid displays the header level errors. This grid is displayed when you select the Errors status link from the Journals grid. The Header grid is hidden when there are no header errors.
Lines (grid)
When you click the Lines link value from the Journals grid, all of the journal lines for that journal are displayed in the Lines grid. The Lines grid also appears if you click the Errors status link from the
Journals grid. In this case, the Lines grid displays only the journal lines that are in Error from the journal.
If there are no line errors, there is a message that displays in place of the Lines grid beneath the Header
Errors grid.
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Chapter 3 Using the General Ledger WorkCenter
Journals with Errors
Use the Journals with Errors link to access the corresponding page within the WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)). Review and correct journals with any type of error.
Navigation
General Ledger, GL WorkCenter, My Work, Journals with Errors link.
Image: Journals with Errors
This example illustrates the fields and controls on the Journals with Errors. You can find definitions for the fields and controls later on this page.
Journals
The Journals with Errors page displays journals that have any type of error that requires action. For example, the journals pictured include a balancing error and an ADB date error.
The Journals grid includes three tabs, General, Details 1 and Details 2, which display the journal header information. You can select the check box in the first column of any or all rows in the Journals grid to perform required action for the journal or journals.
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for the Journals with Errors exception.
This exception uses the Journal Generic Filter (GLJRNL3).
Supply or change any of the following filter values as needed and click OK: Business Unit, Ledger Group, Fiscal Year,
Accounting Period, Description, Budget Checking Header
Status, Suspense Reconciliation Status, Line Business Unit,
Journal Creation Date, User ID, Currency Code, Journal Total
Debits, Journal Date and Journal ID.
For journal filter criteria, you are required to select values for
Business Unit, Ledger Group, and Fiscal Year. This requirement is delivered to prevent performance issues. You can hover over this link to see the current selected criteria without having to navigate to the Filter Values page.
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Refresh icon
Journal ID link
Status link
Lines link
Select All/Deselect All
Action
Chapter 3
See Maintaining and Personalizing the General Ledger
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Click this icon to refresh the grid data to reflect any changes.
Click the journal ID link to access the journal entry in a modal window. This launches the Journal Entry component where you can update and process the journal. Once you have finished your work in the Journal Entry component, you can close the modal window, click the refresh button at the top of your exceptions page, and the journal that you corrected should no longer appear.
Click the link in the Status column for the journal that you want to research. This displays the journal error information below the Action field in two grids: Header Errors and Line Errors.
If there are no line errors, a message appears below the Header
Errors to that effect. If there are line errors, only those lines in error appear in the Line Errors grid.
Click the value in the Lines column (value represents the total lines in the journal) to display the journal lines in the Lines grid,
which appears below the Action field when you click the link.
Note: In certain cases, the total lines value may not reflect the actual number of lines in the grid. For example, the grid may display zero total lines for copied or imported journals that are not edited.
Click this link to select all journals or deselect all journals in the grid for which to perform an action.
Select the check box of the journal or journals for which you would like to perform an action, select the action from the list box, and click the GO button. Action values are:
• Budget Check Journals
• Budget Pre-Check Journals
• Edit Journals
• Post Journals
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Chapter 3 Using the General Ledger WorkCenter
• Save Journals Complete Status – for journals that are not complete (T status), resets the selected journals to status =
N.
Header Errors (grid)
The header errors grid displays the header level errors. This grid is displayed when you select the Errors status link from the Journals grid. The Header grid is hidden when there are no header errors.
Lines (grid)
When you click the Lines link value from the Journals grid, all of the journal lines for that journal are displayed in the Lines grid. The Lines grid also appears if you click the Errors status link from the
Journals grid. In this case, the Lines grid displays only the journal lines that are in Error from the journal.
If there are no line errors, there is a message that displays in place of the Lines grid beneath the Header
Errors grid.
Journals with Edit Errors
Use the Journals with Edit Errors link to access the corresponding page within the WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)). Review and correct only the journals with edit errors.
Navigation
General Ledger, GL WorkCenter, My Work, Journals with Edit Errors link.
The fields within the Journals with Edit Errors link and the Journal with Edit Errors are the same. Refer to the previous section for detail field descriptions. The Journals with Edit Errors presentation is a specific subset of the Journals with Errors link.
Journals with Balance Errors
Use the Journals with Balance Errors link to access the corresponding page within the WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)). Review and correct only the journals with balance errors.
Navigation
General Ledger, GL WorkCenter, My Work, Journals with Balance Errors link.
The fields within the Journals with Balance Errors link and the Journal with Errors are the same. Refer to the Journals with Errors section for detail field descriptions. The Journals with Balance Errors presentation is a specific subset of the Journals with Errors link.
Journals with Control Total Errors
Use the Journals with Control Total Errors link to access the corresponding page within the WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)). Review and correct only the journals with control total errors.
Navigation
General Ledger, GL WorkCenter, My Work, Journals with Control Total Errors link.
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Using the General Ledger WorkCenter Chapter 3
The fields within the Journals with Control Total Errors link and the Journal with Errors are the same.
Refer to the Journals with Errors section for detail field descriptions. The Journals with Control Total
Errors presentation is a specific subset of the Journals with Errors link.
Journals - Commitment Control Exceptions
Use the Journals – Commitment Control Exceptions link to access the corresponding page within the
WorkCenter transaction pane (WorkCenter Journal Entries page (GL_WC_JRNLS)). Review and edit only the journals with budget check exceptions.
Navigation
General Ledger, GL WorkCenter, My Work, Journals - Commitment Control Exceptions link.
The fields within the Journals - Commitment Control Exceptions link and the Journal with Errors are the same. Refer to the Journals with Errors section for detail field descriptions. The Journals - Commitment
Control Exceptions presentation is a specific subset of the Journals with Errors link.
WorkCenter Budget Journal Exceptions Page
Use the WorkCenter Budget Journal Exceptions page (GL_WC_BJRN_EXCPT) to review and edit budget journals with exceptions that require action. This page displays control budget journals that have a process status of Error or Warning.
Navigation
General Ledger, GL WorkCenter, My Work, Budget Journal Exceptions link.
Image: WorkCenter Budget Journal Exceptions page
This example illustrates the fields and controls on the WorkCenter Budget Journal Exceptions page. You can find definitions for the fields and controls later on this page.
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Budget Journals (grid)
Like the Journals grid, the Budget Journals grid includes three tabs: General, Details 1, and Details 2, which display the budget header information. You can select the check box in the first column of any or all rows in the grid to perform required action for the budget journal or journals.
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for Budget Journal Exceptions.
This page uses the Budget Journal Exceptions filter (
GLBJRNLXCP). Supply or change the filter values as needed and click OK. Required filter values are Business Unit, Ledger
Group, Fiscal Year, as for all journals. See Maintaining and
Personalizing the General Ledger WorkCenter.
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
Click this icon to refresh the grid data to reflect any changes.
Refresh icon
Journal ID link
Override Transaction
Save Overrides button
Click the journal ID link to access the Control Budget Entry
(PeopleSoft FSCM 9.2: Commitment Control) component in a modal window, where you can update and process the budget journal. Once you have finished your work in the Control
Budget Entry component, you can close the modal window,
click the refresh button at the top of your exceptions page, and, if the exception is corrected, the budget journal should no longer appear in your exception list.
Select the check box to mark the budget journal (or multiple budget journals) to override all affected budgets. This check box is only available if exception overrides are allowed based on Commitment Control security and other rules (all exceptions allow overrides). See "Budget Journal Exceptions
Page (PeopleSoft FSCM 9.2: Commitment Control)".
Once you have selected budget journals for override, click the Save Overrides button to save the selected overrides for processing. You can deselect the check boxes to unmark previously marked overrides and click the Save Overrides button.
Click this button after selecting those budget journals that you would like to mark for overriding the budget constraints. This saves the budget overrides for processing.. You can deselect the
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Using the General Ledger WorkCenter Chapter 3
Process Status link
Budget Header Status link
Select All/Deselect All
Action
Override check boxes to unmark previously-marked overrides and click the Save Overrides button.
Click the link in the Process Status column to display the budget journal lines that have exceptions within the budget journal. The exception lines are displayed in the Budget Line Exceptions grid below the Action field.
Click the link in the Budget Header Status column to access the Budget Journal Exception Component in a modal window.
Make your changes, save and close the window. If you have corrected the exception, you can click the refresh button at the top of the exceptions page and your budget journal should no longer appear in the list.
Click this link to select all budget journals or deselect all budget journals in the grid for which to perform an action.
Select the check box of the journal or journals for which you would like to perform an action, select the action from the list box, and click the GO button. Action values are:
• Budget Check Journals
• Budget Pre-Check Journals
Budget Line Exceptions (grid)
When you click the Process Status link for a budget journal from the Budget Journals grid, the Budget
Line Exceptions grid appears and displays only the budget journal lines that have line level exceptions
(Error or Warning) from the budget journal. You can select to override the affected budgets at the line level as well. Select the Override check box for each line for which you want to avoid budget constraints, if available, and click the Save Overrides button.
WorkCenter Journals Pending My Approval Page
Use the WorkCenter Journals Pending My Approval page (GL_WC_JRNL_APPR_M) to manage approvals for journals that are pending approval from the current user.
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Navigation
General Ledger, GL WorkCenter, My Work, Journals Pending My Approval link.
Image: WorkCenter Journals Pending My Approval page
This example illustrates the fields and controls on the WorkCenter Journals Pending My Approval page.
You can find definitions for the fields and controls later on this page.
Use the fields on this page as you would on the Manage GL Journal Approvals page.
For field information, see Manage GL Journal Approval Page
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for the Journals Pending My
Approval page. This page uses the GL Journal Approval filter
(GLJRNLAPPR). Supply or change any of the filter values as
needed and click OK. See Maintaining and Personalizing the
For journal filter criteria, you are required to select values for
Business Unit, Ledger Group, and Fiscal Year. This requirement is delivered to prevent performance issues. You can hover over this link to see the current selected criteria without having to navigate to the Filter Values page.
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Refresh icon
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
Click this icon to refresh the grid data to reflect any changes.
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Using the General Ledger WorkCenter Chapter 3
WorkCenter ChartField Requests Pending My Approval Page
Use the WorkCenter ChartField Requests Pending My Approval page (GL_WC_FLD_REQ_APPR) to manage business requests that are pending approval from the current user.
Navigation
General Ledger, GL WorkCenter, My Work, ChartField Requests Pending My Approval link.
Image: WorkCenter Manage Business Request Approval page
This example illustrates the fields and controls on the WorkCenter Manage Business Request Approval page. You can find definitions for the fields and controls later on this page.
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Use the fields on this page as you would on the Manage Business Request Approval page.
For information on ChartField requests and field details, see "Understanding the Business Request and
Approval Process (PeopleSoft FSCM 9.2: Application Fundamentals)".
See also, (Business Request and Approval) (PeopleSoft FSCM 9.2: Application Fundamentals).
Refine Filter Criteria link
Click this link to edit the filter criteria that is used to retrieve the data that you want to see for the ChartField Requests Pending
My Approval page. This page uses the Field Request Approval filter (GLFLDAPPR). Supply or change any of the filter values
as needed and click OK. See Maintaining and Personalizing the
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Refresh icon
Note: There are no required fields or restricted operands for this filter page.
Click this icon to refresh the grid data to reflect any changes.
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Chapter 3 Using the General Ledger WorkCenter
WorkCenter Reconciliations Pending My Approval
Use the WorkCenter Reconciliations Pending My Approval page (GL_WC_GLRN_WB) to manage reconciliations that are pending approval from the current user.
Navigation
General Ledger, GL WorkCenter, My Work, Reconciliations Pending My Approval link.
Image: WorkCenter Reconciliations Pending My Approval page
This example illustrates the fields and controls on the WorkCenter Reconciliations Pending My Approval page. You can find definitions for the fields and controls later on this page.
The fields on this page are like those on the Reconciliation Workbench. For detail field information, see
Managing Reconciliations Using the Reconciliation Workbench.
Refine Filter Criteria link
Click this link to edit the filter criteria used to retrieve the data that you want to see for the Reconciliations Pending My
Approval page. This page uses the Recon Workbench filter (
GLRCWB). Supply or change any of the filter values as needed
and click OK.. See Maintaining and Personalizing the General
For more information, see Enterprise Components: Setting Up
Filter Definitions as a System Administrator.
Refresh icon
Note: There are no required fields or restricted operands for this filter page.
Click this icon to refresh the grid data to reflect any changes.
Related Links
"Understanding WorkCenters and Dashboards (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Understanding How to set up the WorkCenter as a System Administrator (PeopleSoft FSCM 9.2:
Application Fundamentals)"
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Using the General Ledger WorkCenter Chapter 3
Using the General Ledger WorkCenter - Links Pagelet
The Links section of the Main tab includes additional links to components that you commonly access such as Tree Manager, Process Monitor, Open Period Updates, and Spreadsheet Journal Import, for example. A System administrator can configure the list of links that are available for this pagelet and can enable an end user to personalize their display options, as well as define group labels and links.
You can personalize the links that you want to display on your WorkCenter. Links to external pages can also be placed in this section.
A sample configured Links pagelet is delivered in the General Ledger WorkCenter to help you create your own pagelet:
Image: General Ledger WorkCenter - Links Pagelet
This example illustrates the fields and controls on the General Ledger WorkCenter - Links Pagelet.
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To view the Links pagelet in its entirety, you can hover over the dotted line between the My Work pagelet and the Links pagelet until your cursor turns into a two-sided arrow, drag up or down, and left-click to anchor the pagelet in place; or, you can minimize the My Work pagelet by clicking the Pagelet Settings arrow in My Work and select Minimize.
The delivered Links pagelet for General Ledger WorkCenter categorizes useful links within the following groups:
• Manage and Monitor Journals
• Other Links
Click the links to access the selected application component, which appears within your working zone.
Notice that the highlighted link in the pictured example is Tree Manager. The working zone on the right
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Chapter 3 Using the General Ledger WorkCenter displays the Tree Manager component and you can proceed to add or update your trees without leaving your WorkCenter.
Related Links
"Working with and Personalizing the Links Pagelet as an End User (PeopleSoft FSCM 9.2: Application
Fundamentals)"
"Understanding How to set up the WorkCenter as a System Administrator (PeopleSoft FSCM 9.2:
Application Fundamentals)"
Using the General Ledger WorkCenter - Queries Pagelet
Use the Queries pagelet within the Reports/Queries pagelet group to access Query Manager, public queries, private queries, and Pivot Grids without leaving your WorkCenter. The system administrator can add queries to this pagelet and determine if an end user can add public queries in Query Manager.
Navigation
General Ledger, GL WorkCenter, Reports/Queries, Queries
Image: General Ledger WorkCenter - Queries Pagelet
This example illustrates the fields and controls on the General Ledger WorkCenter - Queries Pagelet. You can find definitions for the fields and controls later on this page.
PeopleSoft delivers the General Ledger WorkCenter, Queries pagelet with sample links as pictured in the example. Select the Query Manager link to add, update and run public queries or your own private queries, depending on your security access. The GL Queries section should include your commonlyused queries, so that you can navigate directly to the one that you want to run. Define the queries to be included in this section with prompt type expression criteria so that you are prompted to enter values when you click the link to access the query. Otherwise, you are presented with the result set and unable to alter criteria unless you select the Query Manager link.
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Using the General Ledger WorkCenter Chapter 3
Your WorkCenter Queries pagelet allows you to perform most query functions, including the ability to download your query results to Microsoft Excel, CSV file, or XML file.
You can also create new public queries and replace the query links when personalizing your Queries pagelet. Click the Pagelet Settings button and select Personalize:
General Ledger WorkCenter - Queries Pagelet Personalization Page
Image: Queries Pagelet Personalization Page
This example illustrates the fields and controls on the Queries Pagelet Personalization Page.
In the example pictured, a newly-created public query, MY_FAVORITE_QUERY, was entered in the
Query Name field, replacing the delivered query. Once you click Save and refresh the Queries pagelet, the new query appears in the GL Queries section.
See also Enterprise Components: Setting Up Pagelets for Queries as a System Administrator.
Related Links
"Working with and Personalizing the Queries Pagelet as an End User (PeopleSoft FSCM 9.2: Application
Fundamentals)"
"Understanding How to set up the WorkCenter as a System Administrator (PeopleSoft FSCM 9.2:
Application Fundamentals)"
Using the General Ledger WorkCenter - Reports and Processes
Pagelet
Use the Reports/Processes pagelet of the Reports/Queries pagelet group to easily access links to commonly-used report and process run controls. The system administrator can add links to this pagelet and determine whether an end user can configure their pagelet. The objective of this pagelet is to minimize the number of clicks to access commonly-used reports or processes and their results.
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Chapter 3 Using the General Ledger WorkCenter
Navigation
General Ledger, GL WorkCenter, Reports/Queries, Reports/Processes
Image: General Ledger WorkCenter - Reports/Processes Pagelet
This example illustrates the fields and controls on the General Ledger WorkCenter - Reports/Processes
Pagelet.
PeopleSoft delivers the General Ledger WorkCenter, Reports/Processes pagelet with sample links as pictured in the example and categorized within the following groups:
• My Processes – Provides quick access to run control pages of your most commonly-used processes.
• Monitor – Provides quick access to Process Monitor, Reporting Console, and Report Manager.
• Journal Reports
• Monitor – Provides quick access to Process Monitor, Reporting Console, and Report Manager.
• Other Reports – Provides convenient access to your most commonly run reports, such as Trial
Balance or Open Item Listing.
You can personalize your Reports/Processes pagelet to suit your organizational needs. For more information, see Enterprise Components: Setting Up Pagelets for Reports and Processes as a System
Administrator.
Related Links
"Working with and Personalizing the Reports and Processes Pagelet as an End User (PeopleSoft FSCM
9.2: Application Fundamentals)"
"Understanding How to set up the WorkCenter as a System Administrator (PeopleSoft FSCM 9.2:
Application Fundamentals)"
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Using the General Ledger WorkCenter Dashboard
Use the General Ledger WorkCenter Dashboard to display portal pagelets that provide metrics, pivot grids, and graphics with information in various stages of completion in one aggregated location in the
WorkCenter.
You can access the General Ledger Dashboard directly (General Ledger, GL Dashboard), or you can access it from within your General Ledger WorkCenter, Links pagelet (PTPG_PGVIEWER):
Navigation
General Ledger, GL WorkCenter, Main, Links, GL WorkCenter Dashboard
Image: GL WorkCenter Dashboard
This example illustrates the fields and controls on the GL WorkCenter Dashboard. You can find definitions for the fields and controls later on this page.
Using the General Ledger WorkCenter Dashboard and Pivot Grids
PeopleSoft delivers the following pagelets with the General Ledger Dashboard:
• Ledger Balances Analysis
• Account Reconciliation
These are General Ledger portal pagelets that are configured to appear in your WorkCenter when you click the link within the Links pagelet. When you first click the GL WorkCenter Dashboard link, the delivered pagelets appear by default in collapsed form and in vertical alignment. You can click the refresh button for each pagelet to view the data, if available.
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You can configure and personalize the Dashboard pagelet presentation (for example, presenting the pagelets side-by-side) by using Personalize Content/Layout links located in the top right corner of your transaction pane.
The pagelets use Pivot Grids, which are based on PSQuery and display the results in grid format, chart format, or both. You can use the filters to limit data, drag and drop rows and columns, expand the summary levels to view details, and display data in various chart formats. .You use the Pivot Grid Wizard
(Reporting Tools > Pivot Grid > Pivot Grid Wizard) to design how the page is displayed. For more information about setting up pivot grids, see PeopleTools: PeopleSoft Pivot Grids.
Related Links
"Dashboards and Pivot Grids (PeopleSoft FSCM 9.2: Application Fundamentals)"
"PeopleSoft Financials, ESA, ALM, and SCM Portal Packs Overview (PeopleSoft FSCM 9.2: Financials,
ESA, ALM, and SCM Portal Packs)"
Maintaining and Personalizing the General Ledger WorkCenter
After the system administrator configures the WorkCenters using the Enterprise Components -
WorkCenter/Dashboards component, you can set personalization options and configure your General
Ledger WorkCenter pagelet display and filters for data selection.
Pages Used in Personalizing the General Ledger WorkCenter
Page Name Definition Name Navigation Usage
General Ledger WorkCenter GL_WORKCENTER General Ledger, GL
WorkCenter
The General Ledger
WorkCenter hub provides the frame within which all selected content components and pagelets are accessed and displayed for use. View and edit your most commonlyused components and be alerted to those items that require your attention.
Edit Filters
Configure Filter Values
User Personalization -
Personalize General Ledger
WorkCenter
FSPC_MYWORK_FILTER Click the Edit Filters link from the My Work pagelet of the GL WorkCenter.
View and edit the My Work
Links and filter data for each link.
FSFB_FILTER_VALUES
PTAL_USER_PREF
Click the Edit Filter button for a specific link.
Add filter values to limit data within the specific pagelet
Click the WorkCenter Settings button (top left of WorkCenter page).
Personalize the general display layout of the
WorkCenter pagelets by pagelet group (Main and
Reports/Queries).
Select Personalize.
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Using the General Ledger WorkCenter Chapter 3
Page Name
Pagelet Personalization
Definition Name
FSPC_USER_MYWORK
FSPC_USER_LINKS
FSPC_USER_QUERY
FSPC_USER_REPORT
Navigation
Click the Pagelet Settings button on one of the four delivered pagelets.
Select Personalize.
Usage
Personalize your pagelet display settings, such as link display order, show count, show link, start group collapsed, and so on.
Related Links
"Understanding How to set up the WorkCenter as a System Administrator (PeopleSoft FSCM 9.2:
Application Fundamentals)"
"User Personalization - Personalize <Application> WorkCenterPage (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Edit Filters Page
Use the Edit Filters page (FSPC_MYWORK_FILTER) to view and edit the My Work Links and filter data for each link.
Navigation
General Ledger, GL WorkCenter, My Work. Click the Edit Filters link from the My Work pagelet of the
GL WorkCenter.
Image: Edit Filters page
This example illustrates the fields and controls on the Edit Filters page. You can find definitions for the fields and controls later on this page.
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Click the Edit Filter icon (pencil) to access the Configure Filter Values page and specify selection criteria for each My Work Link.
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Configure Filter Values Page
Use the Configure Filter Values page (FSFB_FILTER_VALUES) to add filter values for limiting data within a specific pagelet.
From the Edit Filters page, click the Edit Filter button for the My Work link for which you want to specify criteria to access the Configure Filter Values page (FSFB_FILTER_VALUES); OR,
From the transaction pane of a specific My Work link, click the Refine Filter Criteria link to access the
Configure Filter Values page for that link:
Image: Configure Filter Values
This example illustrates the fields and controls on the Configure Filter Values. You can find definitions for the fields and controls later on this page.
Certain values are required, depending on the link. For example, for journal filter criteria, you are required to select values for Business Unit, Ledger Group, and Fiscal Year. This requirement is delivered as such to prevent performance issues.
Note: The administrator can change the filter definition to make the Business Unit field optional so that you can display journals from all business units. However, the administrator must make sure that at least two criteria fields are required and that there is an index on the journal header record to support the required fields.
"Working with and Personalizing the My Work Pagelet as an End User (PeopleSoft FSCM 9.2:
Application Fundamentals)".
User Personalization - Personalize General Ledger WorkCenter Page
Use the Personalize General Ledger WorkCenter page (PTAL_USER_PREF) to personalize the general display layout of the WorkCenter pagelets by pagelet group.
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Click the Workcenter Settings button (top left of WorkCenter page), and select Personalize.
Image: User Personalization - Personalize General Ledger WorkCenter Page
This example illustrates the fields and controls on the User Personalization - Personalize General Ledger
WorkCenter Page.
For more information, see WorkCenterPage" ?> (PeopleSoft FSCM 9.2: Application Fundamentals)
Pagelet Personalization Pages
Use the Pagelet Personalization pages (FSPC_USER_MYWORK; FSPC_USER_LINKS;
FSPC_USER_QUERY; and FSPC_USER_REPORT) to personalize your pagelet display settings, such as link display order, show count, show link, start group collapsed, and so on. There is a separate personalization page for each of the delivered pagelets in the General Ledger WorkCenter.
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Chapter 3 Using the General Ledger WorkCenter
Navigation
Click the Pagelet Settings button on the My Work pagelet, the Links pagelet, the Queries pagelet, or the
Reports/Processes pagelet. Select Personalize.
Image: My Work Pagelet Personalization page
This example illustrates the fields and controls on the My Work Pagelet Personalization page. You can find definitions for the fields and controls later on this page.
You can configure your WorkCenter to display the links according to your needs for each of the four pagelets (My Work, Links, Queries, and Reports/Processes. In this example, all links are displayed for the
My Work pagelet in the order shown, along with the count of instances requiring your attention, and the page that is designated as the Starting Page, Journals Pending My Approval, will appear in the transaction pane every time you launch your General Ledger WorkCenter.
For more information, see "Working with and Personalizing the WorkCenter as an End User (PeopleSoft
FSCM 9.2: Application Fundamentals)".
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Chapter 4
Defining Your Operational Structure
Defining Your Operational Structure
This topic provides an overview of Oracle's PeopleSoft General Ledger business units and options and discusses how to:
• Define General Ledger business units.
• Define journal processing options for a business unit.
• Define currency options for a business unit.
• Define approval options for a business unit.
• Define interunit and intraunit options for a business unit.
• Enable journal audit logging.
• Enable ChartField security.
Related Links
"Setting Up Interunit and Intraunit Processing (PeopleSoft FSCM 9.2: Application Fundamentals)"
Creating Interunit and Intraunit Journal Entries
General Ledger Definition - VAT Defaults Page
Understanding General Ledger Business Units and Options
Before you implement PeopleSoft General Ledger, examine how the business operates—that is, how work is performed—and decide how you want to map the operational business structures to General
Ledger.
This section lists prerequisites and discusses:
• General Ledger business units.
• Average daily balance (ADB) incremental calculation method.
• Journal processing options for a business unit.
• Value-added tax (VAT) options.
Prerequisites
Before you set up business units, decide on the TableSet structure and set up your setIDs.
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Before you set up the Balance Suspense, Edit Suspense, and Amount Suspense ChartFields, define the account balancing groups.
see also PeopleTools: PeopleSoft Application Designer Developer's Guide, "Creating Record
Definitions".
Related Links
"Creating Account Balancing Groups (PeopleSoft FSCM 9.2: Application Fundamentals)"
General Ledger Business Units
When you define the operational business structure that a General Ledger business unit represents, note the functions that correspond to individual business units:
• Entering, approving, and maintaining journal transactions.
• Requesting background processing.
• Requesting reports.
• Defining ChartFields.
• Creating interunit journal transactions.
• Defining journal entry error and approval processing.
• Specifying a single base currency.
• Specifying tableset sharing.
• Enforcing security.
ADB Incremental Calculation Method
When you create a run control request for ADB calculation, you select an ADB definition and period type. If the values that you enter on the run control match a specified ADB definition and period type combination, the process uses the incremental calculation method. Otherwise, the system uses the ad hoc method.
Journal Processing Options for a Business Unit
When you define a business unit, you can determine how the system processes a journal entry for that business unit. In General Ledger, you can specify these processing options at the business unit, ledger, or journal entry source level. Processing options defined for a ledger override those defined for a business unit. Options defined for a source override those defined for both a ledger and business unit.
Set journal options for the following types of errors:
Journal Balance Errors
When you define ledgers, specify them as balanced or unbalanced. Journal entries for balanced ledgers, such as an actuals ledger, must be in balance before posting. A journal
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Chapter 4
Journal Edit Errors
Control Total Errors
Journal Amount Errors
Journal Date Errors
Defining Your Operational Structure balance error occurs when an unbalanced journal is targeted to a balanced ledger.
When you edit journals, General Ledger verifies that all
ChartField values are valid as of the journal date. A journal edit error occurs if you enter an invalid ChartField value or combination on the journal lines. This error category also includes other line errors, such as a blank currency code or an invalid OpenItem reference value.
When you edit journals, any amounts entered on the Journal
Entry Totals page are checked against the actual totals of the journal line amounts.
Foreign amounts and monetary amounts in a journal line must have the same sign. This error processing verifies that all amounts are either positive or negative.
The journal date is validated against the open period. An error is generated if the journal date entered is not within the specified open period.
Related Links
"Journal Source - Journal Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
VAT Options
To enable VAT processing in General Ledger, you must first set up your VAT environment. VAT setup in
General Ledger involves setting defaults and parameter controls and applying them at the business unit, journal source, and account levels.
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Understanding General Ledger VAT Setup and Processing
Defining General Ledger Business Units
To define General Ledger business units, use the General Ledger Definition component
(BUS_UNIT_TBL_GL). Your business practices determine how to set up General Ledger business units and the journal processing options.
This section discusses how to:
• Define a General Ledger business unit.
• Define General Ledger business unit ID numbers.
• Specify an ADB incremental calculation method.
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• Define and maintain a mandate sequence number.
Pages Used to Define General Ledger Business Units
Page Name
General Ledger Definition -
Definition
Definition Name
BUS_UNIT_TBL_GL1
Navigation Usage
Set Up Financials/Supply
Chain, Business Unit Related,
General Ledger, General
Ledger Definition, Definition
Define a General Ledger business unit.
GL Business Unit ID
Numbers
BU_ID_NBRS_GL_SEC
Incremental Calculation
Method
BU_ADB_INCR_SEC
Click the Business Unit ID
Numbers link on the General
Ledger Definition - Definition page.
Enter the ID for the reporting entity for a business unit.
Click the ADB Incremental
Calc Method (ADB incremental calculation method) link on the General
Ledger Definition - Definition page.
Identify the ADB definition and period type combinations that the system runs regularly,
and use the incremental method to calculate average balances.
Maintain Mandate Sequence
Number
PMT_SEQ_NUM_SEC Click the Mandate Sequence
Number link on the General
Ledger Definition - Definition page.
Identify the sequence type
(mandate ID and reference number), beginning sequence number, maximum length and last auto-assigned number to apply to a mandate form.
General Ledger Definition - Definition Page
Use the General Ledger Definition - Definition page (BUS_UNIT_TBL_GL1) to define a General Ledger business unit.
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Chapter 4 Defining Your Operational Structure
Navigation
Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition,
Definition
Image: General Ledger Definition - Definition page
This example illustrates the fields and controls on the General Ledger Definition - Definition page. You can find definitions for the fields and controls later on this page.
Base Currency
As of Date
Default SetID
Create BU (create business unit)
Holiday List
Location Code
Enter a code for the only primary currency for the General
Ledger business unit. The base currency is sometimes referred to as the book currency. It is usually the local currency for the organization, although it can be different.
Enter a date that is the benchmark for the system's current reporting period and calculations of year-to-date amounts. The as-of date is a report option on PS/nVision report requests.
When you change the as-of date for a business unit, all reports using this option run relative to the as-of date that you specify here, so it is not necessary to change the report specifications.
Enter a setID to determine the preliminary tableset sharing setup for the business unit. This field does not appear after the business unit is created.
Click to create a new business unit. After you create the business unit, this button is not visible.
Select to identify holiday calendars for different countries or business units. Several General Ledger processes—including the
Journal Post process, the Journal Entry process, and many others
—use this calendar to determine working days and limit journal dates to working days only.
Select a location code for the business unit. Financial Gateway uses this field to derive the address information for the business unit.
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Customer Supplier Affiliate
Enable Document Sequencing
Consol - For Eliminations Only
(consolidate - for eliminations only)
"PeopleSoft Financial Gateway Implementation (PeopleSoft
FSCM 9.2: Financial Gateway)"
Select to obtain the interunit ChartField value from the customer or supplier tables when you create a transaction for the business unit.
Select to use document sequencing for business units that operate in a country requiring it. You can track journal entries by document sequence number, if desired.
To automate the elimination of intercompany transactions, select to set up this special type of General Ledger business unit as an eliminations entity for consolidations processing.
GL Business Unit ID Numbers Page
Use the Business Unit ID Numbers page (BU_ID_NBRS_GL_SEC) to enter the ID for the reporting entity for a business unit.
Navigation
Click the Business Unit ID Numbers link on the General Ledger Definition - Definition page.
Image: GL Business Unit ID Numbers
This example illustrates the fields and controls on the GL Business Unit ID Numbers. You can find definitions for the fields and controls later on this page.
Standard ID Qualifier
ID Num (ID number)
Other Identification
Select the qualifier for the type of reporting entity. Use BEI
Identifier to populate the ISO and SEPA formats.
Enter the ID number for the reporting entity for the business unit.
Provide Other ID information for the business unit entity that will be used in ISO and SEPA formats. Other ID information consists of Issuer, Identification, and either an ISO Code List or a Proprietary Scheme Name under which the identification was issued. You must designate one issuer as the default that will be populated on the ISO and SEPA format.
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Incremental Calculation Method Page
Use the Incremental Calculation Method page (BU_ADB_INCR_SEC) to identify the ADB definition and period type combinations that the system runs regularly, and use the incremental method to calculate average balances.
Navigation
Click the ADB Incremental Calc Method (ADB incremental calculation method) link on the General
Ledger Definition - Definition page.
Average Daily Balances
Select an ADB definition from a list of definitions on the
Average Daily Balance Definition - Definition page.
Period Type
Select only ADB definitions that you run regularly (for example, month-to-date averages).
Select a period type to associate with the definition. Values are:
Date to Date: Calculates ADBs from a beginning date to the run request date.
Month to Date: Calculates ADBs from the first day of the month
(which is the beginning date of the accounting period in which the run request date falls) to the run request date. To use this option, the detail ledger for the business unit must be tied to a detail calendar that uses monthly periods.
Quarter to Date: Calculates ADBs from the first day of the quarter (the beginning date of the first accounting period in the quarter in which the run request date falls) to the run request date. To use this option, the detail ledger for the business unit must be tied to a detail calendar that uses monthly periods 1 through 12.
Regular Date: Calculates average balances for the date range specified on the Average Daily Balance Process - Request page.
Regular Period: Calculates ADBs for a specified period range in a specified fiscal year. The calculations use the beginning date of a From period to the ending date of a To period.
Year to Date: Calculates ADBs from the first day of the year ( which is the beginning date of accounting period 1) to the run request date.
Related Links
Processing Average Daily Balances
ADB Definition - Definition page
Understanding Average Balance Calculation
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Maintain Mandate Sequence Number Page
Use the Maintain Mandate Sequence Number page (PMT_SEQ_NUM_SEC) to identify the sequence type (mandate ID and reference number), beginning sequence number, maximum length and last autoassigned number to apply to a mandate form.
Navigation
Click the Mandate Sequence Number link on the General Ledger Definition - Definition page.
A mandate is an authorization and expression of consent given by the debtor to the creditor, which enables the creditor to initiate collections by debiting the specified debtor's bank account and enables the debtor's bank to comply with these instructions in accordance with the SEPA (Single European Payment
Area ) Rulebook.
The mandate sequence number is an auto-assigned number on the Mandate Entry page. It is maintained by GL Business Unit. Mandate Reference Number is used to uniquely identify a mandate provided by a customer. You can print mandate forms where the reference number is auto-assigned.
Sequence Type
Select the following sequence types for which to track the autoassigned sequence numbers:
•
Mandate ID - Select this option to automatically generate a new number that will appear on a customer or counterparty mandate form created using this business unit in Financial
Gateway that gives a creditor permission to process of a
SEPA direct debit transaction. Setting up the sequence numbering for this number results in the sequencing of the mandate ID every time the mandate form is modified in
Financial Gateway.
Beg Seq (beginning sequence)
Max Length (maximum length)
Last Auto-Assigned Number
• Mandate Reference # - Select this option to set up automatic sequencing of a number that is entered by the creditor on the customer or counterparty mandate form that was created using this business unit. This number is used to uniquely identify the mandate across parties for banking purposes. Setting up the sequencing on this page results in the automatic sequencing of this unique number every time the mandate form is printed.
See "SEPA Direct Debit (PeopleSoft FSCM 9.2: Financial
Gateway)".
Enter the beginning number from which to increment the sequential counter for the sequence number.
Enter the maximum length of the sequence number.
Enter the number of the last sequence number that the system assigned.
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Chapter 4 Defining Your Operational Structure
Defining Journal Processing Options for a Business Unit
To define journal processing options for business units, use the General Ledger Definition component
(BUS_UNIT_TBL_GL).
This section discusses how to:
• Define journal processing options.
• Specify balance suspense ChartFields.
• Specify edit suspense ChartFields.
• Specify amount suspense ChartFields.
See "Creating Account Balancing Groups (PeopleSoft FSCM 9.2: Application Fundamentals)".
Pages Used to Define Journal Processing Options for a Business Unit
Page Name Definition Name Navigation Usage
Journal Options BUS_UNIT_TBL_GL2 Set Up Financials/Supply
Chain, Business Unit Related,
General Ledger, General
Ledger Definition, Journal
Options
Specify how the system handles the journal error processing options for a business unit and how the system determines the process date for journal processing.
Balance Suspense ChartFields BU_JE_BS_CFS_SEC
Edit Suspense ChartFields BU_JE_ES_CFS_SEC
Amount Suspense ChartFields BU_JE_AS_CFS_SEC
Click the Balance Suspense
ChartFields link on the
Journal Options page.
Click the Edit Suspense
ChartFields link on the
Journal Options page.
Click the Amount Suspense
ChartFields link on the
Journal Options page.
Specify the suspense
ChartFields for balancing errors for a business unit.
Specify the suspense
ChartFields for journal edit errors for a business unit.
Specify the suspense
ChartFields for journal amount errors for a business unit.
General Ledger Definition - Journal Options Page
Use the General Ledger Definition - Journal Options page (BUS_UNIT_TBL_GL2) to specify how the system handles the journal error processing options for a business unit and how the system determines the process date for journal processing.
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Navigation
Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition,
Journal Options
Image: General Ledger Definition - Journal Options page
This example illustrates the fields and controls on the General Ledger Definition - Journal Options page.
You can find definitions for the fields and controls later on this page.
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Journal Balance Option
Balance Suspense ChartFields
Journal Edit Errors Option
Edit Suspense ChartFields
Specify how the system handles balancing errors for the business unit. Values are:
Recycle: Marks journal containing this error as invalid and prevents you from posting them. Once you've made the corrections and reedited the journal, you can post the journal successfully.
Suspend: Posts the amount required to bring each journal into balance to suspense ChartFields.
Click to access the Balance Suspense ChartFields page.
Specify how the system handles journal edit errors for the business unit. Values are:
Recycle: Marks journal entries containing errors as invalid and prevents you from posting them. Once you've made the corrections and reedited the journal, you can post the journal successfully.
Suspend: Moves the journal entry amounts containing errors into suspense ChartFields and enables you to continue with the posting. Access the Edit Suspense ChartFields page to specify the ChartFields and ChartFields values that need to be suspended.
Click to access the Edit Suspense ChartFields page.
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Chapter 4
Control Total Option
Journal Amount Errors Option
Amount Suspense ChartFields
Adjustment Year Not Exist
Defining Your Operational Structure
Specify how the system handles control total errors for the business unit. Values are:
Recycle: Marks journal containing control total mismatches as invalid and prevents you from posting them. Once you've made the corrections or changed the control totals and reedited the journal, you can post the journal successfully.
N/A: Excludes any control totals previously set. The N/A option is available only for control total errors.
Specify how the system handles errors when the foreign amounts and the monetary amounts do not have the same sign.
For example, the system must determine how to handle errors for a journal that has a foreign amount that is 10.00 GBP and the monetary amount is -200.00 USD. Values are:
Accept: Accepts the amounts and does not generate an error.
Recycle: Marks journal entries containing errors as invalid and prevents you from posting them. Once you've made the corrections and reedited the journal, you can post the journal successfully.
Suspend: Posts the journal to a suspense account with the monetary amount sign reversed. In the preceding example,
the suspense line has a foreign amount of 10.00 GBP and a monetary amount of -200.00 USD. Access the Amount
Suspense ChartFields page to specify the ChartFields and
ChartField values for the suspense account for balancing errors.
Click to access the Amount Suspense ChartFields page.
Specify the journal edit handling of the Fiscal Year default for the Journal Entry - Header page. By default, the Journal Edit process selects the fiscal year that is associated with the open adjustment period from the Open Period Update page. When journals are loaded from an external source, there may be a discrepancy between the fiscal year on the Journal Header page and the fiscal year that is open for the corresponding adjustment period on the Open Period Update. The edit process changes the fiscal year on the header and processes the journal as valid. This option allows you to control this behavior as follows:
Override: This is the default option, which allows the Journal
Edit process to change the fiscal year on the header to the fiscal year that is associated with the open adjustment period (Open
Period Update page), thereby passing validation.
Recycle: This option assumes that the original fiscal year on the adjustment journal header is correct, but since it is not the year that is associated with the open adjustment period, the journal
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Defining Your Operational Structure
Journal Process Date
Process Date
Journal Date < Open From Date
Journal Date > Open To Date
Allow Different Unpost Date
Chapter 4 does not pass validation and is recycled so that you can evaluate and process accordingly.
Specify how processes determine the process date for journals.
The Journal Post process (GLPPPOST), the Journal Generator process (FS_JGEN), and many other General Ledger processes,
support the use of the Process Date option. Values are:
Current Date: For general ledger processes that use the process date in their run controls, uses the date at the time that the batch process runs.
Process Date: Uses a date that you specify in the next field for all journals in the batch. The system permits you to enter only a working calendar day. Before you run any processes that use a process date, you can use the Maintain GL BU Process
Date (maintain general ledger business process date) process to perform a mass update of the journal process date. You can run this process for an individual business unit, a range of business units, or all business units.
Specify a process date.
Interunit journals contain multiple journals, one for each related business unit. Each business unit and its ledger group can have different accounting period opening and closing options. A journal date can be open for one business unit, and closed for another. You can make the Journal Edit process change the journal date if its period is closed, so the journal (if valid for all other edits) can be posted to an open period.
When the journal date is less than the open-from date, recycle the journal or change the journal date to the open-from date.
When the journal date is greater than the open-to date, either recycle the journal or change the journal date to the open-to date.
Select to enable users to specify an unpost date for a posted journal. This date becomes the journal date for the unpost journal when the original journal is unposted. The unposting journal carries its original journal date in the UNPOST_JRNL_
DATE field. The default is not to allow unpost dates.
For interunit journals, users cannot change an unpost date if any of the business units are not enabled for this. Otherwise, all journals in the set use the user-specified date.
For suspense correction journals, the system uses the same date as the base journal.
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Chapter 4 Defining Your Operational Structure
For reversals, the system uses the original journal date unless the period is closed. There is a runtime option for reversal the journal date if the original period is closed.
Related Links
Balance Suspense ChartFields Page
Use the Balance Suspense ChartFields page (BU_JE_BS_CFS_SEC) to specify the suspense ChartFields for balancing errors for a business unit.
Navigation
Click the Balance Suspense ChartFields link on the Journal Options page.
Specify the entire ChartField combination for suspense entries for balancing errors.
Group
Specify the account balancing group to distinguish balancesheet accounts from off-balance-sheet accounts.
ChartField
ChartField Value
Specify the type of ChartField (such as Account or Department) for suspense entries for balancing errors.
Specify the ChartField value for suspense entries for balancing errors.
"Associating a Balance Suspense ChartField With an Account Balancing Group (PeopleSoft FSCM 9.2:
Application Fundamentals)"
Edit Suspense ChartFields Page
Specify the entire ChartField combination for suspense entries for journal edit errors.
Amount Suspense ChartFields Page
Use the Amount Suspense ChartFields page (BU_JE_AS_CFS_SEC) to specify the suspense ChartFields for journal amount errors for a business unit.
Navigation
Click the Amount Suspense ChartFields link on the Journal Options page.
Specify the entire ChartField combination for suspense entries for journal amount errors.
Related Links
Balance Suspense ChartFields Page
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Defining Currency Options for a Business Unit
To define currency options for business units, use the General Ledger Definition component
(BUS_UNIT_TBL_GL).
This section discusses how to define currency options for a business unit.
Page Used to Define Currency Options for a Business Unit
Page Name Definition Name Navigation Usage
Currency Options BUS_UNIT_TBL_GL3 Set Up Financials/Supply
Chain, Business Unit Related,
General Ledger, General
Ledger Definition, Currency
Options
Specify the journal currency options for a business unit.
General Ledger Definition - Currency Options Page
Use the Currency Options page (BUS_UNIT_TBL_GL3) to specify the journal currency options for a business unit.
Navigation
Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition,
Currency Options
Currency Balancing Option
Specify how journal lines are balanced for a particular business unit. Values are:
Balance by All Currencies: Balances by individual transaction currency type. For example, all lines in British pounds are balanced together, and all lines in Mexican pesos are balanced together. Select this option when the Keep Ledgers in Sync option is selected for the ledger group.
Balance by Base Currency Only: Balances all journal lines by the base currency only.
Base Currency Adjust Option
Select to control manual adjustments to the base currency in foreign currency journals for a particular business unit. Values are:
Allow Base Curr Adjustments (allow base currency adjustments): Enables you to directly change the base currency amount on foreign currency journal lines.
Disallow Base Curr Adjustments (disallow base currency adjustments): Prevents you from directly changing the base currency amount on foreign currency journal lines.
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Chapter 4
Foreign Currencies per Journal
Translate Ledger Exchange Rate
Defining Your Operational Structure
Select to control the number of foreign currencies for each journal for a particular business unit. Values are:
Multiple Foreign Currencies: Allows journals to contain lines in multiple foreign currencies.
Only One Foreign Currency: Allows journals to contain lines only in the base currency and a single foreign currency. You must specify the foreign currency in the journal header.
No Foreign Currencies: Allows journals to contain lines only in the base currency.
Select to control the exchange rate default of the translate ledger consistently for both online and batch edit processing:
Inherit from Primary Ledger: Translate ledger inherits the currency exchange rate of the primary ledger within the ledger group. For example, during journal edit, if the foreign currency of the primary ledger line is the same as that of the base currency of translate ledger line, then the exchange rate of the primary ledger line is copied to the translate ledger line; hence,
the foreign amount of the primary line will be the same as that of the base amount of the translate line.
Retain Exchange Rate: Translate ledger retains the currency exchange rate from the rate type that is specified on the ledger group of the translate ledger. In other words, when this option is selected, there is no change in the base amount or exchange rate of the translate line.
See Understanding Multiple Currency Processing in General
Defining Approval Options for a Business Unit
To define approval options for business units, use the General Ledger Definition component
(BUS_UNIT_TBL_GL).
This section discusses how to define approval options for a business unit.
Page Used to Define Approval Options for a Business Unit
Page Name Definition Name Navigation Usage
Approval Options BUS_UNIT_TBL_GL4 Set Up Financials/Supply
Chain, Business Unit Related,
General Ledger, General
Ledger Definition, Approval
Options
Specify journal entry approval options for a business unit.
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General Ledger Definition - Approval Options Page
Use the General Ledger Definition - Approval Options page (BUS_UNIT_TBL_GL4) to specify journal entry approval options for a business unit.
Navigation
Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition,
Approval Options
Image: Approval Options page
This example illustrates the fields and controls on the Approval Options page. You can find definitions for the fields and controls later on this page.
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You have the option to use either the Virtual Approver method or Approval Framework method for the journal approval process. You select the approval methodology for journal approval on theInstallation
Options - General Ledger page (PeopleSoft FSCM 9.2: Application Fundamentals). The selection choices on the Approval Options page depend upon which methodology that you select to use in Installation
Options. When using the Virtual Approver method, the Business Process Name and Approval Rule Set fields appear on the page. When using the Approval Framework method, these fields are not visible since the Approval Framework provides its own Business Process and Approval Rule Set to communicate with
PeopleTools.
Journal
Select an option for transaction journals. Values are:
Pre-Approved: Allows journal entry without approval through
PeopleSoft Workflow. The Post Journal option is available on the Journal Entry - Lines page.
Require Approval: Requires approval through PeopleSoft
Workflow. If you select this option and the approval methodology on the Installation Options - General Ledger page
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Chapter 4 Defining Your Operational Structure
Budget Journal
Control Budget Journal
is Virtual Approver, you must select a Business Process Name and associated Approval Rule Set. The Business Process Name and Approval Rule Set fields are not visible when the approval methodology is Approval Framework in Installation Options.
Select a journal approval option for standard budget journals.
Values are:
Pre-Approved: Allows journal entry without budget approval through PeopleSoft Workflow. The Post Journal option is available on the Journal Entry - Lines page.
Require Approval: Requires budget approval through
PeopleSoft Workflow. If you select this option and the approval methodology on the Installation Options - General Ledger page is Virtual Approver, you must select a Business Process Name and associated Approval Rule Set. The Business Process Name and Approval Rule Set fields are not visible when the approval methodology in Installation Options is Approval Framework.
Select the Required approval option to enable Commitment
Control budget journal approval (using Approval Framework) for the entire business unit. The default value is Not Required.
See "Approving Control Budget Journals Using Approval
Framework (PeopleSoft FSCM 9.2: Commitment Control)".
See also, PeopleSoft General Ledger Documentation Update:
Commitment Control Budget Journal Approval. Visit My Oracle
Support website - Article ID 1369486.1.
Note: When you define approval options at the source level, they override any approval handling that you specify at the business unit or ledger levels for journals using that source only.
Related Links
Understanding Configurable Workflow
Approving Journals Using the GL Journal Approval Components
Defining Interunit and Intraunit Options for a Business Unit
The Inter/IntraUnit page is used to select interunit and intraunit templates and to enter the legal entity to which the business unit belongs. You can also specify options for interunit billing and interunit transfer transactions. The page is presented in the context of the components, other pages and information necessary to implement interunit and intraunit accounting.
See "Setting Up Interunit and Intraunit Processing (PeopleSoft FSCM 9.2: Application Fundamentals)".
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Defining Your Operational Structure Chapter 4
Enabling Journal Audit Logging
PeopleSoft Financial Audit Framework provides certain applications with the ability to track processes by creating an audit log. This functionality enables PeopleSoft General Ledger as well as subsystems
(Receivables, Payables, Billing, and Asset Management) to log changes to designated associated documents. Audit logging provides setup for auditing documents and the events that affect those documents.
Journal audit logging capabilities must be activated using the Enable Audit Logging page. Once enabled, you may search the audit logs for enabled events using the Search Audits Logs page and may delete audit logs using the Purge Audit Logs page.
See "Setting Up Financials Audit Framework (Audit Logging) (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Pages Used for Journal Audit Logging
Page Name
Enable Audit Logging
Search Audit Logs
Purge Audit Logs
Definition Name
FS_AUDITLOG_ENABLE
FS_AUDITLOG_SEARCH
FS_AUDITLOG_PURGE
Navigation
Setup Financial/Supply
Chain, Common Definitions,
Audit Logging, Enable
Audit Logging, Enable Audit
Logging
Usage
Enable audit logging for
PeopleSoft General Ledger.
Setup Financial/Supply Chain,
Common Definitions, Audit
Logging, Search Audit Logs,
Search Audit Logs
Use this page to search for created audit logs.
Setup Financial/Supply Chain,
Common Definitions, Audit
Logging, Purge Audit Logs,
Purge Audit Logs
Use this page to delete selected audit logs.
Enable Audit Logging Page
Use the Enable Audit Logging page (FS_AUDITLOG_ENABLE) to enable audit logging for PeopleSoft
General Ledger journals.
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Navigation
Setup Financial/Supply Chain, Common Definitions, Audit Logging, Enable Audit Logging, Enable
Audit Logging
Image: Enable Audit Logging page
This example illustrates the fields and controls on the Enable Audit Logging page. You can find definitions for the fields and controls later on this page.
Application Name
Enable
Include Archive
Select the General Ledger application name to enable those
General Ledger events that you want to track using audit logging.
Select the events for which you want to enable audit logging.
Select to include data that has been archived.
Search Audit Logs Page
Use the Search Audit Logs page (FS_AUDITLOG_SEARCH) to search for journal audit logs.
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Navigation
Setup Financial/Supply Chain, Common Definitions, Audit Logging, Search Audit Logs, Search Audit
Logs
Image: Search Audit Logs page
This example illustrates the fields and controls on the Search Audit Logs page. You can find definitions for the fields and controls later on this page.
The Search Audit Logs page accesses journal events that are populated in the GL Journal Audit record
(GL_AUD_JRNL) if the corresponding events are enabled for audit logging. Enter your selection criteria and click the Search button to retrieve the requested audit information in the Search Results grid. This is the same page that is accessed when you click the View Audit Logs link from various journal pages, such as the Journal Entry - Lines page, for example. Other General Ledger pages that provide links to the
Search Audit Logs page include the Mark Journals for Posting page, Mark Journals for Unposting page, and Journal Suspense Correction page.
Include Archive
Include Batch Changes
Include Purge Logs
Select to include archived logs in your search results.
Some logs are created by batch processes. Select to track modifications to documents. However, tracking down a nightly scheduled process might not be very relevant. So, this option allows you to include or exclude the logs created in batch processes.
Select to include deleted audit logs (that you purged using the
Purge Audit Logs page) in the search display.
Purge Audit Logs Page
Use the Purge Audit Logs page (FS_AUDITLOG_PURGE) to delete selected audit logs.
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Chapter 4 Defining Your Operational Structure
Navigation
Setup Financial/Supply Chain, Common Definitions, Audit Logging, Purge Audit Logs, Purge Audit Logs
See "Setting Up Financials Audit Framework (Audit Logging) (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Enabling ChartField Security
PeopleSoft ChartField security provides a flexible, rule-based approach to administer security at a data level. ChartField security is supported in PeopleSoft General Ledger and across other PeopleSoft
Financials and Supply Chain Management (FSCM) applications. The ChartField Security feature prevents unauthorized employees and contractors from viewing and editing sensitive financial data by restricting access to data stored with specific ChartField values.
The primary features for ChartField security are:
• Enforce security rules by user, role, or permission list.
• Enable ChartField security for all products or selectively by product.
• Enable or disable ChartField security selectively by component.
• Define rules to accommodate end-user areas of responsibility.
• Refine access rules by product feature or component.
• Support super user access to minimize setup.
• Define components as exceptions to override security rules.
See "Securing ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)", "Securing ChartFields for PeopleSoft General Ledger (PeopleSoft FSCM 9.2: Application Fundamentals)".
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Chapter 5
Using Statistics
Using Statistics
These topics provide an overview of statistical journals and discuss how to:
• Set up for journal entries using statistics.
• Create journal entries using statistics.
Understanding Statistical Journals
This section lists prerequisites, provides an overview of statistical journals and discusses:
• Statistical ledger and accounts method.
• Statistics code method.
• Budget checking statistical budgets.
In Oracle's PeopleSoft General Ledger, you can use statistical data to facilitate financial analysis and reporting, as well as to form the basis for allocating certain expenses. You can use statistic codes to track nonmonetary amounts, to allocate expenses such as overhead to products, or to calculate a ratio of expense versus the number of customers for a regional expense analysis.
Units of measure determine how to quantify the statistical amount entered on a journal. You must associate each statistical account or statistics code with a standard unit of measure. This controls the units that appear in reports and enables the automatic conversion feature.
Automatic conversion enables you to post journal entries in whatever unit is convenient during journal entry. The system automatically converts entered units to standard units—for example, square yards to square feet. To do this, use the Convert To and Conversion Rate entries on the Units of Measure page.
During journal entry, when you enter the statistical amount in square yards, the system converts that amount to square feet automatically, a system message confirms it, and the journal line stores the amount in square feet.
You can use one of two methods to implement statistics:
• Use a statistical ledger containing statistical accounts used in your journal entries.
• Use statistics codes associated with monetary accounts.
Prerequisites
Depending on how you want to perform statistical accounting, you must define:
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Using Statistics Chapter 5
• Units of measure.
• A statistical ledger and statistical accounts, if you want to use the statistical account method.
• Statistics codes, if you want to use the statistic code method.
Related Links
"Understanding Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Units of Measure Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Detail Ledger Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
Statistical Ledger and Accounts Method
Define a separate ledger to track only statistical data to segregate the statistical information from actual, budget, or other types of monetary information by ledger. To define a statistical ledger, you define a new ledger as you would define any other ledger and only post statistical amounts to that ledger. If you use this method, you must use statistical accounts in your journal entries.
Define a statistical account and associate it with a unit of measure. For example, the Workstations statistical account uses EA. (each) as a generic unit of measure. The Floor Space statistical account might use SQ. (square feet), while the Work Days account would use DAY (days).
You enter two separate journal entries to accommodate the statistical monetary amount of a transaction.
For example, if you purchase 100 workstations, the journal entry that records the purchase includes a line for the statistical entry (100 workstations) and an additional journal entry to record the monetary amount.
Statistics Code Method
An alternate way to track statistical amounts is by using statistics codes. This eliminates the need to enter an additional journal entry when there are statistics associated with the transaction. This is because you associate a statistics code with a monetary account. As with other ChartFields, there is a table of valid statistics codes that you can add or update on the Statistics Codes page. These can include items such as floor space, full-time equivalent workdays, shipment size, or generic units.
You create a journal entry where you enter the statistics on the same journal line as the corresponding monetary entry.
For example, using this method, a journal line that records the charge-back of rent expense to an individual department can include the dollar amount of the rent to be charged and the amount of floor space used to determine the charge all on one line.
Budget Checking Statistical Budgets
The budget processor follows the rules for statistical budgets when the 'Enable Statistical Budgeting' check box is selected on the budget definition just as it does other types of budgets.
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Chapter 5 Using Statistics
Setting Up for Journal Entries Using Statistics
This section discusses how to:
• Set up for journal entries using statistical accounts.
• Set up for journal entries using statistics codes.
Pages Used to Set Up for Journal Entries Using Statistics
Page Name Definition Name Navigation Usage
Units of Measure UNITS_OF_MEASURE Set Up Financials/Supply
Chain, Common Definitions,
Units of Measure, Units of
Measure
Set up codes and descriptions for units of measure.
Account GL_ACCOUNT
Statistics Code STATISTICS_TBL
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Account
Create the account ChartField values that you want to use as statistical accounts.
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Statistics Code
Set up statistics code
ChartField values.
Setting Up for Journal Entries Using Statistical Accounts
To set up for journal entries using statistical accounts:
1. Set up the Unit of Measure (UOM) values (or select one that you want to associate with selected account ChartField values).
Note: The data delivered with PeopleSoft products contains many UOM values.
2. Create the statistic accounts from the Account page.
Note: PeopleSoft delivers some statistical accounts that begin with "9".
3. Select the Statistical Account check box and a UOM value on the ChartField Value - Account page for accounts in which you want to track statistical values.
Setting Up for Journal Entries Using Statistics Codes
To set up for journal entries using statistics codes:
1. Set up the Unit of Measure (UOM) values (or select one that you want to associate with selected
Statistic Code ChartField values).
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Using Statistics Chapter 5
Note: The data delivered with PeopleSoft products contains many UOM values.
2. On the Statistics Code page, add the statistics codes ChartFields that you want to use to track your data and associate an appropriate UOM value.
See "Units of Measure Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
See "Statistics Code Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
Creating Statistical Journal Entries Using Statistics
This section discusses how to:
• Create statistical journal entries using statistical accounts.
• Create statistical journal entries using statistics codes.
Page Used to Create Statistical Journal Entries
Page Name
Journal Entry - Lines
Definition Name
JOURNAL_ENTRY2_IE
Navigation Usage
General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Lines
Record both monetary and statistical debit and credit amounts.
Creating Statistical Journal Entries Using Statistical Accounts
A ledger group of at least two ledgers is required in the following scenario. One ledger is dedicated to monetary entries and the other ledger is dedicated to statistical entries.
1. Access the Create Journal Entries - Lines page.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines
2. To debit and credit the statistical account ChartFields, enter the amount based on the UOM that you set up for the account ChartField.
3. Create a second journal entry for the monetary accounts and amounts associated with the previous statistical journal entry.
4. When you process these journal entries, the statistical data is posted in the statistical ledger associated with the business unit and the monetary amounts are posted to the appropriate monetary ledgers associated with the business unit.
When you create the journal entry using the statistical ledger and statistical account ChartFields, enter the information for the following fields on the journal line:
Account
Enter the statistical account number in the same field that you would enter any account number. The statistical account is
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Chapter 5 Using Statistics
Stat (statistic)
Stat Amt (statistical amount)
UOM (unit of measure)
recognized by the system from the statistical account indicator that you selected on the Account page when creating the account.
This field is not available for entry. It is only enabled when using the statistic code method.
Enter the total number of units that are involved in the transaction.
The unit of measure automatically appears based on the unit of measure that you select when you set up the statistical account
ChartField.
Creating Statistical Journal Entries Using Statistics Codes
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to record both monetary and statistical debit and credit amounts.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines
Image: Journal Entry - Lines page (statistics code entry)
This example illustrates the fields and controls on the Journal Entry - Lines page (statistics code entry).
You can find definitions for the fields and controls later on this page.
Enter the data for this journal line, including monetary data, and use the following information to select a statistics code and its relevant data.
Stat (statistic)
Select a code.
Stat Amt (statistical amount)
Enter the total number of units that are involved in the transaction.
Related Links
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Chapter 6
Understanding General Ledger Background
Processes
Understanding General Ledger Background Processes
This topic discusses:
• The background process model.
• Initiation of processes from application pages.
• Restart and recovery of processes.
• Concurrent processing.
The Background Process Model
Many functions in Oracle's PeopleSoft General Ledger, such as journal editing and posting, allocations processing, financial consolidations, year-end closing, and creation of summary ledgers are run as background processes using a process request page. A common processing model is incorporated into all PeopleSoft background processes to initiate processes, monitor their progress, and track their history.
In addition, through commits, this model frees shared resources as quickly as possible to facilitate concurrent activity.
The model includes the following elements:
• Unit of work.
• Process instance (run ID).
• Request records.
• Message log.
PeopleTools Documentation: PeopleSoft Process Scheduler, "Understanding PeopleSoft Process
Scheduler"
Unit of Work
The unit of work is the interval of processing that takes place between commit points. All PeopleSoft
General Ledger background processes use a functional approach to defining the unit of work. This guideline is the basis for the restart and recovery process. If a program encounters an error during the unit of work interval, the system rolls back all processing to the previous completed unit of work. If a rollback
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Understanding General Ledger Background Processes Chapter 6 occurs as a subset of the request criteria, this point is indicated on the request record for that background process.
For the Allocations and Year End Close background processes, the unit of work is defined as a subset
(a process step) within the request level. The program can successfully complete an allocation step or close a ledger for a fiscal year without completing all the steps or business units specified in the request record. The Year End Close process commits the work for each unique ledger and business unit combination. This enables you to continue an interrupted job by starting from the failed business unit. In these cases, several commits could be issued before the request record is updated. For the Consolidations and Equitization process, the unit of work is the same as the request level.
The amount of time required to complete a unit of work is critical when determining which processes can run concurrently. Because this is a function of the data, the nature of the requests, and the database environment, you should run tests of typical units of work to see how long they take in the absence of conflicting processes.
Process Instance (Run ID)
The system assigns a unique process instance number to each background run. The number uniquely identifies data within shared work and log tables. The process instance field counter resides in
PS_PRCSSEQUENCE.SEQUENCENO. At the start of a background process, a program updates the counter (incrementing it by 1), selects the value, and then commits the work.
Request Records
The request record stores information about the status of a background process. A request record defines the input data that a background process uses to complete a unit of work, and it contains these fields:
OPRID and RUN_CNTL_ID
Identifies a request set, which can be made up of multiple requests.
REQUEST_NBR or REQUEST_ID Identifies the individual requests within that request set.
PROCESS_FREQUENCY
PROCESS_STATUS
Indicates whether to process a request every time the request set is processed or only the next time.
Indicates the success or failure of the request once it is processed.
Stores the date that the request was last processed.
DTTM_STAMP_SEC
When a background process starts, it reads the first request record that is flagged for processing. After the record is read, it is immediately updated as In Process and committed by the background process. This prevents other instances of the process from reading and processing the request, and provides information about the current status.
If the PROCESS_FREQUENCY field value is Process Once, the process changes the value to Don't
Process when the request is complete. The process updates the PROCESS_STATUS field to reflect the success or failure of the run, and it issues a commit immediately after the update.
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Chapter 6 Understanding General Ledger Background Processes
Message Log
Each background process generates informational and error messages related to the process run. Because all processes share the tables where the system logs these messages, a commit occurs after an insert into the Message Log table to prevent locking by one process.
Initiation of Processes from Application Pages
Some processes, such as the Journal Edit process and the Journal Post process, can be initiated from application data-entry pages. For example, to initiate the Journal Edit process from the Create Journal
Entries - Lines page, select Edit Journal in the Process field. The system initiates the edit background process immediately. You use this same method to post and copy a journal on the Lines page.
PeopleTools Documentation: PeopleSoft Process Scheduler, "Submitting and Scheduling Process
Requests"
Related Links
Restart and Recovery of Processes
If the system encounters an error while processing a request, it performs a rollback and sets the
PROCESS_STATUS in the request record to Error. The program then continues to process the next request. To rerun the canceled request, you must return to the online request page and reinitiate the request.
Identify any requests marked in error using the message log information. When you correct the condition that caused the error, mark the request for processing and run the job again.
Concurrent Processing
Before you decide which types of activities occur concurrently within General Ledger, you must understand which tables are accessed by background and reporting processes. The tables accessed by various processes can affect the processes that you run concurrently with online activity or with other background programs.
Concurrency is important in the usage of both physical and functional tables:
• Physical usage.
Certain processes bar access to tables required of other processes, so those processes cannot be run concurrently. Physical usage is based on an analysis of the unit of work anticipated in the environment, along with the type of table access a background or reporting process performs. This depends on the SQL access type. Multiple processes can perform Select access against a table. Delete,
Update, and Insert access can cause table or row locking (depending on the platform). In turn, this might cause a conflicting and concurrently running process to pause or take a time-out.
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• Functional usage.
Although a table may be physically available, it might cause problems if changes are made while a process is running. Consider the elimination set tables used by the Consolidation background process.
Functionally, you do not want a user to modify the elimination set definitions online while another user runs the Consolidation process to generate elimination entries. This can result in unexpected or inaccurate results for the user running the background process. User and object security are two system tools that can provide segregation of functional access to tables online and in the background.
Most of the General Ledger batch processes are designed to enable efficient concurrent processing by using nonshared temporary tables to minimize contention on these tables. Each process has its own temporary table when multiple jobs run concurrently. For example, if two Currency Translation jobs (FSPCCURR) are running, the first job uses CURR_WRK_TBL001 and the second job uses
CURR_WRK_TBL002.
For COBOL processes, the nonshared tables are maintained in table TEMP_TBL_ASGNM. General
Ledger provides a set of four nonshared tables for each temporary table. The system administrator can add more nonshared temporary tables if necessary. If all temporary tables are in use—for example, one job is submitted while four other jobs run concurrently—the shared temporary table (CURR_WRK_TBL in the case of the Currency Translation process) is shared by the fifth job and by subsequent jobs submitted.
For Application Engine processes, the nonshared tables are maintained in the tools tables. The number of instances of nonshared temporary tables is specified in the Application Engine properties. For example, the number of temporary table instances for the Combo Edit process is set to 4.
Related Links
Concurrent Processes
The General Ledger Utility processes perform Update, Delete, and Insert functions, so you must take concurrency into account. These processes directly modify and load data into transaction and system tables. If you run these processes, you should be aware of the tables affected and you should run the processes only at appropriate times. This table lists identifies the tables used by each function of the process:
Utility Function Tables Used When to Run
Anytime
Locked Tables Commit After
Loading
Journal tables All data GL_EXCL_JRNL Insert, Update, and
Delete
PS-JRNL_
HEADER
PS_JRNL_LN
PS_OPEN_ITEM
_GL
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Chapter 6 Understanding General Ledger Background Processes
Utility Function Tables Used When to Run Locked Tables Commit After
Loading
Journal tables All data GL_JRNL_IMP
GL_LED_IMP
Insert
Insert and Delete
GL_JRNL_COPY Copy
GL_SJE
FIN9001
Create standard journal entries
Update
PS_JRNL_
HEADER,
PS_JRNL_LN,
PS_JRNL_VAT,
PS_OPEN_ITEM_
GL,
PS_JRNAL_CF_
BAL_TBL
Anytime
Alone PS_LEDGER,
PS_LEDGER_
BUDG
PS_JRNL_
HEADER,
PS_JRNL_LN,
PS_JRNL_VAT,
PS_OPEN_ITEM
_GL
PS_JRNL_
HEADER
PS_JRNL_LN
Anytime
Anytime
PS record system table
PS field system table
Prompt tables
Alone
COMBO_BUILD_
REQ
Build combo data COMBO_DATA_
TBL and selector tables (depending on the setup)
Alone
Ledger tables
None
None
PeopleSoft
Application
Designer
COMBO_DATA_
TBL and selector tables (depending on the setup)
All data
None issued
The processes FIN9001 has a name similar to reports, but it is a processes. Because reports only perform
Select access against the database, reports do not cause table or row locking, and they do not change data.
Consequently, reports do not encounter concurrency issues. The FIN9001 has restrictions in that it must be run alone.
FIN9001.SQR
This utility performs updates on information in both the PeopleSoft record and field system tables.
Security implementation should ordinarily be a one-time activity during system configuration. Run this
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Understanding General Ledger Background Processes Chapter 6 utility by itself, because it modifies prompt tables and locks tables referenced by PeopleSoft Application
Designer. The total start-to-finish time of this report is normally less than five minutes.
Background Process Concurrency
This section discusses the relationship between tables that each process uses and the effects the process can have on concurrent activity within General Ledger. This refers to running different processes concurrently.
The online process definition and request pages for each process control the actual data accessed from the following process information. The Allocations process, the Combination Edit process, the Journal
Ledger process, and the Summary Ledger process are all Application Engine processes. The processes are presented here in alphabetical order by process name.
Allocations Application Engine Process (FS_ALLC)
The Allocations process references this functional data: record and field definitions, calendar data, allocation definitions, ledger information, tree definitions, TimeSpans, and ChartField table values.
SELECT SQL access is used to retrieve this data.
The result of an allocation is the updating of ledger rows, the creation of journal entries, or both. Insert and Update activity required for these outputs occurs against the JRNL_HEADER, JRNL_LN, and
LEDGER tables. The unit of work for an allocation is the allocation step.
Note: General Ledger supports multiple journal and ledger tables. General Ledger table allocation enables
Insert and Update functions to specified target and offset tables.
It is important to evaluate the time required to complete an allocation step. This is based on the functional requirements and the size of the basis, pool, and target for a given step. The estimated time to complete the unit of work determines the impact that allocation journal entry creation and ledger update activity has on other concurrently running processes.
You can request that a calculation log be generated when an allocation step is processed in the background. This results in Insert functions being performed against the ALLOC_CALC_LOG table. The
Structured Query Report (SQR) that generates a report of the allocations calculation log, GLS6002.SQR, selects against this table. Therefore, you should not run the SQR GLS6002.SQR concurrently with the
Allocations background process if the steps being processed generate a calculation log.
Alternate Account Edit Application Engine Process (GL_AA_EDIT)
The Alternate Account Edit process is an Application Engine process that updates the records you specify in the Combo Edit Template Line Record field and Line Error Log field. The Line Error Log record only is updated if you set the ERRORHANDLER flag to true. (You must pass this field with a value of Y.)
The only system table that is used for transaction set editing is PSRECFIELD. This is only accessed if the
ERRORHANDLER flag is true.
Application tables used for SELECT SQL or editing are:
• PS_INSTALLATION
• PS_COMBO_EDIT_TMPL
• PS_BUS_UNIT_TBL_GL
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Chapter 6 Understanding General Ledger Background Processes
• PS_COMBO_EDIT_LNS
• PS_LED_GRP_LED_TBL
• PS_LED_FLDS_TBL
• PS_BU_LED_GRP_TBL
• PS_ALTACCT_XREF
Average Daily Balance Calculation Process (GL_ADB_CALCX)
The Average Daily Balance process uses information from record and field definitions, average daily balance (ADB) definitions, ledger definitions, calendar data, tree definitions, and the average daily balance request record. SELECT SQL access is used to retrieve this data.
The main activity of the Average Daily Balance process is calculating average balances from the ADB ledger of the specified period. The calculation results are inserted into the ADB target ledger table. The
Average Daily Balance process supports two different methods of calculating the averages: ad hoc and incremental.
With the ad hoc method, the process extracts the data from the ADB ledger to calculate the average balances. Run the Average Daily Balance process any number of times. The process deletes any previously calculated average balances of the same period before it recalculates the new average balances.
With the incremental method, the process uses the prior period averages and the data from the ADB ledger. The process extracts only the data from the ADB ledger that is necessary to calculate the average balances. This includes any transactions that are posted between the prior and current requested period.
The process automatically applies adjustments to prior period averages. Run the Average Daily Balance process any number of times. The process uses an activity log table to determine the required processing.
If the averages were already calculated for a given period, only the adjustments are applied. The process also used a date-time stamp on the log table to ensure that the adjustments are not applied more than once.
This enables you to adjust averages as many times as needed.
The request record of the Average Daily Balance process enables you to specify multiple periods of average balances to calculate, so that the commit point is a subset of the request record. A commit is issued after each period for which average balances are calculated and adjusted.
ChartField Combination Build Process (FS_CEBD)
The ChartField Combination Build process references the following data: record and field definitions as defined on the combination template, combination rule and group definitions, tree definitions, and
ChartField table values SELECT SQL access is used to retrieve this data.
The result of the ChartField Combination Build process is a refresh of the valid ChartField combinations in the PS_COMBO_DATA_TBL or the COMBO_SEL_nn selector tables.
The ChartField Combination Build background process uses these tables:
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Understanding General Ledger Background Processes Chapter 6
ChartField Combination Table
COMBO_DATA_TBL
COMBO_SEL_nn
(nn is a number between 01 and 30)
Usage
Stores all the valid or invalid ChartField combinations (based on definition) as maintained by the Combination Build process
(FSPECBLD).
SQL Selects are done against this table to determine which combinations are defined by the combination rule.
Stores the ranges of tree values used by the combination rules for reference during core processing.
SQL Selects are done against these to determine which combinations are defined by the combination rule.
ChartField Combination Editing Process (FS_CEDT_PROC)
The ChartField Combination Editing process references the same functional data, as does the ChartField
Combination Build process in the previous section. Likewise, SELECT SQL access is used to retrieve this data.
To enhance the performance of the editing, you can build the COMBO_SEL_nn master selector tables before using the Combination Edit process.
Alternatively, you might decide not to build the selector tables. This causes the editing process to build them dynamically at the time of the edit.
If you prefer to edit directly against the COMBO_DATA_TBL without using the selector tables at all, you can do so by indicating this on the Combo Group definition. On the Combo Group definition, there is an Editing option for indicating whether the COMBO_DATA_TBL or the selector tables can be used. However, if you select COMBO_DATA_TBL as the editing option, the batch editing does not dynamically build the COMBO_DATA_TBL. In this case, you must run the Combination Build process to create the combinations before the edit.
The background processing performs several updates to the accounting line tables defined in the
Combination Template definition. Set processing logic is used to determine the validity of the ChartField combinations. The result of ChartField combination editing is the updating of accounting lines with the status Invalid if ChartField combination errors are found.
Closing Process (GLPCLOSE)
The Closing process uses information defined for record and field definitions, account types, account attributes, calendars, ChartField value sets, ledger definitions, and closing rule definitions. It also uses ledger and journals data to perform the closing. SELECT SQL access is used to retrieve this data.
The primary activity of the Closing process is to create closing ledger entries and journal entries for yearend close, or closing journal entries for interim close. (Creation of journal entries to maintain an audit trail is optional for year-end close; interim close always creates journals.) The Closing process uses Insert,
Update, and Delete activity against several temporary tables in addition to LEDGER, JRNL_HEADER, and JRNL_LN tables. The unit of work for the Closing process is the same as the request itself—the closing of the ledger specified on the request. The closing process locks activity on the LEDGER table on accounting period 999 and 0, as well as JRNL_HEADER and JRNL_LN if journals are to be created.
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Consider this when planning activities that might be run concurrently with closing. In the event that processing is interrupted, periodic commits occur for a large volume of rows.
Additionally, if the close to multiple retained earnings option is activated, processing time depends heavily on the ChartField value set definitions. Generally, the fewer ChartFields processed, the more efficient the processing. On the other hand, it takes less time if there are fewer ChartField combinations among the ChartField value sets included in the closing rule definition.
Note: When processing interim close, the journals for the specified period are locked. You should not run other activities that require access to these journals.
Commitment Control Budget Closing Process (FSPYCLOS)
The LEDGER_KK table, which holds the Commitment Control budget balances, is selected and updated during the Budget Closing process. Calculation log entries in tables KK_CLOSE_CALC_S,
KK_CLOSE_CALC_T, and KK_CLOSE_OFFSET are created to provide the supporting information on how the remaining balances are updated and rolled forward to a new budget period. One or more rows are created for the process log table KK_CLOSE_PR_LOG, which can be reviewed online and undoes the Budget Close process. KK_BD_ATTRB_MST, KK_BD_ATTRIB, and KK_BD_ATTRIB_BP are updated for the budget status. Insert and Update functions are performed against this table within the unit of work interval. KK_CLOSE_STATUS is maintained by both the Budget Closing process and the Run
Control Validation process (GLS1211) to track the closing status of Budget Ledgers by Budget Period, and it can be reported or reviewed online.
The Budget Closing process creates Commitment Control journals in KK_BUDGET_HDR and
KK_BUDGET_LN tables, and it calls the Budget Journal Posting process (FS_BP) to update the
LEDGER_KK table.
Commitment Control Budget Process (FS_BP)
Background budget processing updates the Commitment Control ledger, activity, source transaction, liquidation, log and exception tables, as well as various application header and line tables as defined in the Commitment Control Source Transaction Definition component. It also accesses various Commitment
Control definition tables and PeopleSoft record definition tables.
The Commitment Control Budget process also updates these Commitment Control tables:
• PS_KK_SOURCE_HDR
• PS_KK_SOURCE_LN
• PS_KK_ACTIVITY_LOG
• PS_LEDGER_KK
• PS_LIQUIDATION
• PS_KK_REFERENCED
• PS_KK_TRANS_LOG
• PS_KK_EXCPTN_TBL
• PS_KK_CHECK_REQ
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• PS_KK_CHECK_REQ2
The process accesses these Commitment Control tables:
• PS_KK_BUDGET_TYPE
• PS_KK_SUB_TYPE
• PS_KK_KEY_CF
• PS_KK_CF_VALUE
• PS_KK_EX_ACCT_TYPE
• PS_KK_EX_ACCT_VAL
• PS_KK_BD_DFLT_ACCT
• PS_KK_BD_OFFSET
• PS_KK_TRX_OFFSET
• PS_KK_BD_ATTRIB
• PS_KK_BD_ATTRIB_BP
• PS_KK_REV_XREF
• PS_KK_EX_XREF
• PS_KK_FS_VALUE
• PS_KK_SOURCE_TRAN
• PS_KK_TRAN_SELECT
• PS_KK_STATUS_FLDS
• PS_KK_REFREC_KEYS
The process accesses these application definitional tables:
• PS_BU_LED_GRP_TBL
• PS_BUL_CNTL_BUD
• PS_LED_GRP_TBL
• PS_LED_FLDS_TBL
• PS_CAL_DETP_TBL
• PS_CAL_BP_TBL
• PS_GL_ACCOUNT_TBL
The process accesses these PeopleTools definitional tables:
• PSDBFIELD
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• PSRECFIELD
Depending on the product calling Budget Processor, the Commitment Control budget process accesses certain application records and updates their status flags. The source tables are defined in the source transaction page under menu Commitment Control, Define Control Budgets.
Consolidations Process (GLPOCONS)
The Consolidations process uses this functional information: tree definitions, calendar data, elimination sets, minority interest sets, ledger information, and ChartField table values. SELECT SQL access is used to retrieve this data.
The primary Insert, Update, and Delete activity against multiple use tables occurs when generating elimination entries for consolidations. Inserting rows into the JRNL_HEADER and JRNL_LN tables creates journal entries. The Journal Edit (GL_JEDIT) process and the Journal Post (GLPPPOST) process are called to edit and post the journals. Please refer to those sections for details on tables that are accessed.
The request record for the Consolidations process enables you to review elimination results by running the process in Log mode. In this mode, the Consolidations process performs all the calculations necessary to generate consolidated results and stores that information in the CONSOL_LOG table. Run the
Consolidations process any number of times until you have resolved all discrepancies. Once you obtain the desired results, run the process a final time to actually generate the elimination journal entries.
Potential locking problems are not applicable while in Log mode. One row is inserted into the process log table, CONSOL_PROC_LOG, which can be reviewed online. You use it to undo the Consolidation process.
The Consolidation process also maintains the process status in CONSOL_ND_STAT. The status appears on the Consolidation Process Monitor page.
Equitization Process (GLPQEQTZ)
The Equitization process is similar to the Consolidation process with regard to tables that are used or affected.
The primary Insert, Update, and Delete activity against multiple-use tables occurs when generating equitization entries. Inserting rows into the JRNL_HEADER and JRNL_LN tables creates journal entries.
The Journal Edit (GL_JEDIT) process and the Journal Post (GLPPPOST) process are called to edit and post the journals. Refer to those sections for details on tables that are accessed.
These activities occur within the Equitization process unit of work interval, which is the same as the request. It is important to evaluate the size of equitization source and the expected number of journal entries to be created to estimate the unit of work interval. If the interval is short, there should be little impact on other parts of the system that enable journal entry creation or ledger updating. If the interval of the unit of work is long, then you should avoid other journal entry creation and ledger updating activity when creating equitization journal entries.
The request record for equitization enables you to review equitization results by creating the calculation log and store that information in the EQTZ_CALC_LOG table. Unlike the Consolidation process, the
Equitization process does not have a Calculation Log Only mode. The calculation log is a side-product for each successful equitization run.
One entry to EQTZ_PROC_LOG is also created to retain the request information for the Undo process.
The Undo option in the equitization request causes the process to delete the entry from last process request.
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Flat File Journal Import Process (GL_JRNL_IMP)
This import process interfaces with third-party systems that produce flat files containing journal entries.
This process inserts rows into the journal tables from data in a flat file. A commit is used after all data in the file is loaded. You can separate journal data into smaller flat files and run several instances of this process concurrently.
Flat File Ledger Import Process (GL_LED_IMP)
This import process interfaces with third-party systems that produce flat files containing ledger entries.
This process inserts rows into the PS_LEDGER and PS_LEDGER_BUDG tables from data in a flat file.
A commit is issued after all the data in the file is loaded.
You should run this process by itself because it locks ledger tables while it is running.
HRMS Account Code Interface Process (HR_ACCT_CD)
This process reads information and sends it out as a message to another user ID. When the
HRMS Account Code Interface (Human Resources Management account code interface) process
(HR_ACCT_CD) runs, no contention for system tables occurs.
This process runs the Build Combination Data process and then the HRMS/SA extract Application
Engine process. The latter extracts data out of the combo data table and sends it to the Human Resources subsystem by using PeopleSoft Application Messaging. Because this process also runs the Build
Combination Data process, do not run HR_ACCT_CD concurrently with any other background process that use the combination data table, the selector tables or the exploded combination table.
Journal Copy Application Engine Process (GL_JRNL_COPY)
This Application Engine process copies journal line information to a new journal. There should not be any concurrency issues with this process.
Journal Edit Process (GL_JEDIT)
Background journal editing updates the journal header, journal line, journal value-added tax (VAT),
InterUnit and IntraUnit journal anchor, journal totals, TSE journal header log, and TSE journal line log tables. It also accesses various tools (PeopleSoft Application Designer for record definition), system definition tables, ChartField tables, and ChartField combination data and rules tables.
The system tables used for transaction set editing are PSDBFIELD, PSRECDEFN, and PSRECFIELD.
Other tables used to edit individual journals are:
• PS_BUS_UNIT_TBL_GL
• PS_BU_LED_TBL
• PS_BU_LED_GRP_TBL
• PS_CAL_DEFN_TBL
• PS_CAL_DETP_TBL
• PS_RT_TYPE_TBL
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• PS_LED_DEFN_TBL
• PS_OPEN_ITEM_GL
• PS_GL_POS_ACT_DEF
• PS_GL_POS_ACT_CFS
• PS_GL_POS_ACT_DETL
• PS_SET_CNTROL_REC
• PS_SET_CNTROL_TBL
• PS_SET_CNTROL_TREE
• PS_SOURCE_TBL
• XLATTABLE
• Various ChartField tables
• Various VAT definition tables
These tables are updated during background journal edits:
• PS_JRNL_EDIT_REQ
• PS_JRNL_EDIT_LOG
• PS_JRNL_HEADER
• PS_JRNL_LN
• PS_JRNL_CF_BAL_TBL
• PS_TSE_JHDR_FLD
• PS_TSE_JLNE_FLD
• PS_JRNL_VAT
• PS_JRNL_IU_ANCHOR
The Journal Edit process uses application locking instead of database locking to lock the journals being edited. When the Journal Edit process starts, it updates the journal header's JOURNAL_LOCKED field to Y to set the application locking. While the journals are locked, they cannot be used by other online or batch activities. After each journal is edited, its JOURNAL_LOCKED field is reset to blank and a commit is issued. Consequently, the journal is unlocked. The request record for journal edit processing enables you to specify a range of journals to edit, so that the commit point is a subset of the request level.
It is important to evaluate the size of the background run of the Journal Edit process for a specific request. The size determines whether or not concurrent activity is successful against the journal tables.
Performance timings of the Journal Edit process indicate that a medium volume of journals should be an acceptable level for concurrent activity. Avoid large volumes when other journal processing activity needs to occur.
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Volume estimates also depend on the database platform used. You can narrow the request level criteria to lower the volume of journals processed in a unit of work. Process large journals as separate requests.
Journal Generator Process (FS_JGEN)
The Journal Generator process uses information from record and field definitions, accounting entry definitions, journal generator template, General Ledger business unit, ledger definitions, calendar data, journal sources, tree definitions, and the journal generator request record. SELECT SQL access is used to retrieve this data.
The main activity of the Journal Generator process is creating journal entries from accounting entries.
Journal entries are created in two steps. The first step inserts rows into the JGEN_WRK_TBLnnn work table from accounting entries. The second step inserts rows into the JRNL_HEADER and JRNL_LN tables by selecting from the JGEN_WRK_TBLnnn work table. The accounting entries are then updated with the journal information. A commit is issued after each journal is created.
Journal Post Process (GLPPPOST)
The Journal Post process references data from the record and field definitions, ledger definitions, and the journal request record. SELECT SQL access is used to retrieve this data.
Posting has two primary functions:
1. To update or insert rows into the LEDGER table to which you are posting.
Rows in JRNL_HEADER are updated after they are successfully posted.
2. To create journal entries for the unpost and reversal creation process.
This consists of Update, Insert, and Delete activity against the JRNL_HEADER and JRNL_LN tables. The posting unit of work is the same as the request. If open item journals are involved, table
OPEN_ITEM_GL is updated.
Based on the request options or the configuration of the ledgers, additional tables may be updated during the posting process. OPEN_ITEM_GL is updated if the Open Item Reconciliation process is selected. LEDGER_ADB_HLD is updated if an average daily balance is maintained for this ledger.
SLEDGER_STG is updated if incremental summary ledger is enabled.
Success or failure of concurrent activity depends on whether the two processes attempt to update or insert the same ledger rows. The Posting process can run concurrently if the data sets are mutually exclusive (by business unit, ledger, year, period, or ChartField values).
Avoid large volumes when other journal and ledger process activity needs to take place.
Volume estimates also depend on the database platform used. You can narrow the request level criteria to lower the volume of journals processed in a unit of work. Process large journals as separate requests.
Ledger Load Process (GL_LED_LOAD)
The Ledger Load process updates the ledger table, a staging table for ledger load and the ledger load log tables. It also accesses various system definition tables and ChartField mapping tables.
The system table PSRECFIELD is used for checking whether the database is set up for separate debits and credits.
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Other tables used to edit individual journal are:
• PS_BUS_UNIT_TBL_GL
• PS_CAL_DETP_TBL
• PS_CF_MAPPING_SET
• PS_CF_VALUE_MAP
• PS_CFV_MAP_BU_SET
• PS_CF_TARGET_TBL
• PS_CF_SOURCE_TBL
• PS_CF_MAPPING_CF
• PS_LED_TMPLT_TBL
• PS_BU_LED_GRP_TBL
• PS_LED_GRP_LED_TBL
The Ledger Load process updates the ledger table. Evaluate the size of the run for a specific request.
Because the process locks the rows in the ledger table for the specific run, avoid large volumes when other ledger activities need to occur.
Multicurrency Processing Process (FSPCCURR)
The Multicurrency Processing process references the following functional data: record and field definitions, account attributes, calendar data, translation and revaluation definitions, ledger information, tree definitions, TimeSpans, and ChartField table values. SELECT SQL access is used to retrieve this data.
The result of multicurrency processing is the updating of ledger rows and the creation of journal entries.
Insert and Update activity required for these outputs occurs against the JRNL_HEADER JRNL_LN tables. The unit of work for multicurrency processing is a revaluation or translation step. Note that
General Ledger also supports multiple journal and ledger tables for various ledger templates. The temporary table names are different across ledger templates.
Evaluate the time required to complete a multicurrency step. This is based on the functional requirements and the number of ChartFields that are restated as defined in the revaluation step or translation rules in a step. The estimated time to complete the unit of work determines the impact that journal entry creation and ledger update activity has on other concurrently running processes.
Open Item Reconciliation Process (GL_OI_RECON)
The only table that Open Item Reconciliation updates is the OPEN_ITEM_GL table. The unit of work is the same as the request. Work table GL_OI_TMPnnn is used for the Open Item Reconciliation process.
Insert and Update functions are performed against this table within the unit of work interval.
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Post Daily Balance Process (GL_ADB_POST)
The Post Daily Balance process uses the following information to post the journal transactions to the
ADB ledger: business unit and ledger data, calendar data, ledger template, and the posted activity from the Journal Post process (contained in a holding table). SELECT SQL access is used to retrieve this data.
The main function of the Post Daily Balance process is to post the daily balances to the ADB ledger from the ADB ledger holding table. The ADB ledger holding table contains posted journal activity from the Journal Post process. To ensure the accuracy of the balances, the Post Daily Balance process deletes the posted activity from ADB ledger holding table after it is posted to the ADB ledger. The Post Daily
Balance process also inserts data into the ADB adjustment holding tables for posted activity that is required to adjust average daily balances.
A commit is done after the balances are posted and the data is cleared from the adjustment holding table.
The time to complete this step is determined by the number of transactions that are posted.
Summary Ledger Application Engine Process (GL_SUML)
The Summary Ledger process uses information from tree definitions, calendar data, and ledger definitions for both summary and detail ledgers. SELECT SQL access is used to retrieve this data.
Multiple INSERTS, UPDATES, and DELETES are performed on the summary ledger table,
S_LEDGER_xxxxxx, and on the status table, SUMLED_STATUS. The incremental summary ledger update also updates and deletes rows from the staging table, SLEDGER_STG.
The main activity of the Summary Ledger process is inserting data into the summary ledger defined on the request. The Insert is accomplished with one SQL statement, comprising one unit of work. A commit is issued after each summary ledger is created. The request record for summary ledger processing enables you to specify a range of summary ledgers to create, so that the commit point is a subset of the request level. No concurrency problems have been identified within the Summary Ledger process.
Warning! The incremental Summary Ledger process should not be run concurrently for any single business unit and summary ledger combination. If multiple posting instances run concurrently and call the
Summary Ledger process (for the same ledger and business unit combination), bad results or collisions can occur.
Spreadsheet Journal Batch Import Process (GL_EXCL_JRNL)
This process inserts rows into the journal tables from data contained in a flat file that you create using the General Ledger Spreadsheet Journal Import utility. A commit is used after all data in the file has been loaded.
You can separate the journal data into smaller flat files and run several instances of this process concurrently.
Standard Journal Entry Application Engine Process (GL_SJE)
This Application Engine process creates standard journal entries. There should not be any concurrency issues with this process.
Related Links
Integrating General Ledger with Other PeopleSoft Applications
Understanding General Ledger Journal Entries
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Chapter 7
Integrating and Transferring Information
Among Applications
Integrating and Transferring Information Among Applications
These topics provide an overview of integration in Oracle's PeopleSoft General Ledger and discuss how to:
• Create journal entries from accounting entries using Journal Generator.
• Integrate PeopleSoft General Ledger with other PeopleSoft applications.
• Integrate PeopleSoft General Ledger with PeopleSoft Performance Management (EPM) Budgeting.
• Import journal entries.
• Transfer ledgers for consolidation.
• Integrate PeopleSoft Financials with third-party applications using generic process initiation service.
• Integrate PeopleSoft Financials with Hyperion Financial Close Management.
• Integrate PeopleSoft General Ledger with Oracle's Fusion Accounting Hub.
Understanding Integration in PeopleSoft General Ledger
PeopleSoft General Ledger is typically the repository of your accounting information. It receives data from other PeopleSoft applications, such as PeopleSoft Payables, PeopleSoft Project Costing, PeopleSoft
Human Capital Management (HCM) Payroll, PeopleSoft Learning Solutions, and PeopleSoft Enterprise
Learning Management, as well as third-party applications. These are referred to as feeder or subsystem applications.
You can also load data such as journal and ledger file imports directly into General Ledger. General
Ledger can also export data, such as ledgers, and publish and subscribe data for consolidation.
In addition to flat file imports, the General Ledger interface uses Integration Points (IPs) to publish and subscribe data and web services to expose services and service operations for applications that do not share the Financials database.
Note: Review the topic titled Backporting Integration Metadata in the PeopleTools Integration Broker documentation. The backporting utility enables you to backport PeopleTools message queues to message channels used in previous PeopleTools releases. It also enables you to backport PeopleTools handlers to integration PeopleCode constructs used in previous PeopleTools releases.
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This diagram shows how data and transactions are imported and processed in General Ledger:
Image: General Ledger Integration
General Ledger Integration
Chapter 7
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See PeopleTools Documentation: Integration Broker
See PeopleTools Documentation: Integration Broker: Backporting Integration Metadata
See PeopleSoft Enterprise Components for Financials, Enterprise Service Automation and Supply Chain
Management Documentation. "Understanding Integration Points"
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Prerequisites
Several General Ledger file import processes enable you to submit the file from the web page and then run the import processes on a batch server. One-time setup activities exist that you must perform to prepare your system for these tasks. These file import processes depend on the setup described in this table:
Process
Flat file journal import.
Flat file ledger import.
Spreadsheet journal batch import.
Process Object Name
GL_JRNL_IMP
GL_LED_IMP
GL_EXCL_JRNL
Commitment Control budget journal import.
FACTS II Load MAF data.
KK_JRNL_IMP
GL_F2_MAF
The storage location of the file attachment is defined by the URL definition GL_FILE_IMPORT .
By default, it points to a database record. You might want to change the storage location of the file attachment to another location, such as an FTP server. This is optional. Please refer to the File Attachment
Architecture documentation for more details. To change this URL definition, select PeopleTools,
Utilities, Administrations, URLs, open GL_FILE_IMPORT.
You must define an environmental variable, PS_FILEDIR . This variable defines the temporary flat file location on the process scheduler that runs the file import process. If you have a Unix or OS390 process scheduler, you define this in the psconfig.sh file. If you have an NT process scheduler, you define this in the control panel. Please refer to the GetFile PeopleCode reference for more details or contact your system administrator.
See PeopleTools: PeopleCode Developer's Guide, "Using File Attachments and PeopleCode”.
PeopleTools: PeopleCode Language Reference, "PeopleCode Built-in Functions".
Creating Journal Entries from Accounting Entries Using Journal
Generator
Although you can load data directly into the General Ledger tables, a more common practice is to post journals to the General Ledger that are generated from a PeopleSoft application accounting entry table and from a generic accounting entry table, PS_JGEN_ACCT_ENTRY, which is reserved for third-party applications.
This section discusses how to:
• Use Journal Generator with PeopleSoft applications.
• Use Journal Generator with third-party applications.
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Using Journal Generator with PeopleSoft Applications
PeopleSoft feeder applications typically generate accounting or voucher lines from transaction data that you enter in the particular application. PeopleSoft posts these accounting lines to an accounting entry table. Journal Generator processes data in the accounting entry table to create journals in General Ledger and optionally edit and post them to the ledgers.
You can create journal entries and optionally post them from any of these PeopleSoft applications:
PeopleSoft Application Name
Asset Management
PeopleSoft Application Name (continued)
Promotion Management
Accounts Payable
Accounts Receivable
Billing
Contracts
Expenses
Grants
Inventory
Project Costing
Purchasing
Order Management
Treasury
Enterprise Learning Management (ELM)
Learning Solutions − Contributor Relations
Learning Solutions − Student Financials
HCM — Global Payroll
HCM — North America Payroll
Note: PeopleSoft ELM, HCM, and Learning Solutions are run in different databases from General
Ledger. Their accounting entries are transferred using IPs and then processed by Journal Generator.
Related Links
"Setting Up for Journal Generator (PeopleSoft FSCM 9.2: Application Fundamentals)"
Using Journal Generator with Third-Party Applications
When you create accounting entries in non-PeopleSoft third-party applications, you can use the Journal
Generator to generate journal entries. This enables non-PeopleSoft applications to create journals from the business unit of each application to different General Ledger business units, as well as to different ledger groups and ledgers for a General Ledger business unit.
You can use the Journal Generator to create journal entries from any table in a database as long as the table contains the required fields. If the field names are different but the attributes are the same, you can create a view and point the Journal Generator to it.
You load your third-party transactions to a generic PeopleSoft accounting entry table
PS_JGEN_ACCT_ENTRY for further processing by the Journal Generator. This table works the same as the PeopleSoft accounting entry table that is used by PeopleSoft applications. You can use this table for your third-party applications, or you can clone it and make changes to the original table and the cloned table.
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PeopleSoft software delivers the Accounting Entry IP to populate your accounting entry table. The IP provides sample publish and subscribe code for you to clone and modify to meet your third-party journal generation requirements. It uses PeopleCode subscribe on the subscription side. Because PeopleSoft software does not determine a publisher, the publisher is normally third-party software that generates
XML messages directly to the PeopleSoft system. Therefore, the publish code that is presented in the IP serves as an example to illustrate the publishing logic.
General Ledger subscribes to the published service and populates the generic accounting entry table
PS_JGEN_ACCT_ENTRY with the third-party transaction data. After this table is populated, you use the
Journal Generator to create journal entries for the General Ledger.
The service and queue name is JOURNAL_LOAD_TEMPLATE, which uses the PeopleCode Subscribe design pattern and the Subscription Name JournalLoadTemplate. Please see the service subscription for sample publish and subscribe logic.
Note: PeopleSoft software does not provide direct support to third-party products, although PeopleSoft customers and third parties may use the IPs as delivered or customize them based on their needs.
Related Links
"Understanding Journal Generator (PeopleSoft FSCM 9.2: Application Fundamentals)"
Integrating General Ledger with Other PeopleSoft Applications
This section lists prerequisites and discusses how to:
• Activate integrations.
• Publish initial setup (fullsync) data.
• Publish incremental setup (sync) data.
• Use transactional and other services.
Prerequisites
Before you set up integration between General Ledger and other PeopleSoft product applications that involve using IPs:
• If you are integrating with PeopleSoft HCM products, you must select the HCM product by selectingSet Up Financials/Supply Chain, Install, Installation Options, Products.
See "Setting Installation Options for PeopleSoft Applications (PeopleSoft FSCM 9.2: Application
Fundamentals)".
• Read the Integration Broker topics thoroughly.
See PeopleTools Documentation: Integration Broker Service Operations Monitor
• Review the Integration Broker topics to learn how to set up and manage the IB Gateway.
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See PeopleTools Documentation: Integration Broker Administration, "Managing Integration
Gateways"
Activating Integrations
Follow these steps to activate integrations on your database. You should perform the setup tasks on both the publishing and subscribing databases, unless stated otherwise.
Setup task
Set up and configure Integration Broker Gateway.
(Multiple steps are required to set up the gateway. Please see the PeopleTools documentation for details.)
See PeopleTools: Integration Broker Administration,
"Managing Integration Gateways"
Navigation
PeopleTools, Integration Broker, Configuration.
Activate node definitions.
Activate Service Operation.
- Review Service Operation Security
- Select active for Handler Status and Routings
Provide web service
PeopleTools, Integration Broker, Integration Setup, Nodes.
PeopleTools, Integration Broker, Integration Setup, Service
Operations
PeopleTools, Integration Broker, Web Services, Provide Web
Service
Check published and subscribed messages.
PeopleTools, Integration Broker, Service Operations Monitor,
Monitoring, Asynchronous Services or
PeopleTools, Integration Broker, Service Operations Monitor,
Monitoring, Synchronous Services
Build Combination Data with Select checked for the Publish to
HRMS/SA.
Set Up Financials/Supply Chain, Common Definitions, Design
ChartFields, Combination Editing, Build Combination Data
A ChartField Combo Edit Process Group is added or deleted on the Ledgers For A Unit - Journal Edit Options page.
Run the full publish run control to publish the messages.
Set Up Financials/Supply Chain, Business Unit Related,
General Ledger, Ledgers For A Unit, Journal Edit Options
Enterprise Components, Integration Definitions, Initiate
Processes, Full Data Publish
Check General Ledger on the Product tab, then navigate to the
Product Specific tab and press the Update Version button.
Set Up HRMS, Install, Installation Table
Run the Standard or Advanced ChartField Configuration after modifying or adding ChartFields, depending upon the modifications.
Set Up Financials/Supply Chain, Common Definitions, Design
ChartFields, Configure, Standard Configuration or
Set Up Financials/Supply Chain, Common Definitions, Design
ChartFields, Configure, Advanced Configuration
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After you have set up your integration system, you are ready to use it by triggering IPs according to your requirements and business events. This table lists setup and transactional IPs for use with General Ledger
(PeopleTools, Integration Broker, Integration Setup, Services):
Operation Type Remarks Service/Service
Operation
Setup Integrations:
Queue
ACCOUNT_CHARTFIELD_
FULLSYNC
GL_SETUP
ACCOUNT_CHARTFIELD_
SYNC
BUS_UNIT_GL_
FULLSYNC
BUS_UNIT_GL_SYNC
BU_LED_COMB_
FULLSYNC
BU_LED_GRP_FULLSYNC
BU_LED_GRP_SYNC
LEDGER_DEFN_
FULLSYNC
LEDGER_DEFN_SYNC
BUD_PERIOD_CALENDAR
_FULLSYNC
DETAIL_CALENDAR
BUD_PERIOD_CALENDAR
_SYNC
DETAIL_CALENDAR_
FULLSYNC
DETAIL_CALENDAR_
SYNC
PROJECT_FULLSYNC
PROJECT_SYNC
PROJECT_STATUS_
FULLSYNC
PROJECT_STATUS_SYNC
PROJECT_ACTIVITY_
FULLSYNC
PROJECT_ACTIVITY_
SYNC
PROJECTS_SETUP
One way asynchronous (Out)
One way asynchronous (Out)
One way asynchronous (Out)
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Service/Service
Operation
Queue
BUS_UNIT_AV_
FULLSYNC
BUS_UNIT_AV_SYNC
BUS_UNIT_HR_
FULLSYNC
BUS_UNIT_HR_SYNC
BUS_UNIT_SF_FULLSYNC
BUS_UNIT_SF_SYNC
HR_SETUP
JOURNAL_GEN_APPL_ID_
FULLSYNC
JOURNAL_GENERATOR
JOURNAL_GENERATOR_
APPL_ID_SYNC
DEPT_FULLSYNC
DEPT_SYNC
ENTERPRISE_SETUP
Operation Type
One way asynchronous (In)
Bidirectional asynchronous
Remarks
One way asynchronous (Out) Journal Generator Template
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Chapter 7
Service/Service
Operation
Queue
BUS_UNIT_FS_FULLSYNC ENTERPRISE_SETUP
BUS_UNIT_FS_SYNC
ALTACCT_CF_FULLSYNC
ALTACCT_CF_SYNC
BUDGET_REF_CF_
FULLSYNC
BUDGET_REF_CF_SYNC
BUDGET_SCENARIO_
FULLSYNC
BUDGET_SCENARIO_
SYNC
CHARTFIELD1_
FULLSYNC
CHARTFIELD1_SYNC
CHARTFIELD2_
FULLSYNC
CHARTFIELD2_SYNC
CHARTFIELD3_
FULLSYNC
CHARTFIELD3_
FULLSYNC
CLASS_CF_FULLSYNC
CLASS_CF_SYNC
FSCM_CF_CONFIG
FUND_LOAD
FUND_CF_SYNC
OPER_UNIT_CF_
FULLSYNC
OPER_UNIT_CF_SYNC
PRODUCT_CHARTFIELD_
FULLSYNC
PRODUCT_CHARTFIELD_
SYNC
PROGRAM_CF_
FULLSYNC
PROGRAM_CF_SYNC
Integrating and Transferring Information Among Applications
Operation Type Remarks
One way asynchronous (Out) Publish FSCM_CF_
CONFIG from ChartField
Configuration process.
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Service/Service
Operation
SCHEDULE_FULLSYNC
SCHEDULE_SYNC
FSCM_CF_CONFIG
Note: With FSCM_CF_
CONFIG, financials Standard
ChartField Configuration is supported and can be published to HCM release
HR89 from release FSCM90.
Details of the standard
ChartField configuration will be available only if the process completes successfully. PeopleSoft
Financials will issue a warning if you attempt an
Advanced Configuration action and PeopleSoft HCM is enabled on the Installed
Product page. HCM supports only standard configuration.
Queue
ENTERPRISE_SETUP
Operation Type Remarks
One way asynchronous (Out) Publish of standard
ChartField configuration and log information after the Standard ChartField configuration process completes successfully.
RELEASE_REQUEST
RELEASE_RESPONSE
Synchronous
HR_CHARTFLD_COMBO_
SYNC
HR_CHARTFLD_COMBO One way asynchronous (Out) Launch from SpeedType page.
Transactional Integrations:
Release_Request and Release
_Response acts as a set of
Synchronized messages to send FSCM version information to HCM when requested.
HR_ACCT_CD_LOAD ENTERPRISE_SETUP
PAYROLL_ACCTG_
TRANSACTION
GP_POST_GL
PAYROLL_ACCTG_
TRANSACTION
GP_POST_GL
One way asynchronous (Out) Launch from the Combination
Build process request.
Extract selected data from the ChartField combination data table. Transforms and publishes the data in the
PeopleSoft HCM Account
Code format.
Bidirectional asynchronous HCM North America Payroll.
See Note #1.
Bidirectional asynchronous HCM Global Payroll.
See Note #1.
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Service/Service
Operation
STUDENT_ADV_ACCTG_
LINE
STUDENT_FIN_ACCTG_
LINE
LM_ACCTG_LN
Queue
STUDENT_ADMIN_
ACCOUNTING
LM_ACCTG_ENTRY
Operation Type
Bidirectional asynchronous
Remarks
Learning Solutions.
See Note #1
JOURNAL_LOAD_
TEMPLATE
COMMIT_CNTRL_
BUDGET_UPDATE
LEDGER_LOAD
XBRL_ASYNC
COMBO_CF_EDIT_
REQUEST
GL_BUDCHECK_ENC_
TRANSACTIONS
PAYROLL_KK_
ENCUMBER_RESPONSE
JOURNAL_LOAD_
TEMPLATE
COMMIT_CNTRL_
BUDGET_UPDATE
COMMIT_CNTRL_TRAN_
CHECK_UPDATE
COMMIT_CNTRL_TRAN_
CHECK_UPDATE
LEDGER
XBRL
GL_BUDGETCHECK
Bidirectional asynchronous
Bidirectional asynchronous
One way asynchronous (In)
Bidirectional asynchronous
Bidirectional asynchronous
(ELM) Enterprise Learning
Management.
See Note #1.
Generic accounting entry for demo and users customization.
Commitment Control budget journals.
Budget checking for commitment control transactions.
Works with the Ledger Load process to move ledger data from regional GL to headquarter GL database for consolidation.
One way asynchronous (Out) XBRL instance creation.
See Note #2.
Synchronous Combo edit request service calls the combo edit online validation logic. Uses the
Service Alias- CFComboEdit,
and the Operation Alias —
CFComboEditReq.
Bidirectional asynchronous Request/response pair that provides real-time budget checking for PeopleSoft HR encumbrance transactions.
This could be used as a model for third party applications.
See PeopleSoft Enterprise
Human Resources documentation: Manage
Commitment Accounting
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Service/Service
Operation
Queue
GL_BUDCHECK_EXP_
TRANSACTIONS
PAYROLL_KK_EXPENSE_
RESPONSE
GL_BUDGETCHECK
GL_BUDCHECK_PAYROLL
_REALTIME
GL_BUDGETCHECK
Operation Type Remarks
Bidirectional asynchronous
Synchronous
Synchronous
Request/response pair that provides real-time budget checking for PeopleSoft HR expense transactions. This could be used as a model for third party applications.
See PeopleSoft Enterprise
Human Resources documentation: Manage
Commitment Accounting
Synchronous (realtime ) budget check of encumbrance transactions from HCM ( such as hiring transactions).
Used in conjunction with the options that are set in HCM.
See PeopleSoft Enterprise
Human Resources documentation: Manage
Commitment Accounting
Provides realtime budget checking for PeopleSoft
HR or any third party applications.
GL_BUDCHECK_
GETPROCINST_STATUS
GL_BUDCHECK_
GETTRANS_STATUS
GL_BUDCHK_
DELETETRANSACTIVITY
GL_BUDGETCHECK
GL_BUDCHK_
CHECKWITHOUTRESERVE
GL_BUDGETCHECK
JRNL_AF_EM_APPROVAL GL_EM_APPROVAL
Synchronous Used specifically for integration with PeopleSoft
HCM to call the Budget
Check Only feature ( budget pre-check) for
HCM transactions against commitment control budgets.
One way asynchronous (Local to Local)
GL Actuals and Standard
Budget Journal Email
Approval
Note: #1—General Ledger subscribes to these accounting entries and writes the entries to their corresponding accounting tables. When you run Journal Generator, it sends back the accounting message with the updated fields. Please check with the individual products to determine whether they use this service from General Ledger.
Note: #2—The target node is typically an external node that accepts and handles XBRL documents.
See also PeopleTools Documentation: Integration Broker, "Sending and Receiving Messages"
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Related Links
"Understanding PeopleSoft Commitment Control (PeopleSoft FSCM 9.2: Commitment Control)"
Understanding XBRL Financial Statements
Publishing Initial Setup (FullSync) Data
Use to initialize setup tables.
This is typically a one time setup using service operations with the _FULLSYNC suffix and the
FUND_LOAD service operation. Use the Full Table Publish utility to publish the entire setup table. The subscribing database erases its setup table and synchronizes itself by supplying and populating data from the service operation. Make sure that you have activated the full publish rules before you run this process.
Navigation to the Full Data Publish utility is Enterprise Components, Integration Definitions, Initiate
Processes, Full Data Publish.
Publishing Incremental Setup (Sync) Data
Use to synchronize incremental changes of setup tables.
Setup service operations with a _SYNC suffix are associated with Setup pages. When you make changes to corresponding setup data, such as ChartFields and Detail Calendars, a service operation is published automatically when you save the page.
Using Transactional and Other Services
This section discusses:
• Accounting entry service.
• Commitment control budget update service.
• Realtime budget checking for HCM and third party applications.
• HCM account code integration.
Accounting Entry Service
Accounting entries are generated in each PeopleSoft subsystem application and then published to General
Ledger. Some of them use the Batch Data Publish utility while others have their specific procedures to publish. Please refer to the application documentation on how to publish data from the subsystems.
After receiving the accounting entries, you run Journal Generator to create journal entries in General
Ledger. Journal Generator updates the accounting table and publishes the updated data back to PeopleSoft subsystem applications over the same IP on which it receives accounting entries. Fields that are updated by Journal Generator include Journal ID, Journal date, Journal line number, Fiscal year, Accounting period, and GL_distrib_status.
Please check with the individual PeopleSoft subsystem products to determine whether they use this update service from General Ledger.
Commitment Control Budget Update Service
These steps describe how commitment control budget update messaging works.
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1. For example, HCM Northern Payroll enters and generates commitment control budget data and sends it to General Ledger using the COMMIT_CNTRL_BUDGET_UPDATE service.
2. Upon receiving the request message, the subscription process runs automatically and updates the budget journal tables, and then initiates the FS_BP budget posting process to update the commitment control ledgers.
See "Understanding Entering and Posting Commitment Control Budget Journals (PeopleSoft FSCM 9.2:
Commitment Control)".
Realtime Budget Checking for HCM and Third Party Applications
The main purpose of realtime budget checking is to alert the user at transaction time within the HCM application whether there are sufficient funds available (for example, at the time of hiring, transfer, or salary changes). The option to enforce the valid budget check prior to saving a transaction resides within
HCM setup.
PeopleSoft provides realtime budget checking of position data from PeopleSoft HCM. Requisitions for positions are validated against budgetary rules in the Financials database. Position offers are booked as
Encumbrances. Position data changes, such as bonuses and salary changes, are validated and booked against the budget appropriately. Request services invoke the budget processor and response services send validation or error messages to HCM, which can be viewed (and corrected or overridden) through the HR
Enc Exceptions page or the HR Exp Exceptions page. This provides immediate feedback with a link from
HCM directly into the Commitment Control Inquiry or Exceptions (if setup and security is enabled).
To implement realtime budget checking, complete the following:
1. Activate the services that are listed for the GL_BUDGETCHECK queue.
2. For non-PeopleSoft applications, complete the Service Configuration page (Integration Broker,
Configuration, Service Configuration).
3. Make sure that the application server is active (Integration Broker, Configuration, Quick
Configuration).
4. Add the HR node to the single sign-on for FMS (PeopleTools, Security, Security Objects, Single
Signon).
5. Specify for each source transaction type whether overrides are allowed , disallowed, or automatic.
You can, therefore, enable or disable the automatic overrides in payroll and other transactions.
See PeopleSoft Enterprise Human Capital Management documentation: Manage Commitment
Accounting
The real-time integration with HCM stores the accounting entries in the record, HP_KK_EXP_LN (rather than HR_ACCTG_LINE). When using journal generator to create the journals from this data, use the new
Accounting Entry Definition, HPPAY, which uses the correct Record Update value.
HCM Account Code Integration
HCM maintains its account code table with data from the Financials ChartField combination data table and the Financials SpeedTypes. HCM uses account codes extensively in its systems to represent a
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Chapter 7 Integrating and Transferring Information Among Applications combination of ChartField values. Do not confuse these account codes with the account ChartField in
Financials.
Financial users access the Build Combination Data page to initiate the build process and to publish
ChartField combination data to HCM and Learning Solutions using the HR_ACCT_CD_LOAD service.
A service operation publishes data from a selected process group and sends it to HCM to convert it into its account codes. For further details, please read the HCM documentation on account codes.
See PeopleSoft Enterprise Human Resources documentation: Manage Commitment Accounting, "Setting
Up Commitment Accounting Processing Control Tables"
When you add or update a user SpeedType and you selected the Publish check box, the ChartField combinations of that SpeedType publish to HCM and convert to their account code.
Note: You use the Publish Data check box to control whether to send the ChartField values of the new or updated SpeedType to PeopleSoft HRMS, which uses the SpeedType to update its Account
Code table. The check box is visible and available if the SpeedType is a user SpeedType and the HCM installation option is selected. If the check box is visible but unavailable for entry on the page, the service HR_CHARTFIELD_COMBO_SYNC is not activated. When available, this check box is always deselected by default. This option is not part of the SpeedType data and thus is not saved with your
SpeedType definition.
Related Links
"Understanding ChartField Combination Editing (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Understanding PeopleSoft Commitment Control (PeopleSoft FSCM 9.2: Commitment Control)"
Integrating General Ledger with PeopleSoft EPM Budgeting
EPM defines and initiates the General Ledger to PeopleSoft Enterprise Performance Management
Budgeting integration using the ETL tool. This process is initiated from the PeopleSoft Budgeting application.
Note: Refer to the PeopleSoft Budgeting documentation for details concerning how to use this feature.
This section discusses how to import data from EPM Budgeting.
Page Used to Integrate General Ledger with PeopleSoft EPM Budgeting
Page Name Definition Name Navigation Usage
Importing Budgeting Data BP_RUN_CNTL_LEDGER Set Up Financials/Supply
Chain, Product Related,
Budgeting, Import Budget
Ledger
Imports data from EPM
Budgeting.
See PeopleSoft Budgeting Documentation, "Integrating with PeopleSoft Financial Management
Applications," Using Imformatica Powermart ETL and Data Loader Utility, and Importing Data Into
General Ledger
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Importing Data from EPM Budgeting
Use the Importing Budgeting Data page (BP_RUN_CNTL_LEDGER) to imports data from EPM
Budgeting.
Navigation
Set Up Financials/Supply Chain, Product Related, Budgeting, Import Budget Ledger
Note: Refer to the PeopleSoft Budgeting documentation for details concerning how to use this feature.
See PeopleSoft Planning and Budgeting Documentation, "Integrating With Other Applications"
Importing Journal Entries
This section discusses how to:
• Import journals from flat files using GL_JRNL_IMP.
• Use Spreadsheet Journal Import (GL_EXCL_JRNL).
• Import Commitment Control budget journals using flat files.
Importing Journals from Flat Files Using GL_JRNL_IMP
Use the following references for details concerning how to use GL_JRNL_IMP.
PeopleTools documentation: PeopleSoft Application Designer Developer's Guide, "Constructing File
Layouts and Performing Data Interchanges"
Related Links
Using the Flat File Journal Import Process
Using Spreadsheet Journal Import (GL_EXCL_JRNL)
Use the Spreadsheet Journal Import process to streamline the journal import and simplify journal data entry using Microsoft Excel. Spreadsheet Journal Import uses a front-end interface that provides you with an easy-to-follow menu for entering data, specifying defaults, and importing journals. With Spreadsheet
Journal Import, you can enter foreign, base, and statistical journals, as well as adjusting journal entries.
After you have created your spreadsheet, the Spreadsheet Journal Import utility uses one of the two import methods:
• The online import method uses XML link technology and sends data over the internet, processes the import request, and then replies to the Microsoft Excel interface.
• The batch import method requires that you write the data to a file, submit and upload one or more files through the browser, and then initiate the Spreadsheet Journal Batch Import process
(GL_EXCL_JRNL) to process the import.
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Related Links
Understanding Spreadsheet Journal Import
Importing Commitment Control Budget Journals Using Flat Files
You can import Commitment Control budget journals using flat files.
See "Understanding PeopleSoft Commitment Control (PeopleSoft FSCM 9.2: Commitment Control)".
Transferring Ledgers for Consolidation
The Ledger Load for Consolidation IP interfaces transfers both detail and summary ledger data from one database to another.
This section discusses how to:
• Publish and subscribe ledger data.
• Import information to a ledger using the flat file ledger import process (GL_LED_IMP).
Publishing and Subscribing Ledger Data
General Ledger both publishes and subscribes using this IP on the service LEDGER_LOAD. You can publish ledger data from a regional database to the corporate database for the purpose of consolidation.
On the subscription side, summary ledger data is stored in the summary ledger tables directly, while detail ledger data is subscribed in a staging table for processing by the Ledger Load process (GL_LED_LOAD).
You initiate the ledger publish process (GL_LED_PUB) from General Ledger, Consolidate Financial
Data, Publish Ledgers within the regional database. Ledgers are protected by the Allow Ledger Load
Update option on the Ledgers For A Unit page.
Related Links
Using the Ledger Interface Utility
"Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
Importing Information to a Ledger Using the Flat File Ledger Process
(GL_LED_IMP)
In addition to using publish and subscribe to import ledgers, you can also import data using the Flat File
Ledger Import process (GL_LED_IMP) to import standard detail ledgers and standard budgets ledgers.
Related Links
"Importing and Exporting Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
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Integrating PeopleSoft Financials with Third-party Applications
Using Generic Process Initiation Service
PeopleSoft Financials provides a generic process initiation web service, PROCESS_INITIATION, which enables third-party applications to launch any PeopleSoft processes for any of the Financials products, such as PeopleSoft General Ledger, Payables, Receivables, Billing, or Asset Management, for example.
The following diagram represents the integration process flow:
Image: Process Initiation Asynchronous Web Service process flow
Process Initiation Asynchronous Web Service Process Flow
154
PeopleSoft delivers the following as part of the generic process initiation integration between third-party applications and PeopleSoft Financials (PeopleTools 8.51):
• Generic process initiation Asynchronous Request/Response Web Service, PROCESS_INITIATION, which can be invoked to initiate any PeopleSoft process.
• The PROCESS_INITIATION web service utilizes PeopleTools 8.51 Process Status Notification
Service, PRCS_STATUS_NOTIFY, to retrieve the process status and deliver the response to the thirdparty application with notification of process completion. The response xml includes the URL link(s) to the location of any report files that are created by the process.
Note: PeopleSoft does not deliver routings for this Process Status Notification Service. A Local-to-
Local Routing for its Service Operation, PRCS_STATUS_OPER, must be generated manually.
• Request and Response messages with Schema:
• Request Message, PROCESS_SUBMIT_REQ.V1 with Schema
• Response Message, PROCESS_SUBMIT_RES.V1 with Schema
Note: The objects related to this service are delivered as inactive and must be activated in order to use this integration.
See Activating the Objects for the PeopleSoft Integration for Third-Party Applications.
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Request Message
The following graphic represents the schema for the request message, PROCESS_SUBMIT_REQ.V1:
Image: Request Message Schema for PROCESS_SUBMIT_REQ.V1 message
Request Message Schema for PROCESS_SUBMIT_REQ.V1 Message
The following three parameters are required in the request xml:
• Process Type of the defined PeopleSoft process (maximum length = 30 characters)
• Process Name of the defined PeopleSoft process (maximum length = 12 characters)
• Run Control ID (must be predefined for that process)
See Examples of PeopleSoft Processes Initiated Using the Generic Process Initiation Service for
Note: You can review the schema content by accessing PeopleTools, Integration Broker, Integration
Setup, Messages, Schema.
Response Message
The Response Message, PROCESS_SUBMIT_RES.V1, returns:
• Original three request parameters.
• Process description.
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• Run status (failure or success).
• Message (from message log).
• Run Status Code (Process Run Status value, not the meaningful translation value).
• Process instance and Content ID.
• Report URL (link to Report Manager to view resulting report), if applicable.
Note: The Run Status Code, Process Instance, Content ID, and Report URL are only included if they have values.
Examples of PeopleSoft Processes Initiated Using the Generic Process
Initiation Service for Third-Party Integration
This section lists some examples of PeopleSoft Financials processes that can be initiated using the generic process initiation service through this integration. Other processes can also be initiated using this web service, as long as the required three parameters are included in the request xml.
Area
Asset Management
Asset Management
Asset Management
Payables
Process Name
Execute Final Depreciation
Process
AM Execute Create
Accounting Entries Process
Execute Depreciation Close
Process
Execute Open AP Liability
Report
Navigation
Asset Management,
Depreciation, Processing,
Calculate
Asset Management ,
Accounting Entries, Create
Accounting Entries
Required Parameters
Process Type: Application
Engine
Process Name: AM_DEPR_
CALC
Run Control ID: (predefined value)
Process Type: Application
Engine
Process Name: AM_
AMAEDIST
Run Control ID: (predefined value)
Asset Management,
Accounting Entries, Close
Depreciation
Process Type: Application
Engine
Process Name: AM_
DPCLOSE
Run Control ID: (predefined value)
Accounts Payable, Reports,
Voucher Reconciliation, Open
Liability Reconciliation
Process Type: PSJob
Process Name: APY1400
Run Control ID: (predefined value)
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Chapter 7
Area
Payables
Receivables
Billing
Billing
General Ledger
General Ledger
General Ledger
General Ledger
Integrating and Transferring Information Among Applications
Process Name
Execute Period End Accrual
Processing
Execute Aged AR Trial
Balance
Execute Pre- Load/Load to
AR Process
Navigation
Accounts Payable, Batch
Processes, Vouchers, Period
End Accrual, Create Period
End Accruals
Accounts Receivable,
Receivables Analysis, Aging,
Aging by ChartField Rpt
Process Type: SQR Report
Process Name: AR30006
Run Control ID: (predefined value)
Billing, Generate Invoices,
Non-Consolidated, Load
Invoices to AR
Process Type: PSJob
Process Name: BIJOB05
Run Control ID: (predefined value)
BI Execute Create Accounting
Entries
Billing, Generate Invoices,
Non-Consolidated, Create
Accounting Entries
Required Parameters
Process Type: Application
Engine
Process Name: FS_
PEACCRL
Run Control ID: (predefined value)
Execute Journal Edit and Post
Process
General Ledger, Journals,
Process Journals, Edit
Journals
Process Type: PSJob
Process Name: BIJOB06
Run Control ID: (predefined value)
Process Type: Application
Engine
Process Name: GL_JEDIT
Run Control ID: (predefined value)
Execute Trial Balance General Ledger, General
Reports, Trial Balance
Process Type: SQR Report
Process Name: GLS7012
Run Control ID: (predefined value)
Execute Allocations Process Allocations, Define and
Perform Allocations, Request
Allocation
Process Type: Application
Engine
Process Name: FS_ALLC
Run Control ID: (predefined value)
Execute Consolidations
Process
General Ledger, Consolidate
Financial Data, Consolidation,
Request Consolidation
Process Type: COBOL SQL
Process Name: GLPOCONS
Run Control ID: (predefined value)
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Area
General Ledger
General Ledger
Process Name
Execute Load Reconciliation
Data
Execute Process all GL
Journals
Navigation
General Ledger, General
Reports, GL Subsystem
Reconciliation, Load
Reconciliation Data
Required Parameters
Process Type: Application
Engine
Process Name: GL_RECN
Run Control ID: (predefined value)
General Ledger, Journals,
Subsystem Journals, Generate
Journals
Process Type: Application
Engine
Process Name: FS_JGEN
Run Control ID: (predefined value)
Note: The aforementioned PeopleSoft Financials processes were successfully tested for the delivered web service.
Activating the Objects for the PeopleSoft Integration for Third-Party
Applications
The objects related to this service are delivered as inactive and must be activated in order to use this integration. Activate gateways and service operations that are specific to the integration with PeopleSoft
Financials (PeopleTools 8.51).
Prerequisites
Before activating objects for the generic process initiation service between PeopleSoft Financials and third-party applications, the following technical and functional prerequisites must be met:
• PeopleTools 8.51 or beyond:
• Encrypted Security Assertion Markup Language (SAML) Token for Asynchronous Request/
Response Web Service with wss10 policy. (However, you have the choice to not enable the SAML
Token)
• Process Status Notification
• Web service management product; for example, Oracle Web Services Manager (OWSM) 11g PS3 on the third-party application
• (Optional) Enable Single Sign-on (SSO) between third-party application and PeopleSoft using the
Oracle Access Manager (OAM).
See PeopleTools documentation: Security Administration, Implementing Single Signon, Implementing
Oracle Access Manager as the PeopleSoft Single Signon Solution.
• To call the web service, you must predefine the run controls in the PeopleSoft system for each process that you would like to run from a third-party application.
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Activating Integrations
Follow these steps to activate integrations on your PeopleSoft database:
Setup Task
Set up and configure Integration Broker Gateway. (Multiple steps are required to set up the gateway. Please see the
PeopleTools documentation for details.)
Navigation
PeopleTools, Integration Broker, Configuration, Gateways
Activate node definitions.
Activate Service Operation:
• Review Service Operation Security
• Select active for Handler Status and Routings
PeopleTools, Integration Broker, Integration Setup, Nodes.
PeopleTools, Integration Broker, Integration Setup, Service
Operations
See PeopleTools Documentation, Integration Broker Service Operations Monitor.
See PeopleTools Documentation: Integration Broker Administration, "Managing Integration Gateways."
Activating the Objects Specific to the Process Initiation Web Service
Activate gateways and service operations that are specific to the integration with PeopleSoft Financials
(PeopleTools 8.51):
Service /
Description
PROCESS_
INITIATION
Process Initiation
Service
Service Operation /
Messages
Operation Type /
Queue
Routing External Alias
PROCESS_SUBMIT.
V1
PROCESS_SUBMIT_
REQ.V1 (request)
PROCESS_SUBMIT_
RES.V1 (response)
Inbound asynchronous ( request/response)
PROCESS_SUBMIT Inbound Request
- External Alias =
ProcessSubmit.V1
PROCESS_
INITIATION (request/ unordered)
PROCESS_
INITIATION ( response/unordered)
Outbound Response
- External Alias =
ProcessSubmit_
CALLBACK.V1
PRCS_STATUS_
NOTIFY
Process Status
Notification
PRCS_STATUS_
OPER. V1
PRCS_STATUS_
MSG.V1 (request)
Asynchronous (one way)
PSRF_REPORTING_
FOLDERS (unordered)
(No routings delivered.
Must generate a Localto- Local Routing manually)
N/A
1. Set up and configure the Integration Broker (IB) Gateway: a. Ping the local gateway to ensure it is running and connectors are loaded – status should be Active.
(Access: PeopleTools, Integration Broker, Configuration, Gateways).
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Integrating and Transferring Information Among Applications Chapter 7 b. Click the Gateway Setup Properties link on the Gateways page and ensure that the default local node, usually the database name, has an entry on the PeopleSoft Node Configuration page.
c. Ensure that the default local node, usually the database name, is appended to the Target Location
URL at the service configuration. Access: PeopleTools, Integration Broker, Configuration, Service
Configuration.
Note: The machine and port can be derived from the Gateway URL on the IB Quick
Configuration page.
d. If the PeopleSoft Internet Architecture (PIA) is configured to employ the Secure Sockets Layer
(SSL) protocol (for example, https) for data encryption, enter the Secure Target Location as well
(also need to append the default local node at the end).
e. Verify that the Domain and its IB dispatchers are running. (Access: PeopleTools, Integration
Broker, Service Operations Monitor, Administration, Domain Status).
2. Activate the service operations that are listed for this integration (PROCESS_SUBMIT.V1
and .PRCS_STATUS_OPER. V1. (Access PeopleTools, Integration Broker, Integration Setup, Service
Operations): a. Select the Active check box.
b. Review service operation security. Click the Service Operation Security link and grant full access.
c. Activate the Queues. Click the View Queue link from the Service Operations - General page. The queue status should be "Run." d. Activate the Handlers (Service Operations – Handlers page). Select the Active status.
3. Activate and generate the routings for the service operations (as specified in the service operation table presented above). (Access: PeopleTools, Integration Broker, Integration Setup, Service
Operations): a. Activate the Any-to-Local Routing, PROCESS_SUBMIT, for Service Operation
PROCESS_SUBMIT. From the Routings tab, select the Selected check box and click the Activate
Selected Routings button.
b. Generate a Local-to-Local Routing for Service Operation PRCS_STATUS_OPER. From the General tab, select the Generate Local-to-Local check box under Routing Actions Upon
Save, and save the page. From the Routings tab, make sure a system generated, named
~GENERATED~NNNNNNNN (NNNNNNNN is a system assigned number) Local-to-Local routing is there with an Active status.
Note: You can rename the system-generated Local-to-Local routing to a meaningful name using the IB Service Administration Utility. (Access PeopleTools, Integration Broker, Service Utilities,
Service Administration, Routings.) Open the Rename group box, enter the Routing Name and
New Name, and click the Rename button.
4. Fill in the Portal URI Text value for the delivered Node Name, ERP, for returning Process Monitor
URL for PSJob processes. (PeopleTools, Integration Broker, Integration Setup, Nodes, Portal).
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To support the OAM single sign-on on the returned Process Monitor URL, you need to append the
WebGate Port Number to the Server Name; for example, http://rtdc78132qaemt.us.oracle.com:7777/ psp/e900a23nt/. If implementing SSL, you need to append the SSL WebGate Port Number to the
Server Name; for example, https://rtdc78132qaemt.us.oracle.com:4443/psp/e900a23nt/.
5. Similarly, to support the OAM single sign-on on the returned Report/Trace/Log URLs for non-
PSJob processes, specify either the non-SSL or SSL WebGate Port Number on the URL under the
Distribution Node Details group box on the Report Node Definition page, and specify either the non-
SSL or SSL Web Server Port Number on the URI Port under the Connection Information group box.
To set the Report Node Definition for a non-SSL implementation, access the Report Node Definition page (PeopleTools, Process Scheduler, Report Nodes):
Image: Example of Report Node Definition page setup for a non-SSL implementation
This example illustrates the fields and controls on the Example of Report Node Definition page setup for a non-SSL implementation. You can find definitions for the fields and controls later on this page.
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To set the Report Node Definition for an SSL implementation, access the Report Node Definition page (PeopleTools, Process Scheduler, Report Nodes):
Image: Example of Report Node Definition page setup for an SSL implementation
This example illustrates the fields and controls on the Example of Report Node Definition page setup for an SSL implementation. You can find definitions for the fields and controls later on this page.
Note: After the change, be sure to reboot the Process Scheduler servers.
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6. To make the SSO work, the "psreports" servlet needs to be added to the OAM server, just like the other servlets, "psp", "psc", and so on.
Image: Policies: Example of psreports servlet added to the OAM server
This example illustrates the fields and controls on the Policies: Example of psreports servlet added to the OAM server. You can find definitions for the fields and controls later on this page.
7. In order to post the report/trace/log files to the report repository, ensure the process types are set to use
Web as the Default Output on the System Settings – Process Output Type page. (Access PeopleTools,
Process Scheduler, System Settings, Process Output Type).
8. Ensure that the file types are set to Display on the System Settings – Distribution File Options page.
(Access PeopleTools, Process Scheduler, System Settings, Distribution File Options)
Note: After the change, reboot the Process Scheduler servers as well as the Application server.
9. You can enable the Encrypted SAML Token for the generic process initiation service, if needed. To enable the SAML Token with Encryption in the PeopleSoft system:
See PeopleSoft General Ledger 9.0 and 9.1 Documentation Update: PeopleSoft Financials Generic
Process Initiation Service for Third-Party Integration posted to MyOracleSupport website: Note ID:
1234623.1
See PeopleTools: Integration Broker Administration, Setting Up Secure Integration Environments.
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10. Generate the WSDL for the web service, PROCESS_INITIATION. (Access PeopleTools, Integration
Broker, Integration Setup, Services):
Image: Services page: PROCESS_INITIATION service
This example illustrates the fields and controls on the Services page: PROCESS_INITIATION service. You can find definitions for the fields and controls later on this page.
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• Click the Provide Web Service link.
• Select the Service Operation, PROCESS_SUBMIT.V1.
• If implementing SSL, select the Use Secure Target Location check box. This check box is available for selection only when the Secure Target Location on the IB Service Configuration page has been defined.
• Click the Next button on Step 2 of 4.
• Click the Next button on Step 3 of 4.
• Click the Finish button on Step 4 of 4.
• Make sure you can open the WSDL URL from any web browser.
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Note: If you need to regenerate the WSDL, delete the old one first using the IB Service
Administration Utility. (Access PeopleTools, Integration Broker, Service Utilities, Service
Administration, WSDL.) Select the service and click the Delete button. Then repeat step 10 to regenerate the WSDL.
See PeopleTools Documentation, Integration Broker Service Operations Monitor.
See PeopleTools Documentation, Integration Broker, Providing Services.
Integrating PeopleSoft Financials with Hyperion Financial Close
Management
PeopleSoft delivers a service for the integration between PeopleSoft Financials and Hyperion Financial
Close Management. Objects related to this service are delivered as inactive and must be activated in order to use this integration.
Prerequisites
Before implementing the integration between PeopleSoft Financials and Hyperion Financial Close
Management, the following technical and functional prerequisites must be met:
• PeopleTools 8.51 or beyond.
• Encrypted Security Assertion Markup Language (SAML) Token for Asynchronous Request/
Response Web Service with wss10 policy
• Process Status Notification
• Hyperion Financial Close Management Talleyrand Level Code and patch for this integration.
• Oracle Web Services Manager (OWSM) 11g PS3.
• Enable Single Sign-On (SSO) between Financial Close Management and PeopleSoft using the Oracle
Access Manager (OAM).
See PeopleTools documentation: Security Administration, Implementing Single Signon, Implementing
Oracle Access Manager as the PeopleSoft Single Signon Solution.
• To call the web service for automated tasks, the run controls for each process must be predefined in the PeopleSoft system. To accomplish this, use the corresponding End User task.
Activating Integrations
To activate PeopleSoft Financials for integrations, be sure that certain Integration Broker setup tasks have been completed.
See PeopleTools Documentation: Integration Broker Administration, "Managing Integration Gateways."
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Activating Objects for the PeopleSoft Integration to Hyperion Financial
Close Management
Activate gateways and service operations that are specific to the Hyperion Financial Close Management integration with PeopleSoft Financials (PeopleTools 8.51 and beyond):
See Integrating PeopleSoft Financials with Third-party Applications Using Generic Process Initiation
Activate the service operation(s) that are listed for this integration. To activate the service operations, access PeopleTools, Integration Broker, Integration Setup, Service Operations:
To enable the SAML Token with Encryption in the PeopleSoft system:
• Use the Java Keytool Utility command of "-genkeypair" to generate a public key based out of the default local node name, into interop.jks keystore delivered with PeopleTools.
• Use the Java Keytool Utility command of "-exportcert" to export the certificate files of public keys rootca & <default local node name> out of interop.jks keystore.
• Pass the above two certificate files to Financial Close Management, and request the public certificate file from Financial Close Management OWSM (normally, it is called orakey.cer).
• Use the Java Keytool Utility command of "-importcert" to import the Financial Close Management public certificate into interop.jks keystore.
• Bounce the Web server for the changes to take effect.
1. Add the digital certificate for orakey (Alias), which is the public key of OWSM (Oracle Web Services
Manager). Add it first with a Type of Root CA. (Access PeopleTools, Security, Security Objects,
Digital Certificates)
Click the Add Root link. Open the orakey.cer file that is generated from OWSM default-keystore.jks
via any text editor, copy the entire content and paste it in the text box.
Then add orakey with a Type value of Remote.
Click the Import link. Paste the entire content of orakey.cer in the text box.
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2. Add orakey to the SAML Inbound Setup page for each of the OWSM SubjectNames. (Access
PeopleTools, Security, SAML Administration Setup, SAML Inbound Setup):
Image: SAML Inbound Setup page
This example illustrates the fields and controls on the SAML Inbound Setup page. You can find definitions for the fields and controls later on this page.
3. Open the wssSAML.properties file that is located in %PS_HOME%\webserv\peoplesoft\applications
\peoplesoft\PSIGW.war\WEB-INF\classes. Replace the two instances of ".peoplesoft.com" with
"www.oracle.com" so that they read as follows:
• org.apache.ws.security.saml.issuer=www.oracle.com
• org.apache.ws.security.saml.subjectNameId.qualifier=www.oracle.com
4. Reboot the web server.
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5. Enable the SAML with full encryption at the outbound of Routing PROCESS_SUBMIT. (Access
PeopleTools, Integration Broker, Integration Setup, Routings, Parameters.) Click the WS Security link and enter the information as follows:
Image: Routing Security page
This example illustrates the fields and controls on the Routing Security page. You can find definitions for the fields and controls later on this page.
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A valid OWSM user ID must be specified in the External User ID field.
6. Generate the WSDL for the web service, PROCESS_INITIATION. (Access PeopleTools, Integration
Broker, Integration Setup, Services)
Click the Provide Web Service link:
• Select the Service Operation, PROCESS_SUBMIT.V1. Note: If implementing SSL, select the
"Use Secure Target Location" check box. This check box is available for selection only when the
Secure Target Location on the IB Service Configuration page has been defined.
• Click the Next button on Step 2 of 4.
• Click the Next button on Step 3 of 4.
• Click the Finish button on Step 4 of 4.
• Make sure you can open the WSDL URL from any web browser.
Note: If you need to regenerate the WSDL, delete the old one first using the IB Service Administration
Utility. (Access PeopleTools, Integration Broker, Service Utilities, Service Administration, WSDL.)
Select the service and click the Delete button. Then repeat Step 13 above to regenerate the WSDL.
See also PeopleTools Documentation: Integration Broker Service Operations Monitor.
See also PeopleTools Documentation: Integration Broker," Providing Services."
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Integrating PeopleSoft General Ledger with Oracle's Fusion
Accounting Hub
PeopleSoft General Ledger provides the ability to integrate journal entries with Oracle Fusion Accounting
Hub. As such, PeopleSoft users can take advantage of Fusion Accounting Hub functionality, such as the embedded Hyperion Essbase features, while continuing to use PeopleSoft General Ledger as the system of record. After configuring the delivered setup pages, you can transform and transfer PeopleSoft General
Ledger journals to Fusion General Ledger journals and leverage the analysis and reporting tools within
Oracle’s Fusion Accounting Hub.
This integration enables you to perform the following functions:
• Map PeopleSoft control data such as business units and ledgers to Fusion ledgers.
• Upload and convert chart of accounts data from PeopleSoft to Fusion.
• Transfer journals from the PeopleSoft General Ledger to the Fusion General Ledger.
• Drilldown from Fusion journal line detail to PeopleSoft journal details.
• Drill from PeopleSoft to review Fusion journals.
See Article ID 1365971.1 on My Oracle Support website to access the PeopleSoft General Ledger
Integration to Oracle
®
Fusion Accounting Hub 1.0.1 Implementation Guide and the related PeopleSoft
Documentation Update.
Pages Used in the Integration between PeopleSoft General Ledger and Fusion
Accounting Hub
Pages primarily used in this integration can be found in General Ledger, Fusion Accounting Hub. All pages are fully documented and can be found in Article ID 1365971.1 on My Oracle Support website.
Download related documents.
Pages Used in the Integration between PeopleSoft General Ledger and
Fusion Accounting Hub
Page Name Definition Name Navigation Usage
FAH Accounting Entries FSAH_ACTG_DRILL General Ledger, Review
Financial Information, FAH
Accounting Entries, FAH
Accounting Entries
Drill from PeopleSoft inquiry pages to review Fusion journals.
Fusion Accounting Hub -
Value Set Mapping
FUS_ASGN_CFVS General Ledger, Fusion
Accounting Hub, Value Set
Mapping, Value Set Mapping
Map the PeopleSoft setID and
ChartField combinations to the Fusion Value Set Codes.
Run the FUS_CFANLYZR process to initially load the value-set staging table that is used in the data conversion from PeopleSoft to Fusion.
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Chapter 8
Optimizing General Ledger Performance
Optimizing General Ledger Performance
These topics provide an overview of optimal PeopleSoft General Ledger performance and discuss how to:
• Use non-shared tables.
• Use indexes.
• Use partition IDs.
• Use Average Daily Balance (ADB) incremental calculations.
• Update summary ledgers incrementally.
• Optimize PS/nVision performance.
Understanding Optimal General Ledger Performance
Many functions in PeopleSoft General Ledger are run as background processes. If more than one process tries to use the same database table at the same time, contention can occur for the same row of data. This can cause rollbacks. Data retrieval can be slowed by queries on non-indexed data. This topic presents some strategies for avoiding system slowdowns.
Prerequisites
Begin enhancing the performance of your online pages, Application Engine, SQRs, and COBOL background processes only after you:
• Configure your ChartFields.
• Populate your records with data.
• Understand General Ledger background processing.
Using Non-Shared Tables
This section discusses how to:
• Use PeopleTools temporary tables.
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• Use GL non-shared tables.
• Set up GL non-shared tables.
Pages Used to Set Up GL Non-Shared Tables
Page Name
Shared Table Statistics
Definition Name
TEMP_TBL_STATS
Navigation Usage
General Ledger, Monitor
Background Process, Shared
Table Statistics, Shared Table
Statistics
Access a log containing each time the process used a shared base working table because a non-shared table was not available.
Non-Shared Table
Maintenance
Add, delete, or modify nonshared tables.
Define Batch Truncate
Threshold
NONSHARED_TBL_ASGN General Ledger, Monitor
Background Process, Non-
Shared Table Maintenance,
Non-Shared Table
Maintenance
DELETE_LIMIT_ASGN General Ledger, Monitor
Background Process, Batch
Truncate Threshold, Define
Batch Truncate Threshold
Add, delete, or modify nonshared tables.
Using PeopleTools Temporary Tables
PeopleTools provides a feature that allows applications to dedicate a specific instance of a PeopleTools temporary table for each GL Application Engine program run. This concept is similar to the GL nonshared table design in that it drastically reduces the risk of table contention. This feature is supported in some of the General Ledger Application Engine processes that use the PeopleTools temporary tables.
These General Ledger Application Engine processes use the PeopleTools temporary tables:
• Journal Edit.
• Combination Editing.
• Allocation Copy Utility.
• Inter/IntraUnit Common Processor.
• Journal Generator.
• ADB Post and Calculation.
• Budget Processor.
• Allocations.
• Summary Ledger Build.
See PeopleTools 8.5x Documentation: PeopleSoft Application Engine, "Using Temporary Tables"
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Using GL Non-Shared Tables
Application Engine and COBOL SQL processes use GL non-shared tables to increase performance.
The records PS_LEDGER (ledger) and PS_JRNL_LN (journal line), which include the
PS_JRNL_HEADER (journal header) record are the most heavily accessed records. While these two records are the focus of this topic, you can apply the same techniques to any record.
Several GL Application Engine and COBOL SQL processes use base working tables to process large volumes of temporary data. Base working tables are shared working temporary tables that can be used by more than one program to process temporary data. You can potentially hamper performance if you run concurrent processes that use the same base working table.
To increase performance, these processes use GL non-shared tables in place of the shared working tables:
• Closing.
• Journal Posting.
• Ledger Load.
• MultiCurrency.
• Open Item Accounting.
GL non-shared tables are defined by appending the non-shared table version number, TEMP_TBL_NUM, from table TEMP_TBL_ASGNM to the base working table TEMP_TBL_NAME. Only the process that reserves the non-shared table can process transactions against that table.
The General Ledger Application Engine and COBOL SQL processes use table TEMP_TBL_ASGNM to identify and reserve a non-shared table. This table defines the fields in the TEMP_TBL_ASGNM table.
Column
TEMP_TBL_NAME
TEMP_TBL_NUM
IN_USE_SW
Description
Base working table name.
Non-shared table version number.
Indicator to specify whether the non-shared table is in use.
PROCESS_INSTANCE The process instance of the process that has the table reserved.
Process for Assigning GL Non-Shared Tables
The process first determines if a non-shared table exists by matching the base working table name (shared table) of the processes to the base working table name in TEMP_TBL_ASGNM that has the IN_USE_SW indicator set to N:
• If a non-shared table is available, it reserves it.
The process reserves the non-shared table by updating the IN_USE_SW indicator to Y in the
TEMP_TBL_ASGNM table. No other process can use the non-shared table as long as the
IN_USE_SW indicator is Y. The process updates the PROCESS_INSTANCE to identify which process has the non-shared table reserved.
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• If a non-shared table is not available, the process uses the base working table (instead of a non-shared table) and inserts a row into the TEMP_TBL_STATS table.
This table provides a way to monitor the load of base working tables. The statistics can be useful to decide whether more non-shared temp tables are needed. This table defines the fields in
TEMP_TBL_STATS.
Column Description
TEMP_TBL_NAME
PROCESS_INSTANCE
Base working table name.
The process that attempted to reserve a non-shared table.
DATE_ASSIGNED Process run date.
Setting Up GL Non-Shared Tables
The TEMP_TBL_ASGNM table is delivered with four non-shared tables for each base working table. If these do not meet your processing requirements, use the GL Non-Shared Table Maintenance page to add more non-shared table entries to TEMP_TBL_ASGNM.
Adding a Non-Shared Table
To add a non-shared table:
1. Determine if you need to create a non-shared table entry in TEMP_TBL_ASGNM.
On the Shared Table Statistics page, check the TEMP_TBL_STATS table to determine if the usage of the base working table justifies creating additional non-shared tables.
2. Create the GL non-shared table in PeopleSoft Application Designer.
Save the record definition from an existing non-shared table or the base working table. You should create the non-shared table from existing non-share tables rather than the base working table. Nonshared tables usually have less fields in the index structure that the base working table.
3. Create a GL non-shared table entry in TEMP_TBL_ASGNM using the GL Non-Shared Tables page.
4. Add a non-shared table for a custom base working table.
If you have created your own base working tables, add non-shared table entries to your Base Working
Tables entries (repeat steps 1 to 3). Note that most non-shared tables do not require any unique indexes.
Shared Table Statistics Page
Use the Shared Table Statistics page (TEMP_TBL_STATS) to access a log containing each time the process used a shared base working table because a non-shared table was not available.
Navigation
General Ledger, Monitor Background Process, Shared Table Statistics, Shared Table Statistics
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This log helps you to determine whether you need to create additional non-shared table entries in
TEMP_TBL_ASGNM.
Note: The process inserts a log in TEMP_TBL_STATS only if the non-shared table entries exist for the base working table in TEMP_TBL_ASGNM.
Record (Table) Name
Non-Shared Tables
Table Name
Process Instance
Job ID
Date Assigned
Enter the name of the shared table whose statistics you want to view.
Displays the number of non-shared tables currently created.
Displays the base working table name.
Displays the process that attempted to reserve a non-shared table.
Displays the Job ID of the process that attempted to reserve a non-shared table.
Displays the run date of the process that attempted to reserve a non-shared table.
Non-Shared Table Maintenance Page
Use the Non-Shared Table Maintenance page (NONSHARED_TBL_ASGN) to add, delete, or modify non-shared tables.
Navigation
General Ledger, Monitor Background Process, Non-Shared Table Maintenance, Non-Shared Table
Maintenance
You add instances of non-shared tables to the TEMP_TBL_ASGNM table so that the non-shared table is available for use by the batch processes.
To add a new instance of a GL non-shared table, enter its name in the Table Name field and click the
Search button. All instances of that table are displayed. Click the Add icon to add a new instance.
Table Name
Enter or select the name of the table that you want to maintain.
Leave this field blank to view all tables available for maintenance.
Process Instance
Enter or select a specific process instance to maintain. Leave this field blank to view all process instances available for maintenance.
Reset
Click to reset the In Use field to No. which removes the check mark from the check box. Select Reset regularly for all tables,
but make sure that no one is using the system.
If a process aborts, the In Use flag remains set to Yes. In order to free the table for other processes, the you must reset the flag to
No.
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Warning! If you reset a process instance while it is running, it can cause data integrity problems.
Reset does not clear the contents from a table. However, the table is cleared the next time it is assigned.
Table Name
Number
In Use
Displays the name of a non-shared table. You can select another name.
Displays the instance number of the non-shared table. You can change this number.
Indicates whether the non-shared table is being used in a process. Click Reset to remove the check mark and change the selection to N.
Note: See previous Warning before you select Reset.
Process Instance
Instance number of the batch process that has reserved this nonshared table.
Note: If you are using your own customized base working table, make sure the table name does not exceed 12 characters. The total character length of a table cannot exceed 15 characters, so you must allow for three characters for the non-shared table instances.
The following table identifies some of the General Ledger COBOL processes that use the General Ledger
Non-Shared tables. The menu paths identify where the base working tables are assigned to the processes that support the use of non-shared tables, as well as the temp tables whose base table names are fixed.
In this table, if the temporary table is specified in the ledger template or some definition pages, the record name is listed in the Dynamic Working Tables column below; otherwise the record name is listed under the Fixed Working Tables column:
Process
Closing
Menu Path
General Ledger, Ledgers,
Templates, Record
Definitions
Dynamic Working Tables Fixed Working Tables
Closing Tmp
Closing RE Tmp
Closing Account Tmp
Closing Journal Header Tmp
Closing Journal Line Tmp
Closing Journal Line Tmp2
Ledger Load General Ledger, Ledgers,
Templates, Record
Definitions
Led Load Temp Record
Led Load Temp Record 2
Multicurrency General Ledger, Ledgers,
Templates, Record
Definitions
MultiCurrency Tmp
MultiCurrency Tmp1
TREE_SELnn_R
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Chapter 8 Optimizing General Ledger Performance
Process
Post Journals
Open Item Reconciliation
Close Budget
Menu Path
General Ledger, Ledgers,
Templates, Record
Definitions
General Ledger, Ledgers,
Templates, Record
Definitions
N/A N/A
Dynamic Working Tables Fixed Working Tables
Ledger Tmp
Ledger Tmp2
Journal Line Tmp
GL_OI_TMP
JRNL_HDR_SEL
JRNL_HDR_TMP
JRNL_VAT_TMP
JRNL_XRF_TMP
Journal Line Tmp GL_OI_TMP
CFV_SEL
KK_RSCFV_SEL
TREE_SELnn_R
Using Indexes
This section discusses how to:
• Identify appropriate indexes.
• Select indexes.
• Make the rules practical.
• Use indexes in the demo system.
• Optimize indexes.
Depending on the database platform, volume and distribution of data, the correct index can speed processing greatly. As the volume of data in your ledger and journal tables grows, periodically review the plan and indexes to ensure that they remain efficient.
The indexes delivered with the demonstration database were created for small amounts of data and are specific to the delivered sample ChartFields—these might be inappropriate for your situation. Develop indexes specific to your own data and configuration.
Indexes are sets of information used to access data in a record. They are stored separately from the records but updated simultaneously when records are updated, inserted, or deleted. Each of your records should have one unique index. This provides a valuable edit function by preventing duplicate rows of data from being added to the database. Add more indexes to improve performance when locating and accessing the data.
When you create a record in PeopleSoft Application Designer, the system automatically creates a unique index with the same name as the record. So, journal line record (PS_JRNL_LN) is created with a unique
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Optimizing General Ledger Performance Chapter 8 index, usually named PS_JRNL_LN. This unique index includes all the keys that were identified on the record. The combination of these keys should identify one unique row of information.
PeopleSoft Application Designer sometimes creates additional indexes when you add a record. These are generated from fields identified as alternate search keys on the record itself and are not included in the unique index mentioned above. For example, the GL_ACCOUNT_TBL has Alternate Search Keys designated on Account Type and Description fields. When the table is created in Application Designer, two additional indexes (PS0GL_ACCOUNT_TBL and PS1GL_ACCOUNT_TBL) is created with each of these fields listed. These additional indexes are always termed duplicate indexes, because they may not point to unique rows of data.
General Ledger includes system tables that enable you to view the created indexes and their columns.
Identifying Appropriate Indexes
Here we discuss the system analysis you need to do before you implement special indexes.
Now that you know the indexes that General Ledger creates, determine whether the delivered indexes are suitable or you need additional indexes. Changes to the ChartFields, changes in configuration, and differences in data content all affect the indexes and their effectiveness.
Capturing SQL Statements
First, determine the indexes currently used by your system. Do this by capturing the SQL statements executed by the system, then running them in isolation to determine the database access path for retrieving the data. For either realtime online access or batch processes, you can identify the SQL statements that access the ledger and journal line tables and whose performance might be a concern.
Refer to PeopleTools documentation for information about turning on the SQL trace for online and batch processes.
See PeopleTools documentation: PeopleSoft Process Scheduler
See PeopleTools documentation: System and Server Administration
Establishing a Baseline
Next, determine the efficiency of your current indexes; you need to establish a method for measuring progress as you make changes. A baseline timing is generally used for comparison when trying out different indexes. Time either the individual SQL statements or the entire process, so long as you have some way of determining progress as you proceed with the tuning.
Determining Indexes Used
You have a list of processes that access the primary records. You now need to determine which indexes each process currently uses. In other words, you need to determine the database access path that the system takes when the statement is actually executed. Because the database access path might change according to differing volumes of data, it is important to execute the plan on approximately the same amount of data that the table contains in a production environment. It might be appropriate to take a copy of your production database specifically for the purpose of tuning the indexes. Generally, when obtaining plan information, you are not actually executing the statements; check your database administrator documentation to be sure this is the case before executing any statements in your production environment.
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Each platform has a process for determining the database access path that the engine uses to access data for the SQL statement. Below we present a brief outline of the DB2 approach.
Note: Refer to your database administration documentation for your platform and consult with your database administrator.
If your system is on DB2, create a PLAN_TABLE if your database does not already have one. A sample
CREATE statement is in your DB2 Performance Tuning documentation.
Include the SQL statement in the following and execute it:
DELETE FROM PLAN_TABLE WHERE QUERYNO=nnn;
EXPLAIN PLAN SET QUERYNO=nnn FOR statement;
In this statement, nnn is a number you assign to this statement.
Retrieve the plan from PLAN_TABLE with the following SELECT:
SELECT QBLOCKNO, PLANNO, TNAME, ACCESSNAME, METHOD,
ACCESSTYPE, MATCHCOLS, INDEXONLY, PREFETCH, SORTC_GROUPBY
FROM PLAN_TABLE
WHERE QUERYNO=nnn
ORDER BY QBLOCKNO, PLANNO;
The table contains other plan information, but these are the most pertinent columns for your purposes.
Note: If your system is running Oracle, consult with your database administrator to create a plan_table if your database does not already have one.
Selecting Indexes
Before determining whether the index is appropriate, you need to know how the database engine selects indexes. In general, consider these basic rules:
• The columns in the "where" clause are used when deciding on an index.
On most platforms, the database engine takes equality statements, "like" statements, and less-than and greater-than statements into consideration. For example, in the statement "where business_unit =
'NEWGN' and accounting_period >= 1 and <= 12." the application engine uses both the business_unit and accounting period when it accesses the data. With a "like" statement, if a specific value is passed, the system uses it to select an index; however, if the field contains a wild card ('%'), the system ranks the column lower in priority when it determines an index.
• Each platform has specific index limitations.
For example, SQLServer and Oracle platform indexes do not perform well with "NOT = " or "!=" statements. In DB2, any column after a range (>, <) is not used when the system selects an index.
Consult your platform system administration documentation for the specific index limitations on your system.
• The system looks at cardinality, which refers to the number of unique values in a column.
For example, if you only have one business unit in your organization, the business_unit column in the ledger record only has one value in it—very low cardinality. In the demo database, the account column is always entered and has many unique values, so the cardinality is fairly high.
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To determine cardinality on a particular ChartField, issue a SQL statement that selects count(*) from the table in question. The value returned is the number of entries in the record. In general, high cardinality fields should be included in the index.
• The columns that are used to join records should generally be included in an index.
These are the fields in a "where" statement used to join one record to another. These columns tend toward low cardinality, and the optimizers do not rate equality to another column nearly as high as equality to a bind variable. For these reasons, columns used to join tables are usually in the unique index but generally are not included in all other indexes.
• The system only uses an index up to the point that a column in the index is not included in the
"where" clause.
For example, if the Journal Line record has an index that includes business unit, journal ID, and journal date, but the "where" clause includes only business unit and journal date, the index is only effective for the business unit. The journal date provided is ignored because the journal ID information is not included in the "where" clause. For this reason, the sequence of the fields in the index is very important.
• The system uses the size of the record and the selectiveness of the index to determine whether the index or full-table scan is more efficient.
This is sometimes referred to as the filter factor. The effective filter factor for an index is the combined cardinalities for the index columns actually used in a particular access.
For example, if an index is built over FISCAL_YEAR, LEDGER and ACCOUNT, and the table contains four years, five ledgers, and 800 accounts, the potential filter factor is 1/(4*5*800), or
1/16000, or 0.0000625. (In a real-world data distribution, the filter factor would not be this good, but it would still be quite good unless the data is very skewed.) However, if the ACCOUNT field in the index could not be used because of the nature of the criteria for it, the filter factor would be only
1/20, which is not very selective. In general, an index should point to around 10% - 15% of a record in order to be efficient.
Making the Rules Practical
To put these rules to practical use, you need to identify SQL statements that performed badly, and examine each "where" clause in those SQL statements. What you are trying to obtain from each SQL statement are the columns, accessed in the "where" clause, that you believe are acceptable to the system for index selection. In other words, you get to count all the columns that use an equal value, but none of the columns using "between" logic, and so on. To logically view this huge amount of information, it is best to make a chart with the columns in the "where" clause across the top and the origin of the SQL statement down the left side. As you go through each SQL statement, place an X in the box under the column that the index is likely to use. Create a chart for each record that concerns you.
Viewing a Sample "Where" Clause Chart
The following is a sample "where" clause chart for the ledger record with SQL statements generated from the demo database:
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ONLINE
Budget
Detail
Budget
Copy
BU
X
X
X
Budget
Spread
Ledger
Inquiry
InterUnit
Inquiry
TimeSpan
Inquiry
Journal
Entry
X
X
REPORTS
GLS7004 X
GLS7005
GLS1003
X
X
GLS7002
GLS7003
BATCH
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
LED ACCT DEPT STAT
Optimizing General Ledger Performance
FY PERIOD CURR
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
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Posting
Closing
Summary
Ledger
X
X
Consolidate
X
Currency X
BU
X
X
X
X
X
X
X
X
X
X
X
LED
X
X
ACCT
X
X
DEPT
X
X
X
X
STAT
X
X
X
X
X
X
FY
X
X
PERIOD
X
X
CURR
X
X
X
X
X
X
X
X
X
X X
X
X
X
X
X
X
X
X
X
X
X
X
X
Armed with these charts and the rules of indexing, now work to create indexes that access the records more quickly. Looking across the columns used in ledger "where" clauses, assess the viability of each column.
Business unit is included in every "where" clause, but in the demo database there are only 79 of them.
One of these, US001, is used much more frequently than in the others, so the cardinality is relatively low.
Because it is always used, you will probably include it in indexes.
The ledger column is also included in each clause, but the cardinality is low (three are used in the
LEDGER table and one used the majority of the time).
Account is used in a good percentage of the "where" clauses and is required in most of the online inquiry transactions. The cardinality is also high (735 unique values of account in the ledger table in the demo database), so this is a good possibility in an index.
Other ChartFields, including DEPTID, PRODUCT, and PROJECT, are lumped together because the demo database does not require them and accepts a wildcard in their place on the inquiry pages. This wildcard generates a "like" SQL statement that works well if you supply the field with a value; it is less efficient if the field is left as a wildcard ('%'). If you have ChartFields that you always enter, you should include these in the index in the same way the account field is included. You might also want to consider making any
"always enter" fields required on the inquiry pages to make the select statements more efficient.
Fiscal year is included on nearly every "where" clause. At present the cardinality is relatively low (3 -
4 different values); however, expect it to increase as time goes by. Accounting period is used on a good number of "where" clauses, again with limited cardinality.
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Currency code is included in many of the "where" clauses. There are many values in the currency code record, but in practice the vast majority of transactions in the ledger record have a currency code of USD, so the cardinality of this field is also relatively low. Therefore, this column might not be included in most indexes.
Hints for Indexing
The following hints can help you create better indexes:
• Strive for the minimum number of indexes to accomplish the processes.
• Each index has to be updated every time an update, insert, or delete is performed on the underlying table; so each index has an overhead cost associated with it.
In considering the right number of indexes for a table, be sure to consider the use of the table.
Fairly static tables (like Chartfield tables) can have numerous indexes with relatively little negative impact because they are frequently accessed and rarely updated. Other tables, however, are updated continually and each additional index could make quite a difference in the amount of time it takes to perform these functions.
• These extra indexes on fairly static tables (like Chartfield tables) are not a problem.
However, if there are list items designated on records that are never used as edit (prompt) tables and the index generated is not assisting any processing, you have actually created additional overhead during record updates and inserts without any benefit. The bottom line is that you should carefully consider designating fields as alternate search key fields.
• Because the vast majority of "where" clauses that access the PS_LEDGER table begin with equality checks on business unit and ledger, these common fields are included at the beginning of most of the Oracle indexes.
• Sometimes it is beneficial to put a column in the index that would not usually be included in a
"where" clause but is usually retrieved from the table when the table is accessed.
• An example of this is the account type on the GL_ACCOUNT_TBL.
This column is generally accessed when the table is queried, and adding this column to the index might prevent table access when only the account type is needed. The Alternative Search Key indexes actually do this for us in most cases, because these indexes generally contain descriptions, and this information is frequently accessed when a code table is accessed. This approach is only useful if it prevents table access in some instances and does not interfere with the normal operation of the index in other situations.
• For this reason, these columns are generally at the end of the indexes.
Some customers have experienced an improvement in background processing against the ledger record when the posted total amount field is added to the end of the duplicate indexes, because it results in an index-only scan. During testing on the demo database, there was some negative impact on the online performance, so this field was not added to the delivered indexes. But it might be worth testing in your production environment.
• The system is specific about the indexes chosen.
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Sometimes the most well thought-out index does not get used as expected or does not yield the expected results. Test the new index, taking a look at the plan to be sure it is used, then take another timing to compare the new index access with the original baseline timing. Based on the results, you might need to adjust the sequence of the columns in the index or the columns included in the index to find the optimal combination.
Once you find the best combination for the SQL statements under review, run through all the processes again. Sometimes one new index can cause changes in the indexes used by other processes. Often the change is good, but sometimes it is worse, and more evaluation is required.
Using Indexes in the Demo System
PeopleSoft software provides the sample database with the indexes listed below. The columns in the indexes have been noted, followed by a brief explanation of why each index is included and how it affects performance. These indexes are included in PeopleSoft Application Designer and are created when indexes are created for the record.
Note: It might be beneficial to drop these indexes before performing a large load or update. Loading data into a table means that each of the indexes on the table need to be updated; this can amount to considerable overhead when many rows are inserted. It might be beneficial to drop these indexes, load the data or perform the background process, and then run the script again to recreate the indexes on the tables.
PS_LEDGER: (All Platforms)
PS_LEDGER PSCLEDGER
BUSINESS_UNIT
LEDGER
FISCAL_YEAR
LEDGER
BUSINESS_UNIT
ACCOUNT
ACCOUNT
ALTACCT
DEPTID
OPERATING UNIT
PRODUCT
FUND_CODE
CLASS_FLD
PROGRAM_CODE
BUDGET_REF
AFFILIATE
PSFLEDGER
ACCOUNT
ACCOUNTING_PERIOD
PRODUCT
FISCAL_YEAR
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PS_LEDGER
AFFILIATE_INTRA1
AFFILIATE_INTRA2
PROJECT_ID
BOOK_CODE
GL_ADJUST_TYPE
CURRENCY_CD
STATISTICS_CODE
FISCAL_YEAR
ACCOUNTING_PERIOD
PSCLEDGER PSFLEDGER
PS_LEDGER
This is the original, unique index from PeopleSoft Application Designer, which was left in place as the unique index. Change this index to reflect your own ChartField configuration. Because it is generated from Application Designer, making the record changes to the LEDGER record should produce the correct index for you.
Some platforms have a 16-column limit for indexes and this index already has 21 columns, and is not supported for some platforms (namely Microsoft SQL Server, DB2/Unix, and Informix). PeopleSoft software resolves this by creating 'Functional Indexes' behind the scene with index based on a field which is the concatenation of all the key fields.
While no PeopleSoft processes rely on the presence of the unique index on a table, your database manager should carefully consider any decision not to have one. A unique index is a data safeguard enforced by your database engine. It guards against duplicate data resulting from a process that does not work correctly or from invalid data in an SQL script.
Note: If you are a DB2 customer and you want to partition the dataset based on fiscal year, you might want to delete this index and replace it with a unique index that has Fiscal Year as the leading field.
See PeopleTools Documentation: PeopleSoft Application Designer Developer's Guide, "Understanding
Functional Indexes"
See PeopleTools Documentation: PeopleSoft Application Designer Developer's Guide, "Planning
Records, Control Tables, and TableSets"
PSALEDGER (All Platforms Except Oracle)
Experienced General Ledger customers recognize this index. This is the most efficient index for PS/ nVision reporting and also helps out the Closing and Summary ledger COBOL processes. Note that it is similar to the PSBLEDGER index except that it starts with Fiscal Year (so those processes that do have an equality for accounting period choose the "B" version over this one). The index also includes the Account
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Optimizing General Ledger Performance Chapter 8 field, thereby adding efficiency for any "where" clause selecting specific account values. This is an index you probably have to modify to reflect your own ChartField configuration. The last fields of this index should include the ChartFields with the highest cardinality that are usually entered and used in "where" clauses. Avoid adding all your ChartFields because that would create a great deal of overhead when any of the ChartFields are added or changed in the ledger. It is usually best to include the minimum number of fields to do the job in an index.
Note: If you are doing PS/nVision reporting on your summary ledger, be sure to create this index for the summary ledger record. See the notes under the PSBLEDGER index for additional thoughts on this topic.
PS_LEDGER (All Platforms Except Oracle)
PSALEDGER PSBLEDGER
ACCOUNT ACCOUNTING_PERIOD
FISCAL_YEAR
BUSINESS_UNIT
LEDGER
FISCAL_YEAR
LEDGER
BUSINESS_UNIT
The leading field on this index is the Account field. This index helps speed performance on all processes that access the ledger using a specific account selection. This includes the Trial Balance and General
Ledger Activity SQRs, as well as the COBOL processes of Closing and Consolidations. Online, this index helps in the budget entry process and the ledger inquiry pages. You need to modify this index for your own ChartField configuration. The leading fields on the index should be the ChartFields that are always entered and have the greatest cardinality. Because the Fiscal Year, Business Unit, and Ledger fields are consistently requested with the Account field, they are also on the index and should be appropriate on your version of the index.
PSBLEDGER
This index begins with the Accounting Period field and is called into use when the accounting period and fiscal year are specified without specific ChartField references. This enhances performance in the Closing
Trial Balance SQR, Closing and Summary Ledger processes, and the online budget copy process. You should be able to use this index as is without modifications.
Note: The summary ledgers delivered with the demo database (PS_S_LEDGER_ACCTS,
S_LEDGER_ACTDEP, and PS_S_LEDGER_SUM) realized performance gains in the summary ledger background process when this index was created for them. The "B" type of index might be beneficial for your own summary ledgers. Because this index is similar to the PSCLEDGER index, you might want to do some timings and analysis before deciding if the additional indexes on your own summary ledgers are worth the additional overhead during inserts and updates.
PS_LEDGER: (Oracle Only)
PSDLEDGER
BUSINESS_UNIT
PSELEDGER
FISCAL_YEAR
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PSDLEDGER
LEDGER
FISCAL_YEAR
ACCOUNTING_PERIOD
CURRENCY_CD
STATISTICS_CODE
ACCOUNT
PSELEDGER
ACCOUNTING_PERIOD
BUSINESS_UNIT
LEDGER
ACCOUNT
PRODUCT
PROJECT_ID
AFFILIATE
CURRENCY_CD
PSDLEDGER (Oracle Only)
This index is used in the same way the PSALEDGER index is used on the other platforms—to optimize performance in online processes, SQRs, and COBOL processes when the entire ledger key is not specified. Specifically, the Trial Balance and General Ledger Activity SQRs, the Closing and
Consolidations COBOL processes, and the budget and ledger inquiry online pages use it. The index leads off with the common fields of Business Unit and Ledger and includes more of the "where" clause columns than its PSALEDGER counterpart. As in the PSALEDGER version, when building this index on your production system you should change the Account field in the demo database to be the ChartFields you always enter that have the highest cardinality.
PSELEDGER (Oracle Only)
The closing process Closing Trial Balance SQR and the closing COBOL process primarily use this index. The summary ledger COBOL process also favors it. If you do not run either of those processes
(or run them infrequently), you might not need this index. To modify the index, replace the demo
ChartFields with your own. The leading ChartFields should be those you always enter that have the highest cardinality.
PSWLEDGER (Sql Server, DB2/UDB for Linux, Unix, and Windows, Informix)
The PSW<record name> index is used to build the search index for database platforms that have the 16– column limit on indexes. This index will not be a unique index, instead, the concatenated 'Functional
Index' plays the role of the unique index.
This index will be created with the first 16 key fields of the functional index. The recommendation is to customize the index to your need as followed: The first 5 columns of the PSW<record name> index should be: Business_unit, Ledger, Fiscal_year, Accounting_period, Account. The subsequent 11 columns should consist of the other ChartFields that are always entered and have the greatest cardinality. This index is very crucial to the performance of Post Journals and Post Budget Journals processes.
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PS_JRNL_HEADER (All Platforms)
The same analysis processes were applied to the JRNL_LN and JRNL_HEADER records, and the following indexes are delivered with your demo database as a result of this study:
PS_JRNL_ HEADER PSCJRNL_ HEADER PSDJRNL_ HEADER
BUSINESS_UNIT
JOURNAL_ID
PROCESS_INSTANCE
JRNL_HDR_STATUS
JOURNAL_ID
JOURNAL_DATE
JRNL_PROCESS_REQST JOURNAL_DATE
UNPOST_SEQ
PROCESS_INSTANCE
SYSTEM_SOURCE
PROC_PART_ID
BUSINESS_UNIT
LEDGER_GROUP
JRNL_PROCESS_REQST
JOURNAL_ID
BUSINESS_UNIT_IU
UNPOST_SEQ
BUSINESS_UNIT
PROCESS_INSTANCE
LEDGER_GROUP
JOURNAL_ID
JOURNAL_DATE
UNPOST_SEQ
Chapter 8
PS_JRNL_HEADER
This is the unique index created by PeopleSoft Application Designer. It is used each time the journal is referenced by the key values. This includes the OpenItem and SJE Status SQRs, posting and journal edit processes, and online journal inquiry and entry processes. You should not need to change this index for any ChartField configuration.
PSCJRNL_HEADER
Because the leading field on this index is PROCESS_INSTANCE, the index helped speed processing in the journal posting and journal edit jobs where the statements select from the journal header based on
PROCESS_INSTANCE. If you run those jobs, you want this index. You should not need to change it for any ChartField configuration.
PSDJRNL_HEADER
This index is used by the online system to obtain the journal headers and journal lines for InterUnit subjournals.
PS_JRNL_HEADER (All Platforms Except Oracle)
PSAJRNL_HEADER PSBJRNL_HEADER
ACCOUNTING_PERIOD JRNL_PROCESS_REQST
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PSAJRNL_HEADER
SOURCE
FISCAL_YEAR
BUSINESS_UNIT
LEDGER_GROUP
PSBJRNL_HEADER
BUSINESS_UNIT
LEDGER_GROUP
PSAJRNL_HEADER
This index is selected when the accounting period, source, and fiscal year are specified in the "where" clause. The sequence of the columns was chosen by cardinality for the demo database (source has seven unique values and accounting period has 12). You need to analyze your own system to determine which column should come first—source or accounting period. Choose the column with the greatest cardinality
(unique values). This index helps speed processing in the Trial Balance and General Ledger Activity
SQRs and in the online inquiry and journal unpost functions.
PSBJRNL_HEADER
This index helped the Posting process by indexing on the JRNL_PROCESS_REQST field. You should not need to change this index for ChartField configuration.
PS_JRNL_HEADER (Oracle Only)
PSEJRNL_HEADER
BUSINESS_UNIT
PSFJRNL_HEADER
JOURNAL_ID
LEDGER_GROUP
JRNL_HDR_STATUS
FISCAL_YEAR
ACCOUNTING_PERIOD
SOURCE
JRNL_HDR_STATUS
BUSINESS_UNIT
LEDGER_GROUP
PSEJRNL_HEADER (Oracle Only)
This index assists the processing of the SJE Status SQR and the Journal Post and Allocations processes.
No modifications should be necessary for ChartField changes.
PSFJRNL_HEADER (Oracle Only)
The only process that uses this index is the Allocations process. If you do not run that job, you should not need the index.
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PS_JRNL_LN (All Platforms)
PS_JRNL_LN PSDJRNL_LN
BUSINESS_UNIT
JOURNAL_ID
PROCESS_INSTANCE
BUSINESS_UNIT
ACCOUNT JOURNAL_DATE
UNPOST_SEQ
JOURNAL_LINE
LEDGER
PSFJRNL_LN
JOURNAL_DATE
BUSINESS_UNIT
UNPOST_SEQ
JOURNAL_ID
JRNL_LN_SOURCE
Chapter 8
PS_JRNL_LN
This is the unique index created by PeopleSoft Application Designer. It matches the keys on the parent record (PS_JRNL_HEADER) with the addition of the Journal Line field. This is used in processing when you update the journal line in the Posting and Journal Edit programs, and online Posting and Journal
Update processes.
PSDJRNL_LN
This index assists the batch processes in accessing the journal line information. It is used in the Journal
Edit and Journal Combo Edit processes, and should not require modification for ChartField changes. If the index is not chosen by the optimizer, update statistics for the table with histogram information.
For Oracle run the following command: Analyze table PS_JRNL_LN compute statistics for columns
(process_instance).
For DB2/Unix, run the following command: Runstats on table <owner>.PS_JRNL_LN with distribution and indexes all.
PSFJRNL_LN
This index is used by the GLAJES SQR report, Posting, Consolidations, Currency Translation, and
Allocations processes, as well as the online inquiry and posting pages.
PS_JRNL_LN (All Platforms Except Oracle)
PSAJRNL_LN PSBJRNL_LN
ACCOUNT JOURNAL_ID
BUSINESS_UNIT
CURRENCY_CD
JOURNAL_DATE
BUSINESS_UNIT
UNPOST_SEQ
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PSAJRNL_LN
This index facilitates those queries that look for a specific match on the Account ChartField. It includes the additional fields of Business Unit and Currency Code, because those fields are consistently included in the "where" clauses of these statements. It enhances performance in the GLAOITEM SQR, Journal
Posting COBOL process, and the online Journal Inquiry and Unposting processes. If changes are made to the ChartFields, you need to modify this. You should include the ChartField that is always entered and has the greatest cardinality in this index.
PSBJRNL_LN
The items in this index are similar to the unique index except that the sequence is different and the
JOURNAL_LINE field is left off. The JOURNAL_LINE field was eliminated because it is almost never referenced in "where" clauses. The sequence was changed because JOURNAL_ID is a highcardinality field and is frequently referenced in select statements. In the select statements that specify
JOURNAL_ID, the BUSINESS_UNIT, JOURNAL_DATE, and UNPOST_SEQ fields are also referenced; so these were included on this index in order of cardinality.
This index is frequently used: in the GLALEDGD, GLALEDGS and GLAJES SQRs as well as the
Posting, Consolidations, Currency Translation, and Journal Edit background processes. Online, it is used on the inquiry and posting pages. This index should not require changes for ChartField configuration.
Note: Consider adding the JOURNAL_LINE and LEDGER to the end of the PSBJRNL_LN index and making it the unique index (eliminating the existing PS_JRNL_LN index). This is an option because the order of the index columns can differ from PeopleSoft Application Designer field sequence.
PS_JRNL_LN (Oracle Only)
PSEJRNL_LN
BUSINESS_UNIT
CURRENCY_CD
ACCOUNT
PSEJRNL_LN (Oracle Only)
This index is comparable to the PSAJRNL_LN index, except that the sequence is different. Consistent with the cost-based optimizer approach, the more common fields (Business Unit and Currency Code) are included at the beginning of the index. The SQR processes of Trial Balance, General Ledger Activity, and
OpenItem Status use this index.
Optimizing Indexes
This section discusses how to optimize indexes.
Updating Statistics
Once the indexes are created, you must tell the system to use these new indexes by "updating statistics."
The specifics vary by platform (described in the following chart). After new indexes are created, or after inserting or deleting substantial rows of data from existing tables, you should run the update statistics
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Optimizing General Ledger Performance Chapter 8 procedure. The purpose of this procedure is to update the system tables with index and table information to assist the optimizer in choosing the most efficient index for an operation. If this procedure is not performed frequently, your system performance could suffer.
Platform Method to Update Statistics
DB2
ORACLE
Batch RUNSTATS process, by Table Space.
ANALYZE TABLE xxx COMPUTE STATISTICS
ANALYZE INDEX xxx COMPUTE STATISTICS
For large tables, it is faster to replace COMPUTE with
ESTIMATE. Determine through testing whether estimated statistics yield optimum access plans.
Table Seeding
Indexes are delivered for several temporary tables. These include tables such as LEDGER_TMP, which hold data only for the duration of a specific process. Because the tables are generally empty, running update statistics on the empty version of the table causes the optimizer to think that the table is always empty and to favor a full-table scan instead of using the index. For this reason, a script is available to seed these temporary tables with 100 rows of data for the purpose of updating the statistics on the index.
The script is delivered in your SQL subdirectory and is called SEEDGL with the SQL extension appropriate to your database platform. The script inserts 101 rows of data into the temporary tables and runs the update statistics command on the seeded table. The tables that are seeded are the and
PSTREESELECT05, PSREESELECT06, PSTREESELECT08, and PSTREESELECT10 to correspond to the length of the ChartFields delivered with the demo system.
If rows currently exist in your PSTREESELECTxx tables, you should not delete this data. The system populates these rows when you execute a PS/nVision report. These rows correspond to a control table named PSTREESELCTL, and if removed by them, result in incorrect data or no data in your PS/nVision report the next time you execute it.
Review each script before running to ensure that the key values loaded do not conflict with any that would be used by the existing system, and to determine if changes are needed for any specific modifications you might have done. When running the scripts in your production environment, be sure that you seed the PSTREESELECT tables that correspond to the field length of your ChartFields; these are the PSTREESELECT tables that are used in your environment.
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Note: If you are a DB2 customer, you can maximize the benefits of seeding these tables, by seeding them with the cardinality that is correct for your particular environment. A script named SEEDMULT.DMS is an example of seeding the PSTREESELECT06 table with correct cardinality. Use this version, rather than the above versions, when seeding the PSTREESELECT tables.
Table seeding is also needed for temp tables that are being reserved for Application Engine processes called from PeopleCode. The AE processes have a logic to update statistics of these temporary tables after each Insert. But each %UpdateStats requires an explicit commit, and since the commit is not allowed within an Application Engine program called from PeopleCode, therefore the %UpdateStats is not executed. To ensure that Sql statements referring to those temporary tables run well, we can try 2 things:
1– To leave the temporary tables with no statistics. That means never do any update statistics on these tables. If you had updated statistics of these tables when they were empty, you need to drop and recreate them. For Oracle, you can run the analyze table command with the option to delete the statistics. You then need to test the process to see if the performance is acceptable for you.
If having no statistics on the temporary table does not yield the performance required (like the case of table PS_COMB_EXP_TAOx of Journal Combination Edit process), then you need to seed the table by running an Application Engine trace of level 131, extract all the "insert into PS_COMB_EXP_TAOx"
Sql statements, and run them outside from the program to seed the table. Then run the update statistics command on the seeded table.
Physical Performance Considerations
Even the best index planning and execution cannot overcome performance problems caused by disk and index fragmentation. Fragmentation happens over time as records are deleted, updated, and added to the database. When new records are inserted, the system places the new information wherever space is available—not necessarily in the same location as the rest of the physical table. As records are deleted, gaps might be left in the physical space that the record occupied which can or cannot be filled in with new information. As the physical locations of these records become more spread out, the system must work harder to find the specific record you requested, and response time suffers. Both indexes and tables can become fragmented and hamper performance, so it is important to take the steps outlined in your database administration documentation to eliminate database fragmentation.
Using Partition IDs
When you have a large volume of transactions to process in a limited run-time, use partition IDs to enable the journal posting processes (GLPPPOST) to run in parallel. Partition IDs enable you to group your transaction data into mutually exclusive sets, ending contention between processes for the same row of data during posting. This eliminates possible delays due to halted processes and database rollbacks.
Only after your system has been in production for several months is it practical to implement partition
IDs. It requires reevaluation at regular periods to ensure your system stays within the limits of your batch run-time window.
It is crucial that you understand your data structure before attempting to use partition IDs. Analyze the volume of your transactions by business unit and ChartField, and divide them into transaction groups with roughly equal numbers of transactions. Using your analysis, create a business unit/ChartField combination scheme to classify the transactions into mutually exclusive data sets. Then, create a partition
ID for each a business unit/ChartField combination.
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You might want to monitor the duration of batch processing to ensure your partition IDs remain effective over time. This can provide advance warning of changes in your system's batch processing requirements, as well as changes in your business.
To use partition IDs, first, define them using the Partition ChartField Entry Process Partition page.
Then, specify your partition IDs in the request pages for the Journal Edit (GL_JEDIT) and Journal Post
(GLPPPOST) processes.
Related Links
"Partition ChartField Entry Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Using ADB Incremental Calculations
The ADB Calculation process (GL_ADB_CALCX) supports these optimizing features:
• Incremental calculations to compute the average daily balance.
This method leverages from prior period aggregate and ending balances to calculate the requested period average. All adjustments are automatically applied to the average balances before calculation of the requested period averages.
• Nonshared tables to process temporary data, including the tree selector tables.
• Archiving ledger data.
This includes the ADB ledger and the ADB target ledger which holds the calculated averages.
Other ways that the ADB Calculation process supports system optimization is that it enables customers to:
• Filter transactions posted the ADB ledger to control the volume of data.
• Partition the calculated averages to different target ledgers.
The process also enables the customer to specify a calendar ID to the target ledger. For example, customers can specify a monthly calendar to store the MTD balances.
Related Links
Understanding Average Balance Calculation
Updating Summary Ledgers Incrementally
Summary ledgers can be updated incrementally in the following ways:
• From Process schedule run option Increment.
• During posting to the detail ledger, thus keeping summary ledger synchronized with its detail ledger.
The objects and fields needed to support this feature are the following:
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• The Summary Ledger Stage Tbl (table).
This table is defined on the Ledger Template page. It is a copy of posted detail ledger transactions.
• The Status table (accessed from the Summary Ledger Status page).
This table contains a row for each business unit, summary ledger, fiscal year and accounting period
(summary). The Status table also includes a date time stamp with the date and time when the system writes the row into the status table.
• The Ledger Tmp (a summary ledger temporary table).
This table is defined on the Ledger Template page. It is a copy of the summary ledger table and is used when you specify incremental updating.
• The Enable Incremental Sum Ledger option on the Ledgers for a Unit Journal Post Options page.
This option indicates whether rows for business unit/detail ledger are staged.
If this option is not selected, the staging process is bypassed. When staging is bypassed, no summary ledger for this business unit/detail ledger can be incrementally updated.
• The Skip Summary Ledger Update option.
This option is located on both the Journal Post Request page and the User Preferences General Ledger page. It specifies whether to update summary ledgers during a specific run of a posting process.
• The Post to Summary Ledger option on the Ledger Set page.
This option enables a specific business unit/summary ledger to be incremented from posting.
The incremental summary ledger update process flow is as follows:
1. Summary Ledger process (initial summary ledger creation ):
• On the Summary Ledger process request page, if the Request Type is Create, the process creates initial summary ledger data for the given business unit/summary ledger/accounting periods.
• The process inserts a row into the Status table for each business unit/summary ledger/accounting period processed.
2. The Journal Post process:
• If the Enable Incremental Summary Ledger option is selected on the Ledger for a Unit - Posting
Options page, the process inserts rows into the Staging table with data posted to the detail ledger.
• If the Post to Summary Ledger option on the Ledger Set page is selected, the process incrementally updates the summary ledger from the Staging table. (See step 3 for details.)
3. Summary Ledger Process (incremental update ):
• For a given business unit and detail ledger, the process determines the summary ledgers and accounting periods to process based on the ledger set, the Post to Summary Ledger option, and the
Status table.
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Only combinations with status entries and with the Post to Summary Ledger option selected are processed.
• If the ledger has not yet been created, the process performs the creation directly from the ledger tables. Otherwise, it updates the ledger incrementally from the staging table.
• For each business unit/summary ledger/accounting period processed, the process inserts a row in the Status table.
• The process cleans up the Staging table by deleting rows with dttm_stamp earlier than the minute stamp of related status rows.
Note: If the incremental update is initiated from the Summary Ledger Process Request page, the Request
Type must be Increment.
Related Links
"Combining Accounts Using Summary Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
Optimizing PS/nVision Performance
This section discusses:
• Tree joins.
• Combination rules.
• Capturing SQL.
PS/nVision is a complex tool, capable of producing a great variety of reports from a variety of database tables. The SQL statements it generates are not necessarily complex, but they are very sensitive to the performance of the underlying database, especially in the following areas:
• Large tables (ledgers often have millions of rows) make efficient use of indexes essential.
• The use of trees and reporting (security) views cause multiple tables to be joined.
The efficiency with which the database processes these JOIN statements dictates most of the performance of PS/nVision.
Unlike traditional background reporting tools, PS/nVision supports interactive, focused reporting with a probing or querying approach to accessing the database. PS/nVision queries tend to be more numerous than traditional report writers are, but also more focused on the specific data that you want to see.
Tree Joins
PS/nVision relates tree node criteria to data tables by joining the data table to a tree selector table. This selector table contains a row for every detail range defined for the tree in the Tree Manager, and is keyed by PROCESS_INSTANCE (a system-generated constant number for all the rows representing a particular tree) and tree node number. Because some database platforms only join tables efficiently if the field sizes
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Chapter 8 Optimizing General Ledger Performance match, the system uses up to 30 selector tables, one for each supported ChartField length. Each selector table has RANGE_FROM_nn and RANGE_TO_nn columns matching the corresponding ChartField size.
The following code is a typical SELECT for selection via nodes on a single tree:
SELECT L.TREE_NODE_NUM, SUM(POSTED_TOTAL_AMT)
FROM PS_LEDGER A, PSTREESELECT06 L
WHERE A.LEDGER='ACTUALS'
AND A.FISCAL_YEAR=1991
AND A.ACCOUNTING_PERIOD BETWEEN 1 AND 9AND A.ACCOUNT>=L.RANGE_FROM_06
AND A.ACCOUNT<=L.RANGE_TO_06
AND L.PROCESS_INSTANCE=198
AND (L.TREE_NODE_NUM BETWEEN 16 AND 30
OR L.TREE_NODE_NUM BETWEEN 35 AND 40)
GROUP BY TREE_NODE_NUM
The parts of this statement in boldface accomplish the tree criteria selection. The GROUP BY clause returns an answer row for each node that has a detail range attached to it; these node numbers are used to post amounts from the answer set into the appropriate rows of the report.
Designing Indexes - Combination Guidelines
PS/nVision endeavors to retrieve the data for each report instance with as few SELECTs as possible. It examines all row criteria to determine which can be combined, and does the same for column criteria. It then builds a Select statement to retrieve each intersection of a combined group of rows with a combined group of columns. You should understand the following built-in rules when designing indexes:
• Different ledgers cannot be combined.
• Different TimeSpans cannot be combined.
• nPloded rows or columns cannot be combined with non-nPloded rows or columns.
• To be combined, two or more rows or columns must have criteria for the same set of ChartFields, and each ChartField's criteria must be of the same type (selected tree nodes cannot be combined with selected detail values).
• If criteria for a ChartField are specified by tree node, they can only be combined if they use the same tree.
• If the combined rows or columns have identical criteria for a particular ChartField, the criteria are included in the "where" clause but no "group by" on that field is required.
If different rows/columns in the group have different criteria, PS/nVision adds this field (or the corresponding tree node number) to the "group by" clause to retrieve a value for use in posting the answer set to the report.
• A single Select statement can retrieve amounts for multiple combined rows and columns.
• Different scope instances are retrieved with separate Select statements.
Capturing SQL
To examine the SQL produced by PS/nVision, capture the statements in one of two ways:
• Use the Options Trace option on the Excel menu.
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This causes PS/nVision to display each Select statement used for retrieving labels or amounts in a dialog. Select the text with the mouse, copy it to the clipboard, and paste the text into another application such as Notepad or a text editor. Then save the text to a file or work with it within the application.
Note: If you want to capture the SQL but do not want to wait for it to execute, select the Excel
Options Simulated Run option. PS/nVision generates all the SQL, but will not execute SELECTs for amounts.
• Select the PeopleTools SQL trace through the Utilities menu.
This causes all SQL statements executed by PeopleTools to be written to a file called
~DBG0001.TMP in the Windows TEMP directory (often C:\TEMP). This trace shows timings, but does not include SQL that was not executed due to the Simulated Run option.
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Chapter 9
Making General Ledger Journal Entries
Making General Ledger Journal Entries
These topics provide an overview of Oracle's PeopleSoft General Ledger journal entries and discuss how to:
• Create journal entries.
• Create interunit and intraunit journal entries.
• Post to the Summary Ledger table and the Summary Ledger Staging table.
• Create standard journal entries.
• Edit journal entries.
• Copy journal entries.
• Delete journal entries not yet posted.
• Use the Flat File Journal Import process (GL_JRNL_IMP).
• Use the Spreadsheet Journal Import process (GL_EXCL_JRNL).
Understanding General Ledger Journal Entries
This section discusses:
• Prerequisites.
• Journal components and processing.
• Journal entry identification and masks.
• Journal entry processing.
Prerequisites
You may want to set up security for your profiles and users for General Ledger:
• PeopleTools Security
Anyone who uses or accesses the general ledger must have a user ID. User IDs are defined in
PeopleTools, Security, User Profiles. Several pages require a user ID and validate against the user profile before admitting a user to the page.
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• ChartField Security
Consider securing data access based on a user's role in the organization. ChartField Security is designed to work in conjunction with other security features, such as business unit and ledger security.
ChartField security allows you to choose the ChartFields by which you want to configure access and rules that are specific to one or more products. It may further be used to configure access based on job function and activity. Restrict access to unauthorized ChartField values during journal entry or inquiry based on user, role or permission list.
See "Understanding ChartField Security (PeopleSoft FSCM 9.2: Application Fundamentals)".
• User Preferences
Many applications have application-specific preferences. In PeopleSoft General Ledger, these preferences are defined on the User Preferences - General Ledger page. Many of the preferences that are specified on this page apply to entering, editing, and processing journals. While you can restrict users to specific business units, tablesets, ledgers, and so forth, the user preferences pages define only default settings for pages and reports. They do not necessarily define security.
• Enable Document Sequencing for each business unit if you use document sequence numbers to number your journals sequentially and open item journals.
Related Links
"Defining Cross-Application User Preferences (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Understanding PeopleSoft Application Security (PeopleSoft FSCM 9.2: Application Fundamentals)"
Journal Components and Processing
At a minimum, a journal in PeopleSoft General Ledger consists of a header and journal entry lines. The header contains the information that uniquely identifies the journal (business unit, journal ID, and journal date) and options that enable you to quickly set up adjusting and reversing entries and foreign currencies.
Journal entry lines record the monetary and statistical amounts and the ChartField values associated with each transaction.
Once you enter the header and line information, your journals are ready for processing. However, if you want a greater degree of control over the journal entry process, you can incorporate:
• Control totals that ensure accuracy and are particularly helpful when you enter a large number of lines.
• Journal approval, based on rules that you define, to ensure that only those journals within the limits that you specify are approved for further processing.
• Document sequencing to track journal IDs sequentially.
In General Ledger, standard journal entries (SJEs) enable you to automate the entry of similar or identical journals. There are three types of SJEs: recurring, template, and spread. A recurring journal entry is any entry that is periodically generated according to a schedule, such as monthly rent, lease payments, and depreciation expenses. A template journal entry is a data-entry model for other journals that you can automatically reproduce on a fixed schedule—like recurring SJEs—or use on request. A spread journal entry is an entry in which the entire journal's amount is spread proportionately across the different periods.
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Chapter 9 Making General Ledger Journal Entries
Related Links
Understanding Journal Processing
Journal Entry Identification and Masks
When you create a new journal, the system prompts you with three keys that uniquely identify that journal: business unit, journal ID, and journal date. You can enter your own ID or let the system assign one. You can reuse the same journal ID throughout the year, or even within the same accounting period, changing only the date for each instance.
After you create a journal, you can search by document sequence number on these pages:
• Create Journal Entries - Find an Existing Value search criteria.
• Review Journal Status - Find an Existing Value search criteria.
• Open Item Maintenance.
• Review Open Item Status.
• Review Financial Information - Journals - Journal Inquiry Criteria.
The document sequence number for a journal also appears on:
• The Journal Entry Detail Report (FIN2001).
• The General Ledger Activity Report (GLS7002).
This table demonstrates an example where your subsidiaries and parent organizations can record monthly payroll transactions using the journal ID PAYROLL, because each journal is uniquely identified by business unit, journal ID, and date.
Business Unit
US002
Journal ID
PAYROLL
Date
September 4, 2XX2
Total Debits
400,000
US004
US002
US004
PAYROLL
PAYROLL
PAYROLL
September 4, 2XX2
September 18, 2XX2
September 18, 2XX2
430,000
420,000
440,000
Using these three keys to identify a journal makes finding, tracking, and organizing journals much easier.
It also makes it possible to copy related journals and group them by ID. You can use the same journal IDs and dates across business units.
The journal ID mask enables you to specify a prefix for naming journals when you are using NEXT to generate journal IDs. A 10-character alphanumeric ID identifies journals. The system automatically appends the prefix that you specify to the journal IDs. For example, if you specify ALLOC as the journal ID mask, and your journal ID on the flat file is NEXT, your allocation journal IDs might be
ALLOC00001, ALLOC00002, and so on.
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Warning! If you plan to use journal ID masks, reserve a unique mask value for the regular journal entry process. Ensure that your regular journal entry users communicate with users who perform other processes, such as consolidations and allocations, so that no other process creates the same mask value as that used in regular journal entry.
Journal Entry Processing
General Ledger offers several ways to process journals. After completing the header and line entries, save the journal from any of the journal entry pages or do one of the following on the Journal Entry - Lines page:
• Request to edit.
• Request to budget check.
• Request to budget pre check.
• Request to post.
Most users enter and save journals, leaving editing, budget checking, and posting for later.
Related Links
Understanding Journal Processing
Creating Journal Entries
This section discusses how to:
• Enter journal header information.
• Specify journal entry currency defaults.
• Specify exchange rate.
• Specify journal entry reversal options.
• Specify commitment control options.
• Enter journal line information.
• View T-account information.
• Specify journal search criteria.
• Initiate the calculate amount process.
• Use separate debit and credit.
• Retrieve a system rate.
• Enter an exchange rate manually.
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Chapter 9 Making General Ledger Journal Entries
• Calculate using the calculate rules.
• Select a journal entry template and journal line copy down options.
• View the journal audit log.
• Enter projects information.
• Access the secondary ledger lines.
• Use statistics codes.
• Specify journal entry totals.
• View journal entry errors.
• Specify journal entry approval options.
Pages Used to Create Journal Entries
Page Name Definition Name
Journal Entry - Header JOURNAL_ENTRY1
Journal Entry Currency
Default
Exchange Rate Detail
Journal Entry Reversal
Commitment Control
Attachments
JOURNAL_ENTRY_CUR
EXCH_RT_DTL
JOURNAL_ENTRY_RVR
JOURNAL_ENTRY_KK
JOURNAL_ATT_SEC
Navigation Usage
General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Header
Enter journal header 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.
On the Journal Entry - Header page, click Currency Defaults.
Enter the currency information that appears by default in the individual journal lines.
On the Journal Entry
Currency Default page, click
Exchange Rate Detail.
Shows the exchange rate details based on the information that you entered on the Journal Entry Currency
Default page.
On the Journal Entry - Header page, click Reversal.
Specify the date of an automatically reversed entry.
On the Journal Entry - Header page, click Commitment
Control.
Specify the commitment control amount type for a journal if you use the commitment control option.
On the Journal Entry - Header page, click Attachments.
Attach relevant and useful files that are related to the journal entry.
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Page Name
Journal Entry - Lines
Journal Entry Template List
Selection Criteria
Change ChartField Values
Search Audit Logs
Secondary Ledger Lines
T-Account
Journal Entry - Totals
Definition Name
JOURNAL_ENTRY2_IE
JOURNAL_ENTRY_TMP
JRNL_SRCH_SEC
JRNL_SUSP_CF_SEC
FS_AUDITLOG_SEARCH
JOURNAL_ENTRY_SEC
TACCOUNT_VIEW_SEC
JOURNAL_ENTRY_T_IC
Navigation Usage
General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Lines
Record the transactions making up the journal—the debit and credit entries. Once you enter the header and lines, you can request further processing on the page.
On the Journal Entry - Lines page, click Template List.
Select the template that defines which columns appear in the lines scroll area. Also specify the field values to be copied down to new lines when you click the Insert
Journal Lines button.
On the Journal Entry - Lines page, click the Search Criteria link.
Specify search values for any or all fields listed.
On the Journal Entry - Lines page, click Change Values.
Apply changes to all displayed journal lines by entering the existing field value and the correct value.
On the Journal Entry - Lines page, click View Audit Logs.
View the audit trail for the journal entry.
Click the Secondary Lines button on the Journal Entry -
Lines page.
View secondary ledger lines.
Click the T-Account link on the Journal Entry - Lines page.
Check the effect of a particular line on the relevant balance (same ChartField combination) directly from the Journal Entry - Lines page. Enable the T-Account field to appear on the Lines page by selecting a Journal
Entry Template that includes the T-Account field. The
T-Account field is located on the Miscellaneous tab of the Journal Entry Template page (PeopleSoft FSCM 9.2:
Application Fundamentals)
for selection.
General Ledger, Journals,
Journal Entry, Create Journal
Entries, Totals
Specify control debit and credit amounts, unit value of statistical entries, and the number of lines. These controls enable you to enforce a greater degree of control over the journal entry process.
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Chapter 9 Making General Ledger Journal Entries
Page Name
Journal Entry - Errors
Journal Entry - Approval
Definition Name
JOURNAL_ENTRY_E_IC
JOURNAL_ENTRY_A_IC
Navigation Usage
General Ledger, Journals,
Journal Entry, Create Journal
Entries, Errors
Determine which errors the system encountered.
General Ledger, Journals,
Journal Entry, Create Journal
Entries, Approval
Select the current journal for approval if you use
PeopleSoft Workflow to approve journals for posting.
Journal Entry - Header Page
Use the Journal Entry - Header page (JOURNAL_ENTRY1) to enter journal header 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
Image: Journal Entry - Header page
This example illustrates the fields and controls on the Journal Entry - Header page. You can find definitions for the fields and controls later on this page.
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Note: This page or related pages operate in deferred processing mode. Most fields are not updated or validated until you save the page or refresh it by clicking a button, link, or selecting a tab. This delayed processing has various implications for the field values on the page—for example, if a field contains a default value, any value that you enter before the system updates the page overrides the default. The system updates quantity balances or totals only when you save or click the Calculate Amount button.
Journal ID
Date
Long Description
Ledger Group
Auto Generate Lines
Ledger
If the Use Next Journal ID option is selected for your user preference, the Journal field is unavailable and automatically changes to NEXT.
When you save the journal, the system automatically assigns the next journal ID to the journal.
Determines the period to which the system posts the journals,
unless it is an adjusting entry. For business units using a holiday list ID, the journal entry page requires that journal date be a working day, regardless of the accounting period. If you initially enter a date on a non-working day, you'll receive an error message suggesting the next working day. You must manually enter this or another working date before entering journal entry pages.
Enter text that describes the purpose of the journal or explain any anomalies in the transaction. The first 30 characters of your description appear in prompt lists for this journal.
Select the ledger group to which this journal posts.
Select this check box if the ledger group contains multiple ledgers.
If the Keep Ledgers in Sync (KLS) option for MultiBook ledgers is selected on the Ledger Group - Definition page, the
Auto Generate Lines check box should always be selected, which enables the system to generate journal lines automatically to support transaction detail for each ledger in the group. For example, suppose that you enter a two-line journal entry for a ledger group that contains three ledgers, the journal entry or edit process generates two lines for each ledger.
Enter a ledger within the ledger group to indicate that all the journal lines must be posted to that ledger, or leave this field blank to indicate that the journal lines can be distributed to secondary ledgers. Use this field only if the ledger group contains multiple ledgers, KLS is off, and the Auto Generate
Lines option is not selected. If the ledger group is a commitment control ledger group, you must select a ledger.
Once you start entering journal lines, you cannot change the values in the Ledger Group, Auto Generate Lines, or Ledger fields. Otherwise, your journal lines would be out of sync with your journal header.
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Chapter 9
Adjusting Entry
Making General Ledger Journal Entries
Select Adjusting Entry if this is an adjusting entry. When you select to create an adjusting entry, the Period field becomes available and you can select the adjustment period to which you want the entry to post. The periods (and fiscal year) from which to select are prompted from the adjustment periods and adjustment years as defined in the Open Period Update page that is associated with the ledger group for the anchor business unit of the journal.
If this is a Non-Adjusting Entry, you cannot change the accounting period value. The journal date determines the accounting period to which the entry posts based upon the calendar that is defined within the Ledgers For A Unit page for the primary business unit of the journal.
Note: Year-end adjustments are segregated from the regular accounting periods to prevent the distortion of period-to-period results. They are recorded in special adjustment periods (as defined on the detail calendar). They are posted to the target ledger in the adjustment year and period that are designated as the default on the Open Period Update page. (You can override the default adjustment period on the Journal Header page.) You can post prior year adjustments while processing the current year activity, as long as you have associated that prior year with the adjustment period on the Open Period Update page. If the adjustment period and associated fiscal year are not designated as open on the Open Period Update page, a warning message notifies you that the journal cannot post to the closed period.
Note: When journals are loaded from an external source,
there may be a discrepancy between the fiscal year on the
Journal Header page and the fiscal year that is open for the corresponding adjustment period on the Open Period Update page. By default, the Journal Edit process selects the fiscal year from the Open Period Update page that is associated with the open adjustment period, changes the fiscal year on the header and processes the journal as valid. You can specify the journal edit handling on the General Ledger Definition – Journal
Options page for the Adjustment Year Not Exist field value to control this behavior. The Override field value is the default option, which allows the Journal Edit process to change the fiscal year on the header to the fiscal year that is associated with the open adjustment period (Open Period Update page), thereby passing validation. The Recycle option assumes that the original fiscal year on the adjustment journal header is correct, but since it is not the year that is associated with the open adjustment period, the journal will be in error.
See Defining Journal Processing Options for a Business Unit.
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Source
Reference Number
Fiscal Year
Period
SJE Type (standard journal entry type)
See "Open Period Mass Update Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
Determines various options for entering and editing journals.
Select a journal source that best represents how the journal should be processed. Once you start entering journal lines,
however, you cannot change the journal source selection if the journal is originally created using the Journal Entry component.
Refers each journal back to a document, person, invoice, date, or any other piece of information that helps you track the source of the transaction.
For a non-adjusting journal entry, this field is populated based upon the journal date and the calendar that is associated with the ledger group on the Ledgers For A Unit page of the anchor business unit of the journal. For a journal that you designate as an adjusting entry, this field value default is based upon the adjustment year that is defined on the Open Period Update page,
which is associated with the adjustment period that you select on the Journal Header. You can change the adjustment year for posting on the Open Period Update page.
Note: The adjustment year that is populated on the journal header is derived from its associated adjustment period (as defined on the Open Period Update page) that you selected on the journal header. If the adjustment year on the header is not designated as open on the Open Period Update page, you receive a warning that the journal cannot be posted.
For a non-adjusting journal entry, this field is populated based upon the journal date and the calendar that is associated with the ledger group on the Ledgers For A Unit page of the anchor business unit of the journal. For a journal that you designate as an adjusting entry, this field becomes available and is populated based upon the adjustment period that is designated as the default on the Open Period Update page. You can change the adjustment period by clicking the prompt that displays a list of valid adjustment periods (as defined on the detail calendar).
Select the one to which you want the adjusting entry posted. The fiscal year associated with the selected adjustment period (on the Open Period Update page) is the journal header fiscal year.
Leave this field blank if this is not a standard journal. Select
Model if this is a model journal that you use to create other standard journals. There are several process restrictions on a model SJE journal. It cannot be budget checked, posted, or submitted to workflow approval, and journal edit does not calculate value-added tax (VAT) or subtract inclusive VAT amounts from the journal line. In addition, once validated by the journal edit process, the model journal cannot be changed or deleted.
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Chapter 9 Making General Ledger Journal Entries
ADB Date (average daily balance date)
Journal Class
Save Journal Incomplete Status
Autobalance on 0 Amount Line
Note: Model journals must be edited and if it is valid the system assigns it a status of M.
Enter the date that you want to use for calculating average balances. (Enter this only if the ledger to which this journal posts supports ADB reporting.) Normally, the ADB date is the same as the journal date. The ADB date determines the period for which the average balance is calculated. If you have selected the Maintain Regulatory Balances option for the ledger on the
Ledgers For a Unit - Definition page, the system calculates the average balance for both periods.
Select this field for General Ledger journal entry transactions only. Journal classes enable you to categorize journal entries for reporting, as well as for journal entries loaded from non-
PeopleSoft systems.
This field also appears for SJEs and copy journals. And both of these options enable you to copy the journal class entered in the source journal to specified target journals.
The journal suspense correction journal contains the same journal class value as the journal in error.
The Journal Import process (GL_JRNL_IMP) supports importing a journal class field value from a flat file.
Select this check box when you are unable to enter all journal transactions and anticipate finishing the entries at a later time.
When selected, you can enter incomplete journal transactions and save them with a status of T - Journal Entry Incomplete. If you use the batch edit, posting, or budget checking process, the journal is bypassed until you complete your entries and deselect the check box.
When you complete the journal, deselect the check box.
The Save Journal Incomplete Status check box matches the value of the same check box on the User Preferences - General
Ledger page.
Select this check box to enable control of the balancing behavior of journals when the balancing ChartField value is modified and when the line has a zero amount. When selecting this option, balancing occurs on the balancing ChartField (as defined for the ledger group or the activated account balancing attributes, Book
Code or Balance Sheet Indicator) and the system assigns the journal balancing amount to the journal line with a zero amount upon saving the journal. If there is more than one line with a zero amount, the autobalancing will occur for the zero amount line of the ChartField value that you choose to modify. If the
Autobalance on 0 Amount Line check box is not selected, the
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Transaction Code
(USF) Agency Location Code
Currency Defaults
Reversal
Commitment Control
Attachments
Chapter 9 system does not update the zero amount line upon saving the journal.
See "PeopleSoft General Ledger 8.9 and 9.0 Documentation
Update for Journal Header Autobalance Option" in
MyOracleSupport.
Select the code to indicate the appropriate interunit and intraunit payable or receivable account.
The journal suspense correction journal contains the same transaction code value as the journal in error.
Enter an ALC code to identify cash entries or adjustments made directly to the General Ledger by journal entry and to report them on the U.S. Federal Government SF224 reports.
Journal entries made directly to General Ledger are typically made to record small amounts of undeposited cash.
Click to open the Journal Entry Currency Default page where you enter the currency information that appears by default to the individual journal lines. The currency default that you select also appears as part of the link.
You can generate a reversing entry (as with an accrual) when you post this entry. Click this link to select the date of the reversing entry on the Journal Entry Reversal page. This link also displays your reversal preferences.
Click to access the Commitment Control page, where you specify the commitment control amount type for a control budget. This link is available only if you enabled commitment control for General Ledger from the Installation Options -
Products page.
Click to access the Attachments page (JOURNAL_ATT_SEC) where you can attach any relevant files that are related to the journal entry. The Attachments link on the Journal Header page displays the number of attachments that are included with the journal entry. If you have enabled approval workflow, you can select to show or not show the attachments to the approvers.
Each attachment is assigned a unique attachment ID and attachment information is stored on a single cross reference table, PV_ATTACHMENTS.
See "Administer File Attachments Page (PeopleSoft FSCM 9.2:
Supplier Contract Management)".
Related Links
Understanding Average Balance Calculation
"Understanding User Preferences (PeopleSoft FSCM 9.2: Application Fundamentals)"
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"Journal Class Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Journal Entry Currency Default Page
Use the Journal Entry Currency Default page (JOURNAL_ENTRY_CUR) to enter the currency information that appears by default in the individual journal lines.
Navigation
On the Journal Entry - Header page, click Currency Defaults.
Image: Journal Entry Currency Default page
This example illustrates the fields and controls on the Journal Entry Currency Default page. You can find definitions for the fields and controls later on this page.
Transaction Currency
Currency Code
Rate Type
Exchange Rate
Override the default base currency by selecting a value. You can do this only if the Foreign Currency Per Journal option specified on Journal Source, Ledgers For A Unit, and General Ledger
Definition, Currency Options page is not set to No Foreign
Currencies.
If the Foreign Currency Per Journal option is set to Only One
Foreign Currency, you must specify that foreign currency here.
Later, when you are entering journal lines, their transaction currency values can be equal to the foreign currency or to the base currency.
Appears by default as the base code currency for the ledger group.
Enter the rate type, which is used to convert amounts.
Defaults to the current exchange rate based on your selections.
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Currency Effective Date
Get Rate
Exchange Rate Detail
Chapter 9
Appears by default from the journal date, but you can override it.
After you change the transaction currency, rate type, and/or currency effective date on this page, click this button to get the new exchange rate retrieved from the system setup table based on the new information that you just entered.
Click this link to access the page that displays exchange rate detail information.
Related Links
Understanding Multiple Currency Processing in General Ledger
Exchange Rate Detail Page
Use the Exchange Rate Detail page (EXCH_RT_DTL) to view the exchange rate details based on the information that you entered on the Journal Entry Currency Default page.
Navigation
From the Journal Entry Currency Default page, click Exchange Rate Detail.
See "Establishing Market Rates (PeopleSoft FSCM 9.2: Global Options and Reports)".
Journal Entry Reversal Page
Use the Journal Entry Reversal page (JOURNAL_ENTRY_RVR) to specify the date options for an automatic reversal entry.
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Navigation
From the Journal Entry - Header page, click the Reversal. link.
Image: Journal Entry Reversal page
This example illustrates the fields and controls on the Journal Entry Reversal page. You can find definitions for the fields and controls later on this page.
Select the appropriate reversal option:
Do Not Generate Reversal
Beginning of Next Period
End of Next Period
Assumes no automatic reversal of this entry. This is the default.
Creates a reversing entry dated the first business day of the next accounting period. It uses the holiday list ID that you assigned to the business unit on the General Ledger Definition
- Definition page to determine the first business day. If the business unit is not assigned a holiday list ID, the reversing entry is dated the first day of the next accounting period.
If the journal is an adjusting journal, the reversing entry is dated the first business day of the first accounting period of the next fiscal year.
Creates a reversing entry dated the last business day of the next accounting period. It uses the holiday list ID that you assigned to the business unit on the General Ledger Definition
- Definition page to determine the last business day. If the
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Next Day
Adjustment Period
On Date Specified By User
business unit is not assigned a holiday list ID, the reversing entry is dated the last day of the next accounting period.
If the journal is an adjusting journal, the reversing entry is dated the last business day of the first accounting period of the next fiscal year.
Creates a reversing entry dated the next business day. It uses the holiday list ID that you assigned 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.
Creates a reversing entry to the adjustment period that you select. When you select this option, enter the adjustment period and reversal date. Enter these values in the corresponding
Adjustment Period and Reversal Date fields. The system uses the reversal date to populate the journal date and fiscal year of the reversing entry.
If you enter a date on a nonworking day and there is a holiday list ID assigned to the business unit, you'll receive an error message. The system won't reset the reversal date, and you must reenter a date that is a working day.
Enables you to select any date in the calendar. When you select this option, you must also enter the reversal date.
If you enter a date on a nonworking day, and there is a holiday list ID assigned to the business unit, you'll receive an error message. The system won't reset the reversal date; you must reenter a date that is a working day.
ADB Reversal
If the ledger group supports average daily balance reporting, you must select the method that is used to populate the ADB date of the reversal entry.
Same as Journal Reversal
Creates a reversing entry with the same ADB date as the one selected in the Reversal group box, so that the journal date and
ADB date of the reversing entry are the same.
On Date Specified by User
Enables you to select any date in the calendar. When you select this option, you must also enter a value in the ADB Reversal
Date field.
If you enter a date on a nonworking day, and there is a holiday list ID assigned to the business unit, you'll receive an error message. The system won't reset the ADB reversal date for you; you must reenter a date that is a working day.
If you specify an ADB reversal date that is on or before the
ADB date, you will receive an error message.
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Important! Reversals are identified as valid and ready to post when the Post process creates them, and you do not need to edit them. When the journal date falls within the journal dates, fiscal year, and open periods specified on the Journal Post page, the system posts reversals as soon as they are created.
Related Links
"Understanding Multiple GAAPs and Prior Period Adjustments (PeopleSoft FSCM 9.2: Global Options
and Reports)"
"Understanding Accounting Calendars Based on Open and Close Periods (PeopleSoft FSCM 9.2:
Application Fundamentals)"
"Understanding Accounting Calendars Based on Open and Close Periods (PeopleSoft FSCM 9.2:
Application Fundamentals)"
"Setting Up and Using Multibook Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
Journal Entry - Commitment Control Page
Use the Commitment Control page (JOURNAL_ENTRY_KK) to specify the commitment control amount type for a journal if you use the commitment control option.
Navigation
On the Journal Entry - Header page, click the Commitment Control link.
See Entering and Processing Commitment Control Journal Entries in General Ledger.
Related Links
"Understanding PeopleSoft Commitment Control (PeopleSoft FSCM 9.2: Commitment Control)"
"Defining Detail Calendars (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Understanding Accounting Calendars Based on Open and Close Periods (PeopleSoft FSCM 9.2:
Application Fundamentals)"
"Understanding Multiple GAAPs and Prior Period Adjustments (PeopleSoft FSCM 9.2: Global Options
and Reports)"
Understanding Average Balance Calculation
Journal Entry - Lines Page
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to record the transactions making up the journal—the debit and credit entries.
Once you enter the header and lines, you can request further processing on the page.
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Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines
Image: Journal Entry - Lines page (1 of 4)
This example illustrates the fields and controls on the Journal Entry - Lines page (1 of 4). You can find definitions for the fields and controls later on this page.
Image: Journal Entry - Lines page (2 of 4)
This example illustrates the fields and controls on the Journal Entry - Lines page (2 of 4). You can find definitions for the fields and controls later on this page.
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Image: Journal Entry - Lines page (3 of 4)
This example illustrates the fields and controls on the Journal Entry - Lines page (3 of 4). You can find definitions for the fields and controls later on this page.
Image: Journal Entry - Lines page (4 of 4)
This example illustrates the fields and controls on the Journal Entry - Lines page (4 of 4). You can find definitions for the fields and controls later on this page.
Note: The columns that appear on this page are controlled by your choices on the journal entry template
(click Template List link), as well as by clicking the Personalize link to hide or sort columns.
Note: This page or related pages operate in deferred-processing mode. Most fields are not updated or validated until you save the page or refresh it by clicking a button or link or selecting a tab. This delayed processing has various implications for the field values on the page. For example, if a field contains a default value, any value that you enter before the system updates the page overrides the default. Another implication to keep in mind is that the system updates quantity balances or totals only when you save or when you click the Calculate Amount button.
Process
To perform a task, select the task that you want to perform and click this button. Values are:
Budget Check Journal: Select to run the Commitment Control
Budget Processor process (FS_BP) to check the journal lines for
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Copy Journal: Select and click the Process button to access the
Journal Entry Copy page. Enter changes in journal information for the newly copied journal.
This is an online copy journal version of the journal copy process that is done using PeopleSoft Process Scheduler.
Descriptions for the fields on this page are the same as those described in the section for the copy journal using PeopleSoft
Process Scheduler.
Delete Journal: Deletes the current journal. There are two journal deletion methods: Physical Delete or Logical Delete.
The system's treatment of deleted journals depends upon which
Journal Delete method that you selected on theInstallation
Options - General Ledger page (PeopleSoft FSCM 9.2:
Application Fundamentals).
Edit Chartfield: Initiates the journal ChartField Edit process
(GL_JEDIT_CF0) to verify whether the journal has any
ChartField-related errors, including ChartField edit, combo
ChartField edit, and alternate account edit.
Edit Journal: Initiates the Journal Edit process (GL_JEDIT_0) immediately.
Post Journal: Initiates the Journal Post COBOL process (
GLPPPOST) immediately. If the journal requires validation,
the Journal Edit process automatically initiates prior to posting.
If you are using PeopleSoft Workflow and require approval,
you'll receive an error message if you select this option for unapproved journals.
Print Journal: When you choose this option and click the
Process button, the system creates the Journal Entry Detail report (GLX7501, or GLX7502 for separate debit and credit),
which is a printed copy of the journal in BI Publisher format.
Note: When you select Print Journal in the Process field and click the Process button, Report Manager and Process Monitor links become available on the Journal Entry - Lines page.
Refresh Journal: Retrieves this journal from the database to the page again. You can do this when you think others may have changed the journal after you originally retrieved it.
Submit Journal: Initiates journal approval through workflow processing. If you are not using PeopleSoft Workflow, you'll receive an error message when you select this option. When
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Chapter 9
Template List
Search Criteria
Change Values
View Audit Logs
Making General Ledger Journal Entries submitted, the worklist items for the user who submitted the journal is marked as worked.
Note: For the sake of efficiency, you can edit journals and post later using background processing. If you want to edit and post more quickly, however, you can select the options listed on this page.
Edit / Pre-Check: This selection only appears if Enable Budget
Pre-check was selected for General Ledger on the Installation
Options - Commitment Control page (Set Up Financials/Supply
Chain, Install, Installation Options, Commitment Control),.
When you select Edit / Pre-Check, the journal will be edited and run through the Budget Processor. However, the Budget
Processor will only check the journal and the funds will not be reserved. For example, Commitment Control amounts will not be posted to LEDGER_KK.
Click to access the Journal Entry Template List page in which you specify a previously created template that defines the columns that appear in the Lines scroll area. Fields are visible on journal lines unless you create specific journal entry templates to make them unavailable.
See Journal Entry Template List Page.
See "Journal Entry Template - ChartField Page (PeopleSoft
FSCM 9.2: Application Fundamentals)".
This link appears after you save the newly entered journal or when you bring up an existing journal. Click the link to access the GL Journal Entry Processing page, where you can specify search values for any or all fields listed.
Click this link to access the Change ChartField Values page to make global changes to the ChartField values to use in your journal entry. Enter the existing field value and the desired value. The change is applied to the journal lines that appear in the Line scroll area. This link does not appear for journals that have been posted.
Click this link to launch a new window, which accesses the
Search Audit Logs page where you can view an audit trail of the journal events. This page includes information such as user
ID, event code, event name, event date and time of the journal processes such as create, delete, edit, mark-to-post, mark-tounpost, post, unmark-to-post, unmark-to-unpost, unpost and update.
Note: The Search Audit Logs page accesses journal events that are populated in the GL Journal Audit record (GL_AUD_JRNL) if the corresponding events are enabled for audit logging.
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Inter/IntraUnit
Errors Only
Line
See Enabling Journal Audit Logging.
Click to display the number of rows per interunit or intraunit group box.
Select to refresh the Line scroll area with only journal lines that contain errors. To move sequentially through all journal lines having errors, click the first row arrow to the left of the chunking text box to move to the first line of the journal before selecting the Errors Only check box.
The First Row and Last Row arrow buttons on the outer left and right go to the beginning and end of the journal lines,
respectively. The Previous Group and Next Group arrow buttons, on the inner left and right respectively, display journal lines in increment of the number that you entered in the chunking field. Selecting any of these arrow buttons automatically refreshes the screen. If you have specified search criteria, this navigation (or chunking) displays lines that match the search criteria in the specified chunks. For example, suppose that you specify 10 lines be displayed and in the search criteria,
you want all journal lines for department 100 to appear. The system displays an initial ten lines that contain department 100.
By clicking the arrow buttons as they are available, you can display the next 10 lines or the previous ten lines, and so on. All changes to the journal must be saved before using these buttons.
Enter the incremental number of lines in the chunking text box that you want to retrieve.
T-Account Page
Use the T-Account page (TACCOUNT_VIEW_SEC) to check the effect of a particular line on the relevant balance (same ChartField combination) directly from the Journal Entry - Lines page. Enable the
T-Account field to appear on the Lines page by selecting a Journal Entry Template that includes the T-
Account field. The T-Account field is located on the Miscellaneous tab of the Journal Entry Template page (PeopleSoft FSCM 9.2: Application Fundamentals) for selection. Once you have enabled the T-
Account field within a Journal Entry Template, make sure you have selected that particular template by clicking the Template List link from the Lines page.
The T-Account feature includes Multibook capabilities as well as Separate Debit and Credit functionality.
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Chapter 9 Making General Ledger Journal Entries
Click the T-Account link from the Lines page to access the T-Account page, which opens in a modal window:
Image: T-Account pageT-Account
This example illustrates the fields and controls on the T-Account page. You can find definitions for the fields and controls later on this page.
Business Unit, Ledger and
ChartField Combination
Current Balance
Projected Balance
This section displays the combination of field values of the journal line for which you have selected the T-Account link to access this page. In the example shown, the highlighted line with the amount of -42,500.00 is recorded using the ChartField combination as displayed in this section.
This amount reflects the current ledger balance (prior to the posting of the highlighted journal line) of the selected line’s
ChartField combination (in the example, Account 400000 for the PRNTRS product within Department 21000.
The second line reflects the selected journal line amount. In the
T-account, it is displayed as a proposed addition to the current balance.
This amount reflects what the ledger balance of the selected
ChartField combination would be if the selected journal line is posted. In this example, it is the sum of -190,803.06 and -42,
500.00.
Journal Lines Chunking
Lines are displayed in chunks as determined by the number of lines you enter in the chunking text box, starting from the current top line in the journal lines grid. All changes must be saved before changing this number.
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Journal Lines Additions, Deletions, and Calculations
You can add journal lines, delete journal lines, and use the journal line calculator.
Lines to add:
Enter the number of lines that you want to add when you click the Insert Journal Lines button to the right.
To add additional lines to the scroll, enter the number of lines to add in the Lines to add field, and click the Insert Journal Lines button.
Select the check box next to any journal line that you want to delete, and click the Delete Selected Journal Lines button.
Click the Calculate Amounts button in conjunction with the option that you select in the Calculate field on each line to calculate the amount, base amount, or exchange rate given two of the three values.
See Initiating the Calculate Amount Process.
Related Links
"Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Setting Up Entry Events (PeopleSoft FSCM 9.2: Application Fundamentals)"
Selection Criteria Page
Use the Selection Criteria page (JRNL_SRCH_SEC) to specify search values for any or all fields listed.
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Chapter 9 Making General Ledger Journal Entries
Navigation
On the Journal Entry - Lines page, click the Search Criteria link.
Image: Selection Criteria page
This example illustrates the fields and controls on the Selection Criteria page. You can find definitions for the fields and controls later on this page.
*
_
When you enter the search criteria, the GL Journal Line Number field displays the starting line number for your search. For example, if you enter 1 here and 10 in the number of lines text box next to the Errors
Only check box on the Journal Entry - Lines page, the system retrieves journal lines 1 through 10. Enter the selection criteria, including any wildcards. These wildcards assist you in finding the exact information that you need. Unless you enter one of the following wildcards, General Ledger assumes that you want an exact match:
%
Match one or more characters. For example, to look for all accounts beginning with a "2", use "2%".
Match one or more characters. For example, use "2*".
Match any single character. For example, use "20000_".
?
Match any single character. For example, use "20000?".
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!
If first character, negate the user (not equal or not like). For example, "!5%" retrieves all values that do not begin with a "5".
~
Tilde—represents a blank character—this should not be used with any other characters or wildcard symbols.
Escape character—do not treat the next character as a wildcard.
\
For example, you could search for a blank in the Account, Operating Unit Department, Product, Project
ID, Affiliate and Foreign Currency Code fields by entering a tilde (~) in each field.
Return to the journal Lines page.
Initiating the Calculate Amount Process
The Calculate Amount process examines changes in the amount-related fields (such as foreign currency, foreign amount, rate type, exchange rate, base currency, and monetary base amount). It calculates the unchanged field based on the system rule or the specified rule in the Calculate field. If none of the amount-related fields are changed on a particular line, no calculation process is initiated on that line even if you click the Calculate Amount button. After the value is calculated, the journal totals and balancing
ChartFields totals are updated to reflect the new totals.
The Calculate Amount process is automatically initiated in the following situations:
• When you save the journal, including when you click the Save button, run remote journal edit, run remote journal ChartField edit, run remote call journal post, run remote call budget checking, select copy journal, or submit the journal to workflow.
• When you click the Insert Journal Lines button to insert new lines.
• When you click the Delete Selected Journal Lines button to delete lines.
• When you click the Secondary Lines (>>) button to access the Secondary Lines page.
• When you click the Exchange Rate Detail (>>) button to view the exchange rate detail.
• When you click the VAT link to access the VAT page.
• When you change the business unit or ledger value on the line.
• When you use the SpeedType page to select a speed type.
The Calculate Amount process performs the following steps:
1. For each journal line on the journal line grid, the system compares all field values with the prior values stored in the buffer to determine whether there are any changes.
2. If there are any changes on foreign currency, rate type, exchange rate, or base currency, the system determines the new exchange rate.
This also initiates exchange rate checking before the new exchange rate can be accepted. The new exchange rate is then converted to rate multiplier and rate divisor values.
3. If there are any changes in foreign amount, exchange rate, or base amount, the system calculates the unchanged amount based on the system rule or the rule that you specify in the Calculate field.
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Chapter 9 Making General Ledger Journal Entries
4. The system then adjusts the journal totals and balancing ChartField totals to reflect the new totals.
Even if there is no amount field change, but there is a ChartField value changed, the system adjusts the balancing ChartFields totals accordingly.
5. If it is a MultiBook ledger group with auto-generate lines turned on, the system also reflects the changes to the corresponding secondary ledger lines.
6. If the account is a VAT-applicable or VAT account, the journal VAT rows reflect the new values.
Note: Online Journal Entry uses deferred processing, which reduces the number of trips to the server.
However, the Business Unit and Ledger fields on the journal line grid use non-deferred processing.
The main reason is because changes to these two fields can change the base currency value. Without refreshing the base currency value immediately, it could become confusing. The Business Unit field value usually remains the same unless it is an interunit journal. You can change the ledger value only when it involves a KLS-off MultiBook ledger group with auto-generate lines turned off and when a blank ledger value is on the journal header. Because both are rare occurrences, server trips should not be an issue in most instances.
Encountering Errors in the Calculate Amount Process
The Calculate Amount process performs various checks, including separate debit and credit amount checking, as well as exchange rate checking. When the process encounters an error, an error message appears and the Error field changes to red. The process does not necessarily stop on an error. If the
Calculate Amount process has been automatically initiated, the process may behave differently. In some instances, the process stops, and in other instances, it continues. Here are various scenarios:
• When you save a journal, the save process stops, an error message appears, and the journal cannot be saved until you correct the error.
• When you click the Insert Journal Lines button to insert new lines, the insert process stops, an error message appears, and new lines cannot be inserted until you correct the error.
• When you click the Delete Selected Journal Lines button, the lines identified as deleted are first deleted and then the Calculate Amount process is initiated. If the process encounters an error, those identified lines are deleted.
• When you click the Secondary Lines (>>) button to access a secondary lines page, the Exchange
Rate Detail (>>) button to view the exchange rate detail, or the VAT link to access the VAT page, you cannot transfer to the pages until you correct the error.
When you change the business unit or ledger, or use the SpeedType page to select a speed type, the changes on the Business Unit, Ledger, and ChartField field values are processed and the Calculate
Amount process is initiated. Even if the calculation process encounters an error, the line changes.
Enter the business unit or ledger for the journal line in the corresponding fields. Click the button next to the Ledger field to access the Secondary Journal Lines page to view the lines for the secondary ledger if you have a ledger group with multiple ledgers.
If you are using a speed type key to enter frequently used ChartField combinations automatically, click the SpeedType button and select the appropriate speed type code. For example, to record revenue from product sales , you can enter an S or SR. Select the speed type, SREV, that you previously defined to populate the account number, sales department, and product code.
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To record the transaction, you must enter the account number and ChartField values for operator unit, department ID, product, and affiliate. Use the bottom scroll bar to view more fields on the grid.
Note: Control accounts and control alternate accounts are not available for online entry in General
Ledger. However, you can choose to use an account that rolls up in the same line item or that is open to online entry in General Ledger. General Ledger also reserves four accounts for system-generated balancing lines: suspense, interunit from/to, base currency rounding adjustment, and currency position.
You never need to enter these accounts directly. When the journal is edited, the system automatically generates the account and amount.
The Currency, Foreign Amount, Rate Type, Exchange Rate, Exchange Rate Detail, and Base Amount fields appear even if the transaction item is a base currency line.
For amount fields where you enter both debits and credits to the same field, you enter debits as positive values (without a plus sign); however, you must enter credits using the negative sign.
Related Links
"Defining and Using SpeedTypes (PeopleSoft FSCM 9.2: Application Fundamentals)"
Using Separate Debit and Credit
If you enabled the Separate DR/CR Amount Fields option on the Ledgers for a Unit - Definition page for a detail ledger, amounts appear in the separate debit and credit for both foreign Amount and Base Amount fields.
If you enter a foreign debit and credit amounts on the same journal line, an error message appears, and you must remove one of the amounts. The same is true if you enter a base amount.
Note: The N/R movement field is available only if you have performed the separate debit and credit configuration.
The N/R movement field supports reversing-debit and reversing-credit entries for error correction for the separate debit and credit configuration if you chose this option. You can offset a reversing debit or credit by a natural debit or credit to create a balanced journal entry. For example, suppose that cash is overstated by 1,000 and accounts receivable is understated by 1,000 due to an improper posting. Here are the correcting entries:
Accounts Receivable
1,000.00 DR (N) Natural Debit
(1,000.00) DR (R) Reversing Debit
Cash
These are the sign meanings:
N
R
Natural sign of the monetary amount of the transaction. This is the default. For balancing suspense, base currency rounding adjustments, currency position, and interunit from and to lines,
this field value is always N.
Reverse sign of the monetary amount of the transaction. If the
Enable Separate Debit/Credit option is selected on the Ledgers
For A Unit - Definition page and the option is set up in your
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Chapter 9 Making General Ledger Journal Entries system, you can toggle this field to represent a reversing debit or credit amount.
Edit error suspense lines have the same value as the suspended line. Accrual reversals populate the movement with R if the original line was N, and vice versa. This works the same way for journals that are not posted.
If the base currency for the business unit differs from your entry transaction currency (foreign currency), enter the rate type and/or the exchange rate to convert to the appropriate base amount. If you want the system to retrieve a defined exchange rate, enter only the rate type. As a result, the system automatically populates the exchange rate, base amount (or base DR amount and base CR amount if using the Separate
DR/CR option) fields.
The Exchange Rate field value must always be 1, and the foreign Amount field must equal the base amount when the journal line is a base currency line.
Note: Journal entries loaded to your system using spreadsheet journals import or flat file journal import must be edited using batch edit only. Imported journals do not yet have all values populated and should not be edited online. After importing journals if you open them online you get a warning message stating that they must be edited first. It is only after the batch edit that the journals display complete and correct information regarding separate debit credit reversals and the appropriate monetary amount sign.
Related Links
"Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
Retrieving a System Rate
To retrieve a system rate, the from currency, to currency, rate type, and currency effective date values are all required. Without any one of them, the system-derived exchange rate cannot be retrieved. Usually, the from currency is the foreign currency, the to currency is the base currency, and the currency effective date is specified as the currency default on the Journal Header page.
The system uses the following rules when retrieving the system rate to be used as the exchange rate for the journal line:
• The system uses the rate type value specified on the line to retrieve the system rate.
However, this does not ensure successful retrieval of a system rate. If there is no market rate defined for the transaction currency, the retrieved system rate may be zero. In this case, a message is issued to alert you to the zero exchange rate value.
• If there is no rate type specified on the line, the system rate is zero.
See "Defining Market Rates (PeopleSoft FSCM 9.2: Global Options and Reports)".
Entering an Exchange Rate Manually
When you manually enter an exchange rate on a foreign currency line, the rate that you enter overrides any automatically generated system rate. This occurs even if you enter a rate type.
The Rate Type field is clear when you manually enter values. However, the manual rate may not be accepted by the system.
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The system performs the following two tests for manually entered exchange rates:
• The system checks the currency quotation method. If the method is defined as Triangulation, Cross
Rate as the Primary Visual Rate, and Do Not Allow Cross Rate Override, you cannot enter a manual rate. If you try to enter a manual rate, an error message appears, and the system ignores the manual rate. This currency quotation method requires the rate type to retrieve the system rate and issues an error message requiring you to enter a rate type to continue.
• The variance between the system rate and the manual rate is calculated, and if it is over the tolerance that you defined for maximum variance on the Rate Definition page, a stop error type or a warning message appear, depending on the setting. You cannot enter a manual rate if you receive a stop error type. A warning message allows you to continue.
The system must use slightly different rules to retrieve the system rate when it is to be used as the base rate for variance checking. The reason is because if the rate type specified on the line is blank, the system cannot use a zero value for variance checking.
The system must find a nonblank rate type to retrieve the system rate to use as the base rate for variance checking. The system is subject the following hierarchy of rules:
• Use the rate type specified on the journal line if it is not blank.
• Use the rate type specified on the journal header if it is not blank.
• Use the rate type specified for the ledger on the Detail Ledger Group Definition page.
• Use the required default rate type specified for the ledger on the Detail Ledger Group Definition page.
Note: To use exchange rate variance checking functionality, define the market rates.
Manual Rates and Deriving the Rate Multiplier and Rate Divisor
If the manually entered exchange rate passes the two tests for currency quotation method and variance, the system can accept the manual rate. However, because the exchange rate is entered manually as one value, the system has to convert it to two values—rate multiplier and rate divisor, depending on whether the currency quotation method is direct or indirect and if currency triangulation is specified.
The following conditions hold if true:
• If the quote method is direct and there is no triangulation, the rate multiplier equals the exchange rate, and the rate divisor is 1.
• If the quote method is indirect and there is no triangulation, the rate multiplier is 1, while the rate divisor equals the exchange rate.
• If there is triangulation, the system uses the cross rate entered to recalculate either the rate multiplier or rate divisor based on the recalculate option defined for the currency quotation method.
For example, if the currency quotation method defined for USD to a non participating euro currency
(NPC) is Direct, Triangulate through EUR, Allow Override Cross-Rate, and Cross-Rate Recalculate is
USD -> EUR, the system recalculates the USD -> EUR rate and leaves the EUR -> NPC rate as is. This means the rate divisor is recalculated while the rate multiplier is left unchanged.
The following table lists the combinations of currency, rate type, and exchange rate changes and shows which exchange rate, for a particular scenario, that the system uses for the foreign currency journal line:
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Chapter 9
Scenario
1
Currency Changed? Rate Type
Changed?
Yes Yes
Making General Ledger Journal Entries
Manual Exchange
Rate Changed?
Yes
The Exchange Rate
Used by the System
If the manual exchange rate is not zero, the currency quotation method is selected.
If the quotation method is defined as triangulation, cross rate as the primary visual rate, and do not allow cross rate override,
a message appears,
and the system ignores the manually entered exchange rate. A rate type is required. If the Rate Type field is blank, an error message appears, and the Rate
Type field changes to red.
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Scenario Currency Changed? Rate Type
Changed?
2 Yes No
Chapter 9
Manual Exchange
Rate Changed?
Yes
The Exchange Rate
Used by the System
If the currency quotation is not subject to the above restriction,
it retrieves the system rate.
If the system rate is not zero, it compares the system rate with the manual rate for variance checking. If the currency quotation method is over maximum variance and the error type is stop, an error message appears,
and the Exchange
Rate field changes to red. If the currency quotation method is over maximum variance, but the error type is warning, a warning message appears. The Rate Type field clears and the manual rate serves as the exchange rate. If the currency quotation method is not over maximum variance and there is no system rate,
the manual rate serves as the new exchange rate and the Rate Type field clears.
If the manual exchange rate is zero, it the system clears the
Rate Type field and uses zero as the new exchange rate.
Same as scenario number 1.
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Scenario
3
Currency Changed? Rate Type
Changed?
Yes Yes
Making General Ledger Journal Entries
Manual Exchange
Rate Changed?
No
The Exchange Rate
Used by the System
1. If the Rate Type field is not blank,
the system uses the new rate type to retrieve the new system rate and uses it as the new exchange rate.
2. If the Rate Type field is blank, the new exchange rate is zero.
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Scenario
4
Currency Changed? Rate Type
Changed?
Yes No
5 No Yes
Chapter 9
Manual Exchange
Rate Changed?
No
Yes
The Exchange Rate
Used by the System
1. If the existing rate type on the journal line is not blank,
use it to retrieve the new exchange rate.
2. If the existing rate type on the line is blank, and if the existing exchange rate on the line is not zero, use the existing exchange rate. If the existing exchange rate on the line is zero, the exchange rate also equals zero.
Please note that, in this scenario, the exchange rate is treated as unchanged.
Depending on whether a foreign amount and/ or monetary base amount changes, the exchange rate can be recalculated. See the amount change rules for more information.
For example, if you change the foreign currency, foreign amount, and monetary base amount but leave the rate type and exchange rate as is, the system recalculates the exchange rate based on the new foreign amount and monetary base amount.
Same as scenario number 1.
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Chapter 9 Making General Ledger Journal Entries
7
8
Scenario
6
No
No
Currency Changed? Rate Type
Changed?
No No
Yes
No
Manual Exchange
Rate Changed?
Yes
No
No
The Exchange Rate
Used by the System
Same as scenario number 1.
Same as scenario number 3.
When the exchange rate is unchanged,
the system uses the previous exchange rate.
Calculating Using the Calculate Rules
The calculate value determines how and which of the foreign amount, exchange rate, and base amount fields are calculated for the line item. The default calculation rule is system rule.
If the values generated for foreign amount, exchange rate, or base amount by the system rule are different from those that you want, you can change them using other calculate rules.
When you change any of these values, you must be aware of the possible actions and select the correct calculate value to achieve your proposed change. For example, if you want to change the foreign amount and not the base amount, but you expect the system to calculate and change the exchange rate to result in the original base amount, the system rule does not calculate the exchange rate but does calculate the base amount.
Note: Changed means the new value is different from the prior value. The new value can be zero or nonzero. The prior value can also be zero or nonzero. If you change a field to a new value but then change it back to the prior value before you initiate the calculation process, the field is treated as unchanged.
The system tracks changes by comparing the prior value stored in the buffer with the new value when the calculation process is initiated.
Here are the calculate rules and their actions:
System Rule
This is the default value and uses the following rules to calculate values:
• When two of the three values change, the unchanged value is calculated.
• When only the foreign amount changes, and if the exchange rate is not zero, the base amount is calculated.
If the exchange rate is zero, the exchange rate is calculated.
• When only the base amount changes, and if the exchange rate is not zero, the foreign amount is calculated.
If the exchange rate is zero, the exchange rate is calculated.
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• When only the exchange rate changes, and if the foreign amount is not zero, the base amount is calculated.
If foreign amount is zero, the foreign amount is calculated.
Amount
• When you change all three values, make sure that the values are correct.
The system calculates the base amount and compares it with the base amount that you entered. If they are unequal and if none of the three values is zero, an error message appears,
and you must correct the values. If one of the three values is zero, its value is calculated.
Calculates the foreign amount when you provide the exchange rate and base amount.
Base Amount
Exchange Rate
Calculates the base amount when you provide the foreign amount and exchange rate.
Calculates the exchange rate when you provide the foreign amount and the base amount.
You can use the journal entry template to make the Calculate field unavailable just as you can do this with other fields. For example, you can define a base currency journal entry template that can be used for entering base currency lines only.
Checking When the Exchange Rate is Calculated
The exchange rate is calculated based on the foreign amount and monetary base amount when the following are true:
• The Calculate field value on each journal line is set to Exchange Rate.
• The Calculate field value on each journal line is set to System Rule, and both the foreign amount and monetary base amount change.
• The Calculate field value on each journal line is set to System Rule, the foreign amount (or monetary base amount) changes, the exchange rate doesn't change, and the exchange rate value is zero.
• The Calculate field value on each journal line is set to System Rule; the foreign amount, monetary base amount, and exchange rate all change; the monetary base amount is not equal to foreign amount multiplied by exchange rate; and the exchange rate value is zero.
The system also performs two exchange rate tests to:
• Check the currency quotation method.
If it is defined as Triangulation, Cross Rate as the Primary Visual Rate, and Do Not Allow Cross Rate
Override, a system rate must be used, because the exchange rate cannot be calculated.
• Check the variance between the system rate and the calculated exchange rate to determine whether its over tolerance.
The calculated exchange rate cannot exceed the tolerance if the error type is stop.
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Note: The Journal Entry process uses deferred processing, which reduces the number of trips to the server. For example, when you enter a department ID, the system won't validate your entry until the next trip to the server is requested.
Open Item Key
Suspended Line
Budget Date
Reference
Journal Line Description
This field is only required in the case of open item transactions,
such as deposit accounts or employee draw accounts. In such cases, enter the open item key against which the journal line is applied. For example, suppose that US001 has an open item account for employee advances, where the open item key is the employee's social security number. When you debit or credit this account, you would be required to enter the appropriate employee social security number in the Open Item Key field.
In this way, journal lines containing open item transactions are matched to the individual open items being tracked within
General Ledger.
This field is available unless you exclude it from the journal line using the Journal Entry template. If you enter an open item account, you must also enter an open item key or you'll receive an error message when you save. Also, if you enter an open item key for an account that is not an open item account, you'll receive an error message when you save.
This column references the edit (or amount) suspense line to the line in error (Line 1) and vice versa. The Suspended
Line column is always be equal to its journal line for balance suspense lines.
Enter the date used to determine the budget period of the control budget if you use the commitment control option. The budget date value appears by default as the journal date, but you can override it.
The field enables you to refer each line back to a document,
person, invoice, date, or any other piece of information that helps you track the source of the transaction.
Defaults to the description defined for the account ChartField value; you can change this to better describe the transaction. The description appears in prompt lists for this journal line.
VAT
Note: If you use journal line copy down on this field, the default value of the field is copied from the previous line instead of from the account ChartField.
When you click this link, an error message appears if the account is a non-VAT account or VAT processing is not applicable. You can use the journal entry template to make the
VAT link unavailable or on journal lines.
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Note: The Journal Entry process uses the columns selected in the journal entry template to display the values in the line scroll area. If any columns listed above do not appear in your journal line, it is likely that these columns are not selected in your journal entry template. You must modify your journal entry template to select these columns or choose another journal entry template that has these columns selected.
Totals
To aid in balancing the journal, a running total of the number of lines, the total debits, total credits, journal status, and budget status of the journal appear at the bottom of the Journal Entry - Lines page. Only balanced entries can post to balanced ledgers.
Journal Status
If the journal contains errors, you can click the status to go directly to the Journal Entry - Error page. The cursor is positioned on the journal header error.
D: Deleted - Anchor Journal Unposted.
I: Posting Incomplete - Repost ASAP.
Budget Status
M: Valid SJE Model - Do not Post.
E: Journal has Errors.
N: No Status - Needs to be Edited.
P: Posted to Ledgers.
T: Journal Entry Incomplete.
U: Unposted.
V: Valid journal - Edits completed.
Z: Upgrade Journal - Can't Unpost.
Click this link if the budget status is Error or Valid (with warning), to access the Commitment Control page, where you can view the error or warning messages. You can also flag the journal to make it pass budget checking, even though it exceeds the budgeted amount. Values include:
• E: Error - The entry failed budget checking.
• N: Not Processed - The Budget Processor has not processed the entry.
• P: Provisionally Valid - The entry passed budget checking but the Budget Processor has not committed the changes to the control budget (LEDGER_KK). This results when selecting the Budget Check Only option when processing the journal.
• V: Valid - The entry passed budget checking with or without warnings and the Budget Processor has updated the control budget (LEDGER_KK).
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Related Links
Understanding Journal Processing
Journal Entry Template List Page
Use the Journal Entry Template List page (JOURNAL_ENTRY_TMP) to select the journal entry template that defines which columns appear in the lines scroll area.
Also specify the field values to be copied down to new lines when you click the Insert Journal Lines button.
Navigation
On the Journal Entry - Lines page, click the Template List link.
Image: Journal Entry Template List page: Chartfield tab
This example illustrates the fields and controls on the Journal Entry Template List page: Chartfield tab.
You can find definitions for the fields and controls later on this page.
Select the template that includes the columns that you want to appear in the Journal Entry - Lines page scroll area.
Also specify the field values to be copied down to new lines when you click the Insert Journal Lines button on the Journal Lines page. The journal line copy-down settings for templates appear in Journal
Line Copy Down group box at the bottom of the same page as the Journal Entry Template grid.
Chartfield Tab - Journal Entry Template
Select the Chartfield tab.
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Note: If a particular ChartField column is selected, it does not necessarily appear on the journal line grid.
It appears only if the column is selected and it is one of the ChartFields for the current journal's ledger.
For example, if scenario is not a ChartField for the current journal's ledger, it is not shown on the journal line grid even if it is selected on the template. Active project ChartFields, such as PC Business unit,
Activity, Source Type, Category, Subcategory, and Analysis Type are available if Project ID is selected in the template.
Selected
Template Type
Template ID
Default
Indicates the template you are currently using. This is the only field you can select on the Journal Entry Template - Show
Journal Line Grid Columns page.
Identifies who would use the template. For example, anyone could use an All template type.
Displays the name for the template.
This check box is selected if the template was designated as the default template on the Journal Entry Template - Template page.
You can change the default only on the Journal Entry Template
- Template page.
Note: If you want to add or change a template definition, you must do so on the Journal Entry Template page (Set Up Financials/Supply Chain, Common Definitions, Journals).
See "Journal Entry Template - ChartField Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
Chartfield Tab - Journal Line Copy Down
When you add a journal line on the Journal Entry - Lines page, the fields that you selected on the Journal
Entry Template - Journal Line Copy Down page are copied from the preceding line.
You define a variety of copy down templates on the Journal Entry Template page. You can select any of these copy down templates for your journal when you click the Template List link from the Journal
Entry - Lines page. These predefined templates copy down the values for the fields that are selected on the template when you enter journals. For example, you can define one template to copy down all fields and another to copy down all fields except the amount fields.
Note: You can temporarily change your copy down selections on the Journal Entry Template List page for the current journal. However, these changes are ignored after you exit the current journal. To save the changes, you must do so on the Journal Entry Template page, which is accessed under Set Up Financials/
Supply Chain, Common Definitions, Journals, Journal Entry Template.
Action
Default
Select to Check All or Uncheck All check boxes for a Copy
Down ID.
Select if the template was designated as the default template on the Journal Entry Template - Template page.
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Amount Tab
Select the Amount tab.
Image: Journal Entry Template List page: Amount tab
This example illustrates the fields and controls on the Journal Entry Template List page: Amount tab. You can find definitions for the fields and controls later on this page.
This tab displays the amount-related columns that will appear on your journal for the Template ID that you select. From the Journal Line Copy Down group box, select the amount-related columns that you want to be copied down when you add a journal line.
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Miscellaneous Tab
Select the Miscellaneous tab.
Image: Journal Entry Template List page: Miscellaneous tab
This example illustrates the fields and controls on the Journal Entry Template List page: Miscellaneous tab. You can find definitions for the fields and controls later on this page.
The Journal Entry Template List - Miscellaneous tab displays the miscellaneous columns that will appear on your journal for the Template ID that you select. From the Journal Line Copy Down group box, select the miscellaneous fields that you want to be copied down when you add a journal line.
Note: Even if the Budget Date check box is selected, it does not necessarily appear as a column on the journal line grid. It appears only if you select it here and the current journal line has the Commitment
Control process enabled. Similarly, if you select the VAT column here, it appears as a column on the journal line grid only if you select it here and the business unit of the current journal line has the VAT process enabled.
Related Links
Creating and Processing Journals with VAT
Search Audit Logs Page
Use the Search Audit Logs page (FS_AUDITLOG_SEARCH) to view the audit trail for the journal entry.
Navigation
On the Journal Entry - Lines page, click the View Audit Logs link.
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Upon clicking the View Audit Logs link, a new window launches with the Search Audit Logs page, which displays the audit log data for the journal. You can enter search criteria and view audit log information for other journals as well.
Image: Search Audit Log page
This example illustrates the fields and controls on the Search Audit Log page. You can find definitions for the fields and controls later on this page.
The search results display journal audit data by event code, which is defined on the Register for Audit
Logging page (this page cannot be accessed through the menu).
See "Setting Up Financials Audit Framework (Audit Logging) (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Entering Projects Information
Access the Journal Entry - Lines page.
Note: Active project ChartFields, such as PC Business unit, Activity, Source Type, Category,
Subcategory, and Analysis Type are available if Project ID is selected in the journal entry template.
PC Bus Unit (PeopleSoft Project
Cost business unit)
Project
Activity (identification)
Source Type
Category
Select the business unit assigned to the project in PeopleSoft
Projects.
Select the project ID assigned to a project. The project must already be established in PeopleSoft Projects.
Select the activity ID assigned to the individual tasks or events that you want to update in a project.
Select the resource category, such as labor, associated with a given cost. Used in conjunction with resource category, resource subcategories, and resource groups.
Select to specifically refine resource types, similar to the relationship between entry type and entry reason in PeopleSoft
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SubCategory
Analysis Type
Chapter 9
Receivables. For example, suppose that you have a resource type of labor but want to break it down further for tracking purposes, you might define resource categories of architect hours, carpenter hours, plumber hours, and electrician hours.
Select to refine resource categories. For example, suppose that you have a resource type of labor and resource categories of architect hours, carpenter hours, and plumber hours, you might want resource subcategories of regular hours and overtime hours.
Select a three-character, user-definable identifier that enables you to label the different types of costs in PeopleSoft Projects.
For example, you might want to track budgeted costs (BUD),
committed costs (COM), and actual costs (ACT).
Accessing the Secondary Ledger Lines
Use the Secondary Ledger Lines page (JOURNAL_ENTRY_SEC) to view secondary ledger lines.
Navigation
Click the Secondary Lines button on the Journal Entry - Lines page.
Image: Secondary Ledger Lines page
This example illustrates the fields and controls on the Secondary Ledger Lines page. You can find definitions for the fields and controls later on this page.
242
Note: This page or related pages operate in deferred processing mode. Most fields are not updated or validated until you save the page, refresh it by clicking a button or link, or selecting a tab. This delayed processing has various implications for the field values on the page. For example, if a field contains a default value, any value that you enter before the system updates the page overrides the default. Another implication to keep in mind is that the system updates quantity balances or totals only when you save or click the Calculate Amount button.
Secondary Ledger Lines
Displays the secondary ledger for the journal lines when they exist, as well as the other journal details. When you enter a primary journal line, the system automatically populates the
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Chapter 9 Making General Ledger Journal Entries
Rate Type
Back to Primary Lines
secondary journal line's rate type, retrieves the exchange rate,
and calculates the base amount.
This field is populated in the following order:
• Rate type defined on the Ledger Group - Definition page.
• Rate type entered for the primary journal line.
• Default rate type defined on the Ledger Group - Definition page.
Rate Type, Exchange Rate, and Base
Amount
You can override the values in the fields. When you are done,
click the Back to Primary Lines button next to the secondary ledger field. The cursor is positioned at the primary line of the secondary ledger.
The Calculate Amount button is available on the Secondary
Journal Lines page, and the process is similar to the calculation on the Journal Lines page; however, the foreign amount cannot be changed on the secondary page.
Click to return to the Journal Entry - Lines page.
Note: Before making changes to the secondary lines, carefully review the calculate rules, options, and requirements for various changes that are detailed in the documentation for the Journal Entry - Lines page.
Using Statistics Codes
Statistics codes, like statistical accounts, are used to identify nonmonetary amounts. They are associated with a specific unit of measure. To enter a statistical amount on the same journal line with a related monetary amount, you can select a statistics code in the Stat (statistics) field on the Journal Entry - Lines page. When you select a statistics code, also enter the statistical amount for a unit and the corresponding
UOM (unit of measure) for that statistics code.
Because all statistical and monetary fields are potentially available on the journal line depending on your selection of templates, error messages may appear during the save process when you have entered inconsistent data. Error messages are issued if any of the following occurs:
• The account is a statistical account, but the statistic code, foreign amount, monetary amount, foreign currency, rate type, or exchange rate is not blank.
• The account is a statistical account, but the statistic amount is blank.
• The account is a monetary account and the statistic code is blank, but the statistic amount is not blank.
When you receive an error message, the cursor moves to the error field of the journal line that is in error.
If the field was originally unavailable because of the Journal Entry template definition, the column is shown so that the cursor can be positioned.
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Related Links
Understanding Statistical Journals
Journal Entry - Totals Page
Use the Journal Entry - Totals page (JOURNAL_ENTRY_T_IC) to specify control debit and credit amounts, unit value of statistical entries, and the number of lines.
These controls enable you to enforce a greater degree of control over the journal entry process.
Navigation
General Ledger, Journals, Journal Entry, Create Journal Entries, Totals
Image: Journal Entry - Totals page
This example illustrates the fields and controls on the Journal Entry - Totals page. You can find definitions for the fields and controls later on this page.
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Note: This page or related pages operate in deferred processing mode. Most fields aren't updated or validated until you save the page, refresh the page by clicking a button or link, or selecting a tab. This delayed processing has various implications for the field values on the page—for example, if a field contains a default value, any value that you enter before the system updates the page overrides the default.
Another implication to keep in mind is that the system updates quantity balances or totals only when you save or otherwise refresh the page.
Control Totals
Specify the total debits, credits, statistical units, and number of lines to be entered for each unique combination of business
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Chapter 9 Making General Ledger Journal Entries
Actual Totals
Differences
unit, ledger, transaction currency, and additional balancing
ChartFields (like book code and balance sheet indicator if they are set to active at Installation Options - Overall page, and so on). As you enter the journal lines, the system displays a running total of the actual debits, credits, units, and lines, as well as the net difference between the amounts entered and the control totals. If you leave any of the control total fields blank,
the system won't validate against the associated actual total.
For example, suppose that you have plans to allocate rent expense across several departments and know that the total rent expense is 50,000 USD for 2,000 square feet. Because you know how many departments are involved, you know that there will be 15 lines in the completed journal entry. You enter these amounts as control tables to ensure that when one of your staff members enters the journal lines, these figures match before the journal is posted.
Control totals are maintained by business unit, balancing ledger,
balancing ChartFields (if any), and currency code. If you enter an interunit journal, for example, the system maintains a set of control totals for each business unit. Also, if additional balancing ChartFields are defined, the system maintains a separate set of control totals for each unique combination of the
ChartFields entered.
When the journal lines are entered, the system calculates the actual total and compares it against any entered control totals.
When the journal lines are entered, the system calculates the actual total and compares it against any control totals entered and notes any differences in amounts.
When you edit the journal and the control totals, and they don't equal the actual totals, the system flags the journal as having errors, and you must correct the errors before you can post.
Note: Refresh the page after any changes.
Related Links
"Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
Journal Entry - Errors Page
Use the Journal Entry - Errors page (JOURNAL_ENTRY_E_IC) to determine which errors the system encountered.
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Navigation
General Ledger, Journals, Journal Entry, Create Journal Entries, Errors
Image: Journal Entry - Errors page
This example illustrates the fields and controls on the Journal Entry - Errors page. You can find definitions for the fields and controls later on this page.
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You can view journal header and line errors on the Errors page of the journal entry component. You can also view journal entry line errors on the Journal Entry - Lines page by clicking the X in the Error column.
You are directed to the Journal Entry - Errors page to review explanatory text. When General Ledger encounters errors during editing, it marks the journal lines and either recycles or suspends the journal.
It saves recycled journals but won't post them until you correct the errors. You can post entries to your suspense account that have invalid ChartFields, different signs on the transaction and base amount, or unbalanced debit and credit amounts. You define error-processing options at the business unit, ledger group, and journal source level. Access the Journal Entry - Errors page to determine which errors the system encountered. When you are finished, click the line number in error. This enables you to access the
Journal Entry - Lines page. The cursor is positioned on the line and field in error, so that you can make corrections.
Note: This page or related pages operate in deferred processing mode. Most fields are not updated or validated until you save the page or refresh it by clicking a button, link, or selecting a tab. This delayed processing has various implications for the field values on the page. For example, if a field contains a default value, any value that you enter before the system updates the page overrides the default. Another implication to keep in mind is that the system updates quantity balances or totals only when you save or otherwise refresh the page.
Field Name
Unit
Line #
Displays the field in error, as well as message sets that contain the error message, message number, and message text.
Click to access the Journal Entry - Lines page and position the cursor on the Journal Status link located in the Totals scroll area.
Click to access the Journal Entry - Lines page and position the cursor in the line and field with the error.
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Chapter 9 Making General Ledger Journal Entries
Journal Entry - Approval Page
Use the Journal Entry - Approval page (JOURNAL_ENTRY_A_IC) to select the current journal for approval if you have enabled PeopleSoft workflow to approve journals for posting.
Navigation
General Ledger, Journals, Journal Entry, Create Journal Entries, Approval
Image: Journal Entry - Approval page
This example illustrates the fields and controls on the Journal Entry - Approval page. You can find definitions for the fields and controls later on this page.
If you have enabled approval workflow and validated the journal, you can submit it for approval from this page. You can configure the Approval Framework to enable journal approval using the Journal Entry component. With this configuration, approvers can access the journal entry for approval through their worklist. You can also enable the journal email approval process using Integration Broker and the Email
Collaboration Framework (EMC).
You can also use the GL Journal Approval component (Manage GL Journal Approval component for mass journal approval).
Understanding Configurable Workflow
See Approving Journals Using the GL Journal Approval Components.
See Article ID 1329609.1 on My Oracle Support website for details regarding journal approval using
Approval Framework.
Approval Status
The Approval Check Active field indicates whether there is an approval workflow process required for the journal.
See General Ledger Definition - Approval Options Page.
This page displays the current approval status:
Denied
Pending Approval
Approved to Post
Journal is denied.
Journal is waiting for approval.
Journal is approved.
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Pushed Back
None
Journal has been pushed back to previous approval step.
Not applicable.
In the Approval Action list box, select the appropriate action for this journal:
Approve
Journal is approved for posting. If you have the authority to approve the journal, the system saves it as usual. If you do not have the authority, you are prompted to enter the journal into
PeopleSoft Workflow.
Deny
Journal is not approved for posting. If you change the action to deny, the system sends an email to the previous user with a list of the journal identifiers and the reasons entered in the
Comments for Denial Email field.
The Deny Comments field contains the reason for the denial.
Approval History
The Approval History group box lists the step and path, with the status and applicable date and time stamp and user ID for the various activities in the approval process.
Related Links
Understanding Configurable Workflow
Understanding the Journal Entry Approval Process
Creating Interunit and Intraunit Journal Entries
This section describes interunit and intraunit entries and discusses how to:
• Set ledger group balancing options for interunit and intraunit journal entries.
• Create intraunit journal entries.
• Create interunit journal entries.
Pages Used to Make Interunit and Intraunit Journal Entries
Page Name Definition Name Navigation Usage
Ledger Groups - Balancing LEDGER_GROUP3 General Ledger, Ledgers,
Ledger Groups, Balancing
Elect to use intraunit balancing entries and select balancing ChartFields and affiliates for a ledger group.
Create Journal Entries - Lines JOURNAL_ENTRY2_IE General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Lines
Enter journal lines and record interunit and intraunit transactions.
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Understanding Interunit and Intraunit Journal Entries
Interunit entries automate the process of accounting for related-party transactions between two or more business units or entities concurrently.
Intraunit entries automate the process of accounting for related-party transactions within the same business unit or entity and involve more than one value in a lower level balancing ChartField, such as
Fund or Department.
The primary function of the PeopleSoft interunit and intraunit process is the automatic creation of the balancing payable or receivable between related parties (Due-To or Due-From journal lines). The system distinguishes an interunit or an intraunit journal entry from other entries when balancing field values other than the originating balancing field value (anchor value) are entered in the same journal. Before attempting to create interunit or intraunit journal entries, you must carefully consider your organization's reporting requirements and set up the following during implementation:
• Select Interunit options on the Installation Options - Overall page:
• Interunit balancing method: Direct, Indirect or Pairs.
• Legal entity and summarization options.
• Set balancing options for the ledger groups.
• Define the interunit and intraunit ChartField values.
• Define InterUnit, IntraUnit or Pairs Templates according to the decisions made in the previous steps.
• Select the InterUnit Template, IntraUnit Template, and Inheritance Defaults to be used by each business unit (Business Unit Definition - Inter/IntraUnit page.
• Define financial consolidations setup, if required (elimination sets, consolidation tree(s), equitization and so on).
See "Understanding PeopleSoft Interunit and Intraunit Functionality (PeopleSoft FSCM 9.2: Application
Fundamentals)".
See "Setting Up Interunit and Intraunit Processing (PeopleSoft FSCM 9.2: Application Fundamentals)".
"Verifying Interunit, Intraunit, and ChartField Inheritance Setup (PeopleSoft FSCM 9.2: Application
Fundamentals)"
See Selecting an Approach to Intercompany and Intracompany Transactions.
Setting Up for Interunit and Intraunit Journal Entries
Use the Ledger Groups - Balancing page (LEDGER_GROUP3) to elect to use intraunit balancing entries and select balancing ChartFields and affiliates for a ledger group.
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Navigation
General Ledger, Ledgers, Ledger Groups, Balancing
Image: Ledger Groups - Balancing page
This example illustrates the fields and controls on the Ledger Groups - Balancing page. You can find definitions for the fields and controls later on this page.
250
IntraUnit Balancing Entries
Balance
Use Affiliate
Select this check box to enable the system to create intraunit balancing entries for the balancing ChartFields that you select in the Balance column, such as Fund Code.
Select balancing ChartFields. For interunit journal entries ( between business units), the business unit is typically the only selection in the Balance column. Business Unit is selected by default because General Ledger always balances detail ledgers by business unit. For intraunit journal entries (within the same business unit), a ChartField must be selected to fully use the anchor and grouping options.
Select the corresponding affiliate (or affiliates) for the system to use when creating the interunit or intraunit balancing entries.
Affiliate is used when it is not apparent from the ChartField account value which entities are involved in an interunit or intraunit transaction. For example, if you are using one interunit receivable account for all business units or entities, it is the
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Chapter 9 Making General Ledger Journal Entries
Affiliate field that distinguishes what entities are transacting with one another.
Creating Interunit Journal Entries
For interunit journal entries, the anchor is the business unit that is entered on the Journal Entry - Header page. The system distinguishes an interunit journal entry from other journal entries when you enter a business unit value in the journal lines other than the anchor business unit. The journal edit process then creates the interunit balancing journal lines according to your interunit setup and selections. The balancing lines that are created by the edit process are grayed out so you cannot modify them directly.
However, you can modify the interunit setup if necessary (InterUnit Templates, interunit options within
Installation Options, ledger group balancing options , and so on) and re-edit the journal entry.
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to enter journal lines and record interunit and intraunit transactions.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines
Image: Journal Entry - Lines page (Interunit Entry)
This example illustrates the fields and controls on the Journal Entry - Lines page (Interunit Entry).
Related Links
"Using ChartField Inheritance (PeopleSoft FSCM 9.2: Application Fundamentals)"
Understanding Inter/Intraunit Processing in General Ledger
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Creating Intraunit Journal Entries
Access the Journal Entry - Lines page (General Ledger, Journals, Journal Entry, Create/Update Journal
Entries, Lines).
Image: Journal Entry - Lines page (Intraunit Entry)
This example illustrates the fields and controls on the Journal Entry - Lines page (Intraunit Entry). You can find definitions for the fields and controls later on this page.
252
Inter/IntraUnit Groups
If you select additional balancing ChartFields beyond those delivered as balancing ChartFields, those
ChartFields appear in the Inter/IntraUnit Groups group box. In this example, Fund has been selected as an additional balancing ChartField on the Ledger Groups - Balancing page.
An entry can be both interunit and intraunit, but multiple anchor is available only for the intraunit portion of that entry. The business unit on the journal header is the anchor unit for interunit journal entries.
Inter/IntraUnit
Click the button to display the Inter/IntraUnit Groups group box to assign interunit and intraunit groups and anchors for intraunit entries when you have additional balancing ChartFields.
IU Group
Displays the balancing ChartField columns if IntraUnit
Balancing Entries is selected on the Ledger Group - Balancing page. It does not display business unit, book code, and
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Chapter 9 Making General Ledger Journal Entries adjustment type. Enter the ChartField values that are to be used as the anchor value of each respective IU Group.
Initially all journal entry lines are assigned to an inter/intraunit group of 1.
Click the Add multiple rows button to add new rows to the
Inter/IntraUnit Groups group box.
Newly-added group rows have zero journal entry lines assigned.
To assign journal lines to , select the radio button of the row to which you want to add lines. Then, select the journal entry line or lines in the Lines group box by selecting the Select check box.
After selecting the journal lines that pertain to a particular IU
Group (anchor group), click the Inter/IntraUnit button again.
This includes the selected journal lines as members of the selected IU Group for the ChartField values that you enter.
The ChartField values that you enter in the Inter/IntraUnit
Groups group box are the anchors for their respective intraunit groups. For example, if within business unit EGV01, cash from fund F510 is used to pay expenses attributable to funds F100 and F133, fund F510 can be designated as the anchor for that group of intraunit transactions. The journal entry that is pictured portrays this example. Additionally, the pictured journal entry includes two anchor groups, funds F510 and F500, and the respective number of journal lines that are assigned to each anchor group.
Note: The Journal Edit process performs ChartField combination editing prior to generating the interunit and intraunit lines. Therefore, the system-generated lines are not edited for ChartField combinations. For this reason, it is important to remember to assign the respective journal lines to the appropriate anchor group; otherwise, the system-generated balancing lines may retrieve incorrect balancing ChartField values. In the event that you forget to assign journal lines to the proper IU Group, the Journal Edit process retrieves the default balancing values that you define as the Inheritance Defaults in the General Ledger
Definition - Inter/IntraUnit page. Therefore, it is equally important to define the Inheritance Defaults for business units that are to be involved in these transactions.
See "Using ChartField Inheritance (PeopleSoft FSCM 9.2: Application Fundamentals)".
If interunit and intraunit journals must be created that require you to manually enter specific exchange rates for the primary and secondary ledgers, you can clear the rate type and manually enter the rate for each ledger on the journal line. For example, this might be required where there are different contractual exchanged rates involved for different customers. You may manually change exchange rates if the secondary ledger is not a translate ledger. However, if there is a secondary translate ledger, you must group the lines having the same exchange rates by making use of the Inter/Intraunit Group button. This is necessary, because translate ledgers behave differently from non-translate secondary ledgers. In any particular interunit journal, the anchor business unit lines of the same translate ledger will always have the same foreign/base currency pair. For this reason, the InterUnit Processor is designed to pick up the exchange rate from the original transaction line for the translate ledger and assumes its exchange rate is to be the same throughout the journal. if different exchange rates are manually entered for the anchor
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Making General Ledger Journal Entries Chapter 9 business unit translate lines, the InterUnit Processor does not know how to group the corresponding anchor and non-anchor lines and hence picks up only the one exchange rate and assign it to all the
InterUnit generated anchor translate lines.
When batch edit is performed on the journal, the InterUnit Processor creates the interunit balancing lines with the correct rates on the primary ledger but the rates are not correct on the secondary translation ledger. The incorrect rates create different amounts between the Interunit payable and receivable and if you are using it, this leads to unnecessary charges to the currency rounding adjustment account.
To use grouping, click the Inter/Intraunit group button on the Journal Lines page to open the Inter/
IntraUnit Groups group box to assign interunit and intraunit groups and anchors for interunit entries. In the following example groups 1, 2, and 3 have been created. In the general ledger Journal the offsetting entries are grouped, with lines 1 and 4 in group 1, lines 2 and 5 grouped in 2, and lines 3 and 6 grouped in group 3 so that the appropriate exchange rate are paired and the generated lines are populated correctly.
Image: Interunit and Intraunit Groups and Anchors for Interunit Entries
This example illustrates the fields and controls on the Interunit and Intraunit Groups and Anchors for
Interunit Entries. You can find definitions for the fields and controls later on this page.
Related Links
"Anchor Entity (PeopleSoft FSCM 9.2: Application Fundamentals)"
Posting to the Summary Ledgers Table and the Summary Ledger
Staging Table
You can update your summary ledgers at the same time that you post changes to the detail ledgers as part of the posting process by selecting the Post to Summary Ledgers check box on the Ledger Set page. The journal post calls the Summary Ledger Application Engine process (GL_SUML) at the end of processing
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Chapter 9 Making General Ledger Journal Entries for each business unit, passing the business unit, and the staging table name. The staging table is a copy of the ledger table. The Journal Post process populates this table.
The summary ledger compares the rows in the staging table with the rows in the status table to determine which ledgers to increment. It then compares those with the ledger set definition to determine whether the increment is allowed. Summary ledgers that have not yet been created when called from the Posting process are not created.
Note: To run an incremental summary ledger request, you must create a particular summary ledger and accounting period before it can be incremented through posting. Once you run the request, the rows in the staging table are compared with those in the status table, so that the system can determine which ledgers to increment.
See "Combining Accounts Using Summary Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)".
Related Links
Creating Standard Journal Entries (SJEs)
To create standard journal entries, use the Standard journals component (SJE_TABLE).
This section provides an overview of SJEs and discusses how to:
• Define SJEs.
• Set up schedules.
• Create a standard journal entry.
• View the status of standard journal entries.
• View the amount spread.
• Run the standard journal entry process.
Pages Used for Creating SJEs
Page Name Definition Name
Define Standard Journals SJE_STNDRD_JRNL
Navigation
General Ledger, Journals,
Standard Journals, Define
Standard Journals
Review Standard Journals SJE_JRNL_INQ General Ledger, Journals,
Standard Journals, Review
Standard Journals
Usage
Create a standard journal entry. Enter a standard journal
ID that becomes the highlevel key for all journal entries generated using this definition.
View the status of a standard journal entry.
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Page Name
Control Totals
Create Standard Journals
Request
Definition Name
SJE_TOTALS_SEC
SJE_BATCH_REQ
Navigation
On the Review Standard
Journals page, click the
Remaininglink.
General Ledger, Journals,
Standard Journals, Create
Standard Journals, Create
Standard Journals Request
Usage
View the total amount and remaining amounts of debits or credits of a spread SJE type.
Run the SJE Application
Engine process (GL_SJE) to create standard journals.
Understanding SJEs
With SJEs, you can automate the entry of similar or identical journals. You can define three types of standard journal entries:
• Recurring: Use Recurring journal entries for repetitive transactions that use the same accounting information and amounts.
Monthly rent, automobile lease payments, and amortization expenses are examples of recurring items for which you might charge constant amounts to the same ChartField combinations each period.
• Template: Use Template journal entries for regular, periodic transactions that you charge to the same
ChartField combinations using varying amounts.
Examples include monthly payroll, utility, and telephone expenses. You can schedule regular, recurring postings for standard journals, such as weekly postings, or schedule postings for selected dates.
You can schedule journal entries automatically on predetermined dates using template SJEs. Examples include bonus payments and accrued interest. You can also create template SJEs for known ChartField combinations without specific dates or schedules. You can set up schedules that determine when SJEs post, and you can enter recurring schedules, such as weekly closings, or individual dates and times to help pinpoint specific events.
• Spread: Use Spread journal entries for transactions for which the entire cost is spread proportionately throughout the year.
Defining SJEs
Before you can define recurring, template, or spread journals, first create model journal entries using the
Journal Entry pages. The SJEs and their models must be from the same business unit.
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The following graphic shows the steps required to set up a SJE from the creation of a new entry or the identification of an existing model SJE to be modified for current use and includes the selection of type and frequency through the editing and posting of the SJE:
Image: Process flow for the creation and posting of SJEs to the General Ledger
Process Flow for Standard Journal Entries in General Ledger
Setting Up Schedules
Recurring journal entries require processing schedules. In General Ledger, you can create schedules that automate and control the generation of standard or recurring journal entries. You can define daily, weekly, monthly, or annual schedules for recurring transactions such as closing schedules, or you can schedule specific user-defined events such as expense report due dates.
Schedules control the frequency of processing. For example, if you pay your rent on the 15th of each month, select a monthly schedule that specifies the day of the month as the 15th. By defining schedules that are tailored to your accounting environment, you can easily automate the creation of an SJE or a group of SJEs. You can set up daily, weekly, monthly, annual, or user-defined schedules. User-defined schedules enable you to specify particular dates and times.
Related Links
"Schedules Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Define Standard Journals Page
Use the Define Standard Journals page (SJE_STNDRD_JRNL) to create a standard journal entry.
Enter a standard journal ID that becomes the high-level key for all journal entries generated using this definition.
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Navigation
General Ledger, Journals, Standard Journals, Define Standard Journals
Image: Define Standard Journals page
This example illustrates the fields and controls on the Define Standard Journals page. You can find definitions for the fields and controls later on this page.
Chapter 9
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SJE ID (standard journal entry identification)
Seq Nbr (sequence number)
SJE Type (standard journal entry type)
Displays the SJE identification value. Use the long description field to the right to describe this SJE.
Displays the number of the SJE detail. The next field is a description of this detail. One SJE may have multiple SJE details.
Select the type of the SJE.
Values are:
Template: General Ledger uses a template as a data entry model for other journal entries. You can automatically reproduce it on a fixed schedule as with recurring SJEs, or you can use it on request. When you define the template, specify whether you want the ChartField values copied from the model to the generated journal entry. Examples of templates are monthly payments with different amounts such as telephone and utilities.
Recurring:A recurring journal entry is any entry that should be automatically recorded in its entirety according to a fixed schedule. These entries contain the same ChartField values and amounts, such as monthly rent, lease payments, and depreciation expense.
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Chapter 9
Status
Model Journal
Standard Journal
Document Type
Allow Lines to be Modified
Save Journal Incomplete Status
Create Standard Journals
Schedule
Making General Ledger Journal Entries
Spread: In a spread journal entry, the total amount is spread proportionately across all the periods. For example, suppose that a company charges you a flat fee of 10,000 USD annually to perform a service. Use this type to divide that amount by 12 and create recurring entries for the same amount each month.
Spread-Day: In a spread-day journal entry, the total amount is spread across the months in proportion to the number of days in each month. For example, assume that a company charges you a flat fee of 10,000 USD annually to perform a service.
The amount charged for expense each month corresponds to the product of the result of 10,000 divided by 365 times the number of days in the month.
Displays one of the following statuses:
Active: When you first create an SJE, its status is active. The
SJE may have more journals to be created.
Error: This status indicates that an error occurred the last time the Standard Journal process attempted to process this SJE. The
SJE continues to display a status of error until the next time the batch process is run after the problem causing it is fixed.
Completed: All the standard journals for this SJE have been created. A SJE with this status may still be modified. To do this,
reactivate the SJE and extend the range of dates or periods.
Specify the model journal for the SJE. This model journal must belong to the same unit as the SJE. Once you select your journal and date, the model journal status appears. Your model journal must conform to the following requirements:
• It must have a status of SJE Model if it is a spread SJE.
• It must have a status of SJE Model, Valid, or Posted if it is a template or recurring SJE.
Enter the journal ID for the SJE. Also enter the document type that you used for document sequencing for the standard journals.
Select the document type.
Controls whether the standard journals can be modified before being posted using the Journal Entry page. Deselect this check box to prevent standard journals from being modified.
Select to save this journal as incomplete.
Specify the sequence of dates of the standard journals to be created.
If the SJE type that you specified is either Template or
Recurring, the Schedule field appears, enabling you to enter the
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Making General Ledger Journal Entries
From Date and To Date
Journal Day in Calendar Period
Journal Creation Lead Days
Standard Journals Created
Chapter 9 frequency of your SJEs. In the From Date and To Date fields,
enter the range of your SJEs.
If your SJE type is spread, designate the range of periods in these fields.
Enter the day to establish a journal date for the standard journals. For example, when you enter 20 in this field, you indicate to the system that you want the journal date of the standard journals to be the 20th day of each period. This designates the journal date only, not the date on which the system creates the standard journal.
Enables you to create standard journals in advance. Enter the number of days in advance of the journal date that you want the standard journals to be ready for creation. If you leave this field blank, the system creates the standard journals on the journal date.
If you must change the details, such as ChartFields, dollar amounts, or statistical amounts on standard journals, use one of these two options:
• Open the SJE on the Standard Journal page and select a different model journal.
• Open the model journal in the Journal Entry page and modify it as necessary, provided it has not yet been posted.
No change to the SJE itself is necessary.
Displays the SJEs and their statuses.
Related Links
Understanding Journal Processing
"Schedules Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Review Standard Journals Page
Use the Review Standard Journals page (SJE_JRNL_INQ) to view the status of a standard journal entry.
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Navigation
General Ledger, Journals, Standard Journals, Review Standard Journals
Image: Review Standard Journals page
This example illustrates the fields and controls on the Review Standard Journals page. You can find definitions for the fields and controls later on this page.
Review Standard Journals - Control Totals Page
Use the Review Standard Journals - Control Totals page (SJE_TOTALS_SEC) to view the total amount and remaining amounts of debits or credits of a spread SJE type.
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Navigation
On the Review Standard Journals page, click the Remaininglink.
Image: Review Standard Journals - Control Totals page
This example illustrates the fields and controls on the Review Standard Journals - Control Totals page.
You can find definitions for the fields and controls later on this page.
Total
Remaining
Displays the amount spread in this journal.
Displays the amount yet to be spread.
Create Standard Journals Request Page
Use the Create Standard Journals Request page (SJE_BATCH_REQ) to run the SJE Application Engine process (GL_SJE) to create standard journals.
Navigation
General Ledger, Journals, Standard Journals, Create Standard Journals, Create Standard Journals
Request
Image: Create Standard Journals Request page
This example illustrates the fields and controls on the Create Standard Journals Request page. You can find definitions for the fields and controls later on this page.
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From SJE and To SJE
Delete Journals
Recalculate Budget Date
Select the from and to SJEs for this request. If these fields are blank, the system processes all SJEs in the designated business unit. For example, to run journals for all valid SJEs for business unit US001, enter the business unit and leave the SJE from and to values blank.
Enables you to regenerate standard journals. If this check box is selected, the system deletes any standard journals created by an
SJE that is not posted and has not been budget checked.
If this check box is selected, the SJE process sets the budget date as the journal date; otherwise, it copies the old budget date.
Note: Run Journal Edit after processing standard journal entries to obtain the correct journal ID.
Editing Journal Entries
When you edit a journal entry, General Ledger runs several checks and warns you if the journal entry cannot be posted. A journal entry cannot be posted if one or more of the following conditions are 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.
• Any control totals entered with the journal header do not match the actual totals for the journal
(debits, credits, statistical units, number of lines).
• One or more journal lines use inactive or invalid ChartFields as of the journal date.
Related Links
Copying Journal Entries
This section provides an overview of coping journals and discusses how to:
• Run the copy journals process.
• Define copy journal dates.
• Copy journals online.
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Pages Used to Copy Journals
Page Name
Copy Journals Request
Definition Name
JOURNAL_COPY_REQ
Navigation Usage
General Ledger, Journals,
Journal Entry, Copy Journals,
Copy Journals Request
Run the Copy Journal process.
(GL_JRNL_COPY).
GL Copy Journal Processing
Journal Entry Copy
COPY_JOURNAL_REV On the Copy Journals Request page, click the Reversal link.
Define how the system determines the journal date and the ADB date for the reversal journals associated with a copied journal.
JOURNAL_ENTRY_COPY General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Lines
Select Copy Journal in the
Process field and click the
Process button on the Journal
Entry - Lines page.
Use to copy a journal online.
This is an online feature provided in addition to running the copy journal process.
Understanding Copying Journals
You might find that similar or identical journals recur with some frequency. To avoid having to retype the same information, you can use an existing journal as the basis for a new journal entry. Do this by using the Copy Journal page for the batch process, or you can also use the Copy Journal Entry page to make an online copy.
You can copy posted or unposted journals and then change the header or detail lines, as desired. The copied journal must have a new journal number. You can specify the following:
Note: Journal Copy does not copy system created lines, which are normally recreated when you run an edit against a journal. If you copy an interunit journal with the reverse amount option, the interunit lines of the newly copied journal will be created according to interunit accounts of the resulting copied journal.
To completely reverse a previous journal, use the reversal option on the journal before it is posted, or unpost it if it is already posted.
Date
Ledger
You can copy to either a new journal date or a new ADB ( average daily balance) date (if the associated ledger group supports ADB reporting).
To copy a journal to another ledger, both ledgers must be in the same ledger group and the Keep Ledgers in Sync option should
not be selected.
Document Type
Appears only if you have enabled document sequencing for your system.
Additionally, you can create reversals for the copied journal regardless of whether the original journal had reversals. You can also change the signs of the copied journal.
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Note: If the source journal you copied was imported using the Flat File Journal Import process
(GL_JRNL_IMP) and had VAT information, the source journal's system source is either EXT or EXV.
The copied journal retains VAT amounts only if the source journal has an EXV system source. The new journal's system source is SCP regardless of the source journal.
See External Flat Files - Flat File Journal Import Request Page.
Copy Journals Request Page
Use the Copy Journals Request page (JOURNAL_COPY_REQ) to run the Copy Journal process
(GL_JRNL_COPY).
Navigation
General Ledger, Journals, Journal Entry, Copy Journals, Copy Journals Request
Image: Copy Journals Request page
This example illustrates the fields and controls on the Copy Journals Request page. You can find definitions for the fields and controls later on this page.
Process Frequency
Select one of the following process frequency options to control how often a request is processed:
Note: It is important to remember for the Copy Journals
Request, that when you have selected the Use NEXT Journal ID option from the User Preferences - General Ledger page, you must select the Once field value for Process Frequency so that the next journal ID can be assigned properly.
See PeopleSoft Application Fundamentals documentation,
Defining User Preferences, Defining General Ledger User
Preferences
• Once - the system processes the current request the next time that a background edit is executed for the run control
ID. Once executed, the Process Frequency value is changed to Don't Run.
• Always - the system processes the current request every time that editing is initiated. Once executed, the Process
Frequency value remains as Always.
• Don't Run - the system does not process the request and once executed, the Process Frequency value remains as
Don't Run.
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Unit, Journal ID, and Date
ADB Date (average daily balance date)
New Journal ID
New Date
New ADB Date
Ledger
New Ledger
Reversal
Document Type
Reverse Signs
Recalculate Budget Date
Save Journal Incomplete Status
Select or manually enter the information to identify the journal that you want to copy.
This is the ADB date if your journal is for a ledger group that supports ADB reporting.
Unless you have entered an ADB date, the ADB date defaults to the journal date.
Enter a specific journal ID or use NEXT in this field to assign the next journal number automatically to the new journal.
Enter a journal date for this new journal. The default is the current system date.
Enter the ADB date for the new journal, if it is different from the journal date.
If the journal is for a ledger group that contains multiple ledgers and does not enable Keep Ledgers in Sync, the Ledger column appears. Enter the ledger.
Appears if the original journal is associated with a ledger group that contains multiple ledgers and does not enable Keep Ledgers in Sync.
Click this link to access the GL Copy Journal Processing page,
where you can specify processing options for the journal date and the ADB date for the reversal.
Select a document type only if you've enabled document sequencing for your system. If document sequencing is enabled and you leave the Document Type field blank, the system copies the document type from the original journal. Several journal entry reports and inquiries enable you to search for journals by document sequence number.
Select this if you want the new journal to have the opposite sign from the original journal.
The new journal will be identified as not yet edited, and you must edit it before it can be posted. As a rule, editing a journal runs the validation process required for posting.
If selected, the SJE process sets the budget date as the journal date; otherwise, it copies the old budget date.
If selected, the new journal saves in an incomplete status.
Note: You must run Journal Edit after running the Copy Journals process to obtain the correct journal ID.
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Chapter 9 Making General Ledger Journal Entries
Note: You can allow journals with control accounts to be copied if you enable the option Allow Copy
Journal with Control Accounts on the User Preferences - General Ledger page. Be aware, however, that if you allow posting to control accounts in General Ledger by selecting this option, the control account balance in the subledger no longer matches the control account balance in the general ledger.
See "User Preferences - General Ledger Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
GL Copy Journal Processing Page
Use the GL Copy Journal Processing page (COPY_JOURNAL_REV) to define how the system determines the journal date and the ADB date for the reversal journals associated with a copied journal.
Navigation
On the Copy Journals Request page, click the Reversal link.
Image: GL Copy Journal Processing page
This example illustrates the fields and controls on the GL Copy Journal Processing page. You can find definitions for the fields and controls later on this page.
Reversal Date
Do Not Generate Reversal
Beginning of Next Period
Select the appropriate reversal option.
Assumes no automatic reversal of this entry. This is the default.
Creates a reversing entry dated the first business day of the next accounting period. The system uses the business calendar that you assigned to the business unit on the General Ledger
Definition - Definition page to determine the first business day.
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End of Next Period
Next Day
Adjustment Period
On Date Specified By User
ADB Reversal Date
Same as Journal Reversal
On Date Specified by User
Creates a reversing entry dated the last business day of the next accounting period. The system uses the business calendar that you assigned to the business unit on the General Ledger
Definition - Definition page to determine the last business day.
Creates a reversing entry dated the next business day. The system uses the business calendar that you assigned to the business unit on the General Ledger Definition - Definition page to determine the next business day.
Enables you to select the adjustment period for which the new journal is to be created.
Enables you to select any date in the calendar of the target ( posting) ledger. When you select this option, the system makes the Reversal Date field available, so that you can enter the appropriate date.
Enter the appropriate reversal option if this reversal is for an average daily balance.
Creates an ADB reversal with the same date as the one selected under Reversal.
Select any date in the detail calendar of the ADB ledger (the ledger that stores the daily balances). When you select this option, the system makes the ADB Reversal Date field available for you to enter the appropriate date.
Note: Reversals are identified as valid and ready to post when created; they do not need to be edited.
When the journal date falls within the journal dates, fiscal year, and open periods specified on the Journal
Post page, the system posts reversals as soon as they are created.
Note: You can also copy a journal by selecting Copy Journal in the Process field on the Journal Entry -
Lines page. Click Process, and the system prompts you with a message before copying the journal.
Journal Entry Copy Page
Use the Journal Entry Copy page (JOURNAL_ENTRY_COPY) to copy a journal online. This online feature is provided in addition to running the copy journal process.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines
Select Copy Journal in the Process field and click the Process button on the Journal Entry - Lines page.
You can copy journals online using this page rather than using the copy journal batch process.
Open the journal that you want to copy. Access the Journal Entry Copy online page from the Journal
Entry - Entry Lines page by entering Copy Journal in the Process field and clicking the Process button.
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Chapter 9 Making General Ledger Journal Entries
Use the field descriptions provided for the pages used in the batch process to understand and complete the fields on the Journal Entry Copy online page.
When you have completed entering any changes necessary for the new copy of the journal using the
Journal Entry Copy online page, click the OK button and the system creates the new copy of the journal.
Deleting Journal Entries Not Yet Posted
To delete a journal, select Delete Journal in the Process field on the Journal Entry - Lines page and click
Process. The system prompts you with a message before deleting the journal.
Note: You can delete only journals that have not yet posted. The system creates an audit trail of the deletion, along with other enabled journal events. You can view the audit log by accessing the Search
Audit Logs page (Set Up Financials/Supply Chain, Common Definitions, Audit Logging, Search Audit
Logs).
See "Setting Up Financials Audit Framework (Audit Logging) (PeopleSoft FSCM 9.2: Application
Fundamentals)".
You can delete a journal that has not been posted.
If the journal has been budget checked, one of several things can happen:
• You can delete a journal that is not yet posted after it successfully passes budget checking.
Delete it by accessing the Journal Entry - Lines page. In the Process field, select Delete Journal. This process calls the budget checking module, which reverses the budget entries.
• Depending upon the budget setup, the budget checking process runs before the journal is deleted.
If deleting the journal violates the budget checking rules, the journal fails budget checking and cannot be deleted.
• If an error occurs during the budget checking process (for example, budget on hold or closed), the journal is not deleted.
Note: You can also unpost journal entries that have been posted. This is a distinct process from deleting journals that have never been posted and is described in the Processing Journals topic.
Note: You can allow journals with control accounts to be deleted or unposted if you enable the options
Allow Delete Journal with Control Accounts or Allow Unpost Journal with control accounts on the User
Preferences - General Ledger page. Be aware, however, that if you allow posting to control accounts in
General Ledger by selecting these options, the control account balance in the subledger no longer matches the control account balance in the general ledger.
See "User Preferences - General Ledger Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
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Journal Delete Methods
You can select one of two methods for handling journal deletion. You enable one of the following methods from theInstallation Options - General Ledger page (PeopleSoft FSCM 9.2: Application
Fundamentals).
• Physical Delete: When using this option and you delete a journal from the Journal Entry - Lines page, the system deletes all the related journal data from all relevant journal tables. This is the default and historical method of deleting journals (method in prior releases). With this method, the only remaining trace of the deleted journal is if audit logging was enabled for deleted journals.
• Logical Delete: When using this option and you delete a journal using the Journal Entry - Lines page, the system treats the following in the same way as the Physical Delete:
• Removes Commitment Control data from the Commitment Control records.
• Removes approval data, regardless of approval method (Virtual Approver or Approval Framework
(AF, formerly AWE)).
• Removes Suspense cross references.
Unlike the Physical Delete method, the system retains the deleted journal data in the following records:
• Journal Header (JRNL_HEADER)
• Journal Header Attachments (JRNL_HEADER_ATT)
• Journal Line (JRNL_LN)
• Journal Balance (JRNL_CF_BAL_TBL)
• Journal InterUnit Anchor (JRNL_IU_ANCHOR)
• Journal VAT (JRNL_VAT)
• Open Item (OPEN_ITEM_GL)
• Journal Header Error (TSE_JHDR_FLD)
• Journal Line Error (TSE_JLNE_FLD)
You can view the logical deleted journal via the journal entry components (and journal inquiry components) in the same way as you would view a posted journal (Display Only mode) and the only action that you can perform is to copy the deleted journal. The system marks the logical deleted journal as follows:
• Journal Header Status = D (Deleted).
• Budget Header Status = N (Not Budget Checked).
• Approval Status = N (None).
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Chapter 9
Related Links
Making General Ledger Journal Entries
Using the Flat File Journal Import Process
This section provides an overview of the flat file format and discusses how to import journal entries from flat files.
Note: Journal entries loaded to your system using flat file journal import must be edited using batch edit only. This is important because, imported journals do not yet have all journal lines and values populated by the various automatic features associated with batch edit. Imported journals should not be edited online. After importing journals, if you open them online you get a warning message stating that they must be edited first. It is only after the batch edit that the journals display the final entries for such things as interunit journals, separate debit credit reversals, and multibook lines.
Page Used to Import Journals from Flat Files
Page Name
Flat File Journal Import
Request
Definition Name
LOAD_JRNL_PNL
Navigation Usage
General Ledger, Journals,
Import Journals, External Flat
Files, Flat File Journal Import
Request
Use the Load Journals From a
Flat File process (GL_JRNL_
IMP) to load data from a flat file into the General Ledger journal tables.
Understanding File Format in the Flat File Journal Import Process
The file format is determined by the File Layout Object (GL_JRNL_IMPORT). The following is the file format for the Flat File Journal Import process. PeopleSoft delivers a sample flat file named journal.dat
under the "data" folder. The layout varies depending on the first column with the following meaning:
# = Comments.
H = Journal header.
L = Journal line.
V = Journal VAT line.
C = Journal control totals.
Comments
This information describes the flat file's comments format:
Column
1
Length
1
Description
#
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Column
2
Length
100
1
2
File Format for Journal Header
This information describes the flat file's journal header format:
Column Length
1
5
7 10
26
29
37
47
17
25
10
10
8
1
3
8
Description
Comments
Chapter 9
Description
H
Business Unit
Journal ID
A value of NEXT or a blank field create auto-numbered journal IDs.
Journal Date (MMDDYYYY)
Adjusting Entry
Y = Adjusting journal.
N = Regular journal (default).
Adjusting Period
Appears by default as 998 for adjusting journal.
ADB Average Daily Balance Date (
MMDDYYYY)
Appears by default as the journal date if this field is left blank.
Ledger Group
Ledger
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Column
57
Length
1
58
70
78
81
89
119
66
69
122
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8
8
3
8
30
3
3
1
5
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Description
Reversal Code
B = Begin next period.
E = End next period.
X = Next day.
D = User defined date.
U = Adjustment period.
N = No reversal (default).
Reversal Date (MMDDYYYY)
Populated by journal edit program if B or
E. Must have a valid date if reversal code is D.
Reversal Adjusting Period
Only used when reversal code is U.
ADB Reversal Code
D = User defined date.
S = Same as journal reversal (default).
ADB Reversal Date (MMDDYYYY)
Must have a valid date if ADB reversal code is D.
Journal Source
Transaction Reference Number
Description
Default Currency Code
Foreign Currency Code
Appears by default from the base currency of the business unit.
Default Currency Rate Type
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Column
127
135
152
274
155
163
175
176
17
3
Length
8
8
12
1
1
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Description
Currency Effective Date (
MMDDYYYY)
Appears by default as journal date.
Default Currency Exchange Rate
System Source
EXT = Journal Edit creates VAT lines and calculates them if VAT lines are not imported (default).
EXV = Journal Edit won't create or calculate imported VAT lines.
Document Type for Document
Sequencing
If blank, the system gets the value from the default on the run request panel,
journal source, and ledger group.
Document Sequence number
Filled by document sequencing routine if document sequencing is enabled; otherwise, the field is blank. The entered number is checked by document sequencing.
Budget Header Status
V = Budget validated.
N = Not validated (default).
Commitment Control Amount Type
1 = Actuals and Recognized.
2 = Encumbrance.
3 = Pre-Encumbrance.
4 = Collected Revenue.
5 = Planned.
7 = Actuals, Recognize and Collect.
Note: There is no 6.
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Chapter 9 Making General Ledger Journal Entries
Column
177
181
Length
4
10
Description
GL Adjustment Type
Journal Class
7
16
56
64
70
75
26
36
46
80
85
93
File Format for Journal Line
Flat file's journal line format. Journal line data follows immediately after its header data in the file.
Column
1
Length
1
Description
L
2 5
9
10
8
6
5
5
10
10
10
5
8
5
Alternate Account
Department
Operating Unit
Product
Fund Code
Class Field
Program Code
Budget Reference
Affiliate
Business Unit
Appears by default from the business unit from header. If a different business unit is entered, this is an interunit line.
Journal Line Number
Changes to one more than the previous line number. First line changes to 1.
Ledger
If ledger group is a commitment control ledger group, this is ignored from the flat file and assigned according to the commitment control amount type.
Account
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175
185
188
118
128
138
148
163
167
Column
98
108
10
3
28
10
15
10
10
4
8
Length
10
10
216 1
217
234
244
17
10
30
276
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Description
Fund Affiliate
Operating Unit Affiliate
ChartField 1
ChartField 2
ChartField 3
Project
Book Code
Budget Period
Scenario
Statistics Code
Base Currency Amount
Calculated from transaction amount and exchange rate. If entered and exchange rate = 0, and recalc exchange rate is selected for the journal edit request, the exchange rate is calculated.
Movement Flag
This is only used in a separate debit and credit database.
N = Natural (default).
R = Reverse.
Statistics Amount
Only valid for statistical accounts or for lines with statistic codes.
Journal Line Reference
Journal Line Description
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Column
274
277
282
310
Length
3
5
28
17
327
332
347
350
355
360
365
373
374
384
388
10
4
1
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3
5
5
15
5
5
8
1
Making General Ledger Journal Entries
Description
Currency Code
Appears by default as the default currency on header. The journal edit program clears this field for a statistical account.
Currency Rate Type
Amount
Foreign Currency Amount
Currency Exchange Rate
Appears by default as 1 if Currency
Code = Base Currency. Uses table lookup in journal edit program if currency rate type is entered and recalc
exchange rate is selected for the journal edit request.
Projects Business Unit
Projects Activity ID
Projects Analysis Type
Projects Resource Type
Projects Resource Category
Projects Resource Sub-category
Budget Date (MMDDYYYY)
Appears by default as Journal Date if blank.
Budget Line Status
Appears by default as N if blank or
Budget Header Status = N.
Entry Event
Interunit and intraunit transaction group number
Interunit and intraunit anchor flag
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Column
389
Length
30
Description
Open Item Key
Note: After importing a journal using the flat file journal import process, you must run the Journal Edit process on the journal before you make corrections using the Create Journal Entries page.
Flat file journal import does not allow the use of control accounts. However, you can remove this restriction by changing the JIMP_LN_WRK record to set the prompt table edit for the Account field to
GL_ACCOUNT_TBL and the prompt table edit for Alternate Account field to ALTACCT_TBL.
File Format for Journal VAT Line
Flat file's journal VAT line format. Journal VAT data follows immediately after its journal line data in the file.
Column
1
Length
1
Description
V
2 1
10
30
3
9
20
1
6
1
Physical Nature
G = Goods (default).
S = Service.
Defaulting State
VAT Exception Type
N = None.
S = Suspended.
X = Exonerated.
VAT Exception Certificate ID
Record VAT Input
Whether a business unit pays VAT and recovers it later from VAT tax authority.
Typically for purchase transactions.
Y = Yes.
N = No.
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Column
31
32
33
34
37
45
1
1
3
8
4
Length
1
Making General Ledger Journal Entries
Description
Record VAT Output
Whether VAT is collected by a supplier on behalf of the government. Typically for sales transactions.
Y = Yes.
N = No.
Calculation Type
E = Exclusive: VAT stated separately from merchandise.
I = Inclusive: VAT included with merchandise.
Calculation at Gross or Net
G = Gross.
N = Net.
VAT Reporting Country
Required field.
VAT Declaration Date
Appears by default as journal date if blank.
VAT Transaction Type
Required field.
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Column
49
Length
1
280
50
58
62
63
8
4
1
28
Chapter 9
Description
VAT Applicability
Required field.
E = Exempt.
N = Not applicable.
O = Outside of scope of VAT.
S = Suspended.
T = Taxable.
V = VAT only.
X = Exonerated.
VAT Code
Required field.
VAT Account Type
VAT Distribution Status
D = Distributed.
E = Error flag.
I = Ignored.
M = Archival entry.
N = Not distributed.
P = Processed.
R = Reversal entry.
U = Undefined.
VAT Amount if system source = EXV
Entered VAT amount = VAT amount; otherwise, entered VAT amount = 0.
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Column
91
185
191
198
205
233
261
289
317
119
147
175
184
318
Length
28
28
28
9
1
7
28
28
6
7
28
28
1
1
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Making General Ledger Journal Entries
Description
VAT Amount in Base Currency if system source =EXV
Entered VAT Base Amt = VAT Base
Amount; otherwise, entered VAT base amount = 0.
VAT Basis Amount
VAT Basis Amount in Base Currency
Tax Code Aggregate Percent
Override VAT Tolerance Check
Y = Override: no check.
N = Check.
VAT Use Type
Recovery percent
Rebate percent
Recovery Amount
Recovery Amount in Base Currency
Rebate Amount
Rebate Amount in Base Currency
Recovery Percent Source
A = Automatically calculated.
M = Manual entry.
Rebate Percent Source
A = Automatically calculated.
M = Manual entry.
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Column
319
320
321
324
352
380
397
398
399
3
28
28
17
Length
1
1
1
1
1
Description
VAT Rounding Rule
D = Round down.
N = Natural round.
U = Round up.
Amounts for Reporting Currency
Y = Yes.
N = No.
Reporting Currency
VAT Amount in Reporting Currency
VAT Transaction Amount Reporting
Currency Exchange Rate
Changes to 1 if Currency Code = Base
Currency.
Prorate Non-recoverable VAT
Y = Yes.
N = No.
Allocate nonrecoverable VAT
Y = Yes.
N = No.
VAT Apportionment Control
D = Distribution GL business unit.
G = Transaction GL business unit.
T = Transaction business unit.
VAT Applicable Journal Line Number 400 9
File Format for Journal Control Total
Flat file's journal control total data format. Control total data follows its header data but comes after journal line and journal VAT.
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Column
1
2
7
17
10
3
Length
1
5
20 3
135
152
161
171
179
185
190
195
200
23
51
79
107
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10
8
6
17
9
5
5
5
8
28
28
28
28
Making General Ledger Journal Entries
Description
C
Control Business Unit
The control totals are for this business unit. Changes to the header business unit if this is blank.
Ledger
Base Currency Code
The control totals are for this base currency. Should always equal the business unit's base currency except for statistical account totals.
Currency Code
The control totals are for this foreign currency. Changes to the header business unit if this is blank.
Journal Control Base Currency Debits
Journal Control Base Currency Credits
Journal Control Foreign Currency Debits
Journal Control Foreign Currency
Credits
Journal Control Statistical Units
Journal Control Lines
Department
Operating Unit
Product
Fund Code
Class Field
Program Code
Budget Reference
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282
286
294
304
223
233
243
253
263
278
Column
208
213
4
8
10
2
10
10
10
10
15
4
Length
5
10
Description
Affiliate
Fund Affiliate
Operating Unit Affiliate
ChartField 1
ChartField 2
ChartField 3
Project
Book Code
GL Adjustment Type
Budget Period
Scenario
Balance Sheet Indicator
Note: The file layout object GL_JRNL_IMPORT for flat file journal import is delivered in fixed column format as shown in the previous table. You can change this to CSV format and also adjust the date format if necessary.
Flat File Journal Import Request Page
Use the Flat File Journal Import Request page (LOAD_JRNL_PNL) to launch the Load Journals From a Flat File process (GL_JRNL_IMP) ; this process loads data from a flat file into the General Ledger journal tables.
Navigation
General Ledger, Journals, Import Journals, External Flat Files, Flat File Journal Import Request
Character Set
Select the appropriate character set for the flat file being processed. When you create a request, the character set changes to the character set that is associated with the default language code of the user that is creating the run control request. You can change this value, but you must have a UNICODE database if the character set of the file being processed requires UNICODE.
UNICODE is important when your database must function in other than the Latin alphabet, such as Japanese Kanji.
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Chapter 9
Validate ChartFields
Default GL Document Type
Journal ID Mask
Making General Ledger Journal Entries
Select the level of ChartField validation for the import process:
•
Account, Alternate Account
•
All Common ChartFields
•
None
Note: When you select None, the process does not check for invalid Account and AltAcct values; however, invalid
Control Account and Control AltAcct values will fail.
A lower validation level enables you to run the import process faster and make use of journal suspense processing when
Journal Edit revalidates the journal at a later stage.
Note: Selecting All Common ChartFields does not validate
PeopleSoft Project Costing specific ChartFields.
If you use document sequencing, specify a default document type to indicate the business purpose for the transaction. You can specify a document type for each journal header in the flat file.
Enter a unique mask or prefix to identify journals created through flat file journal import, if the journal ID is blank or
NEXT in the file.
Related Links
Understanding Integration in PeopleSoft General Ledger
Understanding Spreadsheet Journal Import
"Using Document Sequencing (PeopleSoft FSCM 9.2: Global Options and Reports)"
Using the Spreadsheet Journal Import Process
General Ledger has a spreadsheet journal import user interface. Use it to prepare and enter journals offline without database connection. You can then import them into your PeopleSoft database directly over the internet or via files. Please see the following reference for full details on using this utility.
See Setting Up and Importing Spreadsheet Journals.
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Chapter 10
Using Spreadsheet Journal Import
Using Spreadsheet Journal Import
This topic provides an overview of spreadsheet journal import and discusses how to set up and import spreadsheet journals.
Understanding Spreadsheet Journal Import
This section describes the prerequisites for importing spreadsheet journals into General Ledger and presents an overview of the spreadsheet journal import process.
Prerequisites
This table lists the files that PeopleSoft provides for the spreadsheet journal import user interface. Copy all files to the same folder on your workstation.
Microsoft Excel 2003 (and prior versions)
JRNL1.xls
JRNLMCRO.xla
GLLOG.xlt
Description
This is the journal workbook that you use to create and import journals with Excel 2003 and prior versions. You can rename this file using a meaningful name.
This is the Visual Basic code library and dialog control used with Excel 2003 and prior versions.
This is the Message log template.
In addition to these three files, Spreadsheet Journal online import mode expects the Microsoft delivered
XML library file MSXML6.dll to be installed on your workstation.
Microsoft Excel 2007 (and subsequent versions)
JRNL1.xlsm
JRNLMCRO.xlam
GLLOG.xlt
Description
This is the journal workbook that you use to create and import journals with Excel 2007 and versions beyond. You can rename this file using a meaningful name.
This is the Visual Basic code library and dialog control used with Excel 2007 and subsequent versions.
This is the Message log template.
There are no additional .dll files to be installed on your workstation when using this set of files for Excel
2007.
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Note: Use the JRNL1.xls or the JRNL1.xlsm file to enter your journals, depending upon which version of
Excel you are using. You must set up Microsoft Excel to accept macros, by navigating to Tools, Macro,
Security, and selecting Medium or Low on the Security Level tab.
To import journals in online mode from the spreadsheet, your system administrator must grant you permission to the following web libraries:
• WEBLIB_XMLLINK
• WEBLIB_GL
To import journals in batch mode, your system administrator must set up the correct environmental variable (PS_FILEDIR) on the process scheduler server.
See Importing Journal Entries.
Spreadsheet Journal Import Overview
The Spreadsheet Journal workbook enables you to enter journals offline using Microsoft Excel and then import the journals into your PeopleSoft database. It supports regular journals and standard budget journals. Spreadsheet journal import also supports commitment control adjustments for each of the commitment control amount types:
• Actuals and Recognized
• Actuals, Recognize, and Collect
• Collected Revenue
• Encumbrance
• Planned
• Pre-encumbrance
When a journal with a commitment control ledger group and an invalid commitment control amount type is imported, the system assigns the correct commitment control amount type during import and issues a warning message.
Spreadsheet journal entry does not support commitment control budget journals.
Note: Commitment control budget journals can be imported using the flat file feature.
See "Importing Budget Journals from a Flat File (PeopleSoft FSCM 9.2: Commitment Control)".
Spreadsheet Journal Import does not support user entered value-added tax (VAT) information. After you import the journals from the spreadsheet, the Journal Edit process creates VAT defaults and amounts based on the country code, if VAT is enabled.
Spreadsheet Journal Import partially supports multibook journals. You can specify a primary or secondary ledger on the multibook journal lines, but you cannot enter multiple ledger information (multibook) for the same line. When you run the Journal Edit process, it creates the additional multibook lines.
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Spreadsheet Journal Import does not allow the use of control accounts. By definition, control accounts originate in the subsystems, such as accounts receivable and accounts payable. Spreadsheet Journal
Import rejects control accounts during the import process.
Note: After importing a journal from a spreadsheet, you must run the Journal Edit batch process on the journal before you make corrections using the Create Journal Entries pages. Journal entries loaded to your system using spreadsheet journals import (or for that matter, flat file journal import) must be edited using batch edit only. This is important because imported journals do not yet have all journal lines and values populated by the various automatic features. They should not be edited online. After importing journals if you open them online you get a warning message stating that they must be edited first. It is only after the batch edit that the journals display the final entries for such things as interunit, separate debit credit reversals, and multibook lines.
PeopleSoft Journal Workbook: JRNL1.xls
The JRNL1.xls workbook is the PeopleSoft Spreadsheet Journal Import user interface. You use it to prepare and enter journals, group and manage journals in journal sheets, and import them into your
PeopleSoft database using various pages, dialog boxes, and buttons. There is a built-in utility that you can use to move ChartFields and rearrange columns in your journal workbook. The workbook contains one or more journal sheets, and each journal sheet can contain one or more journals.
When you open the file JRNL1.xls, you begin with the Control page. The Control page contains three sets of buttons that enable you to:
• Set workbook defaults, configure ChartFields, and rearrange columns.
• Maintain the journal sheets in the workbook.
• Import the journal sheets from the workbook.
You use the journal sheet page to prepare journals. There are buttons and dialog boxes for you to add, delete, and copy journals. Because you are entering data offline in the spreadsheet, there is no validation of the values that you are entering. Validation of journals takes place when you import the journal and during the Journal Edit process.
However, while there is no data validation, spreadsheet journal import provides offline validation in that journal IDs cannot contain an apostrophe and open item key values cannot contain spaces.
User ID
When the User ID is blank on the spreadsheet journal header it defaults to the import process User ID.
For online import the User ID defaults to the Import Now login user ID, and for batch import, it defaults to the user ID of the run control. The user ID is not a required field for the spreadsheet journal header, so the check against user preferences for the user ID is at load time when the system derives the user ID according to the following rules:
• If a user ID is populated on the spreadsheet journal header, the system considers that user ID to check for user preferences.
• If the user ID field is not populated on the spreadsheet journal header, the system considers the user
ID of the individual loading the spreadsheet journal to check for user preferences.
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Business Unit
The business unit that you specify on the spreadsheet journal header is defaulted to those spreadsheet lines for which you have left the business Unit blank when you import the spreadsheet.
However, just as with Ledger, SpeedType, and ChartFields, if you select the check box that is located below the Unit field on the spreadsheet lines page, the system copies to the next line the business unit that you entered on the previous spreadsheet line. That is to say, if the copy down check box is selected for Unit, the system immediately copies the business unit from the previous line and does not default the business unit entered on the spreadsheet journal header to the new line that you are adding.
In either instance you can manually add and change the business unit on spreadsheet lines.
NEXT Journal ID
When you create a new journal spreadsheet header, the default is to the value NEXT for the Journal
ID field and if your user ID preference is not set up to always use NEXT, you can change the value by manually entering a journal ID value in the opening dialog box for a new spreadsheet header.
If your user ID is designated on the User Preference page to always use NEXT, the Journal ID field is always populated with NEXT and the field is unavailable for change or for the entry of a manual Journal
ID in the add mode.
The user ID is not a required field for the spreadsheet journal header, so the check against user preferences for the user ID is at load time when the system derives the user ID according to the following rules:
• If a user ID is populated on the spreadsheet journal header, the system considers that user ID to check for user preferences.
• If the user ID field is not populated on the spreadsheet journal header, the system considers the user
ID of the individual loading the spreadsheet journal to check for user preferences.
You can load a journal using NEXT as the journal ID through online import and batch import:
• Batch Import: If you choose to use NEXT as the journal ID and write the journal data to a file, the text file in XML format has NEXT as the journal ID for each journal header.
• Online Import: If you choose to import the spreadsheet journal online using the Import Now functionality, the NEXT journal ID on the spreadsheet is updated with an actual system generated journal ID number.
System ID
The system ID is a sequential number that is unique to each journal created across all journal sheets within a spreadsheet journal workbook file. System ID starts with a value of 1001 and recycles when it reached 9999.
The purpose of system ID is to avoid confusion when using NEXT as the journal ID where there are multiple journal headers in a journal spreadsheet with each showing the value NEXT. The system generates a separate system ID for each journal header as a visual indicator that makes it possible to identify different journal headers both while they are all showing NEXT and after the various journal IDs are generated. The system ID is called a visual indicator because it is not stored in the journal tables but is available to differentiate the journals within the spreadsheet interface and when performing various spreadsheet functions, such as:
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• Copy Journal
• Delete Journal
• Change Import Status
• Edit Journal Header
• Select Journal Header
The system ID is also included in error messages in addition to reference, business unit, journal ID, and date to more easily identify problem journals.
Journal Header Reference
The journal header reference ID enables you to enter reference information for each journal header on the spreadsheet. The Journal Header Reference field on the journal header is updated with the spreadsheet value at upload.
The Journal Header Reference field identifies a document, person, invoice, date, or any other piece of information that is associated with a journal entry and is helpful when you need to trace back to the source of a transaction.
Error messages that are logged contain the journal header reference because it is helpful in researching the source of a transaction.
SpeedTypes
You can specify a SpeedType for a spreadsheet journal entry line. You can also copy the SpeedType to subsequent journal lines that you insert by selecting the copy down check box below SpeedType on the spreadsheet lines interface.
A spreadsheet journal user might specify a SpeedType, to which the user does not have access. At load time, the SpeedType that is entered on the Spreadsheet Journal is validated against the valid list of
SpeedTypes available for the user ID that is specified in the Spreadsheet Journal Header.
If the user ID is not specified on the spreadsheet journal header, then the SpeedType is validated against the valid list of SpeedTypes available for the user ID of the user that imports the spreadsheet journal.
An error message is logged if an invalid SpeedType is specified on the Spreadsheet Journal. The error message is logged at import time for both batch or online import.
At import, the system first populates the ChartField values based on the SpeedType but then can override a generated ChartField value with a ChartField value that is specified in the spreadsheet. For example, consider the SpeedType, Peripheral, which is available in the demo data that is defined to specify account 500000, department 212000, and product Config. If you populate a spreadsheet journal line using this SpeedType, Peripheral, but enter a department 10000, at import time the system populates the
ChartFields with account 500000, department 10000, product Config.
Note: If the SpeedType is created under One User ID or One Permission list, the Spreadsheet will not differentiate, unlike the online journal where the selection is limited by Type of SpeedTypes. This is due to the fact that a prompt table (which is equivalent to a dropdown box in Excel) could potentially create a performance bottleneck due to the large volume of data that would have to be retrieved and displayed in the Spreadsheet.
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Validation
Spreadsheet journal validation is limited and it is not intended to be as broad as the validation provided with journal entry using the Journal Entry page.
For example, validations can be done for Project ID and other project costing ChartFields for journals entered online using the Journal Entry page. However, the spreadsheet load process is not considered a replacement for online journal entry but is supplemental and is not recommended for journals where there is a need for broad project costing ChartField validation.
In addition, after importing a journal from a spreadsheet, you must run the Journal Edit batch process on the journal before you make corrections using the Create Journal Entries pages. Journal entries loaded to your system using spreadsheet journals import (or for that matter, flat file journal import) must be edited using batch edit only. This is important because imported journals do not yet have all journal lines and values populated by the various automatic features. After importing journals, if you then open them online you get a warning message stating that they must be edited first. It is only after the batch edit that the journals display the final entries for such things as interunit, separate debit credit reversals, and multibook lines.
Spreadsheet journal entry provides consistent error messages across batch import and online import.
For batch import the messages are provided in a separate log file and are not part of the message log.
However the message log provides reference to the log file and incorporates the Reference ID field value in all the messages logged.
The system indicates in the process monitor if any error or warning message are written to the log file.
The following are examples of error and warning messages that might be logged by the system:
• Logs error if NEXT is not used where only NEXT should be used.
• Logs journal header validation errors.
• Logs journal line validation errors.
• Logs message for skipped journal headers.
• Logs message for skipped invalid journals.
• Logs error message if specified SpeedType value does not exist.
• Logs error message if a commitment control ledger group is used and the business unit is not set up for commitment control.
• Logs error messages if the validation of the commitment control ledger against the commitment control ledger group is not valid.
• Logs error if commitment control is not enabled for General Ledger.
Online Versus Batch Mode Import
You can import data into your PeopleSoft database using Spreadsheet Journal Import in either online mode or batch mode. The logical unit of work for a batch load is a file and the logical unit of work for an online load is a journal sheet.
• Using online mode, you open a journal sheet, enter data, and use the Import Journals Now button to import the data into your PeopleSoft database.
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Data is sent as XML documents over the internet and immediately imported into the PeopleSoft database.
• Using batch mode, you can store your journal sheets by using the Write Journals to a File button, and then running the Batch Import Process (GL_EXCL_JRNL) to import one or more journal files to your
PeopleSoft database.
If you want to use the batch import process but at the same time want to import one journal sheet at a time, create separate files for each journal sheet. The option to write one file can be used to create a separate file for each journal sheet while writing a file. When the option to write one file for each journal sheet is selected, the system generates one file for each journal sheet and an index file.
Batch import mode has a feature to import multiple journal files at a time using an index file that points to multiple data files. For example, assume you have a text file INDEX.txt containing these four lines:
H:\helen\JRNL1.xml
H:\helen\JRNL2.xml
H:\david\JRNL1.xml
H:\Singapore\ProjectX.xml
You can attach INDEX.txt to the Spreadsheet Journal Import page and select Index file to other data files in the Number of Data Files field. The Spreadsheet Journal Import process searches for all four data files and imports them one by one. Be aware that the file paths are specified relative to the process scheduler where the import process runs. In this example, it is the H drive on the process scheduler.
If your process scheduler runs on a UNIX machine, then your index file may look like the following example. Remember, UNIX file names are case sensitive.
/tmp/usr/jrnl1.xml
/tmp/usr/jrnl2.xml
/tmp/usr/jrnl1.xml
/tmp/singapore/projectx.xml
Secondary Translation Lines
Secondary translation lines default from primary lines for spreadsheet journal entry. This applies to translate lines where the secondary journal lines must be generated from the primary lines as in the case of an external import where only primary lines are entered. Changes were made so that when the foreign currency of the primary line is the same as that of the base currency of the translate line, then the rate, type, and exchange rate are defaulted from the corresponding primary line when editing imported journal entries from flat file or spreadsheet journal entry. That is to say, if the transaction currency of the primary ledger and base currency of the translate ledger are the same, then the system defaults the exchange rate from the primary journal lines in spreadsheet journal entry just as the system does in online journal entry.
If the foreign currency of the primary line is not the same as that of the base currency of the translate line, the system uses the exchange rate from the rate type specified on the ledger group of the Translate ledger.
Setting Up and Importing Spreadsheet Journals
To set up and import spreadsheet journals, use the JRNL1.xls file delivered with your PeopleSoft products.
This section discusses how to:
• Use the Spreadsheet Journal Import Control page.
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• Set up workbook defaults.
• Create a new journal worksheet.
• Enter journals using journal sheets.
• Import journal sheets in online mode.
• Import journal sheets in batch mode.
Pages Used to Set Up and Import Spreadsheet Journals
Page Name Definition Name Navigation
Spreadsheet Journal Import control page
JRNL1 Open the JRNL1.xls
file delivered with your
PeopleSoft products to open the Spreadsheet Journal
Import control page.
OR
Open the JRNL1.xlsm, for
Microsoft Excel 2007 (and subsequent versions)
Define Options and Defaults JRNL1
Usage
Set the defaults and set up your spreadsheets for importing into General
Ledger.
Click the Setup button on the
Spreadsheet Journal Import control page.
Set up journal header defaults and options for message logging, document sequencing and general options, and specify online import controls for the workbook.
Chartfield Configuration JRNL1
Notes
Journal Sheet
Spreadsheet Journal Batch
Import Request
JRNL1
JRNL1
GL_EXCL_JRNL
Click the Configure button.
Access a Chartfield
Configuration secondary page for a journal sheet where you can configure the columns and field formats for different
ChartFields.
Click the Notes button on the control page.
Access a notes sheet in the workbook to use for instructions, calculations,
notes, and so on. In our example, the sheet is blank except for a heading and the control button that returns you to the control page.
Click the New or Edit button on the control page to create or edit a journal sheet.
Create and edit journal data.
General Ledger, Journals,
Import Journals, Spreadsheet
Journals
Run the batch import of journal sheet files that you created from the Spreadsheet interface into your PeopleSoft database.
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Using the Spreadsheet Journal Import Control Page
Use the Spreadsheet Journal Import control page (JRNL1) to set the defaults and set up your spreadsheets for importing into General Ledger.
Navigation
Open the JRNL1 file delivered with your PeopleSoft products to open the Spreadsheet Journal Import control page. (JRNL.xls for Microsoft Excel 2003, or JRNL1.xlsm, for Microsoft Excel 2007 or subsequent versions).
Access the Spreadsheet Journal Import control page by opening JRNL1 Excel file. If prompted, choose to
Enable Macros.
Image: Spreadsheet Journal Import control page
This example illustrates the fields and controls on the Spreadsheet Journal Import control page. You can find definitions for the fields and controls later on this page.
The control buttons on the Control page are grouped into three group boxes:
• General
• Journal Sheet
• Import Journals
Control Page: General
The General group box enables you to define options and defaults for this workbook and to enter any notes or calculations concerning this import.
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Setup
Notes
Click to set up access to the Define Options and Defaults dialog box. Use to set journal header defaults, message logging options, document sequencing options, online import controls,
and so on. You can also access the ChartField Configuration dialog box from here.
Click to access a scratch pad in the workbook. Use the scratch pad for instructions, calculations, notes, and so on.
Control Page: Journal Sheets
The Journal Sheets group box enables you to insert a new journal sheet, or edit, delete, or copy an existing journal sheet.
New
Click to insert a new journal sheet. A workbook can contain as many journal sheets as needed, and each journal sheet can contain as many journals as desired.
Edit
Delete
Copy
Click to edit one journal sheet in the workbook.
Click to delete one or more journal sheets in the workbook.
Click to copy one journal sheet to a new journal sheet saved under a new name.
Control Page: Import Journals
The Import Journals group box enables you to import one or more of the journal sheets and save journal sheets to a file.
Import Now
Write File
Click to initiate online import of one or more journal sheets. The system imports only journals that are marked as import.
Click to save selected journal sheets to a file. After saving one or more files, you must run the batch import process (GL_
EXCL_JRNL) to complete the file import process.
Note: You can use Shift and Ctrl keys to select multiple journal sheets.
Setting Up Workbook Defaults
Before you start entering journals, you must specify the options, defaults, and settings for the journal sheets in your workbook. From the Spreadsheet Journal Import control page (JRNL1.xls), click the Setup button to display the Define Options and Defaults dialog box.
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Define Options and Defaults: Header Defaults
Enter default values for the Business Unit, Date, Ledger Group, Source fields, and the following fields as necessary.
Image: Define Options and Defaults page
This example illustrates the fields and controls on the Define Options and Defaults page. You can find definitions for the fields and controls later on this page.
User ID
Enable Multibook
AutoGen Lines (automatically generate lines)
Enter a default (operator) user ID for the journal header.
Select this field to make the Ledger field in the New Journal
Header page unavailable for selection. This ledger field displays when you click the Add button in the Spreadsheet Journal
Import - Header section of the worksheet. The Ledger field on the journal header is optional. You only use it when you want to enter journals for ledger groups that are not set to Keep Ledgers
in Sync and for which you do want to specify the ledger name on the header.
If you select this check box, the Ledger field is not enabled on the journal header.
This field is related to the Keep Ledgers in Sync (KLS) option for multibook ledgers on the Detail Ledger Group page. The
KLS option determines if a transaction is posted to one or to all ledgers in a group.
If you select this option, the system automatically generates journal lines to support transaction detail for all ledgers in
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Using Spreadsheet Journal Import Chapter 10 a ledger group. For example, if you enter a two-line journal import for a ledger group that contains three ledgers, the journal edit process generates an additional four lines—two lines for each additional ledger.
If you do not select AutoGen Lines, and the ledger group of the journal is defined as KLS, then the Journal Edit process overrides your choice and still generates the corresponding lines for all ledgers in the group.
Define Options and Defaults: Message Options
Define the message log options based on the following information:
Message Options
Log Error Messages Only: The system logs import messages to
JRNLLOG.xls only when errors occur.
Log Successful and Error Messages: The system logs all import messages to JRNLLOG.xls regardless of the import process being successful.
Display Messages Online
Select to show import error messages online. Otherwise, errors go only to the message log JRNLLOG.xls.
Define Options and Defaults: Document Sequencing
Define document sequencing options based on the following information:
Enable Document Sequencing
Select to enable document sequencing for any business units that use it. You can track journals by document sequence number. Enabling this option enables you to specify document sequencing fields on the journal header.
Default Document Type
When document sequencing is enabled, specify a default document type—such as domestic customer invoices, customer credit memos, or customer debit memos—to indicate the business purpose of your transaction. You can enter a document type for each journal header at a later time.
Define Options and Defaults: Online Import Control
Define options and behavior of online import mode based on the following information:
Address
Enter the URL of the PeopleSoft XMLlink web service. To use a secure connection, contact your Information Technology department to set up a secure socket layer (URL starts with https://).
Note: To verify that your URL address is correct, copy the address to a browser and press enter. You should be able to see a list of PeopleSoft xmllink services.
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User ID
After Successful Import
Skip If Journal Already Exists
Skip If Journal Has Errors
Enter the database PeopleSoft logon user ID.
Change Import Status to Do Not Import: The system changes import status of journals that are imported successfully. This prevents reimport of the journals when you attempt to import them a second time.
Keep Import Status as Import: Select this if you do not want the system to change import status so that you can reimport it later.
You can override journal import status at the journal sheet level anytime.
Select this option and online load does not update already existing journals. The option is intended to prevent duplicate journals when a user is unaware that a journal has already been processed. This option is the default and is only applicable for online import using the Import Now functionality.
A message is logged providing details of any journals skipped because they already exist in the system.
If the option is not selected, online load updates already existing journals with valid journal data.
Note: When NEXT is used for the journal ID it is not possible to check if a journal already exists.
Select this option and online load does not load invalid journals.
This option is the default and is only applicable for online import using the Import Now functionality.
A message is logged providing details of journals that have invalid data.
If the option is not selected then the online load does not load either valid or invalid journals for that journal sheet. Online load then proceeds to the next journal sheet and loads all journals in the next journal sheet if all the journals in that next journal sheet are valid.
See Validation topic.
Chartfield Configuration in Spreadsheet Journal Import
Use the Chartfield Configuration page (JRNL1.XLS) to access a Chartfield Configuration secondary page for a journal sheet where you can configure the columns and field formats for different ChartFields.
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Navigation
Click the Configure button on the Define Options and Defaults page to access the Chartfield
Configuration dialog box, in which you can include, exclude, or rearrange columns, as well as alter field labels and column formats for a worksheet. .
Image: Spreadsheet Journal Import - Chartfield Configuration page
This example illustrates the fields and controls on the Spreadsheet Journal Import - Chartfield
Configuration page. You can find definitions for the fields and controls later on this page.
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You can alter the contents of your spreadsheet one column at a time. The column that you intend to edit is highlighted in blue. The Chartfield Configuration - Column page enables you to select a column and control its appearance.
Chartfield Configuration - Column Tab
Use this dialog box to change the format, ChartFields, and column layout of your spreadsheet.
Click the buttons in the Chartfield Configuration dialog box based on the following information:
Moves the highlight one column to the left.
Moves the highlight one column to the right.
Shifts the highlighted column to the left.
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Shifts the highlighted column to the right.
Inserts a new column to the left of the highlighted column.
Click this button to increase the width of the highlighted column.
Click this button to reduce the width of the highlighted column.
Note: The configuration dialog box prevents you from deleting or modifying certain system required fields.
Chartfield Configuration - Field Format Tab
Use the Chartfield Configuration - Field Format dialog box to control the content and format of the columns on your spreadsheet.
Image: Chartfield Configuration - Field Format page
This example illustrates the fields and controls on the Chartfield Configuration - Field Format page. You can find definitions for the fields and controls later on this page.
Field Name
Label
Format
Apply
You must use a valid database field name from PeopleSoft journal tables. If you misspell a field name or enter an invalid field name, you will not receive an error message until you attempt to import the journal sheet.
Enter the column label for the spreadsheet journal workbook.
Specify the cell format.
You must click to save this format for the journal sheet.
Related Links
"Understanding Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
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"Understanding PeopleSoft ChartField Configuration (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Document Type Template Page (PeopleSoft FSCM 9.2: Global Options and Reports)"
Creating a New Journal Worksheet
Click the New button on the Spreadsheet Journal Import control page to access the New Journal Header page.
Image: New Journal Header page
This example illustrates the fields and controls on the New Journal Header page. You can find definitions for the fields and controls later on this page.
302
Unit
Journal ID
Journal Date
Enter a business unit and it is used by the system at import time to populate spread sheet journal lines when no business unit is specified for the line either through direct entry or copy down from the previous line value that you entered.
You can specify a journal ID or use NEXT to derive the journal
ID.
See Spreadsheet Journal Import Overview.
Enter a date or use the current date supplied by the system.
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AutoGen Lines (automatically generate lines)
Adjusting Entry
Select this check box if the ledger group contains multiple ledgers. If you have selected the Keep Ledgers in Sync (KLS) option for multibook ledgers on the Detail Ledger Group -
Definition page, you should always select the AutoGen Lines check box so that the system automatically generates journal lines to support transaction detail for each ledger in the group.
For example, if you enter a two-line journal import for a ledger group that contains three ledgers, the journal edit process generates two lines for each ledger.
Select this option and the adjustment period fields become available.
Note: Fields associated with functionality that your organization chooses not to implement are unavailable. For example, if you choose not to implement document sequencing, those fields are unavailable. A field may also be unavailable depending on the settings on the Define Options and
Defaults page.
Currency Information
Do not enter values for both the rate type and the exchange rate. If you do, you receive an error message.
Enter one or the other, but not both.
Entering Journals Using Journal Sheets
Use the Journal Sheet page (JRNL1.XLS) to create and edit journal data.
Navigation
Click the New or Edit button on the control page to create or edit a journal sheet.
Image: New Spreadsheet Journal Sheet
This example illustrates the fields and controls on the New Spreadsheet Journal Sheet. You can find definitions for the fields and controls later on this page.
Imports this journal sheet immediately using online import mode.
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Returns to the Spreadsheet Journal Import control page.
Chapter 10
Spreadsheet Journal Import - Header Buttons
The buttons in the header section of the spreadsheet are:
Creates a new journal header with its own default values.
Selects the journal header on whose lines you want to work.
Edits the journal header fields.
Copies a journal.
Deletes a journal.
Changes import status of a journal.
Spreadsheet Journal Import - Lines Buttons
The buttons in the lines section of the spreadsheet are:
(in the Lines section)
Adds a journal line in the current selected journal header.
(in the Lines section)
Deletes a journal line. Position your cursor on the line and click this button.
Copies a block of multiple lines.
Deletes a block of multiple lines.
Check the amount fields to verify that you have entered the number with the number of decimal points that you have set up. The default number of decimal points is 2. Click the button to check the number of decimal points before you import the journal.
Adding Journal Lines
Click the Add button in the line section to access and add a journal line.
1. Populate the journal line data using the Tab key or arrow keys to advance from one cell to another.
2. Insert additional lines by clicking the Add sign again to insert a line and automatically reposition your cursor in the first active cell of the new line.
Scrolling left is unnecessary.
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3. Select the check box for a field where you want the value of the field on that journal line repeated in the journal line that is added next.
Otherwise, the value for that field on the succeeding line is blank.
Note: Use as many journals in a spreadsheet as you like. Note that when you insert lines, they carry the header displayed at the top of the sheet.
Importing Journal Sheets in Online Mode
You can import journal sheets online from either the control page or the journal sheet page.
Import Journals Online from the Spreadsheet Journal Control Page
Access the Import Journals Now dialog box by clicking Import Now on the Spreadsheet Journal Import control page.
Image: Import Journals Now page
This example illustrates the fields and controls on the Import Journals Now page. You can find definitions for the fields and controls later on this page.
Select the sheets that you want to import to the General Ledger database. Enter your PeopleSoft database user ID and password and click OK.
Import Journals Online from a Spreadsheet Journal Worksheet
Access a Spreadsheet Journal Import journal sheet.
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Click this button to display the Import Journals Now page.
Image: Import Journals Now page
This example illustrates the fields and controls on the Import Journals Now page. You can find definitions for the fields and controls later on this page.
The URL to your PeopleSoft database appears automatically. Enter your user ID and password and click
OK to import the journals.
Importing Journal Sheets in Batch Mode
Some organizations create numerous journal sheets, which they store in flat files for processing at a later time. To do this, you must write the journal sheets to the individual flat files. When you are ready, you run the GL_EXCL_JRNL batch import process.
Writing Journals to a File
After completing your journal sheet activity, navigate to the Control page and click Write File to access the Write Journals to File dialog box.
Image: Write Journals to File page
This example illustrates the fields and controls on the Write Journals to File page. You can find definitions for the fields and controls later on this page.
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The default for batch mode is for only one file to be generated for all journal sheets. However, you can create a separate XML file for each journal sheet.
To import one journal sheet at a time, you create a separate XML files for each journal sheet by selecting the Write One File per Journal Sheet check box on the Write Journals to File page. The system generates:
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Chapter 10 Using Spreadsheet Journal Import
• One file for each journal sheet.
• An index file.
Select some or all journal sheets that you want to save and click OK.
This stores the journal sheet data in the file that you specify in theFile Namefield.
To import the journal file into the PeopleSoft database, you must run the PeopleSoft Spreadsheet Journal batch import process (GL_EXCL_JRNL).
Spreadsheet Journal Import Request Page
Use the Spreadsheet Journal Batch Import Request page (GL_EXCL_JRNL) to run the batch import process (GL_EXCL_JRNL) for journal sheet files that you created from the Spreadsheet interface into your PeopleSoft database.
Navigation
General Ledger, Journals, Import Journals, Spreadsheet Journals
Image: Spreadsheet Journal Import Request page
This example illustrates the fields and controls on the Spreadsheet Journal Import Request page. You can find definitions for the fields and controls later on this page.
Number of Data Files
Add
Delete
View
Single data file: The file you attached to this page is the data file containing journal data.
Index file to other data files: The file you attached to this page is an index file containing file path and file names to one or more data files stored elsewhere.
Click to add an attachment. Browse for the file you have written from the spreadsheet journal workbook, and then click Upload.
Click to delete an attachment.
Click to display the contents of the attached file.
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Character Set
If Journal Already Exists
If Journal is Invalid
Default GL Document Type
Chapter 10
Select the character set of the flat file being imported. For example, you can specify ISO_8859-6 for Arabic or JIS_X_
0208 for Japanese Kanji.
Select Abort , Skip, orUpdate.
Select Abort or Skip.
If you use document sequencing, specify a default document type to indicate the business purpose for the transaction. You can enter a document type for each journal header at a later time.
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Chapter 11
Processing Journals
Processing Journals
These topics provide an overview of processing journal entries and discuss how to:
• Determine the status of journals.
• Request journal edits.
• Post journals.
• Unpost journals.
• Correct journal errors.
• Produce journal reports.
Understanding Journal Processing
PeopleSoft General Ledger offers several ways to process journals to ensure control and maximize efficiency without losing flexibility. You decide when and by whom journals are validated and posted.
Allow one user to only enter the journal entries and allow another user to post these journal entries.
When you select and inquire or process, you often have the opportunity to specifically identify characteristics of the data that you want to use to inquire upon or process.
This selection criteria might include the following terminology:
Common Elements Used in This Topic
Process Frequency
The options in the box control how often a request is processed.
If you select Once, the system processes the current request the next time that a background Edit is executed for the run control
ID. Once executed, the Process Frequency status is changed to
Don't Run. If you want this request to be processed each time that editing is initiated, select Always.
Request Number
The field indicates the number for the process request. The system assigns each set of run parameters a unique number.
The process edits journals in the ascending order of the request number.
Business Unit
Specify value to edit journals for that business unit only or leave it blank to edit journals for all business units. If you specify a
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Ledger Group
Source
System Source
Process Partition ID
Journal ID From/To,
Journal Date From/To
From Year/Per (from year/period) and To Year/Per (to year/period)
business unit value, the Journal Edit process also edits the nonanchor business unit journals for which the anchor business unit is the specified business unit.
Select to edit journals for a specific ledger group, or leave blank to edit journals for all ledger groups.
Select to edit journals for a specific journal source, or leave it blank to edit journals for all journal sources.
Specify a system source to limit journal selection to specific
General Ledger processes or specific application processes. For example, you could include only journals that the Allocations process or the JGen-AR (Journal Generator process for
PeopleSoft Receivables transactions) created.
Specify a process partition ID to limit journal selection to specific data sets that you define for the partition ID on the
Process Partition page. Each data set is associated with a business unit and ChartField combination.
Enter a range of journal ID numbers to limit the number of journals to process.
Enter a journal date range to limit the number of specific journals within a given period to process.
Select to limit to journals within a specific range of fiscal years and periods.
Journal Processing
Before you can post journals to General Ledger you must edit them to verify that:
• ChartField values are valid.
• Debits equal credits.
• Journal entries are flagged for posting to the target ledger.
• Interunit and intraunit balancing entries are generated.
If the Journal Edit (GL_JEDIT) process encounters any errors, General Ledger responds based on whether you indicated that you want to recycle the journals with errors, correct the errors, and then post them, or whether you indicated that you want to post the journals with invalid ChartFields or unbalanced debit and credit amounts to your suspense accounts.
There are two methods to edit and post journals:
• Select the Journal Edit and Journal Post options from the menu.
• Select Edit Journal and Post Journal during journal entry.
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Chapter 11 Processing Journals
When you edit or post while making journal entries, the system initiates the processes on the server. When the process is complete, the system automatically updates the Journal Entry pages with the results of the edit or post.
To streamline the Journal Edit (GL_JEDIT) and Journal Post (GLPPPOST) processes, you can combine and run the processes by selecting both Edit and Post on the Journal Edit - Request page. The system posts all journals without errors that pass the Journal Edit process.
The Journal Post process:
• Posts on valid, edited journals.
• Posts each journal line in the appropriate target detail ledger.
• Changes the journal's status to posted.
Note: General Ledger does not post unbalanced journals to balanced ledgers.
After posting, the system retains the original journal entries for analysis and an audit trail. You can reverse posted journal entries with a full audit trail, and you can also unpost a journal. Unposting is a one time
only event for any one journal, and there are restrictions—you cannot edit the journals.
The Review Journal Status component provides a summarized display of journal entries. Once all critical entries are processed, you can schedule closing and reporting tasks.
Related Links
"Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Journal Source - Journal Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Defining Common Journal Definitions (PeopleSoft FSCM 9.2: Application Fundamentals)"
Journal Editing
The Edit Journals Request page enables you to specify selectively which journals to edit, based on the business unit, ledger group, journal source, system source, process partition ID, journal ID, and journal date. General Ledger edits only those journals that match your request criteria. If you leave one criterion blank, General Ledger ignores that criterion and edits journals that match the other criteria. For example, you can edit all business units by leaving the Business Unit field blank.
Note: To initiate a journal edit without going to the Edit Journals Request page, use the Edit Journal option in the Process field on the Journal Lines page.
You can combine the Journal Edit (GL_JEDIT) and Budget Checking (FS_BP) processes in a single run by selecting both Edit and Budget Check on the Edit Journals Request page. The system budget checks the journals that pass edit. You can also combine the Journal Edit (GL_JEDIT), Budget Checking
(FS_BP), and Journal Post (GLPPPST2) processes in a single run by selecting Edit, Budget Check, and Post on the Edit Journals Request page. The system posts the journals that pass editing and budget checking. If you do not use the commitment control optional functionality, you can ignore the Budget
Checking option.
When you run the process, you can run the Journal Edit process exclusively or you can run a Journal Edit and Error Rpt (report) multiprocess job (GLJEDERR) that runs the Journal Edit process and generates an error report.
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Note: During the Journal Edit process, the fiscal year of adjusting journals are updated with the fiscal year associated with the adjustment period defined on the open period update page. Make sure that the adjustment periods in the open period update page are set up correctly with adjustment years. Also, when changing the fiscal year associated with the adjustment period, make sure that all the relevant adjusting journals are posted before the change.
Journal Posting
You can request posting at the time you enter journal entries or at a later time.
Most journal entries generated by a company will be posted in a background process that typically occurs on a daily or weekly basis. In this case, you mark journals for posting so that all pending journals are processed together the next time that you run the Journal Post (GLPPPOST) process.
When you mark a journal for posting, General Ledger verifies that there are no edit errors that would render the journal invalid for posting.
There are times, however, when an immediate request to post is warranted. Posting from the Journal Entry
- Lines page provides you with that flexibility. To initiate a journal post without going to the Post Journals
Request page, select Post Journal in the Process field on the Journal Lines page.
For special types of requests, such as posting groups of journals, use the Journal Post (GLPPPOST) process. Posting performs 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 so requested on the journal header.
• Changes the Status indicator for each of the journals from Valid to Posted.
• Changes the status of the sibling rows in the Open Item table to Open and subjects the rows to reconciliation if the journals contain Open Item accounts.
General Ledger then posts the individual journal lines to the target ledger. Journal Post also performs one or more of the following functions (if you select or deselect certain options) when you run the process:
• Reconciles Open Items for transactions related to currently posted journals.
• Updates Average Daily Balance (ADB) information.
• Updates Summary Ledgers incrementally.
• Updates ledger balances incrementally for ledgers that are loaded from external sources.
• Updates the ledger cube incrementally.
The process populates the Posting Date on the journal header using the Journal Process Date that you define for each business unit on the General Ledger Definition - Journal Options page for the post date for all journals in the batch. It can be the date at the time the Journal Post process begins or a date of your choosing. If you prefer to maintain a user-specified date for posting date, you can automatically update
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GL BU Process Date process (GLPROCESSDT).
You can also run the Post Daily Balances process (GL_ADB_POST) after you post journals from the Post
Journals Request page. The Journal Post process posts daily balances to an intermediate holding table.
The ADB Post process posts daily balances from the intermediate holding table to the ADB ledger (also known as the daily ledger or ADB source ledger). After it posts the daily balances to the ADB ledger, it deletes the rows in the holding table. Or you can run the Journal and ADB Post (journal and average daily balance post) multiprocess job (GLADBPST) to post the journals and update the ADB ledger with the daily balances.
Note: Journals cannot be posted or unposted to a closed period. The closed period must first be opened before any journal activity can be processed in that period. The transaction type, UNP, on the Open Period
Update page should be opened as well to allow unposting.
Related Links
"Ledgers For A Unit - Journal Post Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Understanding Average Balance Calculation
Unposting Journals
You can unpost a journal only once, and you cannot edit a journal that you have unposted. If you want to post a journal that has been unposted, copy the journal to a new journal and then post the new journal.
General Ledger automatically creates an unpost audit trail for you.
When you unpost a journal with related journal entries, the process automatically unposts the related journal entries too. For example, when you unpost an accrual journal entry, the accrual reversal journal entry is automatically unposted at the same time. The same is true for unposting interunit journals and suspense journals.
The original journal entry is the anchor journal entry and the journal entries that the system generates for accrued reversals, interunit entries, and for suspense journal lines are non-anchor journal entries.
Note: The unpost periods must be open for related journals when an anchor journal is unposted. If you select an anchor journal for unposting that has related journals, such as a reversal, interunit, or suspense correction journal that might fall in a closed period, make sure that both the original and related journals are associated with an open period. Unposting to closed periods can have out of balance issues causing differences in journal and ledger balances when there are related journals. In addition, if you enter a different unpost date, the date entered must not be the same as the journal date for the related journals.
This can cause duplicate entries which can then cause the unpost process to fail. To assist in preventing reversal problems, a message is issued from the Mark to Unpost page warning that any unposting of an anchor journal with related journals should have appropriate periods open for both the original anchor journal as well as its related journals.
The Journal Post process (GLPPPOST) searches for anchor journals that are to be unposted. The process identifies non-anchor journal entries by looking for the following:
Reversal journals
Journals for which the reversal code is one of the following:
Beginning Of Next Period
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InterUnit journals
On Date Specified By User
End Of Next Period
Next Day
Adjustment Period
Journals for which the interunit business unit field is different from the business unit field.
Suspense correction journals
Book Code reversal journals
Journals that contain an entry in the PS_JRNL_HDR_SIBL table.
If you are using book code with multi GAAP functionality and the journal contains an entry in the PS_JRNL_HDR_SIBL table.
Reversal journals are selected by their anchor journal and can be marked for unpost based on business unit, ledger group, journal source, fiscal year and accounting period (including adjustment periods), specific journal ID (optional), ChartField criteria, journal class criteria, and journal date range (optional).
Entry event lines generated with the journals are reversed (unposted) along with their associated journals.
Note: The capability to mark journals for unposting by ChartField criteria and journal class criteria is important to the processing of reversals performed by the federal government. The government requires the capability to perform reversals on transactions involving trading partners. Because Trading Partner is set up as a ChartField by the federal government, the government can easily perform these reversals using unposting. The federal government also sets up journal classes to categorize types of journals. Processing reversals by journal class using the unpost feature enables the government to process together a large number of reversals falling within a specific category.
The Journal Post process (GLPPPOST) then tries to unpost the related non-anchor journals. The process does one of the following:
• If the non-anchor journals are posted, the process unposts them with the anchor journals.
• If the non-anchor journals are not posted, the process creates the unpost journals to offset the nonanchor journals, and then the process marks both the anchor and non-anchor journals for posting and posts them.
This creates an audit trail for the non-anchor journals.
Note: Journals cannot be posted or unposted to a closed period. The closed period must first be opened before any journal activity can be processed in that period. The transaction type on the Open Period
Update page should be UNP.
The Automatically Unpost options are selected by the system for both non-anchor interunit and nonanchor reversal journals. The system always unposts non-anchor journals entries with the anchor journal entry. You can query and display the non-anchor journals on the Mark Journal for Unposting page, but they are unposted only when you unpost the anchor journals.
General Ledger can unpost journals that contain Control Accounts in General Ledger; however, it does not automatically keep the feeder system for which the control account exists in sync. This must be done in the feeder application or in the feeder system (PeopleSoft Payables, Receivables, Treasury, and others).
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Chapter 11 Processing Journals
Note: Deleting a journal entry that has never been posted is a distinct process from unposting a journal entry that has been posted. Deleting an unposted journal entry is described in the topic, "Making General
Ledger Journal Entries."
Related Links
Deleting Journal Entries Not Yet Posted
Unposting of Anchor and Non-anchor Journals
If an anchor journal is posted and is then unposted, any associated non-anchor journal will be either (U) unposted (if the status of the non-anchor was (P) posted) or (D) deleted if the status was (V) Valid but not yet posted. The unposting of a posted anchor journal and the subsequent unposting of the related posted non-anchor reversal journal is straightforward. There is a posting and unposting of both journals that is recorded in the general ledger. However, the unposting of a posted anchor journal and the treatment of an associated not-yet-posted non-anchor journal is different. For example, assume you have created an accrual journal called J1, which is the anchor, that is dated and posted for March 15 with a system generated reversal (a non-anchor J1 journal) on April 1. Also, assume that you discover after posting the accrual on March 15 that it is in error and that you immediately unpost this accrual journal. Because the non-anchor journal was never posted to the general ledger, an audit trail is created by the system by creating a non-anchor reversal journal, which is given a status of D (deleted) by the system. Both the original non-anchor journal and the reversal non-anchor journal then exist in the system with a header status of D.
The final results are:
J1
J1
Journal ID
J1
J1
Date
March 15
March 15
April 1
April 1
D
D
Header Status
P
U no no
Posted to General Ledger
yes yes
Changing the Unpost Journal Date for Business Units
When you want the flexibility to change the unpost date for a journal entry, access the Journal Options page for the business unit and select the Allow Different Unpost Date option. This makes the Unpost Date field available on the Mark Journals for Unposting page.
The date in the Unpost Journal Date field is used as the journal date for the unposting entry. By default, this is the same as the original journal date; however, if you have selected the Allow Different Unpost
Date option, the field is available on the Mark Journals for Unpost page and can be changed to a new or different date.
If there are related journals, the date entered must not be the same as the journal date for related journals, such as reversal, interunit, or suspense correction journals. This can cause duplicate entries which can then cause the unpost process to fail.
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Note: For interunit journals, all business units must have the Allow Different Unpost Date option selected on the General Ledger Definition - Journal Options page if you want to change the journal unpost date. If one business unit does not have this option selected, you receive an error message.
Related Links
Defining Journal Processing Options for a Business Unit
Journal Error Processing
Journal error processing options are available at the business unit, ledger for a unit, and source levels.
Error processing options that are defined at the ledger level (Ledgers For A Unit component) override those defined at the business unit level; error-processing options defined at the source level override options defined at both the business unit and ledger levels.
This diagram illustrates the override hierarchy for journal error processing:
Image: Journal error processing override
Journal Error Processing Override
316
The Suspend journal error processing option can be set for these errors:
Journal Balance Errors
A journal balance error occurs when an unbalanced journal is created with a ledger that is defined as a balanced ledger. If the
Suspense option is set, the system generates a suspense line to bring the journal into balance. This suspense line is referred to as a balance suspense line.
Journal Edit Errors
A journal edit error occurs if the journal line has an invalid
ChartField value or ChartField combination. If the suspense option is set, a suspense line is generated for each line that is in error. This suspense line is referred to as an edit suspense line.
Journal Amount Errors
A journal amount error occurs if a foreign currency journal line has different signs on foreign amount and monetary amount.
If the suspense option is set, a suspense line is generated for
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Chapter 11 Processing Journals each line that is in error. This suspense line is referred to as an amount suspense line.
At any level, you can select the ChartFields and ChartField values for your amount, balance, and edit suspense. The Journal Edit process creates the suspense lines with the ChartFields and ChartField values you selected.
Related Links
Defining Journal Processing Options for a Business Unit
"Journal Source - Journal Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Journal Error and Suspense Journal Terminology
General Ledger gives you the option to suspend unbalanced amounts and amounts from lines with edit or amount errors. The Journal Suspense Correction process makes it easy for you to identify and correct journals that have transactions posted to suspense accounts.
To understand journal suspense correction, you should be familiar with this terminology:
Suspense Journal
Journal that has transactions posted to suspense ChartFields.
This journal contains amount suspense lines, balance suspense lines or edit suspense lines.
Balance Suspense Line
Edit Suspense Line
Suspense line generated by the Journal Edit process. This line is required to bring an out-of-balance journal back into balance.
Suspense line generated by the Journal Edit process that references a journal line with invalid ChartFields or ChartField combination errors.
Amount Suspense Line
Corrections Journal
Suspense line generated by the Journal Edit process that references a foreign currency journal line with foreign amounts and monetary amounts of different signs.
Journal created from the Suspense Journal Correction process that corrects and reverses suspense transactions for a suspense journal.
Balance Correction Line
Edit Correction Line
Amount Correction Line
Reversal Suspense Line
Journal line generated by the Suspense Journal Correction process to correct the balance suspense line on a suspense journal.
Journal line generated by the Suspense Journal Correction process to correct the edit suspense line on a suspense journal.
Journal line generated by the Suspense Journal Correction process to correct the amount suspense line on a suspense journal.
Journal lines generated by the Suspense Journal Correction process to reverse the suspense lines on a suspense journal.
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Suspense Journals
A suspense journal contains suspense lines that are generated from the Journal Edit process.
Journal processing uses a suspense status flag (SUSP_RECON_STATUS) on the journal header record
(JRNL_HEADER) to determine the life cycle of a suspense journal.
0
No suspense transactions: The journal has no amount, balance or edit suspense lines.
1
Suspense transactions: The journal has balance, edit, and amount suspense lines, and now becomes a suspense journal.
2
3
Corrections Journal Created: A corrections journal is created to correct and reverse the suspense transactions on a suspense journal.
Corrections Journal Posted: The corrections journal, created to correct and reverse the suspense transactions on a suspense journal, is now posted.
Warning! It is possible for a corrections journal to contain suspense lines caused by amount errors, edit errors, or out of balance conditions. If the corrections journal has suspense lines, it becomes a suspense journal with the status of 1 and the suspense cycle starts again.
Determining the Status of Journals
At any time during journal processing, you can view the status of journals and the journal line details on the Review Journal Status pages.
This section discusses how to:
• View the journal header information.
• View journal line details.
Pages Used to View the Status of Journals
Page Name Definition Name Navigation
Review Journal Status -
Journal Header
JOURNAL_HEADER_FS General Ledger, Journals,
Process Journals, Review
Journal Status, Journal
Header
Review Journal Status -
Journal Lines
JOURNAL_LN_FS
Usage
Review journal header information.
General Ledger, Journals,
Process Journals, Review
Journal Status, Journal Lines
View line details for the journal.
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Review Journal Status - Journal Header Page
Use the Review Journal Status - Journal Header page (JOURNAL_HEADER_FS) to review journal header information.
Navigation
General Ledger, Journals, Process Journals, Review Journal Status, Journal Header
Image: Review Journal Status - Journal Header page
This example illustrates the fields and controls on the Review Journal Status - Journal Header page. You can find definitions for the fields and controls later on this page.
The top of the page displays the journal header information that you entered on the Journal Entry - Header page.
It also displays the status for the journal, which can be one of the following:
• Error: Journal has been edited and has errors. The journal has been recycled by the system and you must correct errors before it can be posted.
• Post Incom: (posting Incomplete) Posting is incomplete because of posting problems. For example, the system might have crashed after the reversal journal is created but before the original journal is actually posted. Repost as soon as possible.
• SJE Model: (standard journal entry model) This is a valid standard journal entry model used to generate standard journal entries; this journal cannot be posted. It is not picked up by the journal posting process.
• Edit Req'd: (edit required) Journal entry has been saved but is not yet edited. You must edit the journal before it can be posted.
• Posted: The journal entry has successfully been edited and posted by the system to the ledger or ledgers. Although the journal entry is posted, there might be errors in disbursements to accounts that are temporarily posted to default balancing accounts that you must reclassify to make your intended entry complete. Check the default balancing account if you have chosen to use a default balancing account rather than the option to recycle journal entries with errors.
• Incomplete: You have chosen the option not to complete the journal entry and saved it as incomplete, perhaps to be completed at a later time.
•
Unposted: You have unposted the journal entry from the ledger or ledgers where it was originally posted. Unposted journal entries cannot be reposted.
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(You can cancel journal entries that have not yet been posted.)
• Valid: The journal entry has been edited and is ready to be posted.
• Can't Unpst: (cannot unpost) This is a journal entry created as part of an upgrade from one education and government PeopleSoft release to another release and as such will not be encountered in the usual day-to-day processing of journal entries.
An upgrade journal entry cannot be unposted.
• Deleted: A non-anchor journal that previously had a Valid journal status is deleted when the anchor journal is unposted. If an anchor journal is posted and is then unposted, any associated non-anchor journal is either (U) unposted (if the status of the non-anchor was (P) posted) or (D) deleted if the status was (V) Valid but not yet posted.
The Journal Line Totals group box displays the number of lines in the journal entry and the total amount of the debits and credits.
The Commitment Control Amount Type group box displays your settings for the control budget if you use the commitment control option.
The amount type can be one of the following:
Actuals and Recognized
Encumbrance
The journal records the actual amount of a transaction,
expenditure, or revenue.
The journal is not an actual transaction yet. Instead, it records the amount that you can legally spend. This usually occurs when you create a contract or a purchase order.
Pre-Encumbrance
Collected Revenue
Actuals, Recognized and Collect
Planned
The journal is not an actual transaction yet. Instead, it records the amount that you will spend. This usually occurs when you create a requisition.
The journal records the collected amount from a prior revenue transaction.
The journal records the actual and collected amount of a revenue transaction.
The journal records the amount that you plan to spend. This amount is only an estimate; it is not an actual transaction yet.
Note: If you select Override, the journals can exceed their budgeted amount. The user ID identifies the individual who enabled the override.
Review Journal Status - Journal Lines Page
Use the Review Journal Status - Journal Lines page (JOURNAL_LN_FS) to view line details for the journal.
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Navigation
General Ledger, Journals, Process Journals, Review Journal Status, Journal Lines
Image: Review Journal Status - Journal Lines page
This example illustrates the fields and controls on the Review Journal Status - Journal Lines page. You can find definitions for the fields and controls later on this page.
Journal Line Data
This group box lists the journal line data, including your template's ChartFields, the Transaction Amount DR field, the
Transaction Amount CR field, budget date, for Commitment
Control transactions, is the date that is checked against the
Commitment Control budget ledger to ensure that it falls within an open Commitment Control budget period. The rate type and exchange rate that the system used to convert amounts from the transaction currency to the base currency displays on the line.
The budget status is displayed for the control budget ledger if you use the Commitment Control option and can be:
• Error
The entry failed to pass budget checking.
• Not Chk'd (not checked)
The Budget Processor has not processed the entry.
• Valid
The entry passed budget checking and the process updated the control budget.
• Warning
The Budget Processor issued a warning. This means the control budget did not have sufficient funds. However,
it passed budget checking because the Commitment
Control option for the control budget is set to Tracking with
Budget or Tracking without Budget on the Control Budget
Definitions page. It may also be over the budget amount, but less than the tolerance amount.
• Provisionally Valid
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The entry passed budget checking but the Budget Processor has not committed the changes to the control budget (
LEDGER_KK). This results when selecting the Budget
Check Only option when processing the journal.
The last field that displays on the journal line is N/R, which indicates:
• N if the line amount is a normal debit or credit.
• R if the line amount is a reversed debit or credit.
Requesting Journal Edits
This section discusses how to:
• Run the journal edit process.
• Check the status of edit requests.
• Correct journal edit errors.
• Find journal entry errors.
Pages Used to Perform Journal Edit
Page Name Definition Name
Edit Journals Request JOURNAL_EDIT_REQ
Message Log
Journal Entry - Lines
PMN_BAT_MSGLOG
JOURNAL_ENTRY2_IE
Navigation
General Ledger, Journals,
Process Journals, Edit
Journals, Edit Journals
Request
Usage
Edit journals and optionally post them.
General Ledger, Journals,
Process Journals, Edit
Journals, Edit Journals
Request, Message Log
After running the Journal Edit process, click the Process
Monitor link to access the
Process List page. Click the
Details link to access the
Process Detail page. In the
Actions group box, click the
Message Log link.
Display the process instance,
name, and type of process,
along with a list of messages,
which includes the severity, log time, message text, and an explanation of the text.
General Ledger, Journals,
Journal Entry, Create Journal
Entries, Lines
View journal entry errors by clicking the X in the Error column on the Journal Lines page.
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Page Name
Journal Entry - Errors
Review Journal Status - Find an Existing Value
Definition Name
JOURNAL_ENTRY_E_IC
SEARCH
Navigation Usage
General Ledger, Journals,
Journal Entry, Create Journal
Entries, Errors
Determine which errors the system encountered.
General Ledger, Journals,
Process Journals, Review
Journal Status, Find an
Existing Value
Search for journals with errors for a specific business unit.
Edit Journals Request Page
Use the Edit Journals Request page (JOURNAL_EDIT_REQ) to edit journals and optionally post them.
Navigation
General Ledger, Journals, Process Journals, Edit Journals, Edit Journals Request
Image: Edit Journals Request page
This example illustrates the fields and controls on the Edit Journals Request page. You can find definitions for the fields and controls later on this page.
Edit
Post
Re-Edit
Re-Edit CC Adjustment Journals
Select to edit the journals.
Select to automatically post the journals that pass edit and budget checking (commitment control journals).
Select to edit valid journals more than once. Edited journals are flagged as either having errors or as valid (edit complete). If you do not select this check box, the system ignores valid journals.
This check box becomes available when you select the Re-
Edit check box. Select the Re-Edit CC Adjustment Journals
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Recalc Exchange Rates (recalculate exchange rates)
Mark Journal(s) to Post
Budget Check
check box if you want to re-edit valid Commitment Control adjustment journals along with other journals. Leave the check box deselected to prevent the re-edit of these Commitment
Control adjustment journals during re-edit processing.
If your journals are recorded in multiple currencies, click to recalculate based on the most current exchange rate.
Select to mark each valid journal with a posting request status.
If PeopleSoft Workflow is activated, this option is not available.
Select to run the Commitment Control Budget Processor (FS_
BP) process to check the journal against the control budget.
Autopilot Run Control
Select the check box to make the process available to the autopilot. When this check box is selected, the system issues a warning if the process frequency selected is other than Always.
The Re-Edit option cannot be selected for an Autopilot run control.
See Configuring Journal Edit and Post Requests for Autopilot.
PeopleTools Documentation: PeopleSoft Process Scheduler, "Understanding PeopleSoft Process
Scheduler"
Related Links
"Understanding the Budget Checking of Source Transactions (PeopleSoft FSCM 9.2: Commitment
Control)"
"Defining Process Group User Preferences (PeopleSoft FSCM 9.2: Application Fundamentals)"
Edit Journals Request - Message Log Page
Use the Message Log page (PMN_BAT_MSGLOG) to display the process instance, name, and type of process, along with a list of messages, which includes the severity, log time, message text, and an explanation of the text.
Navigation
General Ledger, Journals, Process Journals, Edit Journals, Edit Journals Request, Message Log
After running the Journal Edit process, click the Process Monitor link to access the Process List page.
Click the Details link to access the Process Detail page. In the Actions group box, click the Message Log link.
After you run a batch process, you may want to review any messages that were produced to ensure that the process completed without errors. Use Message Log Search and Results to check the status of the current request or of past processing requests.
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Chapter 11 Processing Journals
Journal Entry - Errors Page
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to view journal entry errors by clicking the
X in the Error column on the Journal Lines page.
Navigation
General Ledger, Journals, Journal Entry, Create Journal Entries, Lines
When you encounter errors during editing, General Ledger marks the journal and either recycles or suspends it. The system saves recycled journals but does not post them until you have corrected the errors.
You can post entries with invalid ChartFields or unbalanced debit and credit amounts to your Suspense account. You define error-processing options at the business unit, ledger for a unit, and journal source level.
To view journal entry errors, click the X in the Errors column on the Journal Entry - Lines page to go to the Errors page.
Click the Line number for the line in error on the Journal Entry - Errors page to go directly to the Journal
Entry - Lines page, where you can view one or all of the lines in error. The cursor is positioned on the line and field in error.
Alternatively, you can access the Journal Entry - Errors page (JOURNAL_ENTRY_E_IC) to determine which errors the system encountered by navigating as follows:
Navigation
General Ledger, Journals, Journal Entry, Create Journal Entries, Errors
Related Links
Review Journal Status - Find an Existing Value Page
Use the Review Journal Status - Find an Existing Value page (SEARCH) to search for journals with errors for a specific business unit.
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Navigation
General Ledger, Journals, Process Journals, Review Journal Status, Find an Existing Value
Image: Review Journal Status - Find an Existing Value page
This example illustrates the fields and controls on the Review Journal Status - Find an Existing Value page. You can find definitions for the fields and controls later on this page.
Use the Review Journal Status - Find an Existing Value page to find journal entries with errors. When you enter your search criteria on the page, select Journal Has Errors in the Journal Header Status field to display a list of journal entries with errors.
Note: If you track journals by document sequence number, you can enter that number on this page.
Related Links
Determining the Status of Journals
Posting Journals
This section discusses how to:
• Set the process date.
• Mark journals for posting.
• Run the journal post process.
• Check the status of posting requests.
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Chapter 11 Processing Journals
Pages Used to Post Journals
Page Name
Maintain Process Date
Mark Journals for Posting
Post Journals Request
Message Log
Definition Name
GL_BU_PROCESS_DT
JOURNAL_POST_MARK
JOURNAL_POST_REQ
PMN_BAT_MSGLOG
Navigation Usage
Set Up Financials/Supply
Chain, Business Unit Related,
General Ledger, Maintain
Process Date
Run the Maintain GL BU
Process Date process (GL_
PROCESSDT) that updates the process date for a business unit on the General Ledger
Definition - Journal Options page. The Journal Post process (GLPPPOST) uses this date for the post date for the journals that it posts.
General Ledger, Journals,
Process Journals, Mark
Journals for Posting
General Ledger, Journals,
Process Journals, Post
Journals, Post Journals
Request
Mark one or more journals for posting. Journals to be posted must first be marked for posting. Marking a journal for posting indicates that the journal should be included in any posting request that is pending for which the journal meets the criteria specified.
This enables you to exclude certain journals from posting until you review and approve them.
Selectively specify which journals you want to post based on business unit, ledger group, accounting period/ fiscal year, source, journal
ID, and journal date. You can run the Journal Post process for all business units. When you run the posting process,
the system posts only those journals that fit the request criteria and are marked to post. (You also run the Post
Daily Balances process (GL
_ADB_POST) process from this page.)
General Ledger, Journals,
Process Journals, Post
Journals, Post Journals
Request, Message Log. After running the Journal Post process, click the Process
Monitor link to access the
Process List page. Click the
Details link to access the
Process Detail page. In the
Actions group box, click the
Message Log link.
Display the process instance,
name, and type of process,
along with a list of messages,
which includes the severity, log time, message text, and an explanation of the text.
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Maintain Process Date Page
Use the Maintain Process Date page (GL_BU_PROCESS_DT) to run the Maintain GL BU Process Date process (GL_PROCESSDT) that updates the process date for a business unit on the General Ledger
Definition - Journal Options page.
The Journal Post process (GLPPPOST) uses this date for the post date for the journals that it posts.
Navigation
Set Up Financials/Supply Chain, Business Unit Related, General Ledger, Maintain Process Date
Image: Maintain Process Date page
This example illustrates the fields and controls on the Maintain Process Date page. You can find definitions for the fields and controls later on this page.
328
The Business Unit Option group box controls for which business units the journal process date is to be updated.
All
Updates all business units.
Range
Updates a range of business units that you specify in the
Business Unit From and Business Unit To fields.
Value
Current Date
Updates the specific business units that you enter in the
Business Unit fields.
Select this option to use the date at the time the Journal Post process begins to run for the post date for all journals in the batch.
Next Day
Specify Date
Select this option to change the process date for the business units to the next day. This option is useful when you run the
Journal Post process every day and you want to automatically change the user-defined date to the next day.
Select this option to change the process date for the business units to a date that you specify and enter the date in the Specify
Date field.
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The system only adjusts the date to a working calendar day if there is a working calendar defined. You define your working calendar on the Business Calendar page.
Related Links
"Defining Business Calendars (PeopleSoft FSCM 9.2: Application Fundamentals)"
Mark Journals for Posting Page
Use the Mark Journals for Posting page (JOURNAL_POST_MARK) to mark one or more journals for posting.
Journals to be posted must first be marked for posting. Marking a journal for posting indicates that the journal should be included in any posting request that is pending for which the journal meets the criteria specified. This enables you to exclude certain journals from posting until you review and approve them.
Navigation
General Ledger, Journals, Process Journals, Mark Journals for Posting
Image: Mark Journals for Posting page
This example illustrates the fields and controls on the Mark Journals for Posting page. You can find definitions for the fields and controls later on this page.
Select the criteria for the journals that you want to post and click the Search button. The system returns only the valid journals (valid for both journal header and budget checking status) that meet the criteria.
Select business unit, ledger group, accounting year, period, and source. The system supplies the Journal
Date From, and Journal Date To depending upon the values you select for year and period. You can leave the Journal ID and Source fields blank or use a wildcard (%) value. You can also use the wildcard % for the Unit field.
Post Selected Journals
After selecting the check box in the Process column for the journal(s) that you want to post, click this link to access the Post
Journals Request page.
Note: For more efficient processing, schedule a background process for journal posting.
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Adjustment Periods
Journal ID
View Audit Logs
Chapter 11
Select this check box and you can select the applicable adjustment period in the Period field to retrieve adjusting journal entries for posting.
Note: When you are marking journal entries for posting, the
Period field drop-down menu retrieves accounting periods 1 through 12. However, when you are marking adjusting journal entries the Period field drop-down menu displays adjustment periods 901 through 912 and 998.
Click the link to drill down to the detail contained in a journal.
Click this link to display associated audit logs and audit log detail if audit logging is enabled.
See "Establishing Carriers (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Related Links
Post Journals Request Page
Use the Post Journals Request page (JOURNAL_POST_REQ) to selectively specify which journals you want to post based on business unit, ledger group, accounting period/fiscal year, source, journal ID, and journal date.
You can run the Journal Post process for all business units. When you run the posting process, the system posts only those journals that fit the request criteria and are marked to post. (You also run the Post Daily
Balances process (GL_ADB_POST) process from this page.)
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Navigation
General Ledger, Journals, Process Journals, Post Journals, Post Journals Request
OR
Click the Post Selected Journals link on the Mark Journals for Posting page.
Image: Post Journals Request page
This example illustrates the fields and controls on the Post Journals Request page. You can find definitions for the fields and controls later on this page.
Click the View All link or scroll through the requests (if applicable) to make sure that the process frequency and information is correct for each journal before clicking the Run button.
Skip Open Item Reconciliation
Select to postpone closing the open items and to skip item reconciliation until after the journal is posted. Selecting this option can save time during journal posting. You can run the
Open Item Reconciliation (GL_OI_RECON) Application
Engine process separately at a later time.
Skip Summary Ledger Update
Select to postpone updating the summary ledger balances.
You can run the Summary Ledger (GL_SUML ) Application
Engine process at a later time. Selecting this option can save time during journal posting.
Skip Essbase Incremental Load
Select to postpone updating the Essbase cube with data. You can run the Essbase Load (GL_ESS_LOAD) Application Engine process using incremental load at a later time. Selecting this option can save time during journal posting.
For more information, see Defining and Building the Essbase
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Processing Journals
Autopilot Run Control
Chapter 11
Select this check box to make the process available to the autopilot. When this check box is selected, the system issues a warning if the process frequency selected is other than Always.
The Re-Edit option cannot be selected for an Autopilot run control.
Related Links
Understanding Open Item Accounting
Checking the Status of Posting Requests
Use the Message Log page (PMN_BAT_MSGLOG) to display the process instance, name, and type of process, along with a list of messages, which includes the severity, log time, message text, and an explanation of the text.
Navigation
General Ledger, Journals, Process Journals, Post Journals, Post Journals Request, Message Log. After running the Journal Post process, click the Process Monitor link to access the Process List page. Click the
Details link to access the Process Detail page. In the Actions group box, click the Message Log link.
This page enables you to view the status of the posting request and details of any messages that occur during the processing.
Unposting Journals
This section discusses how to mark journals for unposting.
Page Used to Unpost Journals
Page Name Definition Name Navigation
Mark Journals for Unposting JOURNAL_UNPOST_MRK General Ledger, Journals,
Process Journals, Mark
Journals for Unposting
Usage
Mark journal entries that you want to unpost. Display the unpost date if the Allow
Different Unpost Date option is selected on the Business
Unit Journal Options page.
Mark Journals for Unposting Page
Use the Mark Journals for Unposting page (JOURNAL_UNPOST_MRK) to mark journal entries that you want to unpost.
Display the unpost date if the Allow Different Unpost Date option is selected on the Business Unit
Journal Options page.
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Navigation
General Ledger, Journals, Process Journals, Mark Journals for Unposting
Image: Mark Journals for Unposting page
This example illustrates the fields and controls on the Mark Journals for Unposting page. You can find definitions for the fields and controls later on this page.
Unit, Ledger Group, Year,
Adjustment Periods Source, Period,
Journal ID, Journal Date From,
Journal Date To, and Journal Class
Enter the search criteria for the journals to unpost (reverse) and click the Search button to retrieve the journals.
You can leave the Journal ID and Source fields blank or use a wildcard (%) value. You can also use a wildcard (%) for the
Unit or Source fields.
Adjustment Periods
This applies only to anchor journals. Non-anchor interunit journals can only be unposted (or posted) from their anchor journal.
Select this check box and you can select the applicable adjustment period in the Period field to retrieve adjusting journal entries for unposting.
Note: When you are marking journals entries for unposting, the
Period field drop-down menu retrieves accounting periods only,
such as 1 through 12.
However, when you are marking adjusting journal entries for unposting, the Period field drop-down menu displays adjustment periods only, such as 901 through 912 and 998.
ChartField Search Criteria: Field
Name and ChartField Value
Unpost Selected Journals
Enter the names and values of the ChartFields on the journals that you want to mark to unpost (reverse). Add the number of
ChartFields that you want to include in the search.
Click to open the Post Journals Request page where you run the Journal Post process (GLPPPOST) to unpost journals you selected.
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Select Journals to Unpost
Select the Process check box for the journals that you want to unpost and click the Unpost Selected
Journals link.
If the unpost period (transaction type UNP) is not open for the business unit, the Process check box will be unavailable for selection.
Journal ID
To view journal details, click the individual journal ID links to access the Journal Inquiry page. Click Show All or enter from or through lines and click the Drill to Journal Lines button to view journal lines on the Journal Lines Inquiry page.
Unpost Date
This field appears only if you selected the Allow Different
Unpost Date for the business unit on the Journal Options page of the General Ledger Definition component. You can supply a different date to unpost the journal than the original date for which it was posted.
See Defining Journal Processing Options for a Business Unit.
View Audit Logs
Click this link to display associated audit logs and audit log detail if audit logging is enabled.
See "Establishing Carriers (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Correcting Journal Errors
This section discusses how to:
• Use the journal suspense correction option.
• Select a journal line display.
• Review journal ChartField errors.
• Change ChartField values.
• Change reversal information for correction journals.
• View errors for suspense journal correction lines.
• Inquire on suspense cross-references.
• Post and unpost suspense and correction journals.
• Unlock a journal process instance.
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Pages Used to Correct Journal Errors
Page Name Definition Name
Journal Suspense Correction JRNL_SUSP_CORR
Journal Line Template
Journal ChartField Errors
Change ChartField Values
Journal Suspense Correction
Reversal
JRNL_SUSP_CORR_RVR
Journal Suspense Correction -
Errors
JOURNAL_LN_S_TMP
JRNL_SUSP_CFE_SEC
JRNL_SUSP_CF_SEC
JRNL_SUSP_ERRS
Navigation Usage
General Ledger, Journals,
Suspense Correction, Correct
Suspense Entries, Journal
Suspense Correction
Create a journal to correct and reverse the suspense lines on a posted suspense journal.
Select a suspense journal from the list of all suspense journals that have a journal status of Posted to Ledger(s).
The process does not allow you to select an unposted suspense journal.
General Ledger, Journals,
Suspense Correction, Correct
Suspense Entries and click the
Template List link
Select a journal entry template that specifies the columns that you want to display on the
Journal Suspense Correction page. You define the template on the Journal Entry Template page.
General Ledger, Journals,
Suspense Correction, Correct
Suspense Entries and click the Correct ChartField Errors link.
Correct individual ChartField values that are in error.
(The link appears only if the suspense journal has edit suspense lines.)
Select General Ledger,
Journals, Suspense
Correction, Correct Suspense
Entries and click the Change
ChartField Values link.
Change a ChartField value for multiple edit correction lines globally on the Journal
Suspense Correction page.
Select General Ledger,
Journals, Suspense
Correction, Correct Suspense
Entries and click the Reversal link.
Enter the reversal information for correction journals.
(The link appears only if the suspense journal has a reversal code other than Do
Not Generate Reversal and the user has authorization to change the date on correction journals as set up on User
Preferences - General Ledger page.)
Select General Ledger,
Journals, Suspense
Correction, Correct Suspense
Entries and select the Errors tab.
Review the error message for a journal line. Click the
Errors link for any line on the
Journal Suspense Correction page.
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Page Name
Review Suspense Cross
Reference
Journal Unlock
Definition Name
JRNL_SUS_CROSS_REF
JRNL_EDIT_LOG
Navigation Usage
General Ledger, Journals,
Suspense Correction, Review
Suspense Cross Ref, Review
Suspense Cross Reference
View the connection between the suspense journal and its corresponding corrections journal. You can review the status of both journals by clicking the Journal Status and Suspense Journal Status links. General Ledger uses the Journal Header Sibling table (JRNL_HDR_SIBL) to link the suspense journal and its corresponding corrections journal.
General Ledger, Monitor
Background Processes,
Journal Unlock
Unlock journals in a process instance that terminated abnormally.
Related Links
Defining Journal Processing Options for a Business Unit
"Journal Source - Journal Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Journal Suspense Correction Page
Use the Journal Suspense Correction page (JRNL_SUSP_CORR) to create a suspense correction journal to correct and reverse the suspense lines on a posted suspense journal.
Select a suspense journal from the list of all suspense journals that have a journal status of Posted to
Ledger(s). The process does not allow you to select an unposted suspense journal.
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Navigation
General Ledger, Journals, Suspense Correction, Correct Suspense Entries, Journal Suspense Correction
Image: Journal Suspense Correction page
This example illustrates the fields and controls on the Journal Suspense Correction page. You can find definitions for the fields and controls later on this page.
Select the suspense journal that you want to correct. Click the Go to Jrnl Entry [Suspense] link, which opens a new window where you can review the original Journal Entry - Lines page of the posted journal entry.
To correct the suspense journal, complete the following fields in the Correction Journal group box:
Journal ID
Defaults to NEXT and generates the next available journal number when you save the journal. If you do not want to use the default, enter a unique journal ID for the correction journal.
Date
Defaults to the date of the suspense journal. Only authorized users can change the correction journal date as well as the reversal information if the suspense journal has a reversal code other than Do Not Generate Reversal.
Description
Template List
Correct ChartField Errors
Defaults to Correction of Suspense Journal followed by the journal ID of the suspense journal you are correcting. You can change this description if desired.
Click to open the Journal Line Template page that enables you to select a template that specifies which columns you want to display in the Correction Journal Lines grid. Alternatively,
you can change the columns that appear within your suspense correction journal lines by clicking the Customize link and hiding the columns that you do not want to display in your entry.
Click to open the Journal ChartField Errors page where you change the ChartField values in error.
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Change ChartFields Values
Reversal
Click to open the Change ChartField Values page where you can change a ChartField value globally on multiple edit correction lines.
Click the link to open the Journal Suspense Correction Reversal page where you can change the reversal information for correction journals.
Correction Journal Lines
The Correction Journal Lines grid displays the journal lines for the suspense journal that need to be corrected. The system generates edit and amount correction lines with the ChartFields and amounts from the journal lines marked in error. Use these correction lines to correct ChartField and amount errors.
Note: Correction journal lines for secondary ledgers are not displayed in the grid if the suspense journal is created with the KLS (Keep Ledgers in Sync) option selected.
When you first open the Journal Suspense Correction page, one or more amount correction lines are at the top of the scroll area, followed by one or more balance correction lines and edit correction lines. No references exist in the suspense journal for the balance correction lines.
Ref Ln # (reference line number) displays the line number that contains an amount error or an edit error in the suspense journal. The reference line number is always blank for the balance correction lines.
Click the Errors link for any line to open the Journal Suspense Correction - Errors page that shows the error log for the line.
When you save your work, the system creates a correction journal that contains the new correction lines.
The system also generates the reversing suspense lines for the suspense journal. You won't see these lines in the grid.
Important! When you create a correction journal, you must determine whether the lines are correct or incorrect. If necessary, you can make further changes to the corrected journal before you run the
Journal Edit process (Application Engine process GL_JEDIT) and the Journal Post process (GLPPPOST).
But, you must make these changes from the Journal Entry - Lines page because the system changes the suspense status of the suspense journal to 2 when you save your correction journal. The Journal Suspense
Correction page does not let you reenter the page for a suspense journal if its correction journal already exists.
If you have not run the Journal Post process (GLPPPOST) for the correction journal, and you decide that you want to start over, select the Delete Journal option in the Process field on the Journal Entry - Lines page to delete this correction journal. The system updates the suspense status of the suspense journal back to 1, and you can return to the Journal Suspense Correction page to create a new correction journal for the same suspense journal.
Note: A correction journal is a non-interunit journal when created. Like journals created by the
Journal Entry - Lines page, the system still populates correction journal's IU System Transaction Code
(IU_SYS_TRAN_CD) and IU Transaction Code (IU_TRAN_CD) but based on the suspense journal's values. If the suspense journal does not have these two values, interunit lines are not generated for the correction journal even if it is modified using the Journal Entry - Lines page to an interunit journal.
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Journal Line Template Page
Use the Journal Line Template page (JOURNAL_LN_S_TMP) to select a journal entry template that specifies the columns that you want to display on the Journal Suspense Correction page.
You define the template on the Journal Entry Template page.
Navigation
General Ledger, Journals, Suspense Correction, Correct Suspense Entries and click the Template List link
Image: Journal Line Template page
This example illustrates the fields and controls on the Journal Line Template page. You can find definitions for the fields and controls later on this page.
You can select a Journal Entry Template from a list of those that have been created in order to format your suspense correction entry.
Selected
Select to indicate that you are currently using the template when it is checked. To use a different template, select another line.
Template Type
Default
Identifies the users who would use the template. For example,
anyone could use an All template type. The Template ID is the name for the template.
If selected, the system uses the columns selected as the default when you open the Journal Suspense Correction page. You can change the default only on the Journal Entry Template -
Template page.
Note: Journal entry templates are previously defined using the Journal Entry Template component.
For this reason, the ChartField column check boxes that display on the Journal Line Template page are automatically selected and cannot be changed. If you want to display different columns, select the template that meets your requirements or create a new journal entry template.
See "Journal Entry Template - ChartField Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
Journal ChartField Errors Page
Use the Journal ChartField Errors page (JRNL_SUSP_CFE_SEC) to correct individual ChartField values that are in error.
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Navigation
General Ledger, Journals, Suspense Correction, Correct Suspense Entries and click the Correct
ChartField Errors link.
(The link appears only if the suspense journal has edit suspense lines.)
Image: Journal ChartField Errors page
This example illustrates the fields and controls on the Journal ChartField Errors page. You can find definitions for the fields and controls later on this page.
Correct ChartField Errors
Error Count
Field Name
Field Value
Change to
Selected
This link appears on the Journal Suspense Correction page only if the suspense journal has edit suspense lines.
Indicates the number of lines that contain the ChartField value in error.
Indicates the ChartField whose value is in error.
Displays the incorrect ChartField value.
Enter the correct ChartField value.
Click to select the ChartField values that you want to update on the Journal Suspense Correction page.
Change ChartField Values Page
Use the Change ChartField Values page (JRNL_SUSP_CF_SEC) to change a ChartField value for multiple edit correction lines globally on the Journal Suspense Correction page.
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Chapter 11 Processing Journals
Navigation
Select General Ledger, Journals, Suspense Correction, Correct Suspense Entries and click the Change
ChartField Values link.
Image: Change ChartField Values page
This example illustrates the fields and controls on the Change ChartField Values page. You can find definitions for the fields and controls later on this page.
Field Name
Field Value
Change to
Selected
Displays the name of each ChartField.
Enter the ChartField value that you want to change.
Enter the new ChartField value.
Select to replace all occurrences of the ChartField value on the
Journal Suspense Correction page.
Journal Suspense Correction Reversal Page
Use the Journal Suspense Correction Reversal page (JRNL_SUSP_CORR_RVR) to enter the reversal information for correction journals.
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Navigation
Select General Ledger, Journals, Suspense Correction, Correct Suspense Entries and click the Reversal link.
(The link appears only if the suspense journal has a reversal code other than Do Not Generate Reversal and the user has authorization to change the date on correction journals as set up on User Preferences -
General Ledger page.)
Image: Journal Suspense Correction Reversal page
This example illustrates the fields and controls on the Journal Suspense Correction Reversal page. You can find definitions for the fields and controls later on this page.
342
The Reversal link appears only if the suspense journal has a reversal code other than Do Not Generate
Reversal and the user has authorization to change the date on correction journals as set up on the User
Preferences - General Ledger page. Enter reversal information for a correction journal when the suspense journal reversal code is not Do Not Generate Reversal. A reversal journal for a suspense journal never goes to suspense, so you need only to correct the suspense journal.
Beginning of Next Period
Creates a reversing entry dated the first business day of the next accounting period. It uses the holiday list ID that you assigned to the business unit on the General Ledger Definition
- Definition page to determine the first business day. If the business unit is not assigned a holiday list ID, the reversing entry is dated the first day of the next accounting period.
End of Next Period
If the journal is an adjusting journal, the reversing entry is dated the first business day of the first accounting period of the next fiscal year.
Creates a reversing entry dated the last business day of the next accounting period. It uses the holiday list ID that you assigned to the business unit on the General Ledger Definition
- Definition page to determine the last business day. If the business unit is not assigned a holiday list ID, the reversing entry is dated the last day of the next accounting period.
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Chapter 11 Processing Journals
Next Day
Adjustment Period
On Date Specified By User
Adjustment Period
Reversal Date
If the journal is an adjusting journal, the reversing entry is dated the last business day of the first accounting period of the next fiscal year.
Creates a reversing entry dated the next business day. It uses the holiday list ID that you assigned 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.
Click to creates a reversing entry to the adjustment period you select. When you select this option, enter values in the
Adjustment Period and the Reversal Date fields.
Enables you to select any date in the calendar. When you select this option, enter the reversal date.
Click the drop-down list to display a list of valid adjustment periods (as defined on the Detail Calendar), when you have selected the Adjustment Period option.
When you select the Adjustment Period or On Date Specified
By User option, enter a value in this field. The reversal date is used to populate the journal date and fiscal year of the reversing entry. If you specify a reversal date that is before the journal date or a date on a nonworking day and there is a holiday list ID assigned to the business unit, you receive an error message. The system does not reset the reversal date, and you must reenter a date that is after the journal date and is a working day.
Note: During the Journal Edit process, the fiscal year of adjusting journals are updated with the fiscal year associated with the adjustment period defined on the open period update page. Make sure that the adjustment periods in the open period update page are set up correctly with adjustment years. Also, when changing the fiscal year associated with the adjustment period, make sure that all the relevant adjusting journals are posted before the change.
Journal Suspense Correction - Errors Page
Use the Journal Suspense Correction - Errors page (JRNL_SUSP_ERRS) to review the error message for a journal line.
Click the Errors link for any line on the Journal Suspense Correction page.
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Navigation
Select General Ledger, Journals, Suspense Correction, Correct Suspense Entries, Errors
Image: Journal Suspense Correction - Errors page
This example illustrates the fields and controls on the Journal Suspense Correction - Errors page. You can find definitions for the fields and controls later on this page.
This page displays information about the ChartFields and Amount errors on the suspense journal.
Error Type
Indicates the type of error, which can be ChartField error,
Combo Edit error, Amount error, or Unknown.
Line # (line number)
Indicates the number of the reference line number on the Journal
Suspense Correction page with the error. It shows the field name for the ChartField in error. It also displays the message set number that contains the error message, the message number,
and the message text. Click the line number to return to the
Journal Suspense Correction page and place your cursor where you need to make the correction.
Review Suspense Cross Reference Page
Use the Review Suspense Cross Reference page (JRNL_SUS_CROSS_REF) to view the connection between the suspense journal and its corresponding corrections journal.
You can review the status of both journals by clicking the Journal Status and Suspense Journal Status links. General Ledger uses the Journal Header Sibling table (JRNL_HDR_SIBL) to link the suspense journal and its corresponding corrections journal.
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Navigation
General Ledger, Journals, Suspense Correction, Review Suspense Cross Ref, Review Suspense Cross
Reference
Image: Review Suspense Cross Reference page
This example illustrates the fields and controls on the Review Suspense Cross Reference page. You can find definitions for the fields and controls later on this page.
Specify a combination of unit, journal ID, and date for the correction journal search criteria or just search on a unit.
Search
Click to view the correction journals that meet your search criteria and its corresponding Suspense Journal. Click Journal
Status/Suspense Journal Status link to transfer to the Review
Journal Status - Journal Lines page. It opens a new window,
and from there you can view suspense/correction journal line information.
Journal Status
Click the link to transfer to the Review Journal Status page for the correction journal ID.
Suspense Journal Status
Click the link to transfer to the Review Journal Status page for the suspense journal ID.
Posting and Unposting Suspense and Correction Journals
Because a link exists between a suspense journal and a correction journal, it is important to understand the rules for posting and unposting these journals.
Suspense Journals
The Journal Post process (GLPPPOST) uses the suspense journal status to determine how to process the journals:
1
2
3
Unpost is allowed. The correction journal has not been created.
Unposting is not allowed. The correction journal is created, but not yet posted.
Unposting is allowed. The process also unposts the correction journal. An entry is inserted into the journal Header Sibling table with the unpost seq of 1.
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Correction Journals
When you post a correction journal, the system updates the suspense status to 3 on the suspense journal.
You cannot unpost a correction journal. Instead, you unpost the suspense journal, thereby unposting both journals.
If the original journal had a reversal journal, the correction journal also includes a reversal that is created when posting the correction journal. All four journals are unposted together.
Journal Unlock Page
Use the Journal Unlock page (JRNL_EDIT_LOG) to unlock journals in a process instance that terminated abnormally.
Navigation
General Ledger, Monitor Background Processes, Journal Unlock
Image: Journal Unlock page
This example illustrates the fields and controls on the Journal Unlock page. You can find definitions for the fields and controls later on this page.
346
General Ledger uses application locking when you run batch processes. When a general ledger process is processing a journal, it locks the journal so that no other process can access it. A process automatically turns the journal lock flag on and off to lock and unlock the journal during the process. If a process terminates abnormally, the journal may remain locked. We enable you to unlock journals in a process that failed by using the Journal Unlock page.
The page displays the ID of the user who ran the process that terminated abnormally.
The Processes List grid displays a list of processes that the user has run.
For each run of a process, it displays the process instance number and the run control ID. The Process
Origin column indicates how the process was initiated, and it has the following possible values:
Other GL Application
Another General Ledger process, such as Allocations (FS_
ALLC), called the process to start it.
Other
Process Scheduler
Remote Call
The process was initiated from an operating system command line.
A process scheduler definition initiated the process.
The process was initiated by an individual taking an action on a page.
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Chapter 11 Processing Journals
The Last Update DateTime column indicates the last date and time that the process made an update to the message log.
Select Marked for each process instance whose journals you want to unlock, and click the Unlock button.
Producing Journal Reports
To run a report, select it from its menu and enter the necessary parameters. After entering the report parameters, you use Process Scheduler to actually run the report. Process Scheduler manages the processes, tracks the status, and generates the report.
To modify standard reports, create your own reports, or change the report output format, a variety of reporting tools are available.
This section lists the pages used to produce journal reports.
Pages Used to Produce Journal Reports
Page Name Definition Name
Posted Journal Summary
Report
Journal Edit Errors Report
Suspended Activity Report
RUN_GLS7009
RUN_GLS7011
RUN_GLS7015
Navigation
General Ledger, Journals,
Process Journals, Posted
Journal Summary Report
Usage
Define parameters for the
Posted Journal Summary report (GLS7009) This SQR report provides the ability to report on journals posted during a specific run of the
Journal Post process. The
Journal Post process updates all journals posted with the value of the Process Instance.
The Process Instance is part of the search criteria used by the Posted Journal Summary report.
General Ledger, Journals,
Process Journals, Journal Edit
Errors Report
Specify the run parameters for the Journal Edit Errors Report
(GLS7011). This SQR report lists detailed information on journal edit errors.
General Ledger, Journals,
Suspense Correction,
Suspended Activity Report
Provides detailed information on suspended journals. (
Refer to GLS7011 for its functions.) The Suspended
Activity report lists all journal activities that are suspended.
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Chapter 12
Using Autopilot to Process Journals
Using Autopilot to Process Journals
These topics provide an overview of the Financial Management System (FMS) Autopilot Application
Engine process (FMSAUTOPILOT) and discuss how to:
• Configure journal edit and post requests for autopilot.
• Configure a recurrence definition for the autopilot process.
• Request and run the autopilot process.
Understanding Autopilot
The following provides an overview and discusses:
• Auto pilot batch processing setup.
• Automating journal edit and post.
The Auto pilot feature provides added flexibility to the PeopleSoft Process Scheduler, which is used for performing batch processing. While PeopleSoft Process Scheduler provides a means of scheduling processes using a batch window, for example, scheduling a specific batch process to run daily at a given time, Autopilot allows you to set up recurring processing based on the user-defined range of transaction count for transactions that are ready to be processed.
Recurring processing enables you to run processes at scheduled intervals throughout the day if certain criteria are met. The criteria includes minimum and maximum wait times, and minimum and maximum ready transaction counts.
In addition, the Autopilot can run multiple instances of a process in parallel. For example, you can set up a process to run multiple times to process transactions for different business units simultaneously.
By replacing batch-window processing with recurring parallel processing, you have the benefits of a more robust, near real-time data processing environment.
In addition, processes and their run control records can still be used in the same way for regular batch processing. If you currently use multiple run controls for parallel processing of partitioned data, you are still able to maintain these techniques and also use the Autopilot.
Autopilot Batch Processing Setup
The four main steps to set up autopilot batch processing are:
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1. Specify the process request parameters on the run control page for each process to run on Autopilot.
2. In PeopleSoft Process Scheduler, create a recurrence definition for scheduling the Autopilot process.
3. Add and define processes for Autopilot to run on the FMS Process Autopilot Request page using the run control you created in step 1, and click Run.
4. On the Process Scheduler Request page, initiate a request to run the Autopilot process that you created in step 3 using the recurrence defined in step 2.
Automating Journal Edit and Post
General Ledger leverages the FMS Autopilot feature to automate the batch scheduling of journal edit and post processing according to your specific business parameters. You specify the minimum and maximum wait time and the minimum and maximum transaction counts based on your assessment of the capacity of your system and the number of transactions that your system is likely to experience. For example, you can set the maximum transactions count to prevent a job from being processed during the times when it might overload your system and then run that job overnight and during hours when there is less demand on the system.
Transaction count logic is process-specific and is provided to the FMS Process Autopilot through
Application Class PeopleCode specific to the process.
For Journal Edit, the transaction count is the number of journal lines with journals that meet your run control selection criteria and for which the journal header status is, "No Status – Needs to be Edited."
Journals in error (status is E) must be dealt with to resolve the cause and then be edited either by the
Autopilot run journal edit process or by a manually submitted job.
For journal post, the transaction count is the number of journal lines with journals that meet your run control selection criteria and for which the journal header status is, V and are marked to be posted.
The transaction count logic for journals to be edited or posted in the Autopilot process might not result in the same numbers as the actual numbers of journal lines being processed in journal edit or journal post.
This is because the actual processes have more complex logic than the Autopilot count. The transaction count for journals to be posted does not take into consideration the closed periods, so the journals that are actually posted might be fewer than those counted by the Autopilot process. These differences should not be material, but be aware that the counts can vary.
The Autopilot process submits batch processes when the conditions for wait time and transaction count are met. The following explains how the four parameters that you specify are used by the system.
• Minimum wait time: the minimum amount of time between each scheduling of the process.
• Maximum wait time: the maximum amount of time between each scheduling of the process.
It is ignored if maximum transaction count is exceeded.
• Minimum transaction count: the minimum number of transactions lines that must be ready to process.
It is ignored if the maximum wait time is exceeded.
• Maximum transaction count: the maximum number of transaction lines that you want to be processed using this scheduling technique .
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Chapter 12 Using Autopilot to Process Journals
The process ignores this parameter if it is set to 0 and looks only at the minimum transaction count.
The shaded area labeled Submit the Job in the following chart graphically shows the conditions under which the application processes are automatically submitted by the system for processing.
Image: Conditions for submitting a job
Conditions for Submitting Jobs
The process first looks at the minimum (Min.) specified Wait Time and if it is met or exceeded, the process then looks at the Transaction Count (Trans. Count).
If the journal line transaction count meets or exceeds the minimum, the application batch process is initiated unless the maximum (Max.) transaction count is exceeded.
Attaining the maximum Wait Time initiates the process unless the transaction count maximum is exceeded.
Maximum Transaction Count provides a ceiling to prevent jobs that are too big to be processed at certain times from being processed using the Autopilot.
When the transaction count exceeds the maximum, user intervention is necessary to make the application process recur again. You can manually process the journals or alter the journal to reduce the count so that it is under the maximum transaction count, or increase the maximum transaction count if practical.
When the maximum count is exceeded, the FMS Autopilot issues a message that is available in the
Process Monitor. Check the monitor regularly when using the Autopilot.
The process also checks to see if a previously scheduled job is still running. If it is, the system does not submit the same job again even if the criteria are met.
You can also set predefined recurrence to avoid time frames when you know the system is going to be busy.
Configuring Journal Edit and Post Requests for Autopilot
To configure the journal edit and post requests for Autopilot, use the Edit Journal Request
(JOURNAL_EDIT_REQ), and Post Journals Request (JOURNAL_POST_REQ) components.
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The following discusses how to:
• Configure the journal edit request for autopilot.
• Configure the journal post request for autopilot.
Pages Used to Configure Journal Edit and Post for Autopilot
Page Name Definition Name Navigation Usage
Edit Journal Request JOURNAL_EDIT_REQ General Ledger, Process
Journals, Edit Journals, Edit
Journal Request
Specify the process request parameters on the run control page for the journal edit request that is to run in
Autopilot.
Post Journals Request JOURNAL_POST_REQ General Ledger, Process
Journals, Post Journals, Post
Journals Request
Specify the process request parameters on the run control page for the journal post request that is to run in
Autopilot.
Configuring the Journal Edit Request for Autopilot
Use the Edit Journal Request page (JOURNAL_EDIT_REQ) to specify the process request parameters on the run control page for the journal edit request that is to run in Autopilot.
Navigation
General Ledger, Process Journals, Edit Journals, Edit Journal Request
Process Frequency
Select Always.
Autopilot Run Control
Select the check box to make the process available to the
Autopilot. When this check box is selected the system issues a warning if the process frequency selected is other than Always.
The Re-Edit option cannot be selected for an Autopilot Run
Control.
Configuring the Journal Post Request for Autopilot
Use the Post Journals Request page (JOURNAL_POST_REQ) to specify the process request parameters on the run control page for the journal post request that is to run in Autopilot.
Navigation
General Ledger, Process Journals, Post Journals, Post Journals Request
Process Frequency
Select Always.
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Chapter 12
Autopilot Run Control
Using Autopilot to Process Journals
Select the check box to make the process available to the
Autopilot. When this check box is selected the system issues a warning if the process frequency selected is other than Always.
Configuring a Recurrence Definition for the Autopilot Process
To configure a recurrence definition for the Autopilot process, use the Recurrence Definition component
(PRCSRECURDEFN).
The following discusses how to schedule the Autopilot process.
Page Used to Configure a Recurrence Definition for the Autopilot Process
Page Name Definition Name Navigation Usage
Recurrence Definition PRCSRECURDEFN PeopleTools, Process
Scheduler, Recurrences,
Recurrence Definition
Create a recurrence definition for scheduling the Autopilot process.
Recurrence Definition Page
Use the Recurrence Definition page (PRCSRECURDEFN) for creating a schedule for the Autopilot process.
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Navigation
PeopleTools, Process Scheduler, Recurrences, Recurrence Definition
Image: Recurrence Definition page
This example illustrates the fields and controls on the Recurrence Definition page. You can find definitions for the fields and controls later on this page.
Chapter 12
The Autopilot process must be scheduled as a recurring process in the Process Scheduler and the wait time for recurrence must be equal to or less than the minimum wait time specified for the batch process. If there is more than one row in the run control, the recurrence time for the Autopilot process must be equal to or less than the smallest minimum wait time in the run control.
See PeopleTools: PeopleSoft Process Scheduler, "Defining PeopleSoft Process Scheduler Support
Information," Defining Recurrence Definitions
Requesting and Running the Autopilot Process
To request and run the Autopilot process, use the FMS Process Autopilot Request
(FMSAUTOPILOT_REQ), Process Scheduler Request (PRCSRQSTDLG) components.
The following discusses how to:
• Configure the Autopilot request.
• Run the Autopilot process.
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Chapter 12 Using Autopilot to Process Journals
Pages Used to Request and Run the Autopilot Process
Page Name
Process Autopilot
Definition Name
FMSAUTOPILOT_REQ
Navigation Usage
Background Process, Process
Autopilot, Process Autopilot
Set up Autopilot to perform recurring batch processing using PeopleSoft Process
Scheduler.
Process Scheduler Request PRCSRQSTDLG Select the Run button on the
Process Autopilot page.
Initiate the Autopilot process to run automatically to edit and post journals that meet your specified criteria.
Process Autopilot Request Page
Use the Process Autopilot page (FMSAUTOPILOT_REQ) to configure Autopilot for performing recurring batch processing using PeopleSoft Process Scheduler.
Navigation
Background Process, Process Autopilot, Process Autopilot
Image: Process Autopilot page
This example illustrates the fields and controls on the Process Autopilot page. You can find definitions for the fields and controls later on this page.
Process Type
Process Name
Active Flag
Minimum Wait Time
Maximum Wait Time
Select Application Engine for journal edit and COBOL SQL for journal post.
Enter the process to run. Journal edit and journal post are available for general ledger.
Select Active to enable the process.
Select Disable to disable an individual process even after
Autopilot has started.
Enter the minimum number of minutes that must elapse between processing runs.
Enter the maximum amount of minutes that can elapse between process runs, regardless of whether the Minimum Transaction
Count parameter is satisfied.
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Minimum Transaction Count
Maximum Transaction Count
Chapter 12
Enter the fewest number of transactions that must be present for processing to occur, unless the Maximum Wait Time parameter is surpassed.
Enter the maximum number of transactions that can be processed. If the amount of transactions waiting to be processed exceeds this amount, the process will not run in Autopilot regardless of the other settings.
Running the Autopilot process
Use the Process Scheduler Request page (PRCSRQSTDLG) to initiate the Autopilot process to run automatically to edit and post journals that meet your specified criteria.
Navigation
Select the Run button on the Process Autopilot page.
Recurrence
Select your predefined recurrence.
Note: You can also specify the Recurrence by making it part of the process definition for the FMS Autopilot process (
FMSAUTOPILOT). The Autopilot process then submits the application batch processes when the conditions for wait time and transaction count are met.
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Chapter 13
Using Open Item Accounting
Using Open Item Accounting
These topics provide an overview of open item accounting and discuss how to:
• Set up an open item prompt table.
• Enter and process open item transactions.
• Reconcile and close open item balances.
Understanding Open Item Accounting
Open item accounting in Oracle's PeopleSoft General Ledger enables you to define, control, and maintain subledger detail for selected balance sheet accounts used in open item transactions. You can track these open item transactions until they are resolved and the balance of the open item account is zero. A common example of open item accounting is the tracking of employee draw account transactions. This section lists prerequisites and discusses:
• Open item accounting in General Ledger.
• Common open item terminology.
• Open item prompt tables.
• Reconciliation and closing of open item balances.
Prerequisites
Before you can use open item accounting you must:
• Identify open item accounts.
• Specify an open item ledger.
Related Links
"Entering and Maintaining ChartField Values (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Defining a Detail Ledger (PeopleSoft FSCM 9.2: Application Fundamentals)"
Open Item Accounting in General Ledger
Use General Ledger open item accounting to:
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• Create one or more open item accounts to track numerous open items.
• Reconcile open item balances either by using the Open Item page or by using the PS/GL Open Item
Reconciliation (GL_OI_RECON) Application Engine process.
• Display open item balances for each open item account online in the Open Item Status page.
• Generate reports on each open item's status and transaction detail.
Common Open Item Terminology
These terms are common to open item accounting in General Ledger:
Open Item Account
Open Item Key
Open Item
Closed Item
Tolerance Amount
A ChartField account, normally balance sheet accounts, used for open item accounting, such as Employee Advances.
The identifying or search key for open items in an open item account. For an employee advances account, the Open Item Key field typically is the employee ID or social security number.
This implies that any journal entry that posts to the employee advances account also carries an employee ID in the Open Item
Key field. This search key is required by the system.
Each transaction that affects an open item account remains an open item until the balance of all transactions with a given open item key equals zero. For example, the first open item in the employee advances account is the issuance of an advance.
payment against the initial advance become open items until a final payment brings the balance for a given employee ID to zero. When that transaction is posted, all open items for the employee ID are closed.
Transactions for an open item key become closed items when the balance of the open item key transactions equals zero.
Indicates that General Ledger should close transactions in which open items do not sum up to zero, provided the open item balance falls within this specified tolerance amount. This only applies to open items you reconcile manually (online).
The system does not apply a tolerance amount for open items reconciled through background (batch) processing.
Open Item Prompt Tables
You can add an Open Item Prompt Table to perform an online lookup of valid open item keys.
The prompt table is a SQL view that you create by selecting two fields from the Open Item Edit Record, as defined with the Open Item Account, in PeopleTools Application Designer. The two fields are:
• The Open Item Edit Field that you must rename to OPEN_ITEM_KEY in your new SQL view.
• A description field that is informational only.
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Chapter 13 Using Open Item Accounting
Note: Before performing modifications, complete the PeopleTools classes to learn to use the PeopleTools
Application Designer and its associated database tools. Completion of the PeopleCode and SQL/SQR classes is recommended.
PeopleTools Documentation: PeopleSoft Application Designer Developer's Guide
Reconciliation and Closing of Open Item Balances
You can reconcile and close open item balances using one of the following methods:
• When you leave the Skip Open Item Reconciliation check box on the User Preferences - General
Ledger page blank and post your open item transaction online, the transactions are reconciled and closed during the posting process.
• When you do not select the Skip Open Item Reconciliation check box on the Request Posting - Run
Journal Post page, the transactions are reconciled and closed during the posting process.
• When you access the Reconcile Open Items - Open Item Recon (reconciliation) page and run the PS/
GL Open Item Reconciliation process as a background (batch) process.
• When you access the Update Open Items - Open Item page, you can select, reconcile, and close open item transactions manually.
This option is normally used for open items with balances that do not equal zero. The entries you close must still balance or meet the reconciliation tolerance amount.
Setting Up an Open Item Prompt Table
This section describes how to create an open item prompt table.
Creating an Open Item Prompt Table
To create an Open Item Prompt Table:
1. Create a new record using the Application Designer.
2. Change the record type to SQL View.
3. Insert OPEN_ITEM_KEY field into the record.
Make it a key, search key, and list box item.
4. Insert a DESCR or NAME field to the record.
Make it an alternate search key and list box item.
5. Enter the View text: select [open item edit field], [description or name field] from [open item edit record]
6. Save the View.
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7. Use Build menu option to create the view.
Access the Account page for the open item account and enter the SQL view name in the Prompt Table field for this account.
PeopleTools documentation: PeopleSoft Application Designer Developer's Guide
Entering and Processing Open Item Transactions
This section discusses how to:
• Create open item transactions.
• Process open item transactions.
Use the Create Journal Entries menu option to enter and process open item transactions. Edit and post the transactions online or use the Process Posting option on the Process Journals menu.
Note: You cannot use open items with accounts that are value-added tax (VAT) enabled.
Pages Used to Enter and Process Open Item Transactions
Page Name Definition Name Navigation Usage
Journal Entry - Header JOURNAL_ENTRY1 General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Header
Identity the Ledger Group that contains the Ledger used to track open items.
Journal Entry - Lines JOURNAL_ENTRY2_IE Journals, Journal Entry,
Create/Update Journal
Entries, Lines
Create open item transactions by selecting the open item account and the open item key. You can also perform online editing and posting on this page.
Related Links
Understanding Journal Processing
Creating Open Item Transactions
Use the Journal Entry - Header page (JOURNAL_ENTRY1) to identity the Ledger Group that contains the Ledger used to track open items.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Header
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to create open item transactions by selecting the open item account and the open item key.
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Chapter 13 Using Open Item Accounting
You can also perform online editing and posting on this page.
Navigation
Journals, Journal Entry, Create/Update Journal Entries, Lines
To create open item transactions:
1. Select the ledger group that contains the open item ledger.
2. Access the Journal Entry - Lines page
3. On line 1 enter or select the open item transaction parameters including the open item account, the amount, and the open item key.
4. Add line 2 of the transaction.
5. Save the transaction.
Note: If you did not enter or if you entered an incorrect open item key, a message appears when you add another line or attempt to save the transaction. Also, an open item account cannot be VAT enabled. If you have an existing open item account that is VAT enabled, access the account in Define ChartFields, Define
Values - ChartField Values and remove the check mark from the Open Item Account check box, or change this account from a VAT Account to a Non-VAT Related account.
Processing Open Item Transactions
You can edit or post open item transactions online or in batches.
Note: If you select the Post Journal Process on the Creating Journal Entries - Lines page, the system checks the User Preferences - General Ledger page and uses the value specified for the Skip Open Item
Reconciliation flag. If the check box is selected, the Open Item Reconciliation process is bypassed during the posting process and the open items are posted but not reconciled. However, if you run the Journal
Post process (GLPPPOST) from the Journal Post - Request page, you must select the Skip Open Item
Reconciliation field on the page.
Related Links
Reconciling and Closing Open Item Balances
This section describes how to:
• Use the PS/GL open item reconciliation Application Engine process (GL_OI_RECON).
• Use the manual open item reconciliation and close process.
• Review reconciled open items.
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Pages Used to Enter Open Item Transactions
Page Name Definition Name
Process Reconciliation - Open
Items Reconciliation Request
GL_OI_RECON_REQ
Navigation Usage
General Ledger, Open Items,
Process Reconciliation, Open
Items Reconciliation Request
Close open items automatically. The items that remain open appear on the
Open Item and the Open Item status pages after the posting process. You must reconcile these remaining open items manually.
Open Item Maintenance GL_OPEN_ITEM_SUM
Open Item Transaction GL_OPEN_ITEM_DET
General Ledger, Open Items,
Maintenance, Open Item
Maintenance
Review, at the summary level,
a list of open item balances and associated ChartFields that you can reconcile or reopen.
General Ledger, Open Items,
Maintenance, Open Item
Maintenance page.
Select and click an open item key number to access the
Open Item Transaction page.
Review open item transaction details to that you can reconcile individually, change the open item key name, and reopen an item.
Review Open Item Status GL_OPEN_ITEM_SUM
Open Item Detail GL_OPEN_ITEM_DET
General Ledger, Open Items,
Review Status Online,
Review Open Item Status
Review status of open items.
You cannot reconcile, reopen any items, or edit the open item key.
General Ledger, Open Items,
Review Status Online,
Review Open Item Status.
Review status of open item transaction details. You cannot reconcile, reopen any items,
or edit the open item key.
Click the Open Item Key number link to access the transaction detail.
Process Reconciliation - Open Items Reconciliation Request Page
Use the Process Reconciliation - Open Items Reconciliation Request page (GL_OI_RECON_REQ) to close open items automatically.
The items that remain open appear on the Open Item and the Open Item status pages after the posting process. You must reconcile these remaining open items manually.
Navigation
General Ledger, Open Items, Process Reconciliation, Open Items Reconciliation Request
To reconcile and close open items using the PS/GL Open Item Reconciliation process (GL_OI_RECON):
1. Enter the run parameters.
2. Run the PS/GL Open Item Reconciliation process.
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Chapter 13 Using Open Item Accounting
Note: The system uses Reconciliation Tolerance amounts solely for manual reconciliation. The PS/GL
Open Item Reconciliation process only closes open item transactions with a zero balance.
Open Item Maintenance Page
Use the Open Item Maintenance page (GL_OPEN_ITEM_SUM) to review, at the summary level, a list of open item balances and associated ChartFields that you can reconcile or reopen.
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Navigation
General Ledger, Open Items, Maintenance, Open Item Maintenance
Image: Open Item Maintenance page (1 of 2)
This example illustrates the fields and controls on the Open Item Maintenance page (1 of 2). You can find definitions for the fields and controls later on this page.
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Chapter 13 Using Open Item Accounting
Image: Open Item Maintenance page (2 of 2)
This example illustrates the fields and controls on the Open Item Maintenance page (2 of 2). You can find definitions for the fields and controls later on this page.
This Maintenance option enables you to:
1. Enter open item criteria.
2. Reconcile and close open items at the summary level.
3. Reconcile and close open items at the detail level.
4. Reconcile and close multiple currency rows with the same Open Item Key.
5. Reopen reconciled and closed items.
Entering Open Item Criteria
Enter the criteria to list your open item balances. In the Inquire field, select open, closed, or both to display the status of Open Item Balances at the summary level.
Note: If you do not know the open item key or want to select all open items for the ChartFields you specify, leave the Open Item Key field blank and the system selects all open items.
Reconciling and Closing Open Items at the Summary Level
Click Reconcile to reconcile and close open item balances at the summary level.
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Using Open Item Accounting Chapter 13
If the summary rows net to a zero balance or meet your tolerance amount test, the system closes all open item detail lines contained within the selected summary rows and issues reconcile numbers and dates closed values for the selected rows and their detail lines.
Note: To reconcile multiple summary rows simultaneously, all the summary rows must have the same open item key and ChartField values
Two Read-Only Fields
Selected
Total
Displays the total of all of the selected Open Item Balances rows. This total changes each time you select another row.
Displays the open item balance total of all the rows on the page.
Note: Tolerance amounts are used solely for manual reconciliation. The background process closes only open item transactions that have a zero balance.
Reconciling and Closing Open Items at the Detail Level
You can close detail lines as a group or you can select specific detail lines to close for an open item key.
The total balance of the detail lines you want to close must have a zero sum balance or fall within the reconcile tolerance amount specified when you set up your open item accounts.
To reconcile and close detail lines as a group:
1. Click the Open Item Key field to display the open item transaction detail lines.
2. If the open item key has more than one transaction detail line, you can select each of the lines and reconcile them as a group.
If all the detail lines have a sum balance of zero or meet the tolerance amount, the system closes all open items for that key and issues a reconcile number for all detail lines. The reconcile number identifies the reconciled open item, distinguishing it from all other closed items. The system also assigns a closed date value to all detail lines, which is the most recent journal date among the detail lines of the open item key.
To reconcile and close selected detail lines, select the specific detail lines that you want to close and click
Reconcile.
The system closes only the selected open items and assigns these lines the same reconcile number and date closed value. When you close the remaining detail lines, the system assigns them a new reconcile number and date closed value. Both reconcile numbers and date closed values display on the corresponding summary row.
Note: You can make corrections to open item key values even after you have posted the journal because you are changing a key related specifically to the open item line and not to the journal line.
Reconciling and Closing Multiple Currency Rows with the Same Open Item Key
Two options are available when open item transactions within the same key value have different transaction currencies. If there are two currencies, there are two rows, and you can choose to reconcile individual currency separately, or use base currency amount to reconcile across currencies.
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Chapter 13 Using Open Item Accounting
Reconcile Each Row Separately
Reconcile Selected Rows As One
The system closes each summary row individually and assigns a different reconcile number and date closed.
The system closes all the summary rows as a group, moving from one row to the next, and assigning all the selected rows the same reconcile number and date closed.
You can close multiple rows with different transaction currencies and the same open item key at the same time. The system groups open item lines for each currency as separate rows at the summary level. If all ChartFields are the same and the selected summary rows have either a zero sum balance or meet the reconcile tolerance amount, you can select and close these rows as a group.
Reopening Reconciled and Closed Items
You can reopen reconciled and closed items by:
• Selecting the individual open item lines with the same reconcile number and clicking Re-Open.
• Clicking Select All and then Re-Open to reopen all the lines.
Review Open Item Status Page
Use the Review Open Item Status page (GL_OPEN_ITEM_SUM) to review status of open items.
You cannot reconcile, reopen any items, or edit the open item key.
Navigation
General Ledger, Open Items, Review Status Online, Review Open Item Status
You can perform the following from tasks from the Review Open Item Status page:
• Review open item balances or review closed open item transactions.
• Search by ChartField values, open item keys, reconciliation number, or document sequence number.
• Change the Inquire option to Closed to display reconciled items.
• Specify Closed From and Closed To date range.
If you do not specify these dates, the system uses the current system date.
• Use the Reconcile Nbr (number) field to search for all reconciled open items closed by this reconcile number.
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Chapter 14
Using Inter/Intraunit Processing in General
Ledger
Using Inter/Intraunit Processing in General Ledger
These topics provide an overview of interunit and intraunit processing in Oracle's PeopleSoft General
Ledger and discuss how to:
• Use the Journal Edit Application Engine process (GL_JEDIT) to initiate the Inter/Intraunit Processor
Application Engine process (IU_PROCESSOR).
• Generate suspense correction journal lines for inter/intraunit transactions.
• Copy inter/intraunit journals.
• Create inter/intraunit journal entries.
• Create inter/intraunit allocation journals.
• Perform inter/intraunit consolidations.
• Import inter/intraunit transactions using a flat-file journal import.
• Import inter/intraunit transactions using a spreadsheet journal import.
Understanding Inter/Intraunit Processing in General Ledger
PeopleSoft General Ledger enables you to use a minimal number of journal entry lines to record a transaction between related entities. You do not have to enter all the lines that are required to fully balance the entry. Several processes handle unbalanced entries, such as:
• Journal entry.
• Spreadsheet journal entry.
• Flat-file journal import.
• Inter/Intraunit allocations.
For each of these processes, the Journal Edit process initiates the Inter/Intraunit Processor to complete the entries automatically.
Inter/Intraunit accounting occurs at the general ledger business unit level, independent of the individual product or feeder system business unit definitions.
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Inter/Intraunit transactions are balanced by general ledger business unit and are also balanced by any of the ChartFields that can be designated as balancing ChartFields, such as the Fund ChartField or the
Department ChartField. Use the Ledger Groups - Balancing page to determine which of these ChartFields are balancing ChartFields according to your accounting requirements.
You can use inheritance or due-to and due-from balancing to achieve inter/intraunit balancing.
Inter/Intraunit due-to and due-from entries are generated with respect to an anchor value. You determine the anchor ChartField value when making intraunit journal entries. The anchor value for interunit entries is the business unit entered on the journal header.
General Ledger also supports interunit accounting among general ledger business units with different base currencies.
You can set up direct interunit accounting or indirect interunit accounting. If you use direct interunit accounting, the general ledger business units use their own intercompany accounts to record the interunit transaction. If you use indirect interunit accounting, the general ledger business units use the intercompany accounts of the other business units involved.
Note: If you are using alternate accounts, you must use direct interunit accounting.
Related Links
"Understanding PeopleSoft Interunit and Intraunit Functionality (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Creating Interunit and Intraunit Journal Entries
Using the Journal Edit Application Engine Process to Initiate the Inter/
Intraunit Processor Application Engine Process
The Journal Edit process calls the Inter/Intraunit Processor process to generate balancing due-to and duefrom journal lines after secondary ledger lines are created, currency is translated, value-added tax (VAT) is maintained, the Transaction Set Editor has completed validating the transactions, and edit and amount suspense processing is performed. After calling the Inter/Intraunit Processor process, the Journal Edit process calls Entry Event Processor Application Engine process (FS_EVENTGEN) to process the entry events. It then checks the balancing of the journal and performs balance suspense related processing.
Note: The Journal Edit process performs ChartField combination editing prior to generating the interunit and intraunit lines. Therefore, the system-generated lines are not edited for ChartField combinations. For this reason, it is important to remember to assign the respective journal lines to the appropriate anchor group; otherwise, the system-generated balancing lines may retrieve incorrect balancing ChartField values. In the event that you forget to assign journal lines to the proper IU Group, the Journal Edit process retrieves the default balancing values that you define as the Inheritance Defaults in the General Ledger
Definition - Inter/IntraUnit page. Therefore, it is equally important to define the Inheritance Defaults for business units that are to be involved in these transactions.
See "Using ChartField Inheritance (PeopleSoft FSCM 9.2: Application Fundamentals)".
Related Links
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Chapter 14 Using Inter/Intraunit Processing in General Ledger
Generating Suspense Correction Journal Lines for Inter/Intraunit
Transactions
The Journal Edit process creates edit and amount suspense correction journal lines before calling the
Inter/Intraunit Processor process. Edit and amount suspense correction lines are created before the Inter/
Intraunit Processor process creates balancing entries.
Related Links
Journal Suspense Correction Page
Copying Inter/Intraunit Journals
PeopleSoft functionality supports copying of inter/intraunit journal entries.
Related Links
Creating Inter/Intraunit Journal Entries
The predefined General Ledger system transaction definition GLJ (general ledger journal) enables you to enter and process entry events with inter/intraunit transactions.
The definition GLJ enables you to map multiple transaction fields to create additional subsets or categorizations of an inter/intraunit transaction. The transaction code value appears by default from the system transaction map for GLJ. You can override the default by entering transaction codes on the Journal
Entry - Header page.
You can organize inter/intraunit journal entries in inter/intraunit groups and assign anchor business unit and anchor ChartField values that the system uses to create balancing entries.
The PeopleSoft functionality provides several balancing methods, and you can assign affiliate ChartFields to manage inter/intraunit entries.
Related Links
"Using Standard ChartField Configuration (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Standard ChartField Configuration Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Creating Interunit and Intraunit Journal Entries
Understanding Entry Events in General Ledger
Creating Inter/Intraunit Allocation Journals
When you allocate business units in the pool to other business units, the Allocation process creates interunit journals and calls the Journal Edit process to create the balancing due-to and due-from journal lines.
See "Setting Up Interunit and Intraunit Allocations (PeopleSoft FSCM 9.2: Application Fundamentals)".
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Performing Inter/Intraunit Consolidations
PeopleSoft functionality supports inter/intraunit consolidations and the use of affiliate ChartFields.
See Selecting an Approach to Intercompany and Intracompany Transactions.
Importing Inter/intraunit Journals Using a Flat-File Journal Import
PeopleSoft functionality supports inter/intraunit flat-file journal import.
Related Links
Using the Flat File Journal Import Process
Importing Inter/Intraunit Journals Using a Spreadsheet Journal Import
PeopleSoft functionality supports inter/intraunit spreadsheet journal import by including the IU Group
(inter/intraunit group) field and the IU Anchor (inter/intraunit anchor) field.
Related Links
Understanding Spreadsheet Journal Import
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Chapter 15
Processing Value-Added Tax Transactions in General Ledger
Processing Value-Added Tax Transactions in General Ledger
These topics provide an overview of Oracle's PeopleSoft General Ledger VAT setup and processing, lists prerequisites, and discuss how to:
• Set up value-added tax (VAT) options and defaults for General Ledger processing.
• Create and process journals with VAT.
• Import VAT data from third-party systems.
Understanding General Ledger VAT Setup and Processing
This section provides an overview of VAT in PeopleSoft General Ledger and discusses:
• VAT default and override relationships in General Ledger.
• VAT setup and defaults for General Ledger.
• VAT transaction entry and processing in General Ledger.
This PeopleSoft application accommodates a number of methods for calculating VAT based on either the countries where your organization is located or the countries with which you conduct business. You can set up all of your VAT defaults and other VAT information in Setup Financials/Supply Chain, Common
Definitions, VAT and Intrastat, Value Added Tax for each of your PeopleSoft applications. You must set up VAT for PeopleSoft General Ledger at the business unit, journal source, and account ChartField levels.
Each of these levels is represented by a VAT driver, which is provided with the PeopleSoft application.
You can set up the VAT defaults for PeopleSoft General Ledger in a central VAT location by selecting the appropriate VAT driver:
• Account ChartField
• Journal Source
• GL Business Unit
When you click the VAT Defaults link on the General Ledger Business Unit Definition - VAT Defaults page, the appropriate page (Journal Source Definition page, Account ChartField page, VAT Defaults
Setup page) appears, based on one of the VAT drivers for PeopleSoft General Ledger.
For example, when you click the VAT link on the General Ledger Business Unit - VAT Defaults page, the VAT driver for the VAT Defaults page is BUS_UNIT_TBL. When you click the VAT link on the
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Processing Value-Added Tax Transactions in General Ledger Chapter 15
Account page, the VAT driver for the VAT Defaults page is GL_ACCOUNT_TBL. Finally, if you click the VAT link on the Journal Source Definition page for Online Journal Entries (ONL), the VAT driver is SOURCE_TBL for the VAT Default page. Each VAT driver determines the appearance of the VAT
Defaults page.
To process PeopleSoft General Ledger transactions, you must set the defaults and parameter controls that apply to VAT at the business unit, journal source, and account levels. The objective is to calculate and create a variety of VAT accounting entries to record not only the tax on goods and services, but also— simultaneously—record the recoverable, nonrecoverable, and rebate portions of the VAT at the journal line level.
VAT Default and Override Relationships in General Ledger
The hierarchy for VAT default options for PeopleSoft General Ledger is:
1. VAT Entity and VAT Country
2. Business Unit
3. Journal Source
4. Account
Therefore, VAT default options set up for the VAT entity or VAT country override the VAT default options set up for a business unit, journal source, or account level.
If there are no VAT default options set at the VAT entity or VAT country levels, then any VAT default options set up at the business unit level override any VAT defaults set up a the journal source or account levels.
If no VAT defaults are set at the VAT entity, VAT country, or VAT business unit level, then the VAT default options set at the journal source level override the VAT default options set at the account level.
When you enter a journal line, however, overriding of VAT default options works in the reverse order:
1. Account
2. Journal Source
3. Business Unit
When entering VAT at the journal line, if you established an option value at the account level, that value overrides a value set at the journal source and business unit levels. Likewise, if you have not established values at the account or journal source level, PeopleSoft General Ledger calculates VAT using the options set for the business unit, VAT entity registration, or VAT country levels.
VAT Setup and Defaults for General Ledger
The VAT defaults are controlled by VAT drivers at various levels of the hierarchy, and they are stored in a common set of tables provided by default. Depending on the driver, you can set certain fields and override them in a lower level of the hierarchy.
Two main components control the VAT defaults: the VAT Defaults Setup component and the Services
VAT Treatment Setup component. For PeopleSoft General Ledger, only the VAT Defaults Setup
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger component is applicable. You can access this component from the common VAT menu (Set Up
Financials/Supply Chain, Common Definition, VAT and Intrastat, Value Added Tax) or from the applicable general ledger pages. If you access it from the VAT menu, the driver you select determines the fields that appear. If you access it from the application pages, the component from which you are accessing determines the fields that appear. For example, if you access the VAT Defaults Setup page from the VAT and IntraStat Common Definitions menu, and you select the GL Business Units
(BUS_UNIT_TBL_GL) driver, then you see the same fields as you do when you click the VAT Default link on the GL Business Unit Definition - VAT page.
These VAT user overrides are set:
• Service Type, Place of Supply Driver, or both—a change to either protects both.
• Reporting Country, Defaulting State, or both—a change to either protects both.
• Bank/Customer/supplier Registration Country.
• Calc on Advance Payments.
• Place of Supply Country, Place of Supply State, or both—a change to either, where applicable, protects both.
• Applicability.
User overrides are reset to blank when the user:
• Clicks Change Physical Nature.
• Clicks Reset All VAT Defaults.
• Leaves the component and comes back in again.
See "Accessing the Service VAT Treatment Defaults Setup Page (PeopleSoft FSCM 9.2: Global Options
and Reports)".
VAT Drivers, VAT Driver Keys, and the Defaulting Hierarchy for VAT Defaults
The following table lists the VAT drivers and associated VAT driver keys in the VAT default hierarchy sequence from most specific to least specific for the VAT Defaults component. No general ledger drivers apply to the Services VAT Treatment Defaults.
VAT Driver
Account
ChartField
VAT Driver
Keys
PeopleSoft
Application
Country
Account SetID
Account
General Ledger Optional
State
Optional
Applicable to
Regular VAT
Defaults
Applicable to
Services VAT
Treatment
Defaults
Yes No
Journal Source Source SetID
Source
General Ledger Optional Optional Yes No
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Processing Value-Added Tax Transactions in General Ledger Chapter 15
VAT Driver VAT Driver
Keys
PeopleSoft
Application
Country State
GL Business
Unit
VAT Entity
Registration
VAT Country
Business Unit
VAT Entity
Country
Country
General Ledger Optional
All
All
Required
Required (key)
Optional
Optional
Optional
Applicable to
Regular VAT
Defaults
Applicable to
Services VAT
Treatment
Defaults
Yes No
Yes No
Yes No
VAT Transaction Entry and Processing in General Ledger
PeopleSoft General Ledger processes VAT transactions originating from the following sources:
• PeopleSoft subsystems
• PeopleSoft General Ledger
• External systems
Note: Commitment control functionality does not support VAT.
This diagram illustrates VAT processing in PeopleSoft General Ledger:
Image: VAT processing in PeopleSoft General Ledger
VAT Processing in PeopleSoft General Ledger
376
When you create a journal entry with VAT, the Journal Edit process calculates VAT, spreads the VAT amounts, if necessary, and, for an inclusive VAT transaction, subtracts the VAT amount from the journal line and then adds it back in for the journal balances.
You can also create a Standard Journal Entry (SJE) Model journal for VAT. However, Journal Edit does not perform any of the processes mentioned on the model journal. Instead, the SJE process copies the
VAT lines to retain any user-entered information and Journal Edit processes VAT on standard journals created from the SJE process.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
After creating general ledger journal entries, you can edit and post them online or you can process them in batches. You must run the VAT Transaction Loader process to load data into the VAT Transaction Table before you can run the VAT Report Extract process to enable you to print VAT reports. You run the VAT
Transaction Loader process based on your organization's volume of VAT data. For example, you may only need to run this process once each week. You can select this process each time you produce reports or schedule it to run automatically. You then can run the VAT Report Extract process based on when you need to produce reports.
PeopleSoft delivers the General Ledger AE program, GL_JRNL_IMP, that you use to import VAT data to Journal tables from third-party systems. Since this program directly modifies and loads data into transaction tables, a database administrator or someone with detailed knowledge of the physical layout of the tables should run them. You must be aware which tables are affected by these programs and run the programs at the appropriate times.
The Effects of Changing VAT Defaults
The system displays VAT defaults in descending order of effect. When you change multiple VAT defaults and click Adjust Affected VAT Defaults, specific fields will or will not be adjusted. Work from the top to the bottom of the list, clicking Adjust Affected VAT Defaults at the appropriate times to avoid adjustments to VAT defaults that you overrode but did not memorize.
For example, if you override Calculate at Gross or Net and click Adjust Affected VAT Defaults, nothing happens because the Calculate at Gross or Net field does not affect any other VAT defaults. If you then override Supplier Registration Country and click Adjust Affected VAT Defaults again, the system adjusts all VAT defaults except Supplier Registration Country. This time, Calculate at Gross or Net was overridden, which means that you must override this VAT default again to undo the adjustment.
In another example, if you override Supplier Registration Country and click Adjust Affected VAT
Defaults, the system adjusts all VAT defaults except Supplier Registration Country and Supplier
Registration ID. If you then override Place of Supply Driver and click Adjust Affected VAT Defaults again, the system adjusts all VAT defaults except Service Type, Place of Supply Driver, Supplier
Registration Country, and Supplier Registration ID.
Related Links
Creating Standard Journal Entries (SJEs)
Understanding Journal Processing
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Prerequisites
Before you process VAT transactions in PeopleSoft General Ledger:
See "Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)".
After reviewing the material in the aforementioned reference, set up your VAT environment accordingly.
If you intend to create an allocation journal that includes VAT processing in the journal edit, deselect the ByPass Vat Processing check box on the Output Options page. The system then recognizes the VAT
Account flag, calculates VAT, and generates additional VAT accounting lines where appropriate. Be careful when using this feature in a multilevel allocation because the system may generate accounting
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Processing Value-Added Tax Transactions in General Ledger Chapter 15 entries more than once for the same expense to recover VAT. To avoid this situation, deselect the Bypass
VAT check box for only one step in a multilevel allocation.
Note: Refer to the individual product documentation for the subsystems that feed VAT transactions to the
PeopleSoft General Ledger, for VAT information applicable to that application, and to access the setup information for the various applications.
PeopleSoft Commitment Control does not support VAT.
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
"Define Allocation Step - Output Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Setting Up VAT Options and Defaults for General Ledger
Processing
To set up VAT options and defaults, use the following components:
• VAT Defaults (VAT_DEFAULT_SEARCH)
• General Ledger Definition (BUS_UNIT_TBL_GL)
• Journal Source (SOURCE)
• Account (GL_ACCOUNT)
Use the ACCOUNT_CF component interface to load data into the tables for the Account component.
This section discusses how to:
• Set up VAT defaults for the General Ledger VAT drivers.
• Set up General Ledger Business Unit VAT Default options.
• Set up VAT default options for Journal Source.
• Set up VAT defaults for an account.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
Pages Used to Set Up VAT Options and Defaults for General Ledger
Processing
Page Name Definition Name Navigation Usage
VAT Defaults Setup VAT_DEFAULTS_DTL • Set Up Financials/
Supply Chain, Common
Definitions, VAT and
Intrastat, Value Added
Tax, VAT Defaults, VAT
Defaults Sub-Search,
VAT Defaults Setup
• Click the VAT Default link on either the General
Ledger Definition -
VAT Defaults page,
the Journal Source -
Definition page, or the
Define ChartField -
Account page.
Access VAT defaults to the journal line for the general ledger business units, source,
and account. The default fields are available on the
VAT Defaults Setup page for the business unit, the source,
and the account based on the page where you select the
VAT Default link.
General Ledger Definition -
VAT Defaults
BUS_UNIT_TBL_GL5
Journal Source - Definition
Account
SOURCE1
GL_ACCOUNT
Set up Financials/Supply
Chain, Business Unit Related,
General Ledger, General
Ledger Definition, VAT
Defaults
Define VAT options that are provided by default to the journal line from your general ledger business units and select the VAT Default link to define additional central VAT defaults.
This page only appears if the business unit is associated with a VAT entity.
Set Up Financials/Supply
Chain, Common Definitions,
Journals, Source, Definition
Specify whether the source is for goods or services and select the VAT Default link to define additional central VAT defaults.
Set up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Account
Specify whether the account is for goods or services and select the VAT Default link to define additional central VAT defaults.
VAT Defaults Setup Page
Use the VAT Defaults Setup page (VAT_DEFAULTS_DTL) to access VAT defaults to the journal line for the general ledger business units, source, and account.
The default fields are available on the VAT Defaults Setup page for the business unit, the source, and the account based on the page where you select the VAT Default link.
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Navigation
• Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Value Added Tax, VAT
Defaults, VAT Defaults Sub-Search, VAT Defaults Setup
• Click the VAT Default link on either the General Ledger Definition - VAT Defaults page, the Journal
Source - Definition page, or the Define ChartField - Account page.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
Note: The default values on this page are dependent on the VAT driver that you select. This example uses the BUS_UNIT_TBL_GL VAT driver.
Image: VAT Defaults Setup page (1 of 2)
This example illustrates the fields and controls on the VAT Defaults Setup page (1 of 2). You can find definitions for the fields and controls later on this page.
Image: VAT Defaults Setup page (2 of 2)
This example illustrates the fields and controls on the VAT Defaults Setup page (2 of 2). You can find definitions for the fields and controls later on this page.
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Processing Value-Added Tax Transactions in General Ledger
VAT Driver
Chapter 15
The VAT Defaults Setup page is a common page used to set up VAT defaults for all PeopleSoft applications that process
VAT transactions. You can define general ledger defaults as applicable for each PeopleSoft-defined General Ledger VAT driver.
The PeopleSoft General Ledger VAT drivers are:
• Account ChartField
• Journal Source
• GL Business Unit
• VAT Entity Registration
• VAT Country
Note: If you select the VAT Defaults link on the General Ledger
Business Unit Definition - VAT Defaults page, the Journal
Source - Definition page, or the Account page, then you access the VAT Defaults Setup page for the selected driver. All VAT defaults are set up on these central VAT pages.
Note: The VAT Defaults Setup pages are described in detail in the PeopleSoft Enterprise Global Options
and Reports, "Working with VAT."
See "Establishing VAT Defaults (PeopleSoft FSCM 9.2: Global Options and Reports)".
General Ledger Definition - VAT Defaults Page
Use the General Ledger Definition - VAT Defaults page (BUS_UNIT_TBL_GL5) to define VAT options that are provided by default to the journal line from your general ledger business units and select the VAT
Default link to define additional central VAT defaults.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
Navigation
Set up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition,
VAT Defaults
Image: General Ledger Business Unit Definition - VAT Defaults page
This example illustrates the fields and controls on the General Ledger Business Unit Definition - VAT
Defaults page. You can find definitions for the fields and controls later on this page.
VAT Reporting Entity
Physical Nature
Prorate Non-Recoverable VAT
Allocate Non-Recoverable VAT
Create a VAT entity for the levels in your organization that require reporting. You can associate more than one business unit with a VAT entity; however, you can only associate one VAT entity with a specific business unit. To associate a general ledger business unit to a VAT entity, navigate to Setup Financials/
Supply Chain, Common Definitions, VAT and Intrastat, Value
Added Tax, VAT Entity, Identification.
See "Identification Page (PeopleSoft FSCM 9.2: Global Options
and Reports)".
Specify the default nature of transactions for the business unit as either Good or Service. The default can be overridden at the source and account levels.
Select to post the non-recoverable VAT to the same ChartFields
(including account, alternate account, and other ChartFields) that are specified on the associated expense journal line rather than to a separate VAT account. Selection of this option sets the default for the GL Journal Entry - VAT page, VAT Control group box.
If non-recoverable VAT is not prorated (that is, the Prorate Non-
Recoverable VAT option is not selected), then non-recoverable
VAT amounts are posted to a separate VAT account and alternate account. Select this option to allow the ChartField to which non-recoverable VAT is posted to be determined by your
ChartField Inheritance options. For each ChartField, you may specify that the value always be inherited from the associated expense journal line, that the value only be inherited when the VAT is being posted to the same general ledger business unit, that the value be obtained from the set of business unit default ChartFields, or that the VAT be posted to a specific VAT
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Processing Value-Added Tax Transactions in General Ledger Chapter 15
VAT Default
ChartField. Selection of this option sets the default for the GL
Journal Entry - VAT page, VAT Control group box.
Click this link to access the general ledger business unit driver's
VAT Defaults page and define additional defaults for the business unit.
See "Establishing VAT Defaults (PeopleSoft FSCM 9.2: Global
Options and Reports)".
Note: Although the VAT amount may be zero or the VAT may be 100 percent non-recoverable, the system generates a 0 (zero) Recoverable VAT entry. This action is necessary because the VAT Transaction Loader always uses the Recoverable VAT entry as the basis for generating the VAT_TXN_TBL entries.
Related Links
Defining General Ledger Business Units
Journal Source Definition Page
Use the Journal Source - Definition page (SOURCE1) to specify whether the source is for goods or services and select the VAT Default link to define additional central VAT defaults.
Navigation
Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Definition
Image: Journal Source - Definition page
This example illustrates the fields and controls on the Journal Source - Definition page. You can find definitions for the fields and controls later on this page.
384
Physical Nature
Specify the default nature of transactions for the journal source as either Good or Service. The default can be overridden at the account level.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
VAT Default
Note: Indicate the default option used most often for VAT transactions that use this source. For options that you use less frequently, override these defaults at the Account Definition level.
Click this link to access the central VAT Defaults Setup page of the source for the Journal Source VAT driver.
Note: The VAT Defaults Setup page appears based on the specific Journal Source you select, such as ONL, AP, and AR.
See "Establishing VAT Defaults (PeopleSoft FSCM 9.2: Global
Options and Reports)".
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
"Defining Common Journal Definitions (PeopleSoft FSCM 9.2: Application Fundamentals)"
Setting Up VAT Defaults for an Account
Use the Account page (GL_ACCOUNT) to specify whether the account is for goods or services and select the VAT Default link to define additional central VAT defaults.
Navigation
Set up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField
Values, Account
Image: Account page
This example illustrates the fields and controls on the Account page. You can find definitions for the fields and controls later on this page.
VAT Account Flag
See "Adding Account Values (PeopleSoft FSCM 9.2:
Application Fundamentals)".
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Physical Nature
VAT Default
Chapter 15
Specify the default nature of transactions for the account as either Good or Service. The defaults override source and business unit defaults.
Click this link to access the central VAT Defaults Setup page for account and define the VAT defaults for an account.
"Establishing VAT Defaults (PeopleSoft FSCM 9.2: Global
Options and Reports)"
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
"Adding and Mapping Accounts and Alternate Accounts (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Creating and Processing Journals with VAT
This section discusses how to:
• Enter VAT in the General Ledger journal lines.
• Update VAT data in the General Ledger journal VAT lines.
You normally enter VAT data as part of a PeopleSoft subsystem transaction. VAT is calculated within the transaction, the transaction is edited, the VAT Transaction Loader is run, and the transaction is posted. Use general ledger to enter adjustments, corrections, or miscellaneous transactions that either include VAT or affect only the VAT portion of a transaction.
Pages Used to Create and Process Journals with VAT
Page Name
Journal Entry - Lines
Definition Name
JOURNAL_ENTRY2_IE
Navigation Usage
General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Lines
Include business unit, any
VAT accounts that are entered or generated, and the ability to override the currency, rate, and basis amount. VAT default data from the business unit,
journal source, and VAT accounts affects defaults on the GL Journal Entry - VAT page.
GL Journal Entry - VAT JOURNAL_ENTRY_VAT Click the VAT link on the journal line.
Override VAT default information generated from the business unit, source, and account that are entered on the header and lines pages, if necessary.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Entering VAT in the General Ledger Journal Lines
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to include business unit, any VAT accounts that are entered or generated, and the ability to override the currency, rate, and basis amount.
VAT default data from the business unit, journal source, and VAT accounts affects defaults on the GL
Journal Entry - VAT page.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines
1. You can override the business Unit on the journal line; however, the selected business unit must have
VAT functionality enabled.
2. If you enter a transaction with its associated ChartFields for a VAT-applicable account, the system generates the VAT journal lines.
You can also enter a journal line directly against a VAT account as an adjustment to a VAT transaction, along with the appropriate ChartFields.
3. You can override the default Currency and Rate Type.
The exchange rate that appears is based on these two values.
4. Enter the amount.
5. Click the VAT link to access the GL Journal Entry - VAT page.
Note: The Lines page operates in deferred processing mode. Most fields are not updated or validated until you save the page or refresh it by clicking a button, link, or tab. This delayed processing has various implications for the field values on the page. For example, if a field contains a default value, then any value you enter before the system updates the page overrides the default. Also, the system updates quantity balances or totals only when you save or click the Calculate Amounts button.
Related Links
Updating VAT Data in the General Ledger Journal VAT Lines
Use the GL Journal Entry - VAT page (JOURNAL_ENTRY_VAT) to override VAT default information that is generated from the business unit, source, and account entered on the header and lines pages, if necessary.
Navigation
Click the VAT link on the journal line.
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Processing Value-Added Tax Transactions in General Ledger Chapter 15
The VAT link appears on a journal line for which the ChartField is a VAT ChartField and the business unit is VAT-enabled.
Image: GL Journal Entry - VAT page (1 of 2)
This example illustrates the fields and controls on the GL Journal Entry - VAT page (1 of 2). You can find definitions for the fields and controls later on this page.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
Image: GL Journal Entry - VAT page (2 of 2)
This example illustrates the fields and controls on the GL Journal Entry - VAT page (2 of 2). You can find definitions for the fields and controls later on this page.
Expanding and Collapsing Sections
To manage your VAT data more efficiently, you can expand and collapse sections of this VAT page.
Expand All Sections
Click this button to scroll to and access every section on the page. You can also expand one or more sections by clicking the arrow next to the section name.
Collapse All Sections
Click to collapse all sections; you will see only the header information. If you expand one or more sections, you can click the arrow next to the section name to collapse the section.
Updating VAT Values
You can modify any of the accessible fields on this page. These are the VAT default values that you defined in the VAT Default Setup page for Account ChartField , Journal Source, GL Business Unit, VAT
Entity Registration, and VAT Country VAT Driver.
See "Establishing VAT Defaults (PeopleSoft FSCM 9.2: Global Options and Reports)".
Note: If you modify any of the VAT values on this page, be sure and use the options in the Adjust/Reset
VAT Defaults group box.
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Processing Value-Added Tax Transactions in General Ledger Chapter 15
VAT Defaults
Adjusting or resetting VAT defaults only affects the fields within this VAT Defaults group box:
Adjust/Reset VAT Defaults
• Adjust Affected VAT Defaults
If you changed any fields on this page, these changes may
VAT defaults on this page. For accuracy and consistency,
click this button if you want the system to adjust the VAT defaults that are affected by your changes. All changes you have made to VAT defaults on this page that affect other
VAT defaults on this page are retained.
Click the "i" button to list the fields that will be adjusted.
Note: Always click the Adjust Affected VAT Defaults button after changing any defaults on the VAT page.
• Levels
The levels affected when you click the Reset All VAT
Defaults button may be different, depending which application you are working with and the type of VAT page you are working on.
Note: Reset completely redetermines the VAT defaults, but they are not necessarily reset to their original values. For example, the user may not have changed any VAT default values but if a VAT driver field was changed, then clicking
Reset redetermines all defaults based on the new driver value.
•
All lower levels
Do not select this option for general ledger VAT because it only has one level.
•
This and all lower levels
Do not select this option for general ledger VAT because it only has one level.
•
This level only
Select this field value to reset all VAT defaults on this
VAT page.
• Reset All VAT Defaults
Click this button if you want the system to reset the VAT defaults based on the Levels value you selected. All changes you made to VAT defaults will be lost.
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Chapter 15 Processing Value-Added Tax Transactions in General Ledger
Importing VAT Data from Third-Party Systems
This section discusses how to import VAT journals using GL_JRNL_IMP.
Page Used to Import VAT Data from Third-Party Systems
Page Name
External Flat Files - Flat File
Journal Import Request
Definition Name
LOAD_JRNL_PNL
Navigation Usage
General Ledger, Journals,
Import Journals, External Flat
Files, Flat File Journal Import
Request
Import journal data contained in a flat file and insert it into
PeopleSoft journal tables.
External Flat Files - Flat File Journal Import Request Page
Use the External Flat Files - Flat File Journal Import Request page (LOAD_JRNL_PNL) to import journal data contained in a flat file and insert it into PeopleSoft journal tables.
Navigation
General Ledger, Journals, Import Journals, External Flat Files, Flat File Journal Import Request
GL_JRNL_IMP
Use this utility to insert rows into the PS_JRNL_HEADER,
PS_JRNL_LN, PS_JRNL_VAT, PS_OPEN_ITEM_GL,
and PS_JRNL_CF_BAL_TBL tables from data contained in a flat file. A commit is performed after all data in the file loads successfully. If the commit process fails, the entire load process is rolled back. You can run multiple instances of this
Application Engine process with smaller flat files in a logical unit of work.
Group the flat file rows in hierarchical order with the header first, followed by the associated journal lines and control lines.
The system uses two system sources, EXT and EXV, to import data. System Source EXT enables the system to recognize that
VAT Applicable/VAT Account selection is associated with an account and proceeds to calculate VAT and generates the additional accounting lines to be posted to the VAT accounts.
System source EXV prevents the system from processing the journal for VAT so you can load all VAT information from a flat file. Therefore, use EXV to import VAT information and populate the JRNL_VAT table with transactions exactly as they are in the flat file, and use EXT to load journals to populate any missing values with default values and VAT lines when necessary. Once the system populates JRNL_VAT, the imported
VAT information is picked up by the VAT Transaction Loader.
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Related Links
Using the Flat File Journal Import Process
Chapter 15
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Chapter 16
Calculating Average Balances
Calculating Average Balances
These topics provide an overview of average balance calculation and discuss how to:
• Prepare your system for average daily balancing (ADB).
• Process average daily balances.
• Produce average daily balance reports.
Understanding Average Balance Calculation
This section lists prerequisites, common elements and discusses:
• Average daily balance setup.
• Summary of capabilities.
• Ledgers used by ADB.
• Average balance calculations.
• How ADB determines calculation method.
• Incremental calculations.
• Ad hoc calculations.
• Adjustments in ADB.
• Journal adjustments (998, 901, 902...) in ADB.
• Management and regulatory ADB reporting.
Prerequisites
Perform activities to set up ADB for the detail ledger that will be used to maintain the standard balances and daily balances when calculating the averages.
Before you can use the ADB feature, you must set up your business units and ledgers for ADB processing:
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Calculating Average Balances
Setup
Business units
Detail ledgers
Ledger groups
ADB templates
Chapter 16
Navigation What
Setup Financials/Supply Chain, Business
Unit Related, General Ledger, General
Ledger Definition
Set up the business units for which you want to calculate average daily balances.
Select the ADB Incremental Calculation
Method link on the General Ledger
Business Unit Definition page, and select the definitions that you run regularly
(using the incremental calculation method) for this business unit.
General Ledger, Ledgers, Detail Ledger Set up these ADB detail ledgers:
• LOCALMTD
• LOCALQTD
• LOCALYTD
General Ledger, Ledgers, Ledger Group Set up these ADB ledger groups:
• LOCALMTD
• LOCALQTD
• LOCALYTD
Associate the ledger group with one of the ADB templates.
General Ledger, Ledgers, Templates
Select each of these PeopleSoft ADB target ledger templates:
• STNDADBMTD
• STNDADBQTD
• STNDADBYTD
• Verify that the ADB records as set up.
• Add the applicable ADB detail ledger to each of the templates to store the average balances.
The ADB process determines where to store the calculated averages using the table defined in Record (Table) Name field on this template. Create a unique template for each unique table name depending on where you want to store the averages. For example, if you want to store all the averages to one table, you need only one template. To set up the template, select ADB Reporting Ledger in the Default Ledger Type field and click the button to select the default table names. You can accept the default table or choose another ADB target ledger table.
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Chapter 16
Setup
Calculating Average Balances
Navigation
Set Up Financials/Supply Chain,
Business Unit Related, General Ledger,
Ledgers For A Unit − Definition
What
• Select Report Average Balances,
and select an ADB calendar for the
ACTUALS (RECORDING) detail ledger.
• Indicate whether you want to maintain regulatory balances.
• Select the Filter Posted Activity check box.
• Click the Filter link to access the
Include Account Types Posted to
ADB Ledger page, and select the
ADB account types. You can add more than one account type and click OK.
Note: Filters enable you to specify which account types you want to post to the ADB ledger, for example, asset and liability.
Set Up Financials/Supply Chain,
Business Unit Related, General Ledger,
Ledgers For A Unit − Definition
Add the ADB ledger group to the business unit. This is where the ADB calculation process looks to determine what ledger group and ledger to use when calculating the averages.
• Attach the ADB ledger groups that you created to the business unit.
This is where the ADB calculation process looks to determine what ledger group and ledger to use when calculating the averages.
• Select a detail calendar in the
Calendar ID field.
The calendar can be a daily or monthly calendar. For example:
• LOCALMTD calendar could be monthly (D1).
• LOCALTD Calendar could be daily (D2).
The calendar that you select determines how the average balances are stored.
If you select a monthly calendar, for example, the current period reflects today's averages (or the day ADB was processed in the current month) and the prior period reflects the month-end average balances.
Note: Do not select Report Average
Balances or any other ADB-related fields for these ADB target detail ledgers that you attach to a business unit in the
Ledgers For a Unit component.
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Setup Navigation
Post Adjustment Periods to ADB option Set Up Financials/Supply Chain,
Business Unit Related, General Ledger,
Ledgers For A Unit − Journal Post
Options
What
Disable (or leave enabled) the Post
Adjustment Periods to ADB option.
Select whether to post adjustment journal entries to the ADB ledgers using an adjustment period (as defined for the ledger group) or using a regular accounting period that is derived from the ADB calendar.
Common Elements Used in This Topic
Target ADB Ledger (target average daily balance ledger)
Stores the average balances. The detail ledger must be a different ledger.
Incremental Method
Indicates the method of calculating ADB that uses prior period calculated averages and daily balances to calculate the requested periods' averages. This is a more efficient processing method than the ad hoc method.
Ad Hoc Method
Indicates the method of calculating ADB that uses the daily ledger balances to calculate the requested periods' averages.
This method uses more system resources than the incremental method.
ADB (average daily balance)
Average Daily Balance.
Period Type
Defines the time period for the ADB calculation (month to date,
year to date).
Average Daily Balance Setup
After you complete the ADB prerequisites, you must perform the following activities before you can process average balances for a business unit:
• Define the interrelationship of ledgers and ChartFields used in ADB on the ADB Definition page:
• Define the ledgers and amount fields to be used in the ADB calculations and the interrelationship between the ADB ledger and target ADB ledger's amount fields (Definition page).
• Define the ChartField and value that is used to store the ADB rounding adjustment (Rounding
Adjustment page).
• Define the association between the ADB and target ADB ledgers' ChartFields (ChartFields page).
• Select the ADB Incremental Calculation Method link on the General Ledger Business Unit Definition page and select the definitions that you run regularly (using the incremental calculation method) for this business unit.
• Access the ADB Process Request page to run the ADB Calculation process (GL_ADB_CALCX).
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Chapter 16 Calculating Average Balances
Summary of Capabilities
The Calculating Average Balances feature enables you to report your organization's financial position using average, rather than period-end, balances. You can:
• Select which ChartField values are included in average balances.
• Select the time periods for ADB calculations from month-to-date, quarter-to-date, and year-to-date options—or define your own time periods.
• Report prior day and current average balances.
• Summarize ADB target ledgers for summary ledgers.
Ledgers Used by ADB
There are two ledgers involved in ADB processing: the ADB ledger and the target ADB ledger.
• The source ADB ledger (also known as the ADB ledger) stores the daily ledger activity that is used by the ADB process to calculate the average daily balances.
• The target ADB ledger stores the calculated averages from the ADB process.
You can have as many target ADB ledgers as you need.
This design has several advantages:
• Flexibility to maintain the average balances in different ledger tables:
• Partition your averages to different target ledger tables, such as period type (MTD—monthto-date, YTD—year-to-date, and QTD—quarter-to-date), which can improve processing performance.
• You can maintain all the averages in a single table.
• Flexibility to define a calendar ID to maintain the calculated average daily balance history:
• To maintain month-end balances, use only the monthly calendar ID, which represents the current day's averages.
• To maintain daily balances, use the daily calendar ID.
Related Links
Average Balance Calculations
Choose either the incremental or the ad hoc calculation method.
ADB uses either the incremental method or the ad hoc method to calculate average balances. This table summarizes the differences between the two methods:
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Calculating Average Balances Chapter 16
Incremental Ad hoc
Uses prior period stored aggregate balances and daily balances to calculate the requested periods' averages.
Uses the daily ledger balances to calculate the requested periods' averages.
Results in more efficient processing.
Uses more system resources.
How ADB Determines Calculation Method
By default, the ADB Calculation process uses the ad hoc method to calculate average balances.
In order to use the incremental calculation, you must define the ADB definitions and period type on the
General Ledger Definition − Incremental Calculation Method page. Here's how period types relate to the
ADB definition on that page:
ADB Definition
Actuals MTD Averages
Actuals QTD Averages
Actuals YTD Averages
Period Type
MTD (month to date)
QTD (quarter to date)
YTD (year to date)
In the sections that follow, there are examples of how these period types are used in calculations.
Incremental Calculations
Incremental calculations are the most efficient way to calculate average balances. Each time that the system processes ADB calculations, it extracts only the daily balances that have been posted since the last time that it ran the ADB Calculation process. The process uses the prior period averages as the starting point to calculate the current period's average.
The ADB incremental calculation method determines average balance by dividing the aggregate amount by the number of days within the requested period type:
Average balance equals the aggregate amount divided by the number of accumulated days in the requested period type.
Aggregate Amount
The aggregate amount equals today's ending balance plus the previous aggregate amount (the aggregate amount for the previous day of this period).
Ending Balance Amount
If it is the first day of a period, the aggregate amount is equal to the ending balance and the average balance.
The ending balance amount equals today's daily balance plus the
previous ending balance (the ending balance of the previous day of this period).
If it is the first day of a period, the ending balance is the same as the aggregate amount and the average balance.
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Chapter 16 Calculating Average Balances
The following two tables illustrate incremental calculation by showing how February 1 is calculated using two different time periods (period types): year to date and month to date.
This table shows how the system calculates February 1 for a YTD (year to date) period.
Incremental Calculation for YTD
The following table shows how the system performs incremental year to date calculations:
Image: Year to date example: February 1 is the 32nd day of the period
Year-to-Date Example: Incremental ADB Calculation
Incremental Calculation for MTD
ADB for the month-to-date (MTD) should not include the ending balance for the prior period as the beginning balance for the current period. MTD is for the month only and the calculation does not include any amounts from any other period.
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Calculating Average Balances Chapter 16
The following table shows how the system calculates February 1 for a MTD (month to date) period:
Image: Month to date example: February 1 is the first day of the second period
Month-to-Date Example: Incremental ADB Calculation
Ad Hoc Calculations
Ad hoc calculations require more system resources. Each time that the system processes ADB calculations, it extracts data for all the days within the period type from the ADB ledger. Therefore, you usually want the system to use the incremental calculation method for regularly scheduled averages
(MTD, YTD, and QTD). Otherwise, you can use the ad hoc method.
The ad hoc calculation for average balance is the same as the incremental calculation:
Average Balance = Aggregate / number of days with in the requested period type
The difference is that the ad hoc method does not use prior period balances. Instead, it requires all the daily balances needed to calculate the requested period type. (The incremental process requires only the daily balances from the previous period.)
This table shows how the system calculates average daily balances for a date-to-date period type (DTD), starting January 5 through the request date of February 1. The ADB ledger uses a monthly calendar.
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Chapter 16
Calculation Using a DTD Period Type
This table shows incremental day-to-day calculations:
Image: Incremental day to day calculations
Incremental Day-to-Day ADB Calculations
Calculating Average Balances
In this case, even though February 1 is in the next period, the system still uses the previous day's ending balance and aggregate amount in the calculation.
In the sections that follow, there are examples of how these period types are used in calculations.
Adjustments in ADB
ADB adjustments are any transactions for a specific period that have been posted to the ADB ledger after
ADB calculations have been run, which includes that period in the average balances.
For example, suppose average balances are calculated at 8:30 a.m. on Monday as of period 1. Additional transactions are posted to the ADB ledger at 9:00 a.m. that same day. These new transactions are considered ADB adjustments.
If the ADB process is using the incremental calculation method, the process automatically adjusts prior period balances before it calculates the requested period averages because the incremental calculation method uses prior period balances to calculate the current period averages (thus the adjustments must first be applied to those prior balances).
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Note: The ADB process does not require you to go back and rerun prior month balances for the same fiscal year in order to adjust prior period balances when using the incremental calculation method. For example, if you have adjustments in May and June and the averages are already calculated up to July 31, you do not have to rerun the ADB Calculation process for the month end of May and June. You can rerun the ADB calculation process as of July 31 or as of August 1. The ADB process automatically adjust the prior months balances, for May and June, as long as the adjustments are within the same fiscal year. If you were to rerun the balances as of May 31, the process would not properly adjust the balances in June and July.
If the ADB process is not using the incremental calculation method, then the process does not have ending balances.
When using the ad hoc method, you have to run the process for every open month for which you have transactions.
The ADB process adjusts all average balances starting from the minimum accounting period of the ADB adjustments, as long as that accounting period is within the same fiscal year as that of the requested period.
Keep in mind the distinction between ADB adjustments and adjusting journals (which are posted to special adjustment periods). They are different and are processed by ADB differently.
Journal Adjustments (998, 901, 902...) in ADB
Adjustment journals are those journals that have been marked as adjustments in the journal header record.
You have the option to post adjustment journal entries to the ADB ledgers using:
• Adjustment periods as defined for the ledger group (this prevents period-to-period reporting from being distorted by adjustments); or,
• Regular accounting periods that are derived from the ADB calendar.
You select this option on the Ledgers For A Unit - Journal Post Options page. Deselect (or leave selected) the Post Adjustment Periods to ADB check box.
See "Ledgers For A Unit - Journal Post Options Page (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Posting Adjustment Journals to ADB Ledgers Using Adjustment Periods (Default)
ADB calculations support all adjustment periods.
For the most part, you will probably not want to include adjustment periods in ADB calculations, with the possible exception of year-to-date daily averages.
If you do choose to include journal adjustments, you have two points in the period that you can include the adjustments. You can include them at the beginning of the period, in which case the adjustment period
(period 998, 901, 902) is considered the first day of the period, or you can include them at the end of the period, in which case the adjustment period is considered the last day of the period. For ADB definitions using the incremental calculation method, the process calculates the journal adjustments as of the last day of the period, regardless of the option selected. However, you can choose to run the ADB process using the ad hoc method on the ADB request if you want to include the adjustments as of the first day of the period. It is recommended that you use the ad hoc calculation method when including adjustment journals
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Chapter 16 Calculating Average Balances in the average balances. The impact of the journal adjustment period on average balances is illustrated in the following table.
This example assumes that Account 100000 has a zero beginning balance. During the course of the month, only two transactions were posted: one on December 1 and one on December 31 :
Account Journal Date Period Day Within Period Transaction
Amount
100000
100000
December 1, 2009
December 31, 2009
12
12
1
31
100
150
100000 December 31, 2009 998 300 < − adjusting entry
The following table shows the results of not including period 998, including it at the beginning of the period or including it at the end of the period:
Period 998 Option ADB Calculation Result
No Adjustment Period ADB = ( [100 * 31] + [150 * 1] ) / 31
[Aggregate of the December 1 amount] plus [aggregate of December 31 amount] divided by the number of days.
104.84
As First Day of Report Period
As Last Day of Report Period
ADB = ( [400 * 31] + [150 * 1] ) / 31
ADB = ( [100 * 31] + [450 * 1]) / 31
404.84
114.52
Posting Adjustment Journals to ADB Ledgers Using Regular Accounting Periods
If you have deselected the Post Adjustment Periods to ADB check box on the Ledgers For A Unit –
Journal Post Options page, the adjusting journals are posted to regular accounting periods, and therefore, are included in the ADB calculations.
Related Links
"Understanding Accounting Calendars Based on Open and Close Periods (PeopleSoft FSCM 9.2:
Application Fundamentals)"
Management and Regulatory ADB Reporting
In order to comply with International Accounting Standards (IAS), PeopleSoft General Ledger can also maintain separate daily balances for the period:, one that reflects the journal date (trade date, for example), one that reflects the settlement date, and one that reflects the ADB date. To enable PeopleSoft
General Ledger to maintain multiple balances, see Enabling Date Code in PeopleSoft General Ledger.
When you select to maintain multiple balances, for every journal that has an ADB date that differs from the journal date, the system creates two additional entries: an entry for the period based on the journal date and a reversal for the period based on the ADB date.
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Related Links
"Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
Chapter 16
Preparing Your System for Average Daily Balancing
To prepare your system for average daily balancing, use the ADB Definition component (ADB_DEFN).
This section discusses how to:
• Identify the ledgers.
• Identify rounding adjustments.
• Identify the ChartFields.
Pages Used to Set Up Average Balances
Page Name Definition Name Navigation
ADB Definition - Definition
(average daily balance definition - definition)
ADB_DEFN General Ledger, Average
Daily Balance, ADB
Definition
ADB Definition - Rounding
Adjustment (average daily balance definition - rounding adjustment)
ADB_ADJ General Ledger, Average
Daily Balance, ADB
Definition, Rounding
Adjustment
ADB Definition - ChartFields
(average daily balance definition - ChartFields)
ADB_CF General Ledger, Average
Daily Balance, ADB
Definition, ChartFields
Usage
Identify the ledgers and their amount fields to be used in the definition.
Identify the ChartFields in which the ADB rounding adjustment is stored. When averages are calculated from balanced ledger data, the calculated averages may not be in balance because of rounding. However, daily balances must be balanced.
The ADB process creates rounding adjustments in order to bring the calculated averages back into balance.
Identify the ChartField values from the ADB ledger that you include in the average balance calculations.
ADB Definition - Definition page
Use the ADB Definition - Definition (average daily balance definition - definition) page (ADB_DEFN) to identify the ledgers and their amount fields to be used in the definition.
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Chapter 16 Calculating Average Balances
Navigation
General Ledger, Average Daily Balance, ADB Definition
Image: ADB Definition page
This example illustrates the fields and controls on the ADB Definition page. You can find definitions for the fields and controls later on this page.
ADB Type (average daily balance type)
Ledger
Target Ledger
Batch Work Record
Adjustment Period Option
Select from the following values:
Management Balances: Calculates ADB from the daily balances posted from the ADB date.
Regulatory Balances: Calculates the ADB from the daily balances posted from the journal date.
Enter the name of the detail ledger associated with the ADB ledger.
Select the ledger that stores average balances. (You must have created this ledger using the Detail Ledger, Detail Ledger
Group, and Ledgers For A Unit pages.
Enter the name of the temporary table used during the ADB
Calculation process. The default work table is LED_ADBTG_
TAO
Select whether the ADB calculation includes the Period 998 balances. Values are:
As First Day of Report Period: The system treats the period
998 balances as the first day of the report period's transaction
(based on period type) and includes the balances in the ADB calculation.
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Calculating Average Balances Chapter 16
Map Amount Fields
Ledger ADB Amount (ledger average daily balance amount)
As Last Day of Report Period: The system treats the Period
998 balances as the last day of the report period's transaction
(based on period type) and includes the balances in the ADB calculation.
No Adjustment Period: The ADB calculation does not include period 998 balances.
This section connects the Amount field of the ADB ledger to the target ADB ledger's amount, ending balance, and aggregate amount fields. Refresh returns default amount fields for the posted transaction amount, posted total amount, and posted base amount fields. You can map up to three amount fields.
Displays the column in the ADB Amount Record table where the system stores daily balances for this ledger.
When you click the Refresh button, all the amount fields for the ADB ledger appear. Click the Remove button to delete the amount fields for which you do not want to create average balances.
Target ADB Amount (target average daily balance amount)
Displays the column in the target ledger's table where the system stores the average balance.
Target Ending Balance
Displays the column in the target ledger's table where the system stores the ending balance.
Target Aggregate Amount
Displays the column in the target ledger's table where the system stores the aggregate amount.
Related Links
Understanding Processing of ADB
Journal Adjustments (998, 901, 902...) in ADB
ADB Definition - Rounding Adjustment Page
Use the ADB Definition - Rounding Adjustment (average daily balance definition - rounding adjustment) page (ADB_ADJ) to identify the ChartFields in which the ADB rounding adjustment is stored.
When averages are calculated from balanced ledger data, the calculated averages may not be in balance because of rounding. However, daily balances must be balanced. The ADB process creates rounding adjustments in order to bring the calculated averages back into balance.
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Chapter 16 Calculating Average Balances
Navigation
General Ledger, Average Daily Balance, ADB Definition, Rounding Adjustment
Image: ADB Rounding Adjustment page
This example illustrates the fields and controls on the ADB Rounding Adjustment page. You can find definitions for the fields and controls later on this page.
Balanced ADB (balanced average daily balance)
ChartField
ChartField Value
Select this check box to have the system automatically verify whether selected ledger amounts balance and to adjust average balance calculations for rounding discrepancies. The system also records related adjustments to the value of the rounding adjustment entry ChartField that you specify. To record average balances without automatic rounding adjustments, deselect the
Balanced ADB check box.
Note: If the Balanced ADB check box is selected, and the ADB
Calculation process determines that the ADB is not balanced based on the ChartFields specified in the ADB Definition setup,
the ADB Calculation process issues the following message and the target ledger is not updated: "Ledger amounts for
ChartFields specified in the ADB (target ledger) is not balanced.
Important! You must check the Batch Message Log to view this message."
Locate the ChartField to use for automatic rounding adjustments.
Specify a value for the ChartField to use for automatic rounding adjustments.
ADB Definition - ChartFields Page
Use the ADB Definition - ChartFields (average daily balance definition - ChartFields) page (ADB_CF) to identify the ChartField values from the ADB ledger that you include in the average balance calculations.
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Calculating Average Balances Chapter 16
Navigation
General Ledger, Average Daily Balance, ADB Definition, ChartFields
Image: ADB Definition - ChartFields page
This example illustrates the fields and controls on the ADB Definition - ChartFields page. You can find definitions for the fields and controls later on this page.
408
Click this button to retrieve all the ChartFields defined for the
ADB ledger (the source ledger). Click View All to display all of the ChartFields.
The ADB calculation process creates an average balance for every ChartField combination listed. Click the Remove button
(next to the Detail Ledger ChartField field) to delete unwanted
ChartFields.
For example, if your ledger has Account, Department, Product,
Program, and Project ChartFields, but you want to have only average balances for Account/Department/Product ChartField combinations, delete the Program and Project ChartFields.
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Chapter 16
ADB ChartFields (average daily balance ChartFields)
Detail Ledger ChartField
How Specified
All Detail Values
Selected Detail Values
Range of Values
Detail - Selected Parents
Selected Tree Nodes
Children at a Level
All Nodes at Selected Levels
Tree
Level
Value
To Value
Calculating Average Balances
Use to associate the ADB ledger ChartField with the target ADB ledger ChartField.
Enter the ChartField of the target ADB ledger associated with the ChartField of the ADB ledger.
Specify how the ChartField values are to be summarized for use in the ADB Calculation process.
Include all detail values of the selected ChartField.
Summarizes the detail ChartField values that you select in the
Value field in Specify Values/Range of Values/Tree Node group box.
Summarizes the range of values that you select in the Value and To Value fields in the Specify Values/Range of Values/Tree
Node group box.
Activates the Tree and Level fields in which you can select a tree name and level name (for trees with levels). Summarizes the values rolled up by the parent node that you select in the
Specify Values/Range of Values/Tree Node group box.
Activates the Tree and Level fields in which you can select a tree name and level name (for trees with levels). Summarizes the values rolled up by the tree node that you select in Value in the Specify Values/Range of Values/Tree Node group box.
Activates the Tree and Level fields in which you can select a tree name and level name (for trees with levels). Summarizes every node at the specified level that is a child of the parent node that you select in the Specify Values/Range of Values/Tree
Node group box.
Activates the Tree and Level fields in which you can select a tree name and level name (for trees with levels). Summarizes every node at the specified level.
Enter a tree name if you are using trees to select your ChartField values for ADB processing.
Enter a level if you are using trees to select your ChartField values for ADB processing, and the tree that you selected uses levels.
Enter the tree node or ChartField value to use for ADB processing.
If you selected Range of Values in the How Specified group box, enter the to value of the range here.
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Calculating Average Balances Chapter 16
Processing Average Daily Balances
This section provides an overview of processing of ADB and discusses how to request the ADB process.
Page Used to Process Average Daily Balances
Page Name
ADB Process Request
Definition Name
ADB_REQ
Navigation Usage
General Ledger, Average
Daily Balance, ADB Process,
ADB Process Request
Identify the business unit,
ADB definition, and period type that you want to process.
Also specify whether you want to recalculate existing average daily balances.
Understanding Processing of ADB
Once you establish the basis for average balance calculations, then initiate the background process that calculates the balances and updates the target ledger. If you want to run average balances for a ledger that has already been archived, you must restore the ledger and then run the ADB process.
ADB processing includes the following activities:
• Journal Post (GLPPPOST).
The Journal Post process posts the daily balances into a holding table.
• Post Daily Balances (GL_ADB_POST).
The ADB post process (GL_ADB_POST) posts the daily balances from the holding table into the
ADB ledger (the source ledger containing the daily balances).
The ADB post process also posts ADB adjustments to the adjustment holding tables. (ADB adjustments are daily balances for a period that was posted after the ADB calculation process was run for that period.)
Note: Although the ADB post process is run from the journal post request, the ADB post process criteria is different from the journal post process for the posting of interunit journals. When posting interunit journals, the journal post process posts all of the non-anchor business units when posting the requested anchor business unit. The ADB post process only posts the anchor business unit. The nonanchor business units must be posted in separate requests.
Note: Instead of running the Journal Post process and the Post Daily Balances process separately, you can run the PS/GL Journal and ADB Post multiprocess job (GLADBPST) to post the journals and update the ADB ledger with the daily balances.
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Chapter 16 Calculating Average Balances
Note: The system prevents double posting in the event that two ADB post processes
(GL_ADB_POST) are running concurrently for the same business unit. The
ADB_PROCESS_STATUS field on the ADB ledger holding table (LEDGER-ADB_HLD) locks the rows that are being posted to the ADB ledger.
If an abnormal termination or failure occurs on a step in the ADB post process, perform the following steps before rerunning the process:
• Run the delivered DMS script ADBSTATUS.DMS in Data Mover to unlock the rows in the ADB ledger holding table. You must modify the script to include the process instance of the process that failed.
• Delete the failed request from the process monitor by selecting the Delete Request radio button in the Update Process section of the Process Detail page. This step is necessary to clean up data in the application engine state records.
• ADB Calculation (GL_ADB_CALCX).
The ADB Calculation process calculates average balances using transactions from the ADB ledger and the adjustment holding table and places the results (average balances) in the ADB target ledger.
The ADB Calculation process creates an ADB log entry. The ADB log is used by the ADB process to determine when the average balances (for a given definition, period type, and requested period) were calculated.
Related Links
Understanding Average Balance Calculation
Archiving Ledgers and Journals
ADB Process Request Page
Use the ADB Process Request page (ADB_REQ) to identify the business unit, ADB definition, and period type that you want to process.
Also specify whether you want to recalculate existing average daily balances.
Navigation
General Ledger, Average Daily Balance, ADB Process, ADB Process Request
ADB (average daily balance)
Enter the ADB definition. This field works in combination with the Period Type field to determine which calculation method the system uses.
Request Type
Select one of these request type options:
Calc End of Per(calculate for period end date): Calculate only one period's average daily balance. The average balance is for the period end date.
Calc Each Per (calculate for each period): Generate multiple periods' average daily balances, one for each day of the reporting period.
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Calculating Average Balances
Period Type
Fiscal Year
From Per (from period)
To Per (to period)
Begin Date
Chapter 16
Define the time period for the ADB calculation. This field works In combination with the ADB field to determine which calculation method the system uses.
Select the Period Type option for average balance calculations.
Values are:
DTD (date to date): Calculates average balances from the specified begin date to the date specified in the Request Date
Option (request date option) field. The begin date appears when you select this option.
MTD (month to date): Calculates average balances from the first day of the month, which is the beginning date of the accounting period in which the run request date falls, to the date specified in the Request Date Option field. To use this option, the detail ledger for the business unit must be tied to a detail calendar that uses monthly periods.
QTD (quarter to date): Calculates average balances from the first day of the quarter, which is the beginning date of the first accounting period in the quarter in which the run request date falls, to the run request date. To use this option, the detail ledger for the business unit must be tied to a detail calendar that uses monthly periods 1 through 12.
Reg Date (regular date): Calculates average balances for a date range that you enter in Begin Date and End Date fields, which appear when you select this option.
Reg Per (regular period): Calculates average balances from the beginning date of the from period to the ending date of the to period for the specified fiscal year. The from period, to period,
and fiscal year appear when you select this option.
YTD (year to date): Calculates average balances from the first day of the year, which is the beginning date of accounting period 1, to the run request date specified in the Req Date
Option field.
If you selected Reg Per (regular period) in the Period Type field,
enter the fiscal year for the period here.
If you selected Reg Per in the Period Type field, enter the beginning period here.
If you selected Reg Per in the Period Type field, enter the ending period here.
If you selected Reg Date in thePeriod Type field, enter the beginning date for the date range.
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Chapter 16 Calculating Average Balances
End Date
Request Date Option
If you selected DTD in Period Type field, enter the beginning date for the average balances calculation.
If you selected Reg Date in the Period Type field, enter the ending date for the date range.
Specify the date option for the ADB process. Values are:
Process Date: Uses the process date of the business unit as the request date for the ADB process.
SYSDATE: Uses the system date as the request date for the ADB process.
As-Of Date: Uses the date that you specify in the As of Date field, which appears when you select this option.
If As Of Date is selected in the Request Date Option field, the
As Of Date field and Update As of Date button appear above the
Process Request group box. Click this Update As of Date button to globally update the as of date for requests that use the as of date option.
If you want to update only the as of date for one of the ledgers listed, use the as of date in the process request row.
Tree Date Optn (tree date option)
Select the effective date of the tree used to select the ChartFields values to be processed. Values are:
Use EndDt(use period end date): Sets the effective date to the end of the accounting period.
Use Date Override
Adhoc
Description
Use OverDt (use override date): Activates a field in which you can enter a date other than the period end.
If you selected Use OverDt in the Tree Date Option field, enter a date other than the period end date to be used as the effective date for the tree.
Select this option if you want to recalculate average balances using the ad hoc method.
Identify this run of average balance calculations with a short description, such as the date and type of processing.
Related Links
How ADB Determines Calculation Method
Producing Average Daily Balance Reports
This section provides an overview of ADB report processing and discusses how to:
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Calculating Average Balances
• Run the ADB definition report.
• Run the ADB calculation report.
Pages Used to Produce ADB Reports
Page Name Definition Name
ADB Definition Report
(average daily balance definition report)
RUN_GLS5500
ADB Calculation Report
(average daily balance calculation report)
RUN_GLC5501
Chapter 16
Navigation
General Ledger, Average
Daily Balance, ADB
Definition Report, ADB
Definition Report
General Ledger, Average
Daily Balance, ADB
Calculation Report, ADB
Calculation Report
Usage
Specify the run parameters for the ADB Definition Report.
Specify the run parameters for the ADB Calculation Report.
Understanding ADB Report Processing
To run a report, select it from a menu and enter the necessary parameters. Once you enter the report parameters, you use PeopleSoft Process Scheduler to actually run the report. PeopleSoft Process
Scheduler manages the processes, tracks the status, and generates the report behind the scenes while you continue to work on something else.
You can create your own reports or reformat report output. PeopleSoft offers a variety of reporting tools.
Note: Summary ledgers support summarization of ADB target ledgers. However, summarizing daily ledgers is not supported.
ADB Definition Report Page
Use the ADB Definition Report (average daily balance definition report) page (RUN_GLS5500) to specify the run parameters and run the ADB Definition Report.
Navigation
General Ledger, Average Daily Balance, ADB Definition Report, ADB Definition Report
The following data is reported:
ADB Amount Record (average daily balance amount record)
Displays the column in the ADB Amount Record table where the system stores daily balances for this ledger.
Work Table Record
ADB Amount Field (average daily balance amount field)
Displays the name of the work table ledger.
Displays the name of the ADB amount field and whether it has an adjustment period.
Balanced ADB (balanced average daily balance)
Indicates with a Y or N whether the system automatically verifies if selected ledger amounts balance. Also adjusts average balance calculations for rounding discrepancies.
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Chapter 16 Calculating Average Balances
ADB Calculation Report Page
Use the ADB Calculation Report (average daily balance calculation report) page (RUN_GLC5501) to specify the run parameters and run the ADB Calculation Report.
Navigation
General Ledger, Average Daily Balance, ADB Calculation Report, ADB Calculation Report
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415
Chapter 17
Processing Multiple Currencies in General
Ledger
Processing Multiple Currencies in General Ledger
These topics provide an overview of multiple currency processing in Oracle's PeopleSoft General Ledger and discuss how to:
• Prepare to revalue account balances.
• Define revaluation steps.
• Prepare to translate ledger balances.
• Set up translation rules.
• Define translation steps.
• Prepare for the translate within ledger process.
• Combine steps into a multicurrency group.
• Initiate multicurrency processing.
• Use multicurrency processing.
• Produce revaluation and translation reports.
Understanding Multiple Currency Processing in General Ledger
PeopleSoft's uniquely flexible structure enables you to manage financial information in multiple currencies. You can use a ChartField to designate different currency codes within a ledger or, as required, store each currency in a different ledger.
PeopleSoft General Ledger provides specific input, processing, and reporting features that satisfy the most demanding requirements of multinational financial management. PeopleSoft GL supports the European common currency (Euro), as well as currency conversions, remeasurement, revaluation, translation and a complete audit trail of all multicurrency processing.
PeopleSoft also includes position accounting, which enables you to identify and track the risks associated with holding financial assets in currencies other than your base currency.
Related Links
"Setting Up Position Accounting (PeopleSoft FSCM 9.2: Global Options and Reports)"
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Processing Multiple Currencies in General Ledger Chapter 17
Preparing to Revalue Account Balances
Periodically, you may need to revalue the base currency of the balance sheet accounts that you maintain in foreign currencies to reflect changes in value due to fluctuations in exchange rates. The General Ledger
Revaluation process (FSPCCURR) adjusts the base currency value of the account balances by creating adjusting entries for the accounts being revalued. It creates corresponding entries for any gain or loss that results from the revaluation. Revaluation typically takes place at the end of each accounting period prior to translation.
For example, suppose that a company whose base currency is U.S. dollars (USD) made the following cash deposits in Swiss francs (CHF):
Transaction Date
January 10, 2009
January 15, 2009
January 20, 2009
January 31, 2009 Balance
CHF
100
100
100
300
Exchange Rate
0.45
0.50
0.55
USD
45
50
55
150
At month end, revaluation takes place at the CHF to USD exchange rate of 0.55. The account is revalued at 165 USD (300 * 0.55 = 165). The following journal entry recognizes the increase in value with a debit of 15 USD to the asset account and a corresponding credit to the revaluation gain account:
Description
Cash in Bank
Debit
15 USD
Credit
Revaluation Gain 15 USD
Note: General Ledger revalues ledger balances for all foreign currencies.
When you want the results of revaluation to go into accounts that are different from the source accounts, use the Target ChartField Entry page, on which you can indicate target unrealized gain and loss accounts.
Setting Up Revaluation
In General Ledger, the following processing takes place when you revalue accounts:
• Revaluation gains and losses are calculated for accounts maintained in foreign currencies.
• 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.
You can choose to:
• Create journal entries to reverse the revaluation results in the following period.
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Chapter 17 Processing Multiple Currencies in General Ledger
• Create journal entries to provide an audit trail of revaluations automatically.
• Report revaluation gains and losses using PS/nVision.
Defining Revaluation Steps
To define revaluation steps, use the Revaluation Step component (REVAL_STEP).
This section discusses how to:
• Specify a ledger and TimeSpan for revaluation.
• Specify source ChartFields for revaluation.
• Specify output and journal options for revaluation.
• Specify gain and loss ChartFields for revaluation.
Pages Used to Define Revaluation Steps
Page Name Definition Name Navigation
Ledger and TimeSpan REVAL_STEP_LED_TM General Ledger, Process
Multi-Currency, Define and
Process, Revaluation Step,
Ledger and TimeSpan
Source Chartfields REVAL_STEP_CF
Output and Journal Options CURR_STEP_OUT_JR
General Ledger, Process
Multi-Currency, Define and
Process, Revaluation Step,
Source ChartFields
General Ledger, Process
Multi-Currency, Define and
Process, Revaluation Step,
Output and Journal Options
Gain and Loss Chartfields CURR_STEP_GN_LS
Usage
Define a ledger, TimeSpan,
and rate type for revaluation.
Identify accounts to revalue.
General Ledger, Process
Multi-Currency, Define and
Process, Revaluation Step,
Gain and Loss ChartFields
Specify output options,
journal information, and revaluation reversal options.
Also, use the Translation
Step - Output and Journal
Options version of this page to determine whether General
Ledger automatically posts translated amounts to the ledger or generates journal entries for subsequent posting.
Identify the revaluation gain and loss accounts or specify the specific accounts where you record translation gain or loss.
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Processing Multiple Currencies in General Ledger Chapter 17
Revaluation Step - Ledger and TimeSpan Page
Use the Revaluation Step - Ledger and TimeSpan page (REVAL_STEP_LED_TM) to define a ledger,
TimeSpan, and rate type for revaluation.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Revaluation Step, Ledger and TimeSpan
Image: Revaluation Step - Ledger and TimeSpan page
This example illustrates the fields and controls on the Revaluation Step - Ledger and TimeSpan page. You can find definitions for the fields and controls later on this page.
420
Allow Book Code Override
From Ledger Group and Ledger
Select this check box to enable you to choose different book code and account combinations at the time of revaluation journal entry. You can then associate any of your book codes with the account value to record related amounts in the same ledger. For example, book codes C, L or B can be associated with account 500001. The chief advantage of this method is that fewer account values are required. The book codes that you can associate with an account are available from a drop down list at the time of journal entry.
See PeopleSoft Application Fundamentals, Defining and Using
ChartFields: Adding Book Code Values
See PeopleSoft Application Fundamentals, Defining and Using
ChartFields: Adding Account Values
See PeopleSoft Global Options and Reports, Managing Multiple
GAAPs and Prior Period Adjustments: Book Code
See PeopleSoft Application Fundamentals, Setting Installation
Options for PeopleSoft Applications, Setting Overall Installation
Options
Specify the from ledger group and specific ledger in which you want to perform the revaluation. You cannot specify a translation ledger for revaluation. If you do not specify a ledger,
revaluation revalues the amounts of all the ledgers in the ledger
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Chapter 17
TimeSpan
Processing Multiple Currencies in General Ledger group. To revalue a ledger group with KLS (keep ledgers in sync) selected, you must leave the Ledger field blank.
Note: The effect of a base amount adjustment resulting form a revaluation of a primary ledger within a ledger group that has keep ledgers in sync (KLS) selected, is carried down to a translate ledger if it is a secondary ledger in that KLS ledger group by either a journal edit or by a revaluation if the edit option is not selected.
To avoid this impact to a translation secondary ledger, do not use a translation secondary ledger in a KLS ledger group and use a separate ledger group for translation ledgers where you can use separate translation processes rather than the translate within ledgers process.
General Ledger generates journal entries whose amounts represent the period of time indicated by the TimeSpan for the revaluation being processed. The TimeSpan normally used for balance sheet accounts is BAL (year to date). With this
TimeSpan, the system totals the account balances in periods 0 through n for balance sheet accounts.
Enter the exchange rate type for the process.
Rate Type
Revaluation Step - Source ChartFields Page
Use the Revaluation Step - Source Chartfields page (REVAL_STEP_CF) to identify accounts to revalue.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Revaluation Step, Source ChartFields
Image: Revaluation Step - Source Chartfields page
This example illustrates the fields and controls on the Revaluation Step - Source Chartfields page. You can find definitions for the fields and controls later on this page.
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Processing Multiple Currencies in General Ledger
ChartField
How Specified
Tree
Level
ChartField Values/Tree Nodes
Chapter 17
Select the ChartField (for example, Account or Alternate
Account) for which values are to be revalued using the
TimeSpan and rate type specified.
List your accounts individually by selecting the Selected Detail
Values check box or, more likely, select the Selected Tree Nodes check box. The latter option activates the Tree Information fields for you to specify a tree from which to select nodes. Using trees establishes rollups for the account values so that you can select particular types of accounts according to the structure of your business unit.
Use trees to establish rollups for account values.
(Optional) If the tree has levels, you can limit prompting in this field to selected levels.
Select particular types of accounts according to the structure of your business unit. We recommend that you use trees whenever possible to reduce future maintenance when your ChartField values change.
Revaluation Step - Output and Journal Options Page
Use the Output and Journal Options page (CURR_STEP_OUT_JR) to specify output options, journal information, and revaluation reversal options.
Also, use the Translation Step - Output and Journal Options version of this page to determine whether
General Ledger automatically posts translated amounts to the ledger or generates journal entries for subsequent posting.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Revaluation Step, Output and Journal
Options
Image: Revaluation Step - Output and Journal Options page
This example illustrates the fields and controls on the Revaluation Step - Output and Journal Options page. You can find definitions for the fields and controls later on this page.
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Journal ID Mask
Description
Source
Document Type
Create Journal Entries
Edit Journal(s)
Budget Check Journal(s)
Post Journal(s)
Processing Multiple Currencies in General Ledger
Identifies the revaluation journal naming convention that you specify. General Ledger identifies journals by a 10-character alphanumeric identifier. The system automatically names journals starting with the mask value that you specify here. For example, if you entered a mask of RVAL1, the system supplies the remaining characters based on the next available journal
ID number. If the next available journal ID number is 19, the generated journal ID would be RVAL100019. Alternatively, if you do not use the journal ID mask, the system automatically assigns the next 10-character available journal ID number.
If you use a journal ID mask, reserve a unique mask value to ensure that no other process creates the same journal ID.
Describes this revaluation step.
Identifies the source of the journals. You can select any valid source on the Source table.
If you enabled PeopleSoft Document Sequencing in your system, select a predefined document type for your revaluation journals. Document sequencing requires that you have a document type for all of the journal entries that you create.
Creates journal entries with a header status of V = Valid that can be posted automatically as part of revaluation processing or through the normal posting methods. Select the Post Journal( s) check box along with this option to automatically post the journals created.
Because values being processed are from previously edited data in existing ledger tables, journal entries are created with a valid status. However, you can submit journal entries created by revaluation to the journal edit process to be validated for such things as changes to combination edits or inactivated
ChartFields. You can then review the journals using journal inquiry after you edit them.
Note: To restrict further activity for inactive accounts that have balances, you bypass journal edit and post translation journals for these accounts. Deselect the Edit Journals check box to bypass journal edit. The multicurrency process handles the multibook processing features within journal edit for these journals.
Submits journal entries to the budget processor for the control budget.
Posts the journals to the target ledger as part of revaluation processing. When you process multiple revaluation steps together, where each step depends on the results of the previous step, you must select this check box for all but the last step to
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Processing Multiple Currencies in General Ledger Chapter 17 provide updated ledger balances for each subsequent step. In the last step, posting the journals is optional.
The journals created by multicurrency processing are not intended or designed to be viewed using the journal entry pages before running journal edit or journal post.
Note: When you run revaluation on secondary ledgers in a multibook ledger group, the revaluation version of this page produces a journal with a journal header and journal lines for the secondary ledgers only. This action optimizes performance. If you attempt to view these journals using the Journal Entry pages, this type of journal may appear corrupt because no primary ledger lines exist for the ledger group.
If you want to view the primary ledger lines from the Journal Entry pages, the recommended procedure is to run the Journal Edit process on all multicurrency journals. The journal editing process creates the missing primary ledger lines needed to view the complete journal.
See "Multi-Currency Processing - Request Page (PeopleSoft FSCM 9.2: Global Options and Reports)".
Adjustment Period
Target to Adjustment Period
Click to specify an adjustment period as the accounting period for the revaluation journals and to enter a period in the Target
Adjusting Period field.
An adjustment period revaluation journal can only be reversed to an adjustment period. If you want to reverse the journal,
click the Reversal link and select the Adjustment Period check box to enter an adjustment period in the Specify field on the
MultiCurrency Process Journal Reversal page.
Reversal
Reversal
Click the link to access the options. To facilitate period based reporting, the system generates a reversal for the period that follows the revaluation process period. The net amount that results on the target ledger represents the current period year-todate (YTD) amount, less the reversal amount generated by the prior period process run. (The reversal journal date is calculated using the as-of date of the process request, the reversal option,
and business unit calendar.)
Select a reversal code:
• Do Not Generate Reversal
Select for no automatic reversal of this entry.
• Beginning of Next Period
Creates a reversing entry dated the first business day of the next accounting period. The system uses the business calendar that you assigned to the business unit on the
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Chapter 17 Processing Multiple Currencies in General Ledger
General Ledger Definition - Definition page to determine the first business day. This is the default.
• End of Next Period
Creates a reversing entry dated the last business day of the next accounting period. The business calendar that you assigned to the business unit on the General Ledger
Definition - Definition page determines the last business day.
• Next Day
Creates a reversing entry dated the next business day. This option uses the business calendar that you assigned to the business unit on the General Ledger Definition - Definition page to determine the next business day.
• Adjustment Period
Select and enter an adjustment period in the Specify field only for revaluation journals for adjustment periods.
• On Date Specified By User
Click and specify a date that you want in the Reversal
Datefield.
• Reverse even if cross years
Reverse even if reversal occurs in the next year.
Target ChartFields
ChartField
Retain Value (retain ChartField value)
Select the ChartFields to be included in the revaluation journal entries. The ChartFields defined here relate to the ChartFields that you specified on the Specifying Gain and Loss ChartFields for the Revaluation page. If you are balancing by ChartFields,
include all balancing ChartFields as your target ChartFields.
You can either select this check box or enter a ChartField value in the Chartfield Value column.
If you select this check box, the ChartField values are carried over from the source transaction entries to the system-generated position accounts.
For the ledger defined on the Ledger and TimeSpan page and for a balancing ChartField as defined in the ledger group, if
Retain Value is selected for the gain and loss ChartFields, it must also be selected here for the Target ChartField. If Retain
Value is not selected for gain and loss ChartFields, then it is clear for the Target ChartField. All three fields must have the same ChartField value if retain value is not selected.
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Processing Multiple Currencies in General Ledger
ChartField Value
Chapter 17
If you did not select the Retain Value check box, use this field to specify the ChartField value to be used for the system-generated target account. If you enter a ChartField value here, the system ignores the ChartField value on the source transaction entry.
When a ChartField value is not included in target ChartFields, it is blank for the target journals.
Extra gain or loss entries can be created from multiple runs of revaluation, if the gain ChartField value is different from the corresponding loss ChartField value.
Revaluation Step - Gain and Loss ChartFields Page
Use the Gain and Loss Chartfields page (CURR_STEP_GN_LS) to identify the revaluation gain and loss accounts or specify the accounts where you record translation gain or loss.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Revaluation Step, Gain and Loss
ChartFields
Image: Revaluation Step - Gain and Loss Chartfields page
This example illustrates the fields and controls on the Revaluation Step - Gain and Loss Chartfields page.
You can find definitions for the fields and controls later on this page.
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General ledger posts the offsetting entries that correspond to the adjusting entries created during revaluation to the accounts specified as follows—credits to the gain ChartFields, debits to the loss
ChartFields.
Gain ChartKeys
Enter the ChartField and either select the Retain Value check box or enter a value in the ChartField Value field.
ChartField
Indicate the ChartFields to be included in the revaluation gain and loss journal entries. If you are balancing by ChartFields,
include all balancing ChartFields (do not include business unit and currency) as your target ChartFields.
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Chapter 17 Processing Multiple Currencies in General Ledger
Retain Value (retain ChartField value)
ChartField Value
Loss ChartKeys
You can either select this check box or enter a ChartField value in the Chartfield Value field.
If you select this check box, the ChartField values are carried over from the source transaction entries to the system-generated position accounts.
Select Retain Value for a ChartField for both gain and loss, or for neither. So, for the same ChartField, either select both check boxes, or deselect both.
For the ledger defined on the Ledger and TimeSpan page, for a balancing ChartField as defined in the ledger group, if Retain
Value is selected for the gain and loss ChartFields, it must also be selected for the Target ChartField. If the Retain Value check box is deselected for gain and loss ChartFields, then it is clear for the Target ChartField. All three fields must have the same
ChartField value if Retain Value is clear (not selected).
Extra gain or loss entries may be created from multiple runs of revaluation if a ChartField is set to retain value in gain or loss but not in target. If some ChartFields are not included as target
ChartFields, they will be blank.
If you did not select the Retain Value check box, use this field to specify the ChartField values that are to be used for the system-generated target account. If you enter a ChartField value here, the system ignores the ChartField value on the source transaction entry.
When a ChartField value is not included in target ChartFields, it will be blank for the target journals.
Enter the loss ChartField and either select the Retain Value check box or enter a ChartField value. The field definitions for the loss ChartFields are the same as for gain ChartFields. If a
ChartField retains value for gains, it must retain value for loss,
and conversely.
Note: When you balance by ChartFields, if a balancing ChartField is designated as a gain or loss
ChartField, then the balancing ChartField overrides the value specified on this page.
Preparing to Translate Ledger Balances
General Ledger translates posted balances into different currencies according to the rules you define, and calculates gains or losses due to restatement. You can run translation at any time because it is a background process. General Ledger can perform regular translation on any type of ledger.
If you perform multiple translations for each business unit—such as a remeasurement followed by translation— General Ledger enables you to define a separate set of processing rules for each translation.
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Processing Multiple Currencies in General Ledger Chapter 17
It considers each translation as a translation step.You can process as many translation steps as you require at one time.
Note: Although remeasurement is considered a separate process to precede translation under FASB
52, it is defined in General Ledger as a translation step with different exchange rates. To perform a remeasurement, set up a translation step as described in this section to translate your base currency balances to functional currency balances. You can also use the multibook feature to maintain a secondary ledger in your functional currency.
Related Links
"Understanding Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
Setting Up Translation Rules
Because different accounts are translated according to different exchange rate rules, you can use the
Translation Rule pages to define which accounts are processed with which conversion rate types. This information defines your approach to translating types of accounts. For example, you can translate your asset and liability accounts at the current rate, but use historical rates to translate equity accounts. You refer to these rules when you define your translation steps.
To set up translation rules, use the Translation Rule component (TRANS_RULE).
This section discusses how to:
• Define TimeSpans and rates for a translation rule.
• Define ChartFields for a translation rule.
Pages Used to Set Up Translation Rules
Page Name Definition Name Navigation
TimeSpan and Rate TRANS_RULE_TIME_RT General Ledger, Process
Multi-Currency, Define and
Process, Translation Rules,
TimeSpan and Rate
Chartfields TRANS_RULE_CF General Ledger, Process
Multi-Currency, Define and
Process, Translation Rules,
Chartfields
Usage
Define TimeSpans and rates for a translation rule.
Specify the ChartFields for the translation rule.
Translation Rules - TimeSpan and Rate Page
Use the TimeSpan and Rate page (TRANS_RULE_TIME_RT) to define TimeSpans and rates for a translation rule.
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Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Rules, TimeSpan and Rate
Image: Translation Rule - TimeSpan and Rate page
This example illustrates the fields and controls on the Translation Rule - TimeSpan and Rate page. You can find definitions for the fields and controls later on this page.
TimeSpan
Rate Type
General Ledger generates journal entries for amounts that represent the period of time indicated by the TimeSpan for the translation rules being processed. The TimeSpan commonly used is ITD (inception-to-date profit and loss accounts) or BAL
(balance sheet accounts). Using these TimeSpans, the system sums the account balances in periods 1 through n for profit and loss accounts and in periods 0 through n for balance sheet accounts.
Select the applicable exchange rate type.
Translation Rules - Chartfields Page
Use the Chartfields page (TRANS_RULE_CF) to specify the ChartFields for the translation rule.
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Processing Multiple Currencies in General Ledger Chapter 17
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Rules, Chartfields
Image: Translation Rule - Chartfields page
This example illustrates the fields and controls on the Translation Rule - Chartfields page. You can find definitions for the fields and controls later on this page.
ChartField
How Specified
Tree Information
Select the ChartField to be translated using the TimeSpan and rate type specified. For example, assets and liabilities are typically translated as balances (BAL) at the current exchange rate (CRRNT), while retained earnings are translated at a historical exchange rate (HSTRE).
Select the Selected Detail Values option to list asset accounts individually or, more likely, select the Selected Tree Nodes option to activate the Tree Information fields, where you can specify a tree from which to select nodes.
Enter each tree node in the Tree field. The Level field is optional. If the tree has levels, you can limit prompting to selected levels. Using trees establishes rollups for the account values so that you can select particular types of accounts according to the structure of your business unit. We recommend that you use trees whenever possible to reduce future maintenance when your ChartField values change.
Defining Translation Steps
Use the Translation Step pages to define how a specific translation is to be processed.
To define translation steps, use the Translation Step component (TRANS_STEP).
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Chapter 17 Processing Multiple Currencies in General Ledger
This section discusses how to:
• Specify ledgers for translation.
• Specify rules for translation.
• Specify output and journal options for translation.
• Specify gain and loss ChartFields for translation.
Pages Used to Define Translation Steps
Page Name Definition Name Navigation
Ledger TRANS_STEP_LED General Ledger, Process
Multi-Currency, Define and
Process, Translation Steps,
Ledger
Rule TRANS_STEP_RULE
Output and Journal Options CURR_STEP_OUT_JR
General Ledger, Process
Multi-Currency, Define and
Process, Translation Steps,
Rule
General Ledger, Process
Multi-Currency, Define and
Process, Translation Steps,
Output and Journal Options
Gain and Loss Chartfields
Translation Process Log
CURR_STEP_GN_LS
TRANS_PROCESS_INQ
Usage
Specify the source and target ledger group and ledgers for a translation step.
Specify which translation rules to use in this step.
General Ledger, Process
Multi-Currency, Define and
Process, Translation Steps,
Gain and Loss Chartfields
General Ledger, Process
Multi-Currency, Review
Results Online, Translation
Process Log
Use the Specifying Output and Journal Options for
Revaluation page to determine whether General Ledger automatically posts translated amounts to the ledger or generates journal entries for subsequent posting.
Specify the specific accounts where you record translation gain or loss.
Review the results of your translation process online using the Translation Process
Log.
Translation Steps - Ledger Page
Use the Translation Steps - Ledger page (TRANS_STEP_LED) to specify the source and target ledger group and ledgers for a translation step.
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Processing Multiple Currencies in General Ledger Chapter 17
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Steps, Ledger
Image: Translation Step - Ledger page
This example illustrates the fields and controls on the Translation Step - Ledger page. You can find definitions for the fields and controls later on this page.
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From Ledger Group
From Ledger
Target Ledger Group
From Currency Type
Specify the ledger group to be translated.
Required for translation. You can translate any type of ledger in a group, including secondary, primary, and translation ledgers.
Select the target ledger group that is to receive the results.
Translation only creates journals to a ledger group that is defined as a translation ledger in the Ledger Group Type field on the Detail Ledger Group page. Translation creates balances for the primary ledger of the target ledger group. Other adjustment journals are allowed to this ledger.
Select one of the following values:
• L (ledger base currency): The system uses the base currency of the from ledger.
• S (specify): Specify a value in the From Currency field.
The system translates a currency to the base currency of the target ledger, and it populates both the foreign amount and the monetary amount in the journal. In turn, the system populates the POSTED_TOTAL_AMT and POSTED_BASE_AMT fields in the translation ledger. These two fields are always the same in the ledger. The foreign currency and the base currency will always be the same for the journals posting to this ledger.
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Chapter 17
From Currency
Processing Multiple Currencies in General Ledger
If you selected S (specify) in the From Currency Type field, then select the currency code in the From Currency drop-down list.
Translation Steps - Rule Page
Use the Translation Steps - Rule page (TRANS_STEP_RULE) to specify which translation rules to use in this step.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Steps, Rule
Image: Translation Step - Rule page
This example illustrates the fields and controls on the Translation Step - Rule page. You can find definitions for the fields and controls later on this page.
Translation Rule
Select the translation rules. Remember that any translation rules that you select here must already be defined in the Translation
Rules table.
Translation Steps - Output and Journal Options Page
Use the Translation Steps - Output and Journal Options page (CURR_STEP_OUT_JR) to specify whether
General Ledger automatically posts translated amounts to the ledger or generates journal entries for subsequent posting.
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Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Steps, Output and Journal
Options
Image: Translation Step - Output and Journal Options page
This example illustrates the fields and controls on the Translation Step - Output and Journal Options page.
You can find definitions for the fields and controls later on this page.
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Refer to the Specifying Output and Journal Options for Revaluation topic to complete this page. General
Ledger can generate journal entries for subsequent posting.
Undo Previous Process
Select the Undo Previous Process check box when you need to rerun the translation process for a period that has already been processed. Selection of this check box clears the entries that were created by the previous process for the requested processing periods. If the translation journals are not yet posted to General Ledger, the process deletes them. If they have been posted, the process removes the amounts from the ledger before it deletes the journals.
Undo - Do Not Delete Journals
If you select this check box and the translation process has not yet been run for the given period, you will receive an error in the message log. In this case, merely deselect the Undo Previous
Process check box and run the process.
Select this option to undo the previous translation process without deleting the previously-generated journals. This option is primarily useful to countries where document sequencing is required or in companies that use data warehousing or a metadata storage process. If the previous journals were deleted,
as in the Undo Previous Process option, the sequencing of documents and metadata would no longer agree with the data.
Be careful if you select this option and have journals from the Translation process that have not been posted, you can accidentally post those journals and cause them to be doublebooked.
You can use the Translation Process Log page to review the results of the translation process (General
Ledger, Process Multi-Currency, Review Results Online, Translation Process Log).
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Chapter 17 Processing Multiple Currencies in General Ledger
Note: If the process ends prematurely during an Undo process, unlock the journals for the process instance before rerunning the Undo process.
Related Links
Translation Within Ledger - Output and Journal Options Page
Translation Steps - Gain and Loss ChartFields Page
Use the Translation Steps - Gain and Loss Chartfields page (CURR_STEP_GN_LS) to specify the specific accounts to record translation gain or loss.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Steps, Gain and Loss
Chartfields
Image: Translation Step - Gain and Loss Chartfields page
This example illustrates the fields and controls on the Translation Step - Gain and Loss Chartfields page.
You can find definitions for the fields and controls later on this page.
Refer to the Specifying Gain and Loss Chartfields for Translation Within Ledger topic to complete this page. On this page, you specify the accounts for which you will record translation gain or loss.
The following check boxes appear only on the translation step version of this page:
Check Balance of Step
Select this check box to have the system check the balances of your step entries to ensure that they are balanced. Checking the balance on your translation step definition entries protects the integrity of your target ledger. If you specify your target ledger as a balanced ledger and you deselect this check box, you must select the Generate Adjustment check box so that your target ledger stays balanced.
Generate Adjustment
Select this check box to have the system calculate a currency adjustment. If you do a partial translation, your gain or loss includes an offset required to bring your step into balance in addition to the actual currency adjustment. If you deselect
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Processing Multiple Currencies in General Ledger Chapter 17 this check box, the gain ChartFields and loss ChartFields are unavailable.
Related Links
Translation Within Ledger - Gain and Loss ChartFields Page
Preparing for the Translate Within Ledger Process
To prepare for the Translate Within Ledger process, use the Translation Within Ledger component
(MBXLAT).
This section provides an overview of the Translate Within Ledger translation process and discusses how to:
• Specify a ledger and TimeSpan for translation within ledger.
• Specify ChartFields for translation within ledger.
• Specify output and journal options for translation within ledger.
• Specify gain and loss ChartFields for translation within ledger.
Pages Used for the Translate Within Ledger Process
Page Name Definition Name Navigation
Ledger and TimeSpan MBXLAT_STEP_LED_TM General Ledger, Process
Multi-Currency, Define and Process, Translation
Within Ledger, Ledger and
TimeSpan
Chartfields MBXLAT_STEP_CF
Output and Journal Options CURR_STEP_OUT_JR
General Ledger, Process
Multi-Currency, Define and
Process, Translation Within
Ledger, Chartfields
General Ledger, Process
Multi-Currency, Define and
Process, Translation Within
Ledger, Output and Journal
Options
Gain and Loss Chartfields CURR_STEP_GN_LS General Ledger, Process
Multi-Currency, Define and Process, Translation
Within Ledger, Gain and
Loss Chartfields
Usage
Define a ledger and TimeSpan for the Translate Within
Ledger process.
Identify the accounts that you want to include in your step.
Determine whether General
Ledger automatically posts translated amounts to the ledger or generates journal entries for subsequent posting.
Specify the specific accounts where you record translation gain or loss.
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Understanding the Translate Within Ledger Translation Process
At the end of the accounting period, you can run the Translate Within Ledger translation process against the translation ledger to produce the appropriate gain or loss adjustment. This process handles the translation ledger in the same manner as revaluation processing. The Translate Within Ledger process only processes translation ledgers.
Prepare for this process on the Detail Ledger Group - Definition page by establishing a particular ledger as a translation ledger.
When journal lines are generated online for the secondary ledgers of a multibook ledger group, the base currency is calculated differently for currency (multibook) translation ledgers than for normal secondary ledgers. Normal secondary ledger lines contain a foreign currency and foreign amount equal to the transaction currency and transaction amount of the primary ledger. For multibook translation ledgers, lines are generated with the foreign currency and foreign amount equal to that of the base currency and base amount of the primary ledger. As a result, multibook translation ledgers have no more than one foreign currency at any time. This foreign currency will always be the base currency of the primary ledger of the ledger group.
The Translation Within Ledger process generates a translation adjustment with the multibook translation ledger for specified accounts in order to maintain a real-time balance for the accounts. Use the Translate
Within Ledger Group pages to define the criteria for running this process.
To prepare for the Translate Within Ledger process, use the Translation Within Ledger component
(MBXLAT).
Related Links
"Linking Ledgers to a Ledger Group (PeopleSoft FSCM 9.2: Application Fundamentals)"
Translate Within Ledger - Ledger and TimeSpan Page
Use the Translate Within Ledger - Ledger and TimeSpan page (MBXLAT_STEP_LED_TM) to define a ledger and TimeSpan for the Translate Within Ledger process.
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Processing Multiple Currencies in General Ledger Chapter 17
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Within Ledger, Ledger and
TimeSpan
Image: Translate Within Ledger - Ledger and TimeSpan page
This example illustrates the fields and controls on the Translate Within Ledger - Ledger and TimeSpan page. You can find definitions for the fields and controls later on this page.
Although the Translation Within Ledger - Ledger and TimeSpan page is a different object than the
Revaluation - Ledger and TimeSpan page, the fields are common to both pages.
From Ledger Group and Ledger
Specify the from ledger group and specific ledger in which you want to perform the Translate Within Ledger process. You must specify a translation ledger for this process. If you do not specify a ledger, the Translate Within Ledger process is run by the system against all the translation ledgers in the ledger group.
TimeSpan
General Ledger generates journal entries for which the amounts represent the period of time indicated by the TimeSpan for the step definition being processed. The TimeSpan typically used is
BAL (balance sheet accounts). With this TimeSpan, the system totals the account balances in periods 0 through n for balance sheet accounts.
Rate Type
Enter the applicable rate type for the process.
Related Links
Translate Within Ledger - Ledger and TimeSpan Page
Translate Within Ledger - ChartFields Page
Use the Translate Within Ledger - Chartfields page (MBXLAT_STEP_CF) to identify the accounts that you want to include in your step.
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Chapter 17 Processing Multiple Currencies in General Ledger
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Within Ledger, Chartfields
Image: Translate Within Ledger - Chartfields page
This example illustrates the fields and controls on the Translate Within Ledger - Chartfields page. You can find definitions for the fields and controls later on this page.
Although this ChartField page has a different object name than the Revaluation - Source Chartfields page, the fields are common to both pages. See the Specifying Source ChartFields for Revaluation topic.
Chartfields
Select the accounts to be processed in the Chartfields group box. For example, you can list your balance sheet accounts individually as detail values or, more typically, you can define tree nodes. Using trees establishes rollups for the account values so that you can select particular types of accounts according to the structure of your business unit.
Related Links
Revaluation Step - Source ChartFields Page
Translation Within Ledger - Output and Journal Options Page
Use the Translate Within Ledger - Output and Journal Options page (CURR_STEP_OUT_JR) to determine whether General Ledger automatically posts translated amounts to the ledger or generates journal entries for subsequent posting.
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Processing Multiple Currencies in General Ledger Chapter 17
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Within Ledger, Output and
Journal Options
Image: Translate Within Ledger - Output and Journal Options page
This example illustrates the fields and controls on the Translate Within Ledger - Output and Journal
Options page. You can find definitions for the fields and controls later on this page.
Refer to the Specifying Output and Journal Options for Revaluation topic for information about specifying output options, journal information, and revaluation reversal options for the Translation Within
Ledger process.
Related Links
Revaluation Step - Output and Journal Options Page
Translation Within Ledger - Gain and Loss ChartFields Page
Use the Translate Within Ledger - Gain and Loss Chartfields page (CURR_STEP_GN_LS) to specify the specific accounts where you record translation gain or loss.
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Chapter 17 Processing Multiple Currencies in General Ledger
Navigation
General Ledger, Process Multi-Currency, Define and Process, Translation Within Ledger, Gain and
Loss Chartfields
Image: Translate Within Ledger - Gain and Loss Chartfields page
This example illustrates the fields and controls on the Translate Within Ledger - Gain and Loss
Chartfields page. You can find definitions for the fields and controls later on this page.
Refer to the Specifying Gain and Loss Chartfields for Revaluation topic when specifying Translate Within
Ledger gain and loss accounts.
Related Links
Revaluation Step - Gain and Loss ChartFields Page
Combining Steps into a Multicurrency Group
Once you have defined the steps necessary to accomplish your desired revaluation, translation, or
Translate Within Ledger process, you define a multicurrency group that specifies the processing sequence for these steps.
To combine steps into a multicurrency group, use the Currency Group component (CURR_GROUP).
This section discusses how to combine steps in a multicurrency group.
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Processing Multiple Currencies in General Ledger Chapter 17
Page Used to Combine Steps in a Multicurrency Group
Page Name Definition Name Navigation
Multi-Currency Process
Group
CURR_GROUP General Ledger, Process
Multi-Currency, Define and
Process, Define Process
Group, MultiCurrency
Process Group
Usage
Define a multicurrency group that combines the sequential processing steps.
MultiCurrency Process Group Page
Use the Multi-Currency Process Group page (CURR_GROUP) to define a multicurrency group that combines the sequential processing steps.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Define Process Group, MultiCurrency
Process Group
Image: MultiCurrency Process Group page
This example illustrates the fields and controls on the MultiCurrency Process Group page. You can find definitions for the fields and controls later on this page.
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Sequence
Process Step
Determines the order in which the system performs the steps.
Because the ledger may be updated with each step, the steps must be performed in the appropriate sequence.
Enter the revaluation, translation, or Translate Within Ledger
Process step. The system displays the description for the process step. After defining a step, you can select it for the multicurrency group sequence. You can also reuse steps from other multicurrency groups.
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Chapter 17
Continue
Processing Multiple Currencies in General Ledger
Click this link to indicate that even if this step fails, processing should continue to the next step.
Initiating Multicurrency Processing
This section discusses how to request multicurrency processing.
Page Used to Initiate Multicurrency Processing
Page Name Definition Name Navigation
MultiCurrency Process
Request
CURR_REQUEST General Ledger, Process
Multi-Currency, Define and
Process, Request Process,
Multi-Currency Process
Request
Usage
Once you have specified the multicurrency group, use this page to set up a multicurrency processing request.
Multicurrency Process Request Page
Use the MultiCurrency Process Request page (CURR_REQUEST) to specify the multicurrency group and run the multicurrency process.
Navigation
General Ledger, Process Multi-Currency, Define and Process, Request Process, Multi-Currency
Process Request
Image: MultiCurrency Process Request page
This example illustrates the fields and controls on the MultiCurrency Process Request page. You can find definitions for the fields and controls later on this page.
Group
Identify the multicurrency group to be processed with this request, for example,REVALBAL for Revaluation processing.
When errors occur and processing aborts, you can restart processing at the step that failed by selecting the Start Step check box rather than processing all the steps in a process group. This option becomes available only if errors occur during processing.
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Processing Multiple Currencies in General Ledger Chapter 17
Calc Log (calculation log)
Request Date Option
As of Date
Select this check box if you want the system to create a log of all the calculations performed during processing.
You can select As of Date and then specify a date in the As of Date field. You can define steps using relative TimeSpans,
such as BAL (current balance). A relative time span causes the process that you are running to retrieve ledger amounts relative to the as of date specified on the MultiCurrency Process Request page. The steps processed by this multicurrency process request must be effective on or before the as of date.
You can also select Business Unit Process Date, in which case the process uses the date option on the business unit general ledger definition. The system retrieves the date and uses it as the as of date.
Used to retrieve the following:
• Step definitions
• Tree data
• Currency exchange rates
If a step definition indicates that a journal should be created,
then the system uses the as of date as the journal date.
Note: The journals created by multicurrency processing were not designed for viewing with the Journal
Entry pages. Run the Journal Edit process against these journals before you attempt to view them.
Using Multicurrency Processing
Let us look at two multicurrency processing scenarios. The first scenario shows how you maintain multiple books using all multicurrency processes; the second scenario compares the single book translation to the results of maintaining a translation ledger within a multibook environment.
This section discusses how to:
• Use multicurrency processing in a multibook environment.
• Compare multibook translation ledger results to translation in a single book environment.
Note: General Ledger must be installed and the Create MultiBook Accounting Entries in Subsystems check box must be selected on the Installed Products page for multibook functionality to be available in subsystems, such as PeopleSoft Accounts Payable.
Using Multicurrency Processing in a Multibook Environment
In the following example, we demonstrate multicurrency processes in a multibook environment. Suppose that your company uses the following ledger structure:
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Chapter 17 Processing Multiple Currencies in General Ledger
Business Unit:
Ledger Group:
Ledgers:
C007 (CHF)
MULTI-TRAN
• Actuals primary ledger (CHF - inherited from C007).
• Local (EUR).
• Report (USD) translation ledger.
Also assume the following currency transactions:
Currency Exchanges
MXN to CHF
MXN to EUR
CHF to USD
Exchange Rate - Transaction Date Exchange Rate - Reporting Date
0.295
0.297
0.179
0.175
0.602
0.605
The results of using revaluation in a multibook environment is explained in the next section.
Using Revaluation in a Multibook Environment
The following topics discuss various aspects of revaluation processing in a multibook environment.
Beginning Ledger
This table shows the results of revaluation in a multibook environment. Assume that the following balances exist in the ledger. Account 2001 is a balance sheet account; 8001 is a profit and loss account.
The base amount calculations are shown to exhibit the derivation of the base currency balance:
Image: Example of assumed beginning ledger balances
Example of Assumed Beginning Ledger Balances
Month End Revaluation Journal (Only Revalue Balance Sheet Accounts)
This journal results from running revaluation on the entire ledger group. The revaluation process skips the report ledger because it is specified as a translation ledger. The actuals and local ledgers are revalued.
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Processing Multiple Currencies in General Ledger Chapter 17
Running journal edit on this ledger carries the adjustments to the base currency of the actuals ledger down to the report ledger.
Image: Example of month end revaluation
Example of Month-End Revaluation
Ending Ledger
The following table contains the ending ledger amounts after the revaluation:
Image: Example of ending ledger amounts
Example of Ending Ledger Amounts
446
Translate Within Ledger Process
After revaluation, you run the Translate Within Ledger process, which generates the translation adjustment. Only the report translation ledger are processed. Continuing with the previous example, the report ledger balances are shown as follows.
Beginning Ledger (Report Only)
The following table contains the beginning ledger amounts to appear on the translation ledger for reports only:
Account Foreign Currency Report (USD)
2001 CHF
Foreign Currency
Balance
29.7
17.881
8001 CHF –29.5
–17.76
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Chapter 17 Processing Multiple Currencies in General Ledger
Account Foreign Currency Foreign Currency
Balance
–0.2
Report (USD)
Gain/Loss CHF –0.121
Month End Translation Journal
The output journal that results from the Translate Within Ledger process is shown in this example. This example assumes that the translate within ledger step is defined for balance sheet accounts only, but this need not be the case. You can, for example, define your translate within ledger step definition to include profit and loss, or income statement, accounts to be processed at an average rate.
Image: Example of month end translation journal
Example of Month-End Translation Journal
Ending Ledger
The following table shows the ending ledger amounts after you run the translate process for reports:
Account Foreign Currency Report (USD)
2001 CHF
Foreign Currency
Balance
29.7
17.9685
8001
Gain/Loss
Translation Adjustment
CHF
CHF
CHF
–29.5
–0.2
0
–17.76
–0.121
0.0875
Comparing Multibook Translation Ledger Results to Translation in a Single
Book Environment
Maintaining a translation ledger within a multibook ledger group results in the same ledger balances as performing a period-end translation on the actuals ledger. To show this, we start with the ledger balances
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Processing Multiple Currencies in General Ledger Chapter 17 for actuals from the example above, after revaluation is run on the ledger group. We perform a single book translation: actuals (CHF) to ledger group (USD).
Beginning Ledger
The following table shows the ledger balances for actuals ledger after the revaluation is run on the ledger group:
Account
2001
Currency Code
MXN
Transaction Amount
100
Actuals (CHF)
29.7
8001
Gain/Loss
MXN
MXN
–100
0
–29.5
–0.2
Translation Journal
The following table shows the results of running the translation process on the actuals ledger. The translation is simplified for clarity in this example. The balance sheet accounts are translated at the
CRRNT exchange rate and the profit and loss, or income statement, accounts are translated at an average rate.
Assume that these are the currency exchange rates:
Conversion and Type
CHF to USD (CRRNT)
Exchange Rate on Reporting Date
0.605
CHF to USD (AVG) 0.604
Ending Ledger
The following table shows the resulting balances of this single book ledger:
Account
2001
Currency Code
USD
SB Reports (USD)
(29.7 * 0.605) = 17.9685
8001
Gain/Loss
Translation Adjustment
USD
USD
USD
(–29.5 * 0.604) = –17.818
(–0.2 * 0.605) = –0.121
–0.0295
Compare the resulting balances of this single book translation to the balances in the report ledger of the ledger group MULTI-TRAN. The difference of .058 between the translation adjustment and the value for account 8001 is because the profit and loss, or income statement, account 8001 was translated at the
AVG rate, and its offset is included in the translation adjustment. If we had defined an additional translate within ledger step earlier to process this account at the AVG rate type, the balances would be identical.
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Chapter 17 Processing Multiple Currencies in General Ledger
Producing Revaluation and Translation Reports
This section lists the pages used to run standard revaluation and translation reports. To run a report, select it from a menu and enter any necessary parameters. Once you enter the report parameters, use PeopleSoft
Process Scheduler to run the report. PeopleSoft Process Scheduler manages the processes, tracks the status, and generates the report in the background while you can continue to work on something else.
For those who want to modify our standard reports, create your own reports, or reformat report output, we offer a variety of reporting tools.
Pages Used to Produce Revaluation and Translation Reports
Page Name Definition Name Navigation Usage
Translation Step Definition
Report
RUN_GLS5000 General Ledger, Process
Multi-Currency, Reports,
Translation Step, Translation
Step Definition Report
Specify the run parameters for the Translation Step
Definition Report (GLS5000)
SQR, which lists the details and rules of each currency translation step.
Revaluation Step Definition
Report
RUN_GLS5001
Translation Calculation Log
Report
Revaluation Calculation Log
Report
RUN_GLS5003
Translation in Ledger
Calculation Log Report
RUN_GLS5002
RUN_GLS5004
General Ledger, Process
Multi-Currency, Reports,
Revaluation Step,
Revaluation Step Definition
Report
Specify the run parameters for the Revaluation Step
Definition report (GLS5001),
which lists detailed information for each currency revaluation step.
General Ledger, Process
Multi-Currency, Reports,
Translation Calculation Log,
Translation Calculation Log
Report
Specify the run parameters for the Translation Calculation
Log Report (GLS5002)
SQR, which lists translation calculation details by process instance and translation step.
General Ledger, Process
Multi-Currency, Reports,
Revaluation Calculation Log,
Revaluation Calculation Log
Report
Specify the run parameters for the Revaluation Calculation
Log Report (GLS5003)
SQR, which lists revaluation information by process instance and revaluation step.
General Ledger, Process
Multi-Currency, Reports,
Translation in Ledger Calc
Log, Translation in Ledger
Calculation Log Report
Define parameters for the Translation in Ledger
Calculation Log Report (
GLS5004) SQR, which displays the details and rules of each translation step within the ledger calculation log.
For each step, the report shows the description, ledger information, output and journal options, and gain and loss ChartKeys.
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Processing Multiple Currencies in General Ledger
Page Name
Translate in Ledger Report
Definition Name
RUN_GLS5005
Translate Ledger
Reconciliation Report
RUN_GLS1005
Chapter 17
Navigation
General Ledger, Process
Multi-Currency, Reports,
Translation in Ledger,
Translate in Ledger Report
General Ledger, Process
Multi-Currency, Reports,
Translation Ledger
Reconcile, Translate Ledger
Reconciliation Report
Usage
Define your parameters for the Translate Within Ledger
Step Report (GLS5005)
SQR, which lists translation within ledger calculation details by process instance and revaluation step.
Specify the run parameters for the Translate Ledger
Reconciliation report (
GLS1005) SQR, which reconciles the amounts in the currency translation ledger to the amounts in the primary ledger within a multibook ledger group.
You can include adjustment periods and select account type within the comparison.
Click the Refresh button to select ChartFields for comparison.
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Chapter 17
Page Name
Translation Ledger In-Sync
Report
Definition Name
RUN_GLS1006
Processing Multiple Currencies in General Ledger
Navigation
General Ledger, Process
Multi-Currency, Reports,
Translation Ledger In-Sync,
Translation Ledger In-Sync
Report
Usage
Specify the run parameters for the Translation Ledger
In-Sync Report (GLS1006),
which lists data violating the required ledger structure in the currency translation ledger within a multibook ledger.
This report shows these structural flaws:
• Translate ledger contains non-primary base entries.
• Translate ledger contains
POSTED_TRAN_
AMT not equal to
POST_BASE_AMT on matching entries in primary ledger.
• Non-zero translate ledger entries do not have matching entries in primary ledger.
• Primary ledger entries with no matching entries in Translate ledger.
• POSTED_BASE_AMT of translate ledger entries in primary ledger base currency do not add up to
POSTED_TOTAL_AMT of entries in translate ledger base currency.
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Chapter 18
Performing Financial Consolidations
Performing Financial Consolidations
These topics provide an overview of consolidations with related equitization functionality and discuss how to:
• Determine consolidation ChartFields.
• Select an approach to intercompany and intracompany transactions.
• Define consolidation trees.
• Set up elimination units.
• Specify consolidation ledgers.
• Define elimination sets.
• Define subsidiary ownership and minority interest sets.
• Set up consolidation sets.
• Use ChartField value sets.
• Perform consolidation.
• Consolidate across summary ledgers.
• Map dissimilar charts of accounts.
• Use equitization.
• Define business unit trees and elimination units for equitization.
• Specify ledgers for each business unit in an equitization.
• Define ownership sets for equitization.
• Define equitization rules.
• Define an equitization group and journal options.
• Perform equitization.
• Produce consolidation and equitization reports.
• Use the ledger interface utility.
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Performing Financial Consolidations Chapter 18
Understanding Consolidation and Equitization
This section discusses:
• Organizational structure and consolidations.
• Elimination of intercompany transactions.
• Elimination of intercompany investments and calculating minority interests.
• Components of the consolidation process.
• Incremental processing of Consolidations.
• Equitization and Changes in Subsidiary Ownership.
• TimeSpans in the Consolidation and Equitization Processes.
• Effective Dates and Ownership Sets in Consolidation and Equitization.
Organizational Structure and Consolidations
Organizations often have complex structures with multiple business or operating units and legal entities with varying degrees of ownership. If your organization comprises more than one business unit or operating entity, you can consolidate these organizations when you report on overall operations, presenting financial statements that accurately describe your financial status.
For example, assume Consolidated Manufacturing is a multinational company that has a controlling interest in a United States business, as well as numerous other subsidiaries worldwide. The balance sheet for Consolidated Manufacturing lists its United States investment as an asset. Consolidated
Manufacturing also owns several buildings used by subsidiaries that record the payment of rent to corporate headquarters through intercompany accounts. While these companies are separate legal entities, they represent one unified economic entity. To gain a complete picture of the entire organization, you combine (consolidate) all the assets and liabilities of each business unit, eliminating intercompany transactions and minority interest relationships by creating consolidation elimination journal entries.
You use trees to define the relationships among business units in a consolidation, creating a separate consolidation tree for each configuration. Included in each consolidation tree are the business units being consolidated and the elimination units to which eliminating journal entries are directed.
In the following example operating business units 1 and 2 are consolidated in consolidated business entity
B and operating business units 3 and 4 are consolidated in business entity D. Consolidated entity D is further consolidated with an additional operating business unit not directly related to business unit 3 and 4
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Chapter 18 Performing Financial Consolidations to consolidated business entity C. Finally, the consolidated business entities B and C are combined in the overall consolidation business entity A.
Image: Consolidate any combination of business units
Consolidate Any Combination of Business Units
Elimination of Intercompany Transactions
While there may be situations that require you to report gross consolidations (combining business unit ledger balances without eliminations), in most cases, you want to eliminate or cancel out the effect of intercompany transactions.
In General Ledger, you can track intercompany transactions using Due From and Due To accounts that are automatically created by the Journal Edit process, which calls the Inter/IntraUnit Processor. These
Due From and Due To rows in the ledger are candidates for elimination when you run the Consolidations process. The following example shows such a transaction when company B0002 buys software for company B0001:
Business Unit
B0001
B0001
Account
651001—Software License
Expense
142000—Due From/To B2
Debit
5,000
Credit
5,000
B0002
B0002
141000—Due From/To B1
200000—Accounts Payable
5,000
5,000
When the transactions are exclusively within the organization, you can eliminate the whole transaction when you set up your Consolidations process. In the following example, Company B0001 sold services to
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Performing Financial Consolidations Chapter 18
Company B0002. The Revenue and Expense accounts need to be eliminated in addition to the Due From and Due To accounts:
Business Unit
B0001
B0001
B0002
B0002
Account
142000—Due From/To
B0002
Debit
3,000
500200—Revenue-Services
Sold
653000—Expense-Computer
Networks
3,000
141000—Due From/To
B0001
Credit
3,000
3,000
Using the Affiliate ChartField with a Single Due From/To Account
The Affiliate ChartField is specifically reserved to map transactions between business units when using a single intercompany account. This table provides an example of intercompany payables and receivables among three business units that each use the Affiliate ChartField:
Business Unit Account Affiliate Amount
B0001 140000—Due From/To
Affiliates
B0002 <5,000>
B0001 B0003 1,000
B0002
B0002
B0003
B0003
140000—Due From/To
Affiliates
140000—Due From/To
Affiliates
140000—Due From/To
Affiliates
140000—Due From/To
Affiliates
140000—Due From/To
Affiliates
B0001
B0003
B0001
B0002
5,000
<3,000>
<1,000>
3,000
Using Different Due From/To Account Values
Another method of tracking activity between business units is to use different ChartField values— typically different accounts—for intercompany transactions. Instead of using the Affiliate ChartField, you could use the following accounts to identify the same transactions that were shown in the previous exhibit:
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Chapter 18 Performing Financial Consolidations
Business Unit
B0001
B0001
B0002
B0002
B0003
B0003
Account
142000—Due From/To B0002
143000—Due From/To B0003
141000—Due From/To B0001
143000—Due From/To B0003
141000—Due From/To B0001
142000—Due From/To B0002
Amount
<5,000>
1,000
5,000
<3,000>
<1,000>
3,000
In both examples, the same accounting information is present, but fewer account numbers are required when the Affiliate ChartField is populated. This also means that you need to define fewer elimination
sets. An elimination set represents a related group of intercompany accounts that record both sides of each transaction between units.
In the case of the following intercompany receivable and payable relationship, you require only one elimination set if you use the Affiliate ChartField:
Elimination Set
One
Business Unit
NA
Account
140000—Due From/To Affiliates
If you do not use the Affiliate ChartField, three elimination sets are required:
Elimination Set
One
Business Unit
B0001
B0002
Account
142000—Due From/To B0002
141000—Due From/To B0001
Two
Three
B0001
B0003
B0002
B0003
143000—Due From/To B0003
141000—Due From/To B0001
143000—Due From/To B0003
142000—Due From/To B0002
Related Links
Creating Interunit and Intraunit Journal Entries
"Understanding PeopleSoft Interunit and Intraunit Functionality (PeopleSoft FSCM 9.2: Application
Fundamentals)"
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Performing Financial Consolidations Chapter 18
Elimination of Intercompany Investments and Calculating Minority Interests
In consolidating the books of a subsidiary with those of the parent company, you credit the parent with the portion of the subsidiary that it actually owns and exclude what outside investors own. The value of minority interests is reported in terms of the aggregate net assets (equity) rather than in terms of a fractional equity in each of the assets and liabilities of the subsidiary.
To reflect minority interest, General Ledger generates an adjustments entry that debits the investment of the parent in the subsidiary account and credits a minority interest account. The system calculates the adjustment by multiplying the percentage of minority interest in the subsidiary by the total equity of the subsidiary.
Effectively, the combined result of the adjustments and eliminations entries is to express the value of the parent investment in terms of the assets and liabilities of the subsidiary offset by a minority interest liability. The equity ownership for each subsidiary in the consolidation is eliminated, with only the parent company's equity accounts and minority interest account remaining. Consolidated capital stock and retained earnings is equal to the balances of the parent.
Components of the Consolidation Process
Consolidations are made up of four elements: data, scopes, rules, and process.
Data
Ledger data is entered and posted through daily journal processing. Data also includes specifying which ledger to use during Consolidations for each business unit. Detail ledgers,
as well as summary ledgers, can be used as the basis for consolidation. Ledgers outside of the General Ledger database can be loaded into the database for processing.
Scopes
Scopes define which business units are included during the consolidation process and how consolidation entries are created.
Scopes are created using consolidation trees and elimination units.
Rules
Rules determine which ledger entries are identified and eliminated by defining elimination and minority interest sets.
These are used in defining the consolidation set that specifies the elimination and minority interest sets to apply.
Process
Based on defined rules and scopes, the Consolidations background process generates consolidating journals and calculation log entries from source ledger data. New entries to the Ledger table are used to generate consolidated reports. The
Undo feature enables you to reprocess consolidation as many times as necessary.
Incremental Processing of Consolidations
PeopleSoft General Ledger provides incremental processing of consolidations by recognizing lower level tree nodes that were previously processed when running the current consolidation. The Consolidation process uses the Consolidation Set, As Of Date, currency, and tree name of the process request to identify the tree nodes that have been processed, thereby enabling processing of only the nodes under a specified
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Chapter 18 Performing Financial Consolidations higher-level tree node that have not yet been processed. Incremental processing of consolidations enables you to consolidate in stages while avoiding reprocessing of portions of the overall organization that have already been successfully consolidated.
When reprocessing a consolidation that was previously run (commonly done for late transactions or discovery of errors) and you need to reprocess lower-level nodes, you can select the Undo Previous
Process and the Include All Lower Level Nodes check boxes on the Consolidation Request page. When you select the Include All Lower Level Nodes check box, the undo process identifies all previously processed lower-level nodes and reverses them. If this option is not selected, the undo process only reverses the entries that were created from a single process by matching Consolidation Set, As Of Date, currency, tree name, tree level, and tree node as indicated on the current run control.
Equitization and Changes in Subsidiary Ownership
The Equitization process generates the entries to reflect the equity pickup of subsidiary earnings on the parent's books. It updates the value of the parent's investment and equity income accounts for changes in the subsidiary's value. When the value of an investment in a subsidiary changes for a parent company during the fiscal year, often it is without a physical event (transaction) having been recorded; however, the value of the investment of the parent in the subsidiary must be modified. You can use the PeopleSoft
Equitization process when no physical accounting event will have occurred, but the value of the parent investment in the subsidiary has changed.
For example, net income or net loss of a subsidiary increases or decreases the investment value and affects the equity of the parent in that subsidiary.
PeopleSoft General Ledger enables you to set up multiple equitization rules for multiple business units that have complex parent-subsidiary relationships and create journal entries to record the changes within a single process. A ledger for a parent entity can be different from that of its subsidiary but you have the option to generate elimination entries for consolidated reporting.
Equitization can be run alone or in conjunction with consolidation and can share the consolidation tree with the Consolidations process, as well as the ownership sets.
Note: Equitization supports only the Business Unit field as the processing entity. This is unlike the
Consolidation process, which allows consolidation of fields other than business unit, such as the
Operating Unit field.
TimeSpans in the Consolidation and Equitization Processes
You can specify a TimeSpan on the Consolidation Set and the Equitization Group to indicate the type of balances to be posted for consolidation and equitization. If the TimeSpan is a year-to-date type of
TimeSpan (for example, BAL), then a valid Journal Reversal Option should be selected; otherwise, there should be no reversal of the consolidation or equitization entries if they are intermediate periods. This is because distinct periods are consolidated that do not include prior periods in the current process. A warning message is issued by the system if the reversal option is selected with a TimeSpan option other than BAL.
Using intermediate TimeSpans (other than year-to-date types) is generally more efficient for processing consolidation and equitization; however, exercise caution when using non-year-to-date type TimeSpans.
If changes have been made in ledgers for accounting periods that were previously processed for intermediate periods, it will be necessary to reprocess consolidation and equitization for those periods.
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Performing Financial Consolidations Chapter 18
The following conditions must be met to have valid TimeSpans for Consolidation or Equitization:
• The TimeSpan calendar must be the same as the Calendar for the Business Unit and Ledger Group to be processed.
• The TimeSpan must be for the current year, that is, the Start Year and End Year must be 0, with Type defined as Relate to Current Year.
• If the Time Span is a year to date time span for the Consolidation Set and the Equtization Group, then the reversal option must be either the Beginning of Next Period or the End of Next Period. For any
TimeSpan other than BAL or YTD, the reversal option must be Do Not Generate Reversal.
Note: Incremental processing of consolidations occurs regardless of what TimeSpan is selected for processing. Incremental processing is not available for the equitization process.
Effective Dates and Ownership Sets in Consolidation and Equitization
Consolidation and Equitization support the use of multiple effective-dated subsidiary ownership sets.
Effective dates dictate to which period of the fiscal year a certain ownership set is applied. There are two options for selecting the dates within the Consolidations Set and Equitization Group:
• By Period End Dates.
• By Process Request as of Date.
If you choose to select ownership sets by Period End Dates, the process selects the effective ownership date to use based on each accounting period being processed.
Adjustment Periods are processed with the current (latest) accounting period.
The effective ownership date can also be determined By Process Request As of Date and only the most recent Ownership Set definition is used. Regardless of the option selected, the journals that are created by the consolidation process are dated as of the process request date.
When changing parents and percentages, always add a new effective dated row for the new ownership set so as not to change history. That is to say, do not change the effective date on an existing ownership set that has been used in a previous run if you want to retain the consolidated information, nor should you change the subsidiary entity on an existing ownership set.
Determining Consolidation ChartFields
You can base your consolidations on the business unit or another ChartField.
This section discusses how to:
• Consolidate on business unit.
• Consolidate on a ChartField other than business unit.
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Chapter 18 Performing Financial Consolidations
Consolidating on Business Unit
Although you can consolidate based on any ChartField, General Ledger is delivered with consolidations enabled for the business unit. If you use a different ChartField for your consolidations, substitute that
ChartField name when you see a reference to business unit.
Consolidating on a ChartField Other Than Business Unit
For some organizations, the system is set up to use ChartFields such as operating unit or department instead of business unit to function as separate units. Because they are all conducting the same or similar business practice and have the same structure, all the units are under one PeopleSoft business unit setup. Transactions between these operational units are recorded and need to be eliminated for financial reporting of the business unit. General Ledger enables you to set up the consolidation among the operational units the same way you would to consolidate among business units.
For example, to consolidate on the operating unit ChartField:
1. If you are using an affiliate field to mark interoperating unit transactions, activate the Operating Unit
Affiliate field on the Standard ChartField Configuration page, and associate the Operating Unit field to it.
2. Add operating units that function as the elimination operating units to the operating unit definition.
Assign the attribute ELIM_UNIT equal to Y for these elimination units.
3. Build a consolidation tree that rolls up operating unit values, including regular and elimination operating units.
4. Set up elimination sets.
When you define an elimination set using the Affiliate approach, do not include the ChartField on which you are consolidating.
5. Set up the consolidation set.
Specify Operating Unit in the Entity field, and enter the business unit for the operating units.
6. Define and process a consolidation request.
7. Create reports that are based on the consolidation tree to show consolidated results.
See also PeopleTools Documentation: PeopleSoft Application Engine, "Using Meta-SQL and
PeopleCode"
See also PeopleTools Documentation: PeopleSoft Tree Manager, "Creating Trees"
Related Links
Elimination of Intercompany Transactions
"Understanding ChartField Summarization with Trees (PeopleSoft FSCM 9.2: Application
Fundamentals)"
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Performing Financial Consolidations Chapter 18
Selecting an Approach to Intercompany and Intracompany
Transactions
You can record activity between business units with the use of the Affiliate ChartField or with separate accounts. The Affiliate ChartField maps transactions between business units while using a single intercompany account. Alternatively, you can use different ChartField values, typically different accounts, for intercompany transactions.
If the consolidation is on business unit, the consolidation process assumes that it is an intercompany consolidation, and the affiliate is the Affiliate field name.
If the consolidation is on anything other than business unit, the process assumes that it is an intracompany consolidation within a single business unit. For intracompany elimination when the Affiliate method is used or where the Affiliate field is required for querying the ledger data, the field name is the associated affiliate field for that ChartField, as defined on the Standard ChartField Configuration page.
Related Links
"Understanding PeopleSoft Interunit and Intraunit Functionality (PeopleSoft FSCM 9.2: Application
Fundamentals)"
"Setting Up Interunit and Intraunit Processing (PeopleSoft FSCM 9.2: Application Fundamentals)"
Elimination of Intercompany Transactions
Defining Consolidation Trees
You define a consolidation based on relationships among the business units and their related elimination units (units to which eliminating journal entries are directed). Each consolidation hierarchy uses a separate consolidation tree. You can consolidate an unlimited number of business units within each tree, and you can define an unlimited number of consolidation trees.
This section discusses how to:
• Define consolidation scopes with trees.
• Add detail values.
Defining Consolidation Scopes With Trees
Because you likely have several consolidation configurations to accommodate management and statutory requirements, General Ledger enables you to set up any number of consolidation trees. Consolidated business entities appear as nodes, and business units and eliminations units appear as detail values on the tree.
For example, World Wide Consolidation comprises 22 business units in Europe, Asia Pacific, and
North America. For financial reporting requirements, the company created a tree that defines the legal
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Chapter 18 Performing Financial Consolidations entity relationships among these business units, as well as those located elsewhere (Tree Manager, Tree
Manager).
Image: Consolidation tree for World Wide Consolidation
This example illustrates the fields and controls on the Consolidation tree for World Wide Consolidation.
You can find definitions for the fields and controls later on this page.
The World Wide Consolidation node (WW_Consolidation) represents the final point of consolidation and the relationship among consolidated entities—Europe, ASIA/PAC, and NORTH_AMERICA—and the corporate level elimination unit, ELIM1.
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Performing Financial Consolidations Chapter 18
Adding Detail Values
The detail values in a Consolidations tree always consist of the ChartField values that form the basis for consolidation and elimination units. Elimination units are stored in the same table as consolidating
ChartField values because they share identical attributes; that is to say, if your consolidating ChartField values are business units, the elimination entities are also defined as business units.
In such a case, the system maintains all your detail values in the general ledger Business Unit table. You can, however, set up consolidations based on any other ChartField.
Related Links
"Using Trees to Summarize ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
Setting Up Elimination Units
With Consolidations, you can automate intercompany eliminations and more accurately analyze consolidated results. When you consolidate business units, the system creates eliminating journal entries. Eliminating journals are directed to an elimination unit, a type of business unit that is designed specifically to support consolidated reporting.
Image: Eliminating journal entries are directed to the elimination unit
Elimination Entries Directed to Elimination Units
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The consolidated business entity does not have its own ledger. It is actually a reporting construct made up of the combined ledger balances of the selected business units and the intercompany offset amounts posted to the ledger for the elimination unit.
This section discusses how to:
• Add an elimination unit.
• Assign ledgers to elimination units.
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Chapter 18 Performing Financial Consolidations
Page Used to Add an Elimination Unit
Page Name Definition Name
General Ledger Definition -
Definition
BUS_UNIT_TBL_GL1
Navigation Usage
Set Up Financials/Supply
Chain, Business Unit Related,
General Ledger, General
Ledger Definition, Definition
You can use this page to define each elimination unit directly. You can also define elimination units from the consolidation tree.
Adding an Elimination Unit
Use the General Ledger Definition - Definition page (BUS_UNIT_TBL_GL1) to define each elimination unit directly.
You can also define elimination units from the consolidation tree.
Navigation
Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition,
Definition
Image: Eliminations Business Unit Definition page
This example illustrates the fields and controls on the Eliminations Business Unit Definition page. You can find definitions for the fields and controls later on this page.
Add and maintain elimination business units the same as you would add any business unit on the General
Ledger Definition page. Make sure to select the Consol - For Elimination Only check box, as this is what distinguishes an elimination unit from other units and its treatment for the consolidation process. You can also add elimination units to the consolidation tree in the same way that you add any detail ChartField value.
The placement of the elimination units on the tree tells the consolidation process what business units' intercompany activity is eliminated within the elimination unit. For example, the ELIM5 elimination unit in the consolidated management reporting tree, CONSOLIDATE_CORP, is defined as the elimination unit for the ASIA/PAC consolidation; therefore, intercompany activity between Japan and Australia are eliminated within ELIM5 .
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Performing Financial Consolidations Chapter 18
Assigning Ledgers to Elimination Units
Assigning a ledger to an elimination unit is done the same way that you handle regular business units. The base currency of the ledger must be the same currency used for consolidation.
Related Links
"Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
Specifying Consolidation Ledgers
To specify a consolidation ledger, use the Consolidation Ledger Sets component (LEDGER_SET).
For each business unit involved in Consolidations, you can specify one ledger as the Consolidation ledger.
The Consolidations process uses this ledger as the source and identifies transactions to be eliminated.
Consolidation journals reference this ledger for elimination units.
In cases where business units have different base currencies in their primary ledgers, and translation ledgers are maintained for reporting on a single currency, you can use Translation ledgers as
Consolidation ledgers. Consolidation does not perform any currency translation. The currency that you specify must have complete balances in place resulting from regular journal posting or from the Currency
Translation process.
You specify a ledger for a business unit on the Ledger Sets page. With a common Consolidation chart of accounts, you can also consolidate at a summary level.
Page Used to Define Ledger Sets
Page Name Definition Name
Ledger Set LEDGER_SET
Navigation Usage
General Ledger,
Consolidate Financial Data,
Consolidation, Consolidation
Ledger Sets, Ledger Set
Select the combination of business units and ledgers that you want to consolidate for a specific consolidation configuration.
Ledger Set Page
Use the Ledger Set page (LEDGER_SET) to select the combination of business units and ledgers that you want to consolidate for a specific consolidation configuration.
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Chapter 18 Performing Financial Consolidations
Navigation
General Ledger, Consolidate Financial Data, Consolidation, Consolidation Ledger Sets, Ledger Set
Image: Consolidation - Ledger Set page
This example illustrates the fields and controls on the Consolidation - Ledger Set page. You can find definitions for the fields and controls later on this page.
Automatic Populate Scroll
The Automatic Populate Scroll section enables you to select the parameters that will populate the scroll with the ledgers that you can use. After you choose parameters, click the Refresh button to populate the page.
Note: When you click the Refresh button, the system provides you with only the best guess of ledger names. Review the ledger names populated by the system . and select the ledger that you want to use in the consolidation.
Tree
As of Date
Currency
Determines the business units that will appear in the scroll. All business units in a particular tree will appear in the scroll.
Use to select a tree if you have multiple trees with the same name.
Populates the Ledger column with the ledgers that have the same base currency defined.
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Performing Financial Consolidations Chapter 18
Specify Ledgers to Use
When you click Refresh, the system populates the scroll area with the following:
Business Unit
Ledger
Populates the valid values in the selected tree for the specified ledger template.
Displays a ledger associated with each business unit that has the specified currency as its base currency. You can associate a different ledger with the business unit by selecting a new one in the drop-down list box.
You can also enter business units and their associated ledgers individually by adding a row. The new business unit does not have to be part of the earlier specified tree.
Note: All business units involved in the consolidation process must have a row defined on the Ledger
Set page so that the system knows which ledger to use for each business unit during the consolidation process.
Related Links
Consolidation Set - Journal Options Page
Defining Elimination Sets
The elimination set defines a related group of intercompany accounts. When eliminated, the balances of this group of accounts should normally net to zero. To maintain a balanced journal entry, the system posts any amounts that remain after the elimination to a user-defined out-of-balance ChartField. When you run the consolidation, the system processes each elimination set specified in your consolidation definition.
To define elimination sets, use the Elimination Sets component (ELIMINATION_SET).
This section discusses how to:
• Define an elimination set.
• Enter an elimination set.
• Audit elimination sets.
Pages Used to Define Elimination Sets
Page Name Definition Name
Elimination Set ELIMINATION_SET1
Navigation
General Ledger,
Consolidate Financial Data,
Consolidation, Elimination
Sets, Elimination Set
Usage
Define parameters for the elimination.
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Chapter 18 Performing Financial Consolidations
Page Name
Elimination Lines
Audit Elimination Sets
Definition Name
ELIMINATION_SET2
RUN_GLS2005
Navigation
General Ledger,
Consolidate Financial Data,
Consolidation, Elimination
Sets, Elimination Lines
Usage
Define which accounts you want to eliminate. When you define these accounts,
the level of detail required depends on whether you are using the Affiliate ChartField.
General Ledger, Consolidate
Financial Data, Reports,
Elimination Sets Audit, Audit
Elimination Sets
Set up criteria to run the
GLS2005 SQR for auditing elimination sets. Determines if any duplicate lines exist in consolidation definitions.
The system uses the criteria that you enter to generate the
Audit Elimination Sets report.
Elimination Set Page
Use the Elimination Set page (ELIMINATION_SET1) to define parameters for the elimination.
Navigation
General Ledger, Consolidate Financial Data, Consolidation, Elimination Sets, Elimination Set
Image: Elimination Set page
This example illustrates the fields and controls on the Elimination Set page. You can find definitions for the fields and controls later on this page.
Ledger Template
Description
Comments
Select the ledger template that is used by the ledgers in your consolidation. If you specify a Summary Ledger template as the ledger template, the system displays the Ledger field, where you enter the summary ledger name. The system also displays a detail link; click it to access the Summary Ledger Definition page.
Identifies the elimination for prompt lists.
Describe what the elimination set does. This field is particularly useful for documenting each set in a complex consolidation.
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Performing Financial Consolidations Chapter 18
Entity Field
Select the field on which you are consolidating.
This is the field on which you have previously structured your consolidation and on which you have built your consolidation tree.
It is usually the business unit. However, if you have setup your system to use other fields, such as Operating Unit or Department for the business entity and are tracking interunit transactions among these entities, you use Operating Unit or Department as the Entity Field.
Out of Balance Debit and Out of Balance Credit
If the activity within a given elimination set does not net to zero, PeopleSoft General Ledger directs the out-of-balance amount to the Out of Balance field values that you specify on this page.
Field Name
Specify special ChartFields for the out-of-balance amounts.
For example, you can enter a department for both the debit and credit field name in addition to an account Value.
For summary ledger templates, the Field Name prompt lists all the ChartFields for the summary ledger template, and the Value prompt is based on how the summary ledger is defined.
Elimination Lines Page
Use the Elimination Lines page (ELIMINATION_SET2) to define which accounts you want to eliminate.
When you define these accounts, the level of detail required depends on whether you are using the
Affiliate ChartField.
Navigation
General Ledger, Consolidate Financial Data, Consolidation, Elimination Sets, Elimination Lines
Image: Elimination Lines page
This example illustrates the fields and controls on the Elimination Lines page. You can find definitions for the fields and controls later on this page.
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Chapter 18
Match Affiliate Value
Performing Financial Consolidations
Select the check box if you use the Affiliate approach for elimination. For a summary ledger that does not have an
Affiliate ChartField, the Match Affiliate Value check box is deselected and display-only.
Values to Eliminate
Field and Value
When each intercompany transaction is recorded in a unique account, the Business Unit and the Account or ALTACCT
ChartField and their respective values are required. If you use the Affiliate ChartField, and its respective value is already a business unit, do not enter the Business Unit ChartField. The system evaluates business unit and affiliate relationships when you perform the consolidation based on data in the ledger.
In addition to the Account or ALTACCT ChartField, you can specify other ChartFields to further narrow the scope of the transaction being eliminated. This applies regardless of which method you use for tracking intercompany activity. To prevent duplication, the system does not allow you to enter the same
ChartFields and ChartField values within the same elimination line.
Audit Elimination Sets Page
Use the Audit Elimination Sets page (RUN_GLS2005) to set up criteria to run the GLS2005 SQR for auditing elimination sets.
Determines if any duplicate lines exist in consolidation definitions. The system uses the criteria that you enter to generate the Audit Elimination Sets report.
Navigation
General Ledger, Consolidate Financial Data, Reports, Elimination Sets Audit, Audit Elimination Sets
Image: Audit Elimination Sets page
This example illustrates the fields and controls on the Audit Elimination Sets page. You can find definitions for the fields and controls later on this page.
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Performing Financial Consolidations Chapter 18
Report Request Parameters
SetID
Consolidation Set
As of Date
SetID for the consolidation set.
Select the Consolidation Set for which you want to run the elimination set audit.
Enter the point of reference date for the effective-dated setup information.
Defining Subsidiary Ownership and Minority Interest Sets
General Ledger evaluates minority interest relationships at the time a consolidation is run, based on the data in the minority interest sets and Ownership table. It calculates the adjustment prior to generating elimination entries.
You define the relationship for the subsidiary business unit, the parent company that owns the majority of that subsidiary, and any other minority owners. You do not specify minority owners that exist outside your organization.
If a minority parent exists in the same consolidation tree as a majority parent, General Ledger makes a second adjustment to reflect the minority parent's ownership percentage. Because the original adjustment creates a liability for the minority interest, the second adjustment effectively reduces that liability because a minority parent is included in the consolidated results. This means that you do not overstate your minority interest liability.
General Ledger supports any number of minority parents and generates the adjustment entry at the appropriate point in the consolidation according to the consolidation tree level.
To define subsidiary ownership and minority interest sets, use the Subsidiary Ownership component
(CONSOL_OWNERSHIP) and the Minority Interest Sets component (MINORITY_INTEREST).
This section discusses how to:
• Define subsidiary ownership.
• Define the minority interest source.
• Define a minority interest target.
Pages Used to Define Subsidiary Ownership and Minority Interest Sets
Page Name Definition Name Navigation Usage
Subsidiary Ownership CONSOL_OWNERSHIP General Ledger,
Consolidate Financial Data,
Consolidation, Subsidiary
Ownership
Define the relationships for the parent company,
subsidiary, and any other minority owners.
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Chapter 18 Performing Financial Consolidations
Page Name
Minor Int Source (minority interest source)
Definition Name
MINOR_INT_SOURCE
Minority Int Target (minority interest target)
MINOR_INT_TARGET
Navigation
General Ledger,
Consolidate Financial Data,
Consolidation, Minority
Interest Sets, Minor Int
Source
General Ledger,
Consolidate Financial Data,
Consolidation, Minority
Interest Sets, Minority Int
Target
Usage
Identify the subsidiary equity and parent investment accounts.
Specify the minority accounts of the majority parent company.
Subsidiary Ownership Page
Use the Subsidiary Ownership page (CONSOL_OWNERSHIP) to define the relationships for the parent company, subsidiary, and any other minority owners.
Navigation
General Ledger, Consolidate Financial Data, Consolidation, Subsidiary Ownership
Image: Subsidiary Ownership page
This example illustrates the fields and controls on the Subsidiary Ownership page. You can find definitions for the fields and controls later on this page.
Entity Field
Select the consolidating entity field. This is usually the business unit, but you can consolidate based upon other fields, like
Operating Unit. This field should be the same field upon which your consolidation tree is based.
Organizational unit owned by the parent.
Subsidiary Entity
Note: Add a new effective-dated row to reflect valid changes in subsidiary ownership. When adding new effective-dated rows, make changes only to the Specify Parents group box. The Subsidiary Entity field must stay constant, as that is the subsidiary for which you are defining ownership.
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Performing Financial Consolidations Chapter 18
Specify Parents
Parent
Owner %
Controlling Entity
Owner of the subsidiary.
Amount of the subsidiary owned by the parent. List any minority owners that exist within your system by adding rows.
Indicates which parent is the subsidiary's majority owner. Use this option to indicate a particular parent business unit for which elimination entries will be created. The parent company selected as the controlling entity holds the minority interest liability.
Only one parent entity can be the controlling entity.
Note: To prevent duplication, the system does not allow you to enter the same parent entity value twice.
Equitize
Parents Ownership %
Minority Interest %
Indicates whether equitization should be run for specified parent entities. The system processes this ownership set only when the subsidiary entity and all the parent entities marked for equitization are included in the consolidation tree.
Total should be less than or equal to 100%.
Percentage of minority shareholder ownership.
Minor Int Source Page
Use the Minor Int Source (minority interest source) page (MINOR_INT_SOURCE) to identify the subsidiary equity and parent investment accounts.
Navigation
General Ledger, Consolidate Financial Data, Consolidation, Minority Interest Sets, Minor Int Source
Image: Minor Int Source (minority interest source) page
This example illustrates the fields and controls on the Minor Int Source (minority interest source) page.
You can find definitions for the fields and controls later on this page.
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Subsidiary Equity
Specifies the ChartField value set that identifies the subsidiary's equity accounts.
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Chapter 18
Parent Investment
Match Affiliate Value
Performing Financial Consolidations
Specifies the ChartField value set that identifies the asset account where the subsidiary is carried on the parent company's books.
Select the check box if you are using a single investment account and have populated the Affiliate ChartField with the subsidiary.
Related Links
Minor Int Target Page
Use the Minority Int Target (minority interest target) page (MINOR_INT_TARGET) to specify the minority accounts of the majority parent company.
Navigation
General Ledger, Consolidate Financial Data, Consolidation, Minority Interest Sets, Minority Int Target
Image: Minor Int Target (minority interest target) page
This example illustrates the fields and controls on the Minor Int Target (minority interest target) page.
You can find definitions for the fields and controls later on this page.
Minority Interest
Field Name and Value
Identifies the parent's equity or liability account for minority ownership in the subsidiary. After General Ledger generates the
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Performing Financial Consolidations Chapter 18 minority interest adjustment, it eliminates the majority parent's investment account against the subsidiary's equity accounts.
Out of Balance Debit and Out of Balance Credit
Field Name and Value
If the elimination does not balance, the system directs the remaining amount to the appropriate out-of-balance account or
ChartFields.
You can specify special ChartFields for the out-of-balance amounts. For example, you can enter a department for both the
Debit and Credit ChartFields in addition to an account.
Setting Up Consolidation Sets
After you define consolidation relationships in your tree and specify intercompany elimination and minority interest sets, you are ready to define the options and controls that tell General Ledger how to process the consolidation.
To set up consolidation sets, use the Consolidation Set component (CONSOL_DEFINITION).
This section discusses how to:
• Specify consolidation journal options.
• Specify set options.
Pages Used to Set Up Consolidation Sets
Page Name Definition Name
Journal Options CONSOLIDATION1
Navigation Usage
General Ledger,
Consolidation, Consolidation
Set, Journal Options
Specify consolidation process options.
Set Options CONSOLIDATION2 General Ledger,
Consolidation, Consolidation
Set, Set Options
Specify which elimination and minority interest sets the consolidation will include.
Consolidation Set - Journal Options Page
Use the Consolidation Set - Journal Options page (CONSOLIDATION1) to specify consolidation process options.
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Navigation
General Ledger, Consolidation, Consolidation Set, Journal Options
Image: Consolidation Set - Journal Options page
This example illustrates the fields and controls on the Consolidation Set - Journal Options page. You can find definitions for the fields and controls later on this page.
Entity Field
Business Unit
Ledger Set
TimeSpan
Select the consolidating entity field. This is usually the business unit, but you can consolidate based upon other fields, like
Operating Unit. This field should be the same field upon which your consolidation tree is based.
When consolidating on other than BUSINESS_UNIT, General
Ledger displays a Business Unit field that enables you to designate the business unit as the high order key in the consolidation.
Specifies a combination of business units and ledgers that act as a centralized location for consolidations.
Select a user-defined TimeSpan for which to process the consolidation. You can select to process year-to-date balances or quarterly and period balances (such as QTR1 , QTR2, QTR3,
QTR4 or PER). If you select a year-to-date TimeSpan, the
Consolidation Reversal option must be either Beginning of Next
Period or End of Next Period; otherwise, the reversal option must be Do Not Generate Reversal. A warning message is issued if the reversal option is not appropriate for the selected
TimeSpan.
Note: Performance may be impacted when using a BAL or YTD TimeSpan due to increased volume of data when processing effective-dated ownership sets. Using quarterly or period TimeSpans improves performance. When upgrading to 9.
1, be careful to use BAL as the TimeSpan, as Consolidations has historically processed BAL balances.
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Performing Financial Consolidations Chapter 18
Elimination Journals
Journal ID Mask
Source
Document Type
Enables you to specify a prefix for naming consolidation journals. A 10-character alphanumeric ID identifies journals.
The system automatically appends the prefix that you specify to the journal IDs. For example, if you specify the journal ID mask to be ELIM, the elimination journal IDs might be ELIM0001,
ELIM0002, and so on. Alternatively, the value NEXT causes
General Ledger to assign the next available journal ID number automatically.
It is very important to reserve a unique mask value for
Consolidations to ensure that no other process creates the same journal ID.
Any valid value from the Sources table entry that identifies the source of the consolidation journals.
Required for consolidation journals if Document Sequencing is enabled. Document Sequencing requires that you have a document type for all of the journal entries that you create.
In the following example, Department is the additional ChartField, and the elimination lines contain the following amounts:
Posted Total Amount ChartField Used in
Eliminations - Account
1100001
ChartField Used to Group
By − Department
Product
100 XYZ 100.00
2200001
1100001
2100001
100
200
200
XYZ
NA
NA
- 80.00
200.00
-190.00
During Consolidations, the system generates journal entries that represent year-to-date (YTD) elimination amounts based on the type of account specified in the elimination set. For profit and loss accounts, the system totals the YTD amount based on the sum of periods 1 through n, and for balance sheet accounts periods 0 through n. To facilitate period-based reporting, General Ledger generates a reversing journal for the subsequent period. The resulting net amount on the elimination unit ledger represents the current period YTD amount less the reversal amount generated by the eliminations for the prior period.
Elimination Reversals
Beginning of Next Period, End of
Next Period orDo Not Generate
Reversal
Indicate whether you want to generate elimination reversal entries for the beginning of the next period, the end of the next period, or not generate a reversal at all. The system directs the journal entries to the respective elimination units as specified in the consolidation tree.
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Chapter 18 Performing Financial Consolidations
Elimination Includes ChartFields
Select the ChartFields that you want to include in elimination. The ChartFields that are defined for a consolidation definition relate to the ChartFields that are specified for the elimination set:
• If elimination set ChartFields provide more detail than consolidation definition ChartFields, the system summarizes the elimination journal entries at the level of detail defined by the elimination set.
For example, if you specify Account as the consolidation definition and Account and Project for your elimination set, the system includes account and project detail when it summarizes elimination journal entries.
• If consolidation definition ChartFields provide more detail than elimination set ChartFields, the system expands the elimination journal entries, summarizing at the level of detail defined by the consolidation definition.
For example, if you specify Account, Department, and Product as the consolidation definition and
Account and Project as the elimination set, the system expands the elimination journal entries to include account, department, and product detail when it summarizes them.
Related Links
"Document Type Template Page (PeopleSoft FSCM 9.2: Global Options and Reports)"
"Journal Source - Definition Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Consolidation Set - Set Options Page
Use the Consolidation Set - Set Options page (CONSOLIDATION2) to specify which elimination and minority interest sets the consolidation will include.
Navigation
General Ledger, Consolidation, Consolidation Set, Set Options
Image: Consolidation Set - Set Options page
This example illustrates the fields and controls on the Consolidation Set - Set Options page. You can find definitions for the fields and controls later on this page.
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Performing Financial Consolidations Chapter 18
All Elimination Sets Apply
Default Minority Int Set (default minority interest set)
Effective-Date Ownership Sets
Select to indicate that you want to use all of the elimination sets that are defined for the setID when processing this consolidation set.
Specifies which minority interest set to use for the calculation.
Based on the Subsidiary Ownership setup, Consolidations includes all parent and subsidiary sets, provided that all entities involved are within the consolidation scope (the consolidation tree).
Select one of the following options for the effective dates that dictate to which period of the fiscal year the Ownership Sets apply:
• by Period End Date(s) - the Consolidation process applies the ownership definitions that are effective as of the respective accounting period end dates of the periods that are being processed.
• by Process Request As Of Date - the Consolidation process applies the ownership definitions that are effective as of the process request date.
Note: The journal entries that are created by the Consolidation process are dated as of the process request date, regardless of the effective date of the ownership sets.
To illustrate the Period End Date(s) option, assume that you are running the Consolidation process through June 30,
2009. Additionally, assume that there are two effectivedated ownership sets with one dated January 1, 2009 and the other dated April 15, 2009. Given these effective dates,
the Consolidation process applies the Ownership Set that is effective from January 1 to periods 1 through 4 balances,
and uses the April 15 Ownership Set for periods 5 through 6 balances. If using the Process Request As Of Date option, the
Consolidation process applies the April 15 ownership set for all periods that are included in the consolidation.
Elimination Sets to Process
Elimination Set
If you want to use only a portion of the elimination sets, specify the sets by adding rows in this section.
Minority Interest Sets Override
Ownership Set
Associated with the minority interest set for consolidation set override purposes.
Minority Interest Set
Specifies the minority interest set on a certain ownership set for consolidation set override purposes. This override can be useful,
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Chapter 18 Performing Financial Consolidations
for example, when you use different equity accounts for certain subsidiaries, and thus define separate minority interest sets.
Using ChartField Value Sets
Use ChartField value sets to define sets of ChartFields used in consolidation and equitization processes.
You can specify individual values, select values from specified tree levels and nodes, or use ranges of detail values. You should use trees or ranges whenever possible to reduce future maintenance if
ChartField values change.
You can set up ChartField value sets with the same name but different setIDs for different groups of business units, if ChartField values as part of the consolidation rules are different by business units. For example, Parent Investment on the Minority Interest Set Definition page is specified as a ChartField value set entry. You can define two ChartField value sets both named ACCT_INVESTMENT, but one under setID SHARE and one under SET01 with each having its own set of accounts specified. The setID for the
ChartField value set is resolved at runtime, based on the TableSet Control for Record Group FS_12, for each business unit processed.
You can set up ChartField value sets for either detail ledgers or summary ledgers. Specify the summary ledger name, as well as the ledger template. You cannot use a tree to select values for summary ledgers.
Related Links
"Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)"
Performing Consolidation
This section discusses how to:
• Initiate consolidation processing.
• View the consolidation process log.
• Use the consolidation dashboard.
Pages Used to Perform a Consolidation
Page Name Definition Name
Consolidation Request CONSOL_REQUEST
Navigation Usage
General Ledger,
Consolidate Financial Data,
Consolidation, Request
Consolidation, Consolidation
Request
Identify consolidation parameters that the system will process and how often the
GLPOCONS COBOL process will run.
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Page Name
Consolidation Process Log
Consolidation Dashboard
Definition Name
CONSOL_PROCESS_INQ
Navigation Usage
General Ledger, Consolidate
Financial Data, Review
Results Online, Consolidation
Process Log
View how and when consolidation processes are run. This page also shows you the parameters used for undoing previous consolidation processes.
CONSOL_PROCESS_MON General Ledger, Consolidate
Financial Data, Review
Results Online, Consolidation
Dashboard
View the consolidation process status at the tree node level. You can also query the calculation log based on userspecified criteria.
Consolidation Request Page
Use the Consolidation Request page (CONSOL_REQUEST) to identify consolidation parameters that the system will process and how often the GLPOCONS COBOL process will run.
Navigation
General Ledger, Consolidate Financial Data, Consolidation, Request Consolidation, Consolidation
Request
Image: Consolidation Request page
This example illustrates the fields and controls on the Consolidation Request page. You can find definitions for the fields and controls later on this page.
482
Request Parameters
SetID
Currency
Select the setID of the consolidation set for which you want to run the consolidation process.
Currency used in the consolidation.
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Chapter 18
Consol Set (consolidation set)
As of Date
Performing Financial Consolidations
Select the consolidation set to use for the consolidation process.
Serves as a point of reference for determining the year and period to consolidate for each ledger in the consolidation. If business units use different calendars, the system evaluates the year and period for each. This date is also used to access the effective-dated setup.
Consolidation Options
Create Journal Entries
Create Calculation Log
Include Adjustment Period(s)
Edit Journal(s)
Post Journal(s)
Undo Previous Process
General Ledger creates journals that can be edited and posted.
Creates a calculation log that contains the amounts generated by each elimination and minority interest set at each tree node. After the system creates the log, you can inquire on the calculation log with the Consolidation Process Monitor page,
or run the Consolidation Out of Balance (GLS2003) and the
Minority Interest Eliminations and Adjustments (GLS2004)
SQRs. The Consolidation Out of Balance report examines the elimination sets for the consolidation as of the date specified,
indicates which elimination sets are in balance and which are not, and shows you the details of any out-of-balance condition.
The Minority Interest Eliminations and Adjustments report details the majority and minority parent eliminations and adjustments based on the hierarchical relationship of business units present in the tree.
Includes balances from the adjustment periods specified in the consolidation set when calculating the elimination.
Provides the ability to identify an edit error and process the consolidation again. The system clears journals from the original process before regenerating. Not available if Document
Sequencing is enabled at the system or business unit level.
Posts journals during consolidation processing. Not available if
Document Sequencing is enabled at the system or business unit level.
Select the Undo Previous Process check box when you need to rerun a consolidation for a period that has already been processed. Selection of this check box clears the entries that were created by the previous consolidation for the requested processing periods. If the elimination journals are not yet posted to General Ledger, the process deletes them. If they have been posted, the process removes the amounts from the ledger before it deletes the journals. The same applies to elimination reversal entries. The system identifies the previous process by looking at the key fields in a consolidation process log that stores information about previous processes. You can view the process log on the Consolidation Process Log page.
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Include All Lower Level Nodes
Undo − Do Not Delete Journals
The extent of the Undo process is based upon whether the
Include All Lower Level Nodes check box is also selected.
Selecting the Undo Previous Process option alone reverses only the outcome from a single process with matching Consolidation
Set, As Of Date, currency, tree name, tree level, and tree node as designated on the current run control.
Click this option after selecting the Undo Previous Process check box if you want to remove the results of previous consolidation processing of lower-level nodes before processing the tree again at the same or higher levels or nodes.
Select this option to undo the previous consolidation process without deleting the previously-generated journals. This option is primarily useful to countries where document sequencing is required or in companies that use data warehousing or a metadata storage process. If the previous journals were deleted,
as in the Undo Previous Process option, the sequencing of documents and metadata would no longer agree with the data.
Be careful if you select this option and have journals from the Consolidation process that have not been posted, you can accidentally post those journals and cause eliminations to be double-booked.
Note: If the process ends prematurely during an Undo process, unlock the journals for the process instance before rerunning the Undo process.
Scope of Consolidation
Tree
Scope
Level
Node
Specify the applicable tree for the consolidation.
Chose Process the Whole Tree to processes all entities defined in the consolidation tree. If you choose Process a Level or Process
a Tree Node, the Level and Node fields become available.
Processes all business units at and below a particular tree level.
Identify the level in the edit box.
Processes consolidated business units at and below a particular tree node. Identify the node in the edit box.
Tree Effective Date Option
Use As of Date
Use Override Date
Uses the date defined for the consolidation.
Select and use any date that you define in the Tree Override
Date field. For example, you may want to consolidate based on a tree that is not yet active to test (using current figures) its effect on future consolidations.
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Consolidation Process Log Page
Use the Consolidation Process Log page (CONSOL_PROCESS_INQ) to view how and when consolidation processes are run.
This page also displays the parameters used for undoing previous consolidation processes.
Navigation
General Ledger, Consolidate Financial Data, Review Results Online, Consolidation Process Log
Image: Consolidation Process Log page
This example illustrates the fields and controls on the Consolidation Process Log page. You can find definitions for the fields and controls later on this page.
This information is useful if you want to undo a previous consolidation process, but have forgotten what parameters were used for that process.
The fields on this page are the same as those found on the Consolidation Request page.
Related Links
Consolidation Dashboard Page
Use the Consolidation Dashboard page (CONSOL_PROCESS_MON) to view the consolidation process status at the tree node level.
You can also query the calculation log based on user-specified criteria.
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Navigation
General Ledger, Consolidate Financial Data, Review Results Online, Consolidation Dashboard
Image: Consolidation Dashboard page
This example illustrates the fields and controls on the Consolidation Dashboard page. You can find definitions for the fields and controls later on this page.
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The Consolidation Dashboard provides an easy way to view and analyze the results of a given consolidation set by date.
Tree
The Tree Control area displays the consolidation process status of a given Consolidation Set and Tree, between a certain From
Date and To Date.
Calculation Log Criteria
Elim. Set (elimination set)
Minor Set (minority interest set)
Unit
Node
Specify an elimination set to inquire on consolidation results related to that elimination set.
Specify a minority interest set to inquire on consolidation results related to that minority interest set.
Specifies a business unit to inquire on consolidation results related to that business unit. If there is an error involving a business unit, you can click the Exception button to the right of the Unit edit box to display information in the Message dialog box.
The consolidation tree is color-coded with the status of each node. Click the node on the tree and click the Exception button
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Chapter 18 Performing Financial Consolidations
Message
to the right of the Node edit box. The system displays a message about the node status in the Message dialog box.
Displays messages regarding the consolidation processing status of a business unit or a node. If there is an error status and the error has been corrected, you can rerun the same process. The consolidation process resumes from the point where the error occurred. Status codes include:
•
OK: The node is completed and the process was successful.
• Error: An error occurred and needs to be corrected before the process can continue.
• Warning: An error occurred (for example, a journal edit error), but the process continued.
• Blank: The process has not reached this node yet.
Consolidation Calculation Log
Consol Entity (consolidation entity) The business unit or the values of your consolidation entity (for example, operating unit).
Identifier
Entry Type
Stores either the elimination set or the minority interest set.
Identifies one of the following entry types: elimination, majority parent adjustment, majority parent elimination, or minority parent adjustment.
Consolidating Across Summary Ledgers
Processing consolidation on summary ledgers offers the following advantages:
• The process time is reduced because the volume of summary ledgers usually is much smaller than detail ledgers.
This is especially true if you are using existing summary ledgers that you are already maintaining.
• You can achieve the purpose of consolidating business units with dissimilar charts of accounts through summarizing detail ledgers using trees.
The following are the main differences when setting up or running the consolidation process using summary ledgers:
• Whenever a ledger template needs to be specified, instead of using a detail ledger template (for example, STANDARD), use the summary ledger template of your choice (for example, S_ACTDIV).
This includes your elimination set, minority interest set, consolidation ledger set, and consolidation set.
• Because detail ledgers are not involved, the system does create journals.
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The consolidation calculation log holds the information about how summary ledgers are updated.
• Summary ledgers used for consolidation must be up-to-date before you process the consolidation so that, for example, any last-minute journals are rolled up to the summary ledgers properly when posted to its detail ledgers.
Summary ledgers can be incrementally updated either through journal posting or by running a separate Summary Ledger process.
Specifying Summary Ledger Consolidations
To set up consolidation on summary ledgers:
1. Specify the summary ledger template.
For all the summary ledgers that are used for consolidation, you must specify the consolidation log and consolidation equity temporary records for summary ledger templates on the Ledger Template
− Record Definitions page. If you plan to use the Affiliate field to identify intercompany transaction balances in summary ledger, your summary ledger must retain the affiliate values.
2. Define elimination sets on the summary ledger.
To consolidate on the summary ledger, use the Elimination Sets page to define elimination sets based on a summary ledger. You must specify both a ledger template and the name of the summary ledger so that the system knows how to prompt for ChartField and ChartField values.
If the affiliate value is kept in the summary ledger table, and you want to use the Affiliate method of elimination, check the Match Affiliate Value option on the Elimination Lines page. If the Affiliate field is not one of the fields in the summary ledger template, you must specify the business unit value in the elimination set.
3. Define minority interest sets on the summary ledger.
Specify the appropriate ledger template and ledger for the summary ledger on the Minor Int Source
(minority interest source) page.
On the Minor Int Target (minority interest target) page, ensure that the Subsidiary Equity and Parent
Investment values are ChartField value sets based on the same summary ledger.
4. Define consolidation ledger set.
Use the Consolidation Ledger Set page to specify the summary ledger names to be used for each business unit for consolidation.
5. Define consolidation sets on the summary ledger.
Use the Journal Options page to specify the appropriate ledger template and ledger for the summary ledger. The ledger set used for consolidation processing should be based on the same summary ledger.
6. On the Set Options page, ensure that elimination sets are based on the same summary ledger.
Related Links
"Defining a Ledger Template (PeopleSoft FSCM 9.2: Application Fundamentals)"
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Chapter 18 Performing Financial Consolidations
Mapping Dissimilar Charts of Accounts
You can perform consolidations across an organization's ledger balances when entities have different
ChartField structures. This is important when consolidations must be performed over entities that are not maintained in PeopleSoft General Ledger.
Create a Consolidation chart of accounts that represents a single, common reporting structure. This
Consolidation chart of accounts must be mapped to each business unit's different chart of accounts to be included in the consolidation rules.
The Consolidation chart of accounts can be structured at any level of summarization. This flexibility enables you to define a Consolidation chart of accounts at a lower level of detail than is required for reporting, but at a higher level than the individual business unit chart of accounts. Using trees over the
Consolidation account, you can summarize up to the required level of external reporting.
The real value of consolidations functionality is the ability to bring in data from many disparate ledger systems and map to a common parent company chart of accounts.
To map dissimilar charts of accounts, use the ChartField Mapping Set component (CF_MAPPING_SET) and the ChartField Value Mapping component (CF_VALUE_MAPPING).
This section provides an overview of a consolidation and discusses how to:
• Define a ChartField mapping set.
• Map ChartField values.
Pages Used to Map Dissimilar Charts of Accounts
Page Name
ChartField Mapping Set
Definition Name
CF_MAPPING_SET
Navigation Usage
General Ledger, Consolidate
Financial Data, Load
Ledgers, ChartField Mapping
Set
Define which ChartFields are associated with mapping.
ChartField Value Mapping CF_VALUE_MAPPING General Ledger, Consolidate
Financial Data, Load
Ledgers, ChartField Value
Mapping
Convert external data loaded in the Staging table to the
PeopleSoft Ledger table.
Understanding a Consolidation
Consider this example of three mutually exclusive and disparate charts of accounts. Assume that all business units are set up in General Ledger, and there is a different chart of accounts for each setID.
SetID MFG represents a manufacturing company, FS is a financial institution, and HC is a healthcare facility.
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Acct # - MFG
500000
Acct # - FS
500000
510000 510000
490
511000
512000
513000
514000
520000
530000
540000
NA
NA
NA
NA
520000
NA
540000
Acct # - HC
500000
510000
511000
512000
513000
NA
520000
530000
540000
Chapter 18
Account Description by
SetID
MFG - Cost of Goods Sold
FS - Interest on Checking
HC - Cost of Goods Sold
MFG - Production Var-Labor
FS - Interest on Savings
HC - Lost Charges −
Unbillable
MFG - Production Var − Mat'l
FS - NA
HC - Lost Charges - Supplies
MFG - Production Var −
Ovhd
FS - NA
HC - Lost Charges - Other
MFG - Purchase Price Var.
FS - NA
HC - Purchase Price Var.
MFG - Exchange Rate Var.
FS - NA
HC - NA
MFG - Inventory Scrap
FS - Interest − Wholesale
HC - Inventory Adj. −
Obsolete
MFG - Inventory Adjustments
FS - NA
HC - Inventory Adj. - Other
MFG − Discount Expense
FS - Group Insurance
HC - Discount Expense
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Chapter 18 Performing Financial Consolidations
Acct # - MFG
610000
Acct # - FS
530000
Acct # - HC
610000
612000
613000
614000
Account Description by
SetID
MFG - Salaries
FS - Salaries
HC - Salaries
Notice the difference in the numbering of accounts and the account descriptions. For example, account number 500000 is used for a different purpose in each setID. For purposes of consolidation, we must map each set of accounts to a single, common Consolidation chart of accounts.
This table illustrates a subset of a Consolidation chart of accounts to which individual accounts by setID must be mapped:
Consolidation
Account
FS HC
500000
590000
600000
799000
Consolidation
Account
Description
Cost of Goods Sold
MFG
500000
Indirect Mfg. And Prod
Costs
510000
511000
512000
513000
520000
530000
Salary Expense 610000
Other General and
Administrative
Expenses
540000
NA
NA
530000
540000
500000
NA
610000
612000
613000
614000
510000
511000
512000
513000
520000
530000
540000
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Consolidation
Account
Consolidation
Account
Description
Interest on Deposits
MFG FS HC
801000
898000 Foreign Exchange
NA
514000
500000
510000
520000
NA
NA
NA
As a result of the mappings, each setID has been correlated to a single, common Consolidation chart of accounts.
The example illustrates mapping at the setID level, which presumes that there are one or more business units that share a common chart of accounts under a specific setID.
Load Ledgers - ChartField Mapping Set Page
Use the Load Ledgers - ChartField Mapping Set page (CF_MAPPING_SET) to define which ChartFields are associated with mapping.
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Navigation
General Ledger, Consolidate Financial Data, Load Ledgers, ChartField Mapping Set
Image: Chartfield Mapping Set page
This example illustrates the fields and controls on the Chartfield Mapping Set page. You can find definitions for the fields and controls later on this page.
Mapping Set Details
Ledger Template
Populates the ledger template ChartFields area when a ledger template is specified.
Ledger Template ChartFields
When you specify a ledger template, the system populates this area with the ledger template ChartFields.
You can select which ChartFields are associated with mapping.
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Option
Value Set Name
View Detail
Chapter 18
Select one of the following options for each ChartField:
•
Keep the Values - Select to retain the ChartField values from source ledger to target ledger.
•
Drop the Values - Select to drop the ChartField values from source ledger to target ledger.
•
Map to New Values - Select to drop the ChartField values from source ledger to target ledger.
When you select the Map to New Values option for a
ChartField, the Value Set Name field becomes available. Select the Value Set that contains the mapping of source values to target values for the ChartField.
Click to go to the ChartField Value Mapping page.
Load Ledgers - ChartField Value Mapping Page
Use the Load Ledgers - ChartField Value Mapping page (CF_VALUE_MAPPING) to convert external data loaded in the staging table to the PeopleSoft Ledger table.
Navigation
General Ledger, Consolidate Financial Data, Load Ledgers, ChartField Value Mapping
Image: ChartField Value Mapping page
This example illustrates the fields and controls on the ChartField Value Mapping page. You can find definitions for the fields and controls later on this page.
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Target SetID
Mapped Business Units
Business Unit and SetID
Select value to indicate the setID to which you are mapping.
Select the business unit and setID you want to map. Click the
Add button to map additional business units. If the business
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Chapter 18 Performing Financial Consolidations units to be processed come from an external source, then setID values serve as a group name to group business units with the same chart of account structure together so that they can share the mapping rules.
Mapped Values
Target Values
Source Values
ChartField Value is the Consolidation chart of accounts target
ChartField value to which the selected source values will be converted.
SetID links the source value ranges with business units defined in the Mapped Business Units section that have the same setID value.
• SetID From: Enter the source setID for those business units to which the source values apply.
• Range From and Range To: Enter the range of ChartField values for the source setID to map to the target ChartField value.
A conversion process reads the mapping setup and converts external data that is either loaded to the
Staging table, or to the Ledger table itself but under certain ledger names, and populates the PeopleSoft
Ledger table. Consolidation is then performed on the Ledger table.
Using Equitization
During the accounting year the equity of a subsidiary can change affecting the ownership value of a parent in that subsidiary. For example, net income or losses of a subsidiary increases or decreases the investment and owner equity of the parent. General Ledger enables you to set up multiple equitization rules for multiple business units that have complex parent-subsidiary relationships and create journal entries within a single process. A ledger for a parent entity can be different from that of its subsidiary and, as one of the options, you can generate elimination entries for consolidated reporting.
Note: Equitization supports only the Business Unit field as the processing entity. This is unlike the
Consolidation process, which allows consolidation of fields other than business unit, such as the
Operating Unit field.
This section discusses a:
• Review of an equitization example.
• Review of components of the Equitization process.
Reviewing Equitization Example
In this example, Company M0004 owns 70% of company M0002. In January of 2003, M0002 had a net income of 100 in period 1. An equitization rule is set up to select expense and revenue accounts as the equitization source, and investment and equity income as the target (debit and credit, respectively). The
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Performing Financial Consolidations Chapter 18
Equitization process creates journals to book 70 to the M0004 ledger investment account and −70 to its equity income account, as indicated by the entries in this table:
M0002 M0004 Equitization Source and Target
Account Types
NA
Cash, Receivables, and so on
Investment in M0002
Revenues
Expenses
Income before equity adjustment
Equity income
Net income
900
<100>
NA
<100>
Period 1
100
NA
<1000>
2000
<230>
<70>a
<300>
Period 1
230
70 a
<2230>
Viewing an Example of Multiple Parent/Subsidiary Ownership
If, in addition to the M0002 to M0004 relationship, F0001 owns 20% of M0002 and 60% of M0004, the equity income from subsidiaries for F0001 is 200, with 20 from M0002 and 180 from M0004, as indicated by the b entries:
M0002 M0004 F0001 Equitization Source and
Target Account Types
NA Period 1 Period 1 Period 1
Cash, Receivables, and so on 100
Investment in M0002 NA
Investment in M0004
Revenues
NA
<1000>
Expenses
Income before equity adjustment
Equity income
Net income
900
<100>
NA
<100>
230
70 a
NA
<2230>
2000
<230>
<70> a
<300>
NA
20 b
180 b
<1500>
1000
<500>
<200> b
<700>
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Chapter 18 Performing Financial Consolidations
The Equitization process determines the correct sequence to process. It equitizes from M0002 to M0004 and F0001 first, and then M0004 to F0001, so that the 70 from the first step is included as part of the net income in the second.
Creating Elimination and Minority Interest Entries
An option of the Equitization process enables you to generate elimination and minority interest entries as by-products. If specified, the Equitization process creates the elimination entries that reverse target amounts. As in the Consolidations process, these entries go to the proper elimination business units in the consolidation tree and are used in consolidated reporting. In the following example, elimination entries are generated for elimination business unit ME001:
Elimination Entries M0002 M0004 ME001
NA
Cash, Receivables, and so.
Period 1
100
Period 1
230
Period 1
NA
Investment in M0002
Minority interest liabilities
Revenues
Expenses
Income before equity adjustments
Equity income
Minority interest expenses
Net income
NA
NA
<1000>
900
<100>
NA
NA
<100>
70 a
NA
<2230>
2000
<230>
<70> a
NA
<300>
70 c
30 c
100
<70) c
<30> c
NA
NA
NA
If year-to-date elimination for investment is handled in the Equitization process, the Consolidations process should not generate eliminations again.
Offsetting the Source
This option creates entries to offset the equitized source amount for subsidiary entities. It may be useful for special reporting purposes:
M0002 M0004 Equitized Source Offset Entries
Account Types
NA Period 1 Period 1
Cash, Receivables, and so on.
Investment in M0002
100
NA
230
70 a
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Equitized Source Offset Entries
Account Types
Revenues
Expenses
Equity income
Retained earnings offset
Equitized income summary
M0002
<1000>
900
NA
100 d
<100> d
M0004
<2230>
2000
<70> a
NA
NA
Reviewing of Components of the Equitization Process
The Equitization process includes the following components:
Data
Scope
Rules
Process
Data used for calculation comes from ledgers for all the subsidiary business units involved. Different business units can use different ledgers so long as they are within the same physical ledger table (that is, share the same ledger template) and the same currency code.
For example, M0004 uses ledger ACTUALS in the Equitization process, which specified the U.S. dollar as the transaction currency. M0002 uses its U.S. dollar ledger REPORTS in the process because its primary ledger ACTUALS uses the
Canadian dollar as its base currency. On the Ledger Sets page,
define which ledgers are used in the process within each business unit, keyed by consolidation trees.
Specify which business units to cover during Equitization by creating a business unit tree. You also define the ownership relationships on the Subsidiary Ownership page, specifying subsidiary entities and parent entities with their percentage of ownership. Any parent-subsidiary sets included in the business unit tree are included in the Equitization process.
If you are also performing Consolidations, Equitization can share the consolidation tree with the Consolidation process, as well as the ownership sets, if applicable.
The Equitization Rules component allows you to specify the equitization Source, Target, Subsidiary Offset, and Minority
Interest entries. You can then group multiple equitization rules together on the Equitization Group page.
Specify run options for the Equitization background process on the Equitization Request page. General Ledger creates journal entries based on the equitization rules and scope, and you can edit these journals as part of Equitization.
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Chapter 18 Performing Financial Consolidations
If you need to rerun the Equitization process , select theUndo
Previous Process field on the Equitization Request page to reverse all previous processing. If the process fails, unlock all journals before rerunning unpost.
Related Links
Defining Business Unit Trees and Elimination Units for
Equitization
If you are running the consolidations process as well as Equitization, you can use the consolidations business unit tree to specify which business units to include in the Equitization process. Elimination business units must be part of the tree for elimination entries to be generated. Unlike Consolidations, the order in which Equitization business units are processed is determined by ownership sets (that is, who owns whom) and not by their location in the tree.
Related Links
Specifying Ledgers for Each Business Unit in an Equitization
For each business unit involved in the Equitization process, you can specify one ledger as the source or target ledger, the same as you would for the consolidation process. You specify the ledger for a business unit on the Ledger Sets page.
Related Links
Specifying Consolidation Ledgers
Defining Ownership Sets for Equitization
Use the Subsidiary Ownership page to define ownership sets, which indicate relationships among the parent company, subsidiary business unit, and any other minority owners.
Use the Equitize check box on this page to indicate whether Equitization should be run for specified parent entities.
Related Links
Defining Subsidiary Ownership and Minority Interest Sets
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Performing Financial Consolidations Chapter 18
Defining Equitization Rules
You can define multiple equitization rules for a process. For example, you can define one rule for subsidiary net income and another rule for unrealized gain and loss. Equitization processes all the rules in one ownership set and then proceeds to the next set.
To define equitization rules, use the Equitization Rules component (EQUITIZATION_RULE).
This section discusses how to:
• Specify the equitization source.
• Specify the equitization target.
• Specify the subsidiary offset.
• Specify minority interest.
Pages Used to Define Equitization Rules
Page Name Definition Name
Source EQTZ_RULE
Navigation Usage
General Ledger, Consolidate
Financial Data, Equitization,
Equitization Rules, Source
Define equitization rules.
Target EQTZ_TARGET
Subsidiary Offset
Minority Interest
EQTZ_OFFSET
EQTZ_MIN_INT
General Ledger, Consolidate
Financial Data, Equitization,
Equitization Rules, Target
Specify ChartField values and details for creating equitization entries.
General Ledger, Consolidate
Financial Data, Equitization,
Equitization Rules,
Subsidiary Offset
Define an equitization offset,
which is used to offset the equitization source. It then becomes part of the subsidiary entities.
General Ledger, Consolidate
Financial Data, Equitization,
Equitization Rules, Minority
Interest
Specify values for minority interest entries.
Equitization Rules - Source Page
Use the Equitization Rules - Source page (EQTZ_RULE) to define equitization rules.
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Navigation
General Ledger, Consolidate Financial Data, Equitization, Equitization Rules, Source
Image: Equitization Rule - Source page
This example illustrates the fields and controls on the Equitization Rule - Source page. You can find definitions for the fields and controls later on this page.
Ledger Template
Specify the template to limit ChartFields applicable to setting up the equitization rule.
Equitization Source
Chartfield Value Set
Update/Create
Defines which entries in the ledgers of the subsidiary will be selected as the equitization source.
Click the link to access the ChartField Value Set page if you want to edit or create a new set.
Related Links
"Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)"
Equitization Rules - Target Page
Use the Equitization Rules - Target page (EQTZ_TARGET) to specify ChartField values and details for creating equitization entries.
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Navigation
General Ledger, Consolidate Financial Data, Equitization, Equitization Rules, Target
Image: Equitization Rule - Target page
This example illustrates the fields and controls on the Equitization Rule - Target page. You can find definitions for the fields and controls later on this page.
Parent Investment and Investment Offset
Field Name
For a parent investment, you must specify Account or AltAcct for this required ChartField, and you must specify a value for it.
Option
Value
Specify either a Constant value or Retain the ledger value.
This field is activated only if the Option field specifies
Constant. Enter a ChartField value for the parent investment or investment offset.
Exch Rate Type (exchange rate type) The system supplies the current exchange rate as a default, but you can also select a specific one.
The system summarizes source amounts (debits) at the level specified by the parent investment ChartField and books them to the account specified in the Value field. However, it creates only one row (with the investment offset Value field) for the credit side.
If the Affiliate ChartField is used in the ledger, the system populates the target entries with the subsidiary business unit value.
When creating an equitization rule, you can establish one or more investment and equity offsets by setID and business unit.
Equitization Rules - Subsidiary Offset Page
Use the Equitization Rules - Subsidiary Offset page (EQTZ_OFFSET) to define an equitization offset, which is used to offset the equitization source. It then becomes part of the subsidiary entities.
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Navigation
General Ledger, Consolidate Financial Data, Equitization, Equitization Rules, Subsidiary Offset
Image: Equitization Rule- Subsidiary Offset page
This example illustrates the fields and controls on the Equitization Rule- Subsidiary Offset page. You can find definitions for the fields and controls later on this page.
You can use these accounts as an income summary on the subsidiary. The equitization summary represents the gross change in an individual subsidiary's value. In the case of net income, you can place the value in the minority interest definition for equity. In this way, you avoid a minority interest elimination entry for each detail value in the net income node.
Related Links
Equitization Rules - Target Page
Equitization Rules - Minority Interest Page
Use the Equitization Rules - Minority Interest page (EQTZ_MIN_INT) to specify values for minority interest entries.
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Navigation
General Ledger, Consolidate Financial Data, Equitization, Equitization Rules, Minority Interest
Image: Equitization Rule - Minority Interest page
This example illustrates the fields and controls on the Equitization Rule - Minority Interest page. You can find definitions for the fields and controls later on this page.
If you select Create Equitization Eliminat'n (create equitization elimination), the system generates elimination entries to eliminate the equitization target entries. If you want to generate minority interest entries, specify their value, and the system generates minority interest as part of the elimination.
Elimination entries are booked to elimination business units in the consolidation tree.
Related Links
Equitization Rules - Target Page
Defining an Equitization Group and Journal Options
Within an ownership set, the consolidation process creates one journal for each business unit involved. If rounding errors occur, Equitization adjusts the amount of the last journal line of each journal to make the total debit amount equal to the total credit amount.
To define equitization group and journal options, use the Equitization Group component
(EQUITIZATION_GROUP).
This section discusses how to create an equitization group.
Page Used to Define an Equitization Group and Journal Options
Page Name Definition Name Navigation Usage
Equitization Group EQTZ_GROUP General Ledger, Consolidate
Financial Data, Equitization,
Equitization Groups,
Equitization Group
Specify equitization rules and journal options.
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Equitization Group Page
Use the Equitization Group page (EQTZ_GROUP) to specify equitization rules and journal options.
Navigation
General Ledger, Consolidate Financial Data, Equitization, Equitization Groups, Equitization Group
Image: Equitization Group page
This example illustrates the fields and controls on the Equitization Group page. You can find definitions for the fields and controls later on this page.
TimeSpan
Effective-Date Ownership Sets
Select a TimeSpan for which to process the Equitization entries.
If you select a year-to-date TimeSpan, the Equitization Reversal option must be either Beginning of Next Period or End of Next
Period; otherwise, reversal option must be Do Not Generate
Reversal. A warning message is issued if the reversal option is not appropriate for the selected TimeSpan.
Note: Performance may be impacted when using a BAL or YTD TimeSpan due to increased volume of data when processing effective-dated ownership sets. Using PER or QTR
TimeSpans improves performance.
Select one of the following options for the effective dates that dictate to which period of the fiscal year the Ownership Sets apply:
• by Period End Date(s) - the Equitization process applies the ownership definitions that are effective as of the respective accounting period end dates of the periods that are being processed.
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• by Process Request As Of Date - the Equitization process applies the ownership definitions that are effective as of the process request date.
Note: The journal entries that are created by the Equitization process are dated as of the process request date, regardless of the effective date of the ownership sets.
Journal Options
Journal ID Mask
Journal Source
Doc Type (document type)
Enables you to specify a prefix for naming equitization journals.
A 10-character alphanumeric ID identifies journals. The system automatically appends the prefix that you specify to the journal
IDs. For example, if you specify your journal ID mask to be
EQTZ, your equitization journal IDs might be EQTZ0001,
EQTZ0002, and so on. Alternatively, the value NEXT causes
General Ledger to assign the next available journal ID number automatically. It is very important to reserve a unique mask value for Consolidations to ensure that no other process creates the same journal ID.
Any valid Sources table entry.
Required if Document Sequencing is enabled to indicate the business purpose of your transactions. Document Sequencing requires that you have a document type for all the journal entries that you create to record the equitization change. If you have not enabled Document Sequencing in your system, this field is display-only.
Equitization Rules
Select one or more rules from those that you defined previously in the Equitization Rules component to include in your equitization.
Equitization Reversal
Select either the Beginning of Next Period or End of Next Period for reversal journal entries if processing year- to-date balances.
Select Do Not Generate Reversal if you are using TimeSpan to process for intermediate periods (QTR,
PER, and so on).
Related Links
"Understanding Document Sequencing (PeopleSoft FSCM 9.2: Global Options and Reports)"
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Chapter 18 Performing Financial Consolidations
Performing Equitization
After you define equitization rules, an equitization group, and related options, you can proceed to perform an equitization.
This section discusses how to:
• Initiate equitization processing.
• View the equitization process log.
Pages Used to Perform Equitization
Page Name Definition Name
Equitization Request EQTZ_REQUEST
Equitization Process Log EQTZ_PROCESS_INQ
Navigation Usage
General Ledger, Consolidate
Financial Data, Request
Equitization, Equitization
Request
Initiate the COBOL
Equitization process
GLPQEQTZ.
General Ledger, Consolidate
Financial Data, Review
Results Online, Equitization
Process Log
View the keys to use for matching on the Run
Equitization page.
Equitization Request Page
Use the Equitization Request page (EQTZ_REQUEST) to initiate the Equitization process (GLPQEQTZ).
Navigation
General Ledger, Consolidate Financial Data, Request Equitization, Equitization Request
Image: Equitization Request page
This example illustrates the fields and controls on the Equitization Request page. You can find definitions for the fields and controls later on this page.
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Equitization Parameters
SetID
Currency
Equitization Group
As of Date
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SetID for the equitization.
Currency used in the equitization.
Defines what equitization rules and journal options apply.
Serves as a point of reference for determining the year and period to equitize for each ledger involved. If business units use different calendars, the system evaluates the year and period for each. It is also used to access any effective-dated setups during the process.
Effective dates dictate to which period of the fiscal year a certain Ownership Set is applied. For example, assume you are running the Equitization process up to 6/30/2007. Also,
assume your system has two effective-dated Ownership Sets with one dated 1/1/2006 and the other dated 4/15/2007. Given these effective dates, the Equtization process uses the 1/1/2006
Ownership Set for the periods 1 to 3 balances, and uses the
4/15/2007 Ownership Set for the periods 4 to 6 balances. In other words, the Equitization process does not make distinctions for amounts before or after the 4/15/2007 date when applying the two different Ownership Sets. Because the system cannot act on intermediate effective dates, but must deal with whole periods, dates for changes in ownership should be planned accordingly.
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Equitization Options
Process Equitization
Include Adjustment Period(s)
Create Calculation Log
Edit Journal(s)
Undo Previous Process
Required for the system to create equitization journal entries.
The system always posts journals because ownership sets that will be processed later may depend on the entries to ledgers for earlier ownership sets.
Includes balances of adjustment periods that are specified in the equitization group when processing Equitization.
Generates a calculation log that contains pertinent information regarding the Equitization process. After the system creates the log, you can run the Equitization Calculation Log (GLS2008)
SQRs.
When an edit error occurs, you can use the Journal Edit Error page to identify the error and correct it before you process the equitization again. The system clears journals from the original process before regenerating. If journal edit errors occur, you can identify them through the Journal Entry pages. To correct these errors, you must undo the process, correct the problem,
and rerun Equitization.
Click the Undo Previous Process option alone and the undo process only reverses the outcome from a single process with
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Chapter 18 Performing Financial Consolidations
Undo - Do Not Delete Journals
matching Equitization Group (or Consolidation set), As Of
Date, Currency, Tree name, Tree Level, and Tree Node, of the current run control. You can perform the Undo process by itself,
or select it with the Process Equitization option. If the process fails, unlock all journals before rerunning Unpost.
The Undo process does not delete unposted journals. If you select this option and have journals from the Consolidation process that have not been posted, you can accidentally post those journals and cause elimination to be double-booked.
Note: If the process ends prematurely during an undo, unlock the journals for the process instance before rerunning the undo process.
Scope of Equitization
Tree
Scope
Level
Node
Select the appropriate tree.
Specify if you want to:
•
Process the Whole Tree
•
Process a Level
•
Process a Tree Node
Processes all business units at and below the tree level that you select in the edit box.
Processes business units at and below the tree node that you select in the edit box.
Tree Effective Date Option
Use As of Date
Use Override Date
Uses the date defined for the equitization.
Select this option if you want to override the tree As of Date and enter a date in the Tree Override Date field.
For the Equitization process to identify the correct journals to unpost and delete, information on the Run
Equitization page must match the information specified for a previous process. The items that you must match are setID, currency, equitization group, As of Date, and scope of consolidation. This information is stored in a process log.
Related Links
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Equitization Process Log Page
Use the Equitization Process Log page (EQTZ_PROCESS_INQ) to view the list of process instances by key fields resulting from running the Equitization process.
Navigation
General Ledger, Consolidate Financial Data, Review Results Online, Equitization Process Log
Image: Equitization Process Log page
This example illustrates the fields and controls on the Equitization Process Log page. You can find definitions for the fields and controls later on this page.
Select an Equitization Group, Tree, and the start date for the list of processes as Search criteria. The first row of each process contains the keys that you use for matching on the Run Equitization page. The fields on this page are the same as those found on the Run Equitization page, with the addition of Instance,
DateTime, and Request No. These fields are created after the process is completed.
Related Links
Producing Consolidation and Equitization Reports
General Ledger delivers standard consolidation and equitization reports designed to provide the kind of business information many companies need. Running a report entails selecting it from a menu and entering any necessary parameters. After you have entered the report parameters, you use Process
Scheduler to manage the processes, track the status, and generate the report.
Pages Used to Produce Consolidation and Equitization Reports
Page Name Definition Name Navigation Usage
Elimination Sets Report RUN_GLS2000 General Ledger, Consolidate
Financial Data, Reports,
Elimination Sets, Elimination
Sets Report
Specify run parameters for the
Elimination Sets report that is produced by the GLS2000
SQR.
Lists all definitions of a specified elimination set for financial consolidations.
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Chapter 18
Page Name
Minor Interest Sets Report
Definition Name
RUN_GLS2001
Consolid Set Report
Elimination Out of Balance
Report
Minority Interest Eliminations and Adjustments Report
Equitization Rules Report
RUN_GLS2002
RUN_GLS2003
RUN_GLS2004
RUN_GLS2006
Performing Financial Consolidations
Navigation Usage
General Ledger, Consolidate
Financial Data, Reports,
Minority Interest Sets,
Minority Interest Sets Report
Specify run parameters for the Minority Interest Sets report that is produced by the
GLS2001 SQR.
Lists the minority interest set definitions for financial consolidations.
General Ledger, Consolidate
Financial Data, Reports,
Consolidation Set,
Consolidation Set Report
Specify run parameters for the Consolidation Definition report that is produced by the
GLS2002 SQR.
Lists the options and controls that tell the general ledger how to process a consolidation.
General Ledger, Consolidate
Financial Data, Reports,
Elimination Out of Balance,
Elimination Out of Balance
Report
Specify run parameters for the
Elimination Out of Balance report that is produced by the
GLS2003 SQR.
Lists detailed information about the elimination sets and ledger amounts processed for a consolidation request.
General Ledger, Consolidate
Financial Data, Reports,
Minority Int Elim/
Adjustment, Minority Interest
Eliminations and Adjustments
Report
Specify run parameters for the
Minority Interest Eliminations and Adjustments report that is produced by the GLS2004
SQR.
Lists the results of minority interest calculations for a consolidation request based on the combination of business units present in the consolidation tree. Also shows the same ownership percentage as that on the
Equitization Calc Log report,
to reflect any different effective-dated Ownership
Sets.
General Ledger, Consolidate
Financial Data, Reports,
Equitization Rules,
Equitization Rules Report
Specify run parameters for the
Equitization Rules report that is produced by the GLS2006
SQR.
Lists the definition information and purpose for the equitization rule.
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Page Name
Subsidiary Ownership Sets
Report
Definition Name
RUN_GLS2007
Equitization Calculation Log
Report
RUN_GLS2008
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Navigation Usage
General Ledger, Consolidate
Financial Data, Reports,
Ownership Sets, Subsidiary
Ownership Sets Report
Specify run parameters for the Ownership Set report that is produced by the GLS2007
SQR.
Lists detailed information of an ownership set.
General Ledger, Consolidate
Financial Data, Reports,
Equitization Calculation Log,
Equitization Calculation Log
Report
Specify run parameters for the
Equitization Calculation Log report that is produced by the
GLS2008 SQR.
Lists equitization calculation details by process instance.
Using the Ledger Interface Utility
General Ledger users often need to send the contents of their regional databases to a corporate location where the data is consolidated into a single database. Using PeopleSoft Application Messaging, the
Ledger Interface Utility can send data from either PeopleSoft or non-PeopleSoft databases. The Ledger
Interface Utility is delivered with General Ledger.
This section discusses how to:
• Set up the Ledger Interface Utility.
• Publish ledger data.
• Load external ledger data.
• Review the process.
Note: Review the PeopleTools Integration Broker documentation. The backporting utility enables you to backport PeopleTools 8.5x message queues to message channels used in previous PeopleTools 8.4x
releases. It also enables you to backport PeopleTools 8.5x handlers to integration PeopleCode constructs used in previous PeopleTools 8.4x releases.
Pages Used to Set Up the Ledger Interface Utility
Page Name
Publish Ledgers Request
Definition Name
LED_PUB_REQ
Navigation Usage
General Ledger, Consolidate
Financial Data, Load
Ledgers, Publish Ledgers,
Publish Ledgers Request
Launch the Ledger Publish process (GL_LED_PUB).
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Page Name
Load Ledgers Request
Definition Name
LED_LOAD_RQST
Navigation Usage
General Ledger, Consolidate
Financial Data, Load
Ledgers, Request Ledger
Load, Load Ledgers Request
Load data from PeopleSoft or non-PeopleSoft databases to the corporate database using
Application Messaging.
Setting Up the Ledger Interface Utility
The Ledger Interface Utility transfers both detail and summary ledgers from one database to another.
The utility extracts multiple ledger data from a regional database, sends it to the corporate location, and provides for ChartField mapping of detail ledgers. This is done for each regional database in preparation for consolidating all regional data into one corporate database.
PeopleSoft Application Messaging requires that the source and target databases have identical ledger table structures to communicate. This is true for all publish and subscribe application messages. Ledger
ChartFields must be the same for summary ledgers. The scope of the Ledger Interface Utility is limited to the transfer of data.
Setting up the utility to send regional databases to a corporate location requires completing several tasks.
Task 1 - Define Message Nodes
Message nodes represent publishing or subscribing entities such as databases or application servers, and they are most often associated with a database name. Both corporate and regional locations need to define message nodes. Corporate defines its own local node and one remote node for each regional location that sends data. Each regional location defines its own local node and defines one remote node for the corporate location.
To define the necessary message nodes:
1. Define a local message node.
As delivered, the Ledger Interface Utility publishes data to the standard PSFT_EP message node.
Rename the standard local node with a unique node name that is associated with your database.
2. Verify that the node, as you renamed it, is the local node.
There can be only one local node at a location. If you attempt to save a second local node, the system displays an error message.
3. Define remote message node locations.
A region defines one remote node for its corporate location, and the corporate location defines multiple remote nodes, one for each regional database to be consolidated. If the corporate list is missing a URL for one of the regional databases, the corporate location does not receive the data for that region.
Task 2 - Define the Service Operation Queues
A service operation queue is a logical group of messages. Each message must belong to one (and only one) queue, which specifies a routing. Both publishing and subscribing nodes use this service operation queue.
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To define the necessary queue:
1. Use the delivered service operation named LEDGER.
2. As delivered, the Ledger service operation contains one routing rule for the standard PSFT_EP message node.
You can delete the delivered routing rule and create rules that apply to your databases. Regional and corporate locations define different routing rules.
3. At the local regional location, define one routing rule with a message node name for your corporate location, with Publish To as the direction.
4. At the corporate location, define a routing rule with one message node name for each regional database that is involved in the consolidation.
All routing rule definitions must be Subscribe From. If the corporate list is missing a routing rule for one of the regional databases, corporate does not receive data for that region.
Task 3 - Define the Message
A Ledger Interface Utility message contains a general ledger database. The message is the vehicle of transport that carries the database from the regional entity at one URL to the corporate entity at another
URL.
The system inserts application data into the message according to the records that you specify in the message definition. Regional message definitions must match corporate message definitions. If you change your table in the database, the changes are automatically inherited by the message definition as long as table names remain the same.
To define the message:
1. View the LEDGER_LOAD message.
Because consolidation does not support PeopleSoft Projects or Commitment Control, no ledger record names for Projects or Commitment Control are listed under LED_PUB_REQ in the message definition.
2. Keep the delivered record names in the LEDGER_LOAD message definition because changing them is considered a customization.
If you must use a different table name, the table name listed below LED_PUB_REQ must match the ledger table name on the ledger template. For detail ledgers, the record definitions of your new ledger table and your staging table must be identical.
3. Activate the LEDGER_PUBLISH message at regional and corporate offices.
Task 4 - Create Staging Tables
Because summary account ChartField values are the same for regional and corporate summary ledgers, the summary ledger subscription process writes the subscribed data directly into the consolidated ledger table. Access the Setup Financials/Supply Chain, Business Unit Related, General Ledger, Definition page and select the Allow Ledger Load Updates check box.
Because detail ledgers frequently contain account ChartField values that differ between regional and corporate entities, the regional accounts need to be mapped to corporate accounts. To accomplish the
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Chapter 18 Performing Financial Consolidations mapping, detail ledger data is subscribed into staging tables. A ChartField mapping process reads the staging table, maps it, and writes the resultant data to the consolidated detail ledger table.
To create staging tables:
• Define staging table names at the corporate location.
For detail ledgers, create record definitions for the staging tables that are identical to the record definitions of their corresponding ledger tables.
• At the corporate location, create a message record alias for each staging table.
The alias names for the corporate node must match the alias names at the remote nodes.
Task 5 - Publish the Ledger Data
Publishing ledger data is done at regional locations. To publish a regional database, use the Publish
Ledger page to select criteria and process options.
Task 6 - Subscribe from the Ledger Data
Using Application Messaging, data is published by initiating a process request on the regional general ledger database. At the corporate location, the subscription process is run automatically on the application server of the subscribing node.
Summary ledger data is written to the summary ledger file, and detail ledger data is written into the staging tables that are defined at the corporate location.
Before you run the ChartField mapping process (task 7), verify the detail ledger data. Add a view to the query tree for the staging table, and save it so that you can query the staging table to ensure that the data is written properly.
Task 7 - Perform ChartField Mapping
Regional detail and summary ledgers must have the same ChartFields and use the same calendar when you assign them to a business unit. Because account numbers often differ between detail and summary ledgers, run the ChartField Mapping process against the detail ledger data that is written to the staging tables. After mapping, run the consolidation process.
For detail ledgers, the system checks the staging table alias against the ledger template definition. If the staging table alias is pointing to the ledger template definition, it is possible for data to be written to an application table in error. To prevent such an error, the subscription process rejects any message whose staging table alias points to an application table that is defined in the ledger template.
If the staging table alias does not point to the ledger template definition, the system writes data into the staging table as specified by the alias.
To perform ChartField mapping:
1. Verify that the proper detail ledger data resides in the staging table (recommended).
Add views to the query tree for the staging tables, and save them only once. Query the staging tables to verify that the data is written properly.
2. Run the ChartField mapping process against the staging tables.
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Note: For summary ledgers, the system writes data directly to the application table only if the Allow
Ledger Load option on the ledger group is selected.
Task 8 - Load Ledger Data
Loading ledger data is done at the corporate location. To load ledger data, use the Load Ledgers Request page to select criteria and process options.
Publish Ledgers Request Page
Use the Publish Ledgers Request page (LED_PUB_REQ) to launch the Ledger Publish process
(GL_LED_PUB).
Navigation
General Ledger, Consolidate Financial Data, Load Ledgers, Publish Ledgers, Publish Ledgers Request
Select run criteria and processing options. An Application Engine process called GL_LED_PUB extracts ledger data from the selected ledger table and publishes an application message according to your request options.
Loading External Ledger Data
Use the Load Ledgers Request page (LED_LOAD_RQST) to load data from PeopleSoft or non-
PeopleSoft databases to the corporate database using Application Messaging.
Navigation
General Ledger, Consolidate Financial Data, Load Ledgers, Request Ledger Load, Load Ledgers
Request
Select run criteria and processing options. An Application Engine process called GL_LED_LOAD loads external ledger data into the corporate database through Application Messaging.
Consolidation of ledger data is done at the corporate location.
Note: Consolidations does not support PeopleSoft Projects or Commitment Control.
Reviewing the Process
This section describes important things to consider concerning your detail ledgers, summary ledgers, and the process setup before you use the Ledger Interface Utility process.
Detail Ledgers
Considerations:
• Detail ledger ChartField values from regional databases can differ from the corporate database because the data is transmitted to the staging table.
The ChartField mapping process reconciles these differences.
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• For staging tables, add and save a view to the query tree.
Query the staging table to verify that the data loaded properly before performing ChartField mapping.
• Regional detail ledgers must use the same calendar when you assign them to a business unit.
Verify the calendar on the Ledgers for a Unit page.
• Regional detail ledgers must have the same ChartFields when you assign them to a business unit.
Verify detail ledger ChartFields by navigating to the Detail Ledger Group - ChartField page: General
Ledger, Ledgers, Ledger Groups. Select the ChartField tab. The Detail Ledger Definition report
(FIN0022) also shows the structure of the detail ledgers.
Summary Ledgers
Considerations:
• ChartField values must be valid in both corporate databases and regional databases for the summary ledger.
• Regional summary ledgers must use the same calendar when you assign them to a business unit.
Verify the calendar on the Ledgers for a Unit page.
• Regional summary ledgers must have the same ChartFields when you assign them to a business unit.
Verify summary ledger ChartFields using the Summary Ledger Definition report (GLC1000), which shows the ChartField structure of summary ledgers.
Setup
To complete setup and verify the publication and subscription of information, refer to the PeopleTools documentation for the PeopleSoft Integration Broker, and see the section on using the Service Operations
Monitor.
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Chapter 19
Setting Up and Performing Account
Reconciliation
Setting Up and Performing Account Reconciliation
This topic provides an overview of Oracle's PeopleSoft General Ledger Account Reconciliation, lists prerequisites and common elements, and discusses how to:
• Configure account reconciliations.
• Define reconciliation rules and sets.
• Update assignments for reconciliation responsibility.
• Calculate balances and archive reconciliations.
• Manage reconciliations using the Reconciliation Workbench.
• Define approval workflow for account reconciliation.
Prerequisites
You must enable Approval Framework to employ full functionality of this feature.
See General Ledger: Understanding Configurable Workflow.
See Approval Framework: Understanding the Approval Framework .
Understanding PeopleSoft Account Reconciliation
PeopleSoft’s Account Reconciliation provides a flexible tool by which to configure and manage the account reconciliation process. It streamlines and accelerates the reconciliation of accounts to be performed for each accounting period so that organizations can provide supporting documentation required by external auditors as well as identify and correct errors in a timely manner in preparation of monthly financials, annual audits, external filings and disclosures, and so on.
Use PeopleSoft Account Reconciliation to reconcile accounts between subsystems and General Ledger or use the functionality for transaction verification and compliance, verifying that individual transactions are recorded properly and have adequate supporting documentation. You can perform a full verification or use a sampling approach based on assigned risk.
The PeopleSoft Account Reconciliation functionality enables you to:
• Identify specific ChartField value combinations to be reconciled.
• Assign reconciliation responsibility to individual or groups of ChartField value combinations.
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Setting Up and Performing Account Reconciliation Chapter 19
• Allow each user to see the reconciliations for which they are responsible.
• Sign-off (and mass sign-off) to indicate that a ChartField value combination has been reconciled.
• Review overall status of reconciliation activities.
• Capture and retain documentation associated with reconciliation.
• Define and use approval workflow in the account reconciliation process.
This diagram shows a high-level process flow of the Account Reconciliation process:
Image: Account Reconciliation Process
This diagram shows a high-level process flow of the Accounting Reconciliation process:
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Steps to perform account reconciliations include:
1. Configure account reconciliations. Using the Configuration components, define the parameters and criteria to be used in establishing the Reconciliation Rules. Configuration should be done before
Reconciliation Rules are set up and before reconciliation processes are performed.
2. Create or update Reconciliation Rules that define the ChartField values to be reconciled as well as assign default responsibility for performing and approving the reconciliations.
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Chapter 19 Setting Up and Performing Account Reconciliation
3. Create the Reconciliation Set where you can group Reconciliation Rules specify the level of ledger balance summarization that is appropriate for each rule.
4. Run the Create Reconciliations process to create account reconciliations for a specified period, establishing default reconcilers, owners, reviewers, and approvers for each reconciliation.
5. Review the Reconciliation Assignments page and update the assignments, as necessary.
6. (Optional) Create ad-hoc reconciliations, as needed, to supplement those created by the Create
Reconciliations process.
7. Use the Reconciliation Workbench to search for reconciliations, document activities, attach supporting documents, and submit and approve reconciliations.
Configuring Account Reconciliations
This section discusses how to:
• Define account reconciliation attributes.
• Define reconciliation roles.
• Define and update reconciliation rules.
• Define assignment levels.
• Configure reconciliation statuses and status change reasons.
• Configure security (workbench access).
The configuration components provide you the flexibility to specify what information should be part of the Reconciliation Rules. Configuration should be done before Reconciliation Rules are set up and before reconciliation processes are performed.
Pages Used to Configure Account Reconciliations
Page Name Definition Name Navigation
Account Reconciliation Rule
Attributes
FIN_ATTRIBUTES General Ledger,
Perform Reconciliation,
Configurations, Attributes,
Account Reconciliation Rule
Attributes
Reconciliation Roles GLRN_CONFIG_USRFNC General Ledger,
Perform Reconciliation,
Configurations,
Reconciliation Roles,
Reconciliation Roles
Usage
Define the attributes to be used in the reconciliation rule,
such as risk, reconciliation type, and whether they are required.
Configure the roles that you need to support your reconciliation process.
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Page Name
Reconciliation Rule - Rule
Options
Reconciliation Rule -
Instructions
Copy Reconciliation Rule
Define Assignment Levels
Assignment Level -
ChartFields
Reconciliation Statuses and
Reasons
Security - Access Control
Definition Name
GLRN_RECON_RULE
GLRN_RECON_INST
Navigation
General Ledger,
Perform Reconciliation,
Configurations,
Reconciliation Rule, Rule
Options
Usage
Define the parameters to be used for reconciliations that are created from this rule,
which include ledgers and
ChartField values as well as default options for the rule.
Include instructions for reconcilers; information regarding the reconciliation rule as well as supporting attachments.
GLRN_RULE_COPY_SEC General Ledger,
Perform Reconciliation,
Configurations,
Reconciliation Rule, Click the
Copy button
Copy the existing reconciliation rule to create a new rule, supplying a new reconciliation rule name.
GLRN_UNIT_OF_RECON General Ledger,
Perform Reconciliation,
Configurations, Assignment
Level, Define Assignment
Levels
GLRN_UOR_CF_SEC
Specify how ledger balances are to be summarized when reconciliations are created.
Click the ChartField button on the Define Assignment Levels page.
For each Assignment Level,
define the combination of fields and level of summarization for each field.
GLRN_STATUS General Ledger,
Perform Reconciliation,
Configurations, Statuses/
Reasons, Reconciliation
Statuses and Reasons
Configure reconciliation statuses and status change reasons that you need to support your reconciliation process.
GLRN_SEC_STATUS
General Ledger,
Perform Reconciliation,
Configurations,
Reconciliation Rule,
Instructions
General Ledger,
Perform Reconciliation,
Configurations, Security,
Security - Access Control
Configure Workbench privileges by Reconciliation
Role.
Defining Account Reconciliation Rule Attributes
Account Reconciliation Rule Attributes are used in creating reconciliation rules. As these attributes are associated with reconciliation rules, you can use them to query or monitor the reconciliation processes.
For example, you can query all reconciliations that are pending approval and that have a Risk risk attribute value of Very High or those needed for Sarbanes-Oxley compliance.
Account Reconciliation Rule Attributes Page
Use the Account Reconciliation Rule Attributes page (FIN_ATTRIBUTES) to define the attributes to be used in the reconciliation rule, such as risk, reconciliation type, and whether they are required.
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Navigation
General Ledger, Perform Reconciliation, Configurations, Attributes, Account Reconciliation Rule
Attributes
Image: Component Attributes Page
This example illustrates the fields and controls on the Account Reconciliation Rule Attributes page. You can find definitions for the fields and controls later on this page.
Attribute
Enabled
Required
Attribute Value
Default
Enter the attribute name that you want to appear in the reconciliation rule. The attributes that you create here are populated with the designated default attribute value when you create a new reconciliation rule.
Select to activate the attribute. If this check box is deselected,
the attribute does not appear in the reconciliation rule.
Select if this attribute is required to have a value in order to save a reconciliation rule.
Define all of the possible values for an attribute.
Select to designate the default value that will appear in the reconciliation rule for this attribute.
Note: Attributes should be added before you create any Reconciliation Rules. If you add, modify, or enable Attributes after Reconciliation Rules are created, the system does not add the new attributes to the existing rules.
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Setting Up and Performing Account Reconciliation Chapter 19
Defining Reconciliation Roles
Set up your reconciliation roles based on your company’s organizational requirements and policies. You may only require one Reconciler and one Approver, or you may require a more elaborate process.
Reconciliation Roles Page
Use the Reconciliation Roles page (GLRN_CONFIG_USRFNC) to define the user roles to be assigned for each reconciliation process.
Navigation
General Ledger, Perform Reconciliation, Configurations, Reconciliation Roles, Reconciliation Roles
Image: Reconciliation Roles Page
This example illustrates the fields and controls on the Reconciliation Roles Page. You can find definitions for the fields and controls later on this page.
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Recon Role (reconciliation role)
Reconciler
Enabled
Required
Enter a two-character, alphanumeric reconciliation role identifier. Reconciliation Roles added to the configuration appear on the Reconciliation Rule page for default user assignment.
Select to identify the reconciler in order to derive the associated
Approver from the Approval Framework setup. It is possible to have multiple Reconcilers so that one or more persons can work on the same reconciliation, and multiple Approvers can approve the work.
Select to enable a Recon Role. Only Enabled Recon Roles are available for assignment.
If selected, this Recon Role must be assigned a user ID.
Note: Reconciliation Roles must be set up before any Reconciliation Rules are created. If new
Reconciliation Roles are added or enabled after Reconciliation Rules are created, the system does not add them to the Reconciliation Rule (GLRN_RULE_DFUSR).
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Chapter 19 Setting Up and Performing Account Reconciliation
Define and Update Reconciliation Rules
Use the Reconciliation Rule component to define the ChartField combinations that are to be reconciled in a given fiscal year and period. The Reconciliation Rule allows you to specify what ledger balances are to be reconciled and how often the reconciliation should occur, the users involved, due dates, and other attributes.
Reconciliation Rule – Rule Options Page
Use the Reconciliation Rule - Rule Options page (GLRN_RECON_RULE) to define the parameters to be used for a reconciliation, which includes ledgers and ChartField values as well as default options for the rule.
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Navigation
General Ledger, Perform Reconciliation, Configurations, Reconciliation Rule, Rule Options
Image: Reconciliation Rule - Rule Options page
This example illustrates the fields and controls on the Reconciliation Rule - Rule Options page. You can find definitions for the fields and controls later on this page.
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The Reconciliation Rule – Rule Options page defines the parameters for the account reconciliation.
Adhoc Recon
Click this icon to access the Copy Reconciliation Rule page where you can supply a new reconciliation rule name and create a new rule by copying the existing rule.
Select to create adhoc reconciliations. The adhoc reconciliation does not require business unit, ledger, ChartField, and Unit of
Recon information. It is identified by the name of the rule and its due date. A reconciler works on it like other reconciliations.
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Chapter 19 Setting Up and Performing Account Reconciliation
Frequency
Once saved, it is one single unit of work and the reconciler can begin working on it and submit it for approval.
Select the frequency for which the desired reconciliation should occur. This field is for information purposes only and is not used by the Create Reconciliations process.. Values are:
• Daily: Processing begins on the Start Date and again each day thereafter.
• Monthly: (default value) Processing begins on the Start Date and again 1 month from that date.
• Quarterly: Processing begins on the Start Date and again 3 months from that date.
• Weekly: Processing begins on the Start Date and again 1 week from that date.
• Yearly - Processing begins on the Start Date and again 1 year from that date.
Due __ Days Relative to As of Date
Specify when the reconciliation must be completed by entering a number of days relative to the As of Date of the reconciliation.
The number of days that you enter here is added to the As of Date that is specified on the Create Reconciliations run control to determine the Due Date of the reconciliation. For example, if you enter 3 here, and the As of Date on the Create
Reconciliation run control is September 30, the due date is calculated as October 3. Note: The due date calculation only counts business days as according to the Holiday List that is specified within the business unit. If a calculated date falls on a weekend or holiday, it is changed based on the applicable holiday options.
For more information, see "Defining Business Calendars
(PeopleSoft FSCM 9.2: Application Fundamentals)".
See also, Defining a General Ledger Business Unit..
Ledger Options
Ledger Group
Ledger
TimeSpan
Enter a Ledger Group if you intend to have the Create
Reconciliation process calculate balances from a ledger.
Enter a Ledger if you intend to have the Create Reconciliation process calculate balances from a ledger.
Select to determine how to calculate the ledger balance for the reconciliation. Period Activity (PER) is commonly used for income statement accounts while Balance (BAL) is most often used for balance sheet accounts. See Application Fundamentals,
Setting Up Ledgers, Setting Up TimeSpans.
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Setting Up and Performing Account Reconciliation Chapter 19
If No Activity
Auto Approve if Balance Less or
Equal to ___
Select one of the following actions if there has been no activity posted since the last reconciliation for the ChartField values included in the rule:
• Create Recon and Auto Approve
• Create Recon and Require Approval
• Do not Create Reconcilications
Select this option to automatically approve the reconciliation if the ledger balance is within the specified amount. For example,
if you enter 50 USD any balance between -50 and +50 will be automatically approved.
Note: If a reconciliation qualifies for auto-approval, the Create Reconciliations process changes the status of the reconciliation to Approved, records the date and time of the auto-reconciliation, as well as the reason for the auto-reconciliation (Insufficient Activity or Small Balance). This is independent of the
Reason Code on the Reconciliation Workbench.
Other Options
The options that appear in this group box are those that were enabled and configured on the Account
Reconciliation Rule Attributes page. See Account Reconciliation Rule Attributes Page. Attributes
should be added before you create any Reconciliation Rules. If you add, modify, or enable Attributes after Reconciliation Rules are created, the system does not add the new attributes to the existing rules
(GLRN_ATTRIB_TBL). Select an attribute value if you would like to filter your reconciliation for certain attributes.
ChartField Values to Reconcile
Select one or more ChartField Value Sets that contain the ChartField value or values that you want to include in the reconciliation for the specific rule.
Update/New
Select this link to update the selected ChartField Value Set or add a new ChartField Value Set. See Application Fundamentals,
Defining and Using ChartField Value Sets.
Default Assignments
Select a user ID as the default assignment for each reconciliation role that is listed in this group box.
These user IDs are used to populate the assignment when reconciliations are created. The assignment roles that appear on this page are those that were configured on the Reconciliation Roles page. See
Reconciliation Rule – Instructions Page
Use the Reconciliation Rule – Instructions page (GLRN_RECON_INST) to include instruction for reconcilers and information regarding the reconciliation rule as wells as attach supporting documents.
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Navigation
General Ledger, Perform Reconciliation, Configurations, Reconciliation Rule, Instructions
Image: Reconciliation Rule - Instructions Page
This example illustrates the fields and controls on the Reconciliation Rule - Instructions Page. You can find definitions for the fields and controls later on this page.
Scroll Area
Instructions
Attachments
Add detailed instruction text for the reconciliation that will be helpful to those who reconcile, audit, review, and approve the reconciliation. You can add multiple sets of instructions for the reconciliation rule by clicking the Add a New Row button that is located below the Scroll Area.
Add attachments to the reconciliation as supporting documentation. Click the View button to download and view the attachment. Click the Delete button to delete the attached file.
Copy Reconciliation Rule Page
Use the Copy Reconciliation Rule page (GLRN_RECON_COPY_SEC) to copy the existing reconciliation rule and create a new rule, supplying a new reconciliation rule name.
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Navigation
Click the Copy button from the Reconciliation Rule - Rule Options page.
Image: Copy Reconciliation Rule Page
This example illustrates the fields and controls on the Copy Reconciliation Rule Page. You can find definitions for the fields and controls later on this page.
Supply a New Reconciliation Rule name and click OK. You can access the newly-created rule by exiting the current rule and searching for the new name that you created. Once you have accessed the new reconciliation rule, you can modify the existing parameters specific to the new rule as necessary.
Define Assignment Levels Page
The Define Assignment Levels page allows you to define how ledger balances are summarized for each reconciliation that is created. For each Assignment Level required to support your reconciliation process, define the combination of fields and level of summarization for each field. This is done by specifying whether a separate reconciliation should be created for each detail value of a particular ChartField or group of detail values based on a tree node.
Use the Define Assignment Levels page (GLRN_UNIT_OF_RECON) to define an Assignment Level for each type of summarization required by ChartField combinations that you are reconciling each period.
Navigation
General Ledger, Perform Reconciliation, Configurations, Assignment Level, Define Assignment Levels
Image: Define Assignment Levels Page
This example illustrates the fields and controls on the Define Assignment Levels Page. You can find definitions for the fields and controls later on this page.
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Assignment Level
Enter a two-character, alphanumeric assignment level identifier.
Assignment levels added to the configuration will be available on the Reconciliation Set page (if enabled).
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Enabled
ChartField
Setting Up and Performing Account Reconciliation
Select to enable an assignment level. If this check box is not selected, the assignment level is not available to the
Reconciliation Set.
Click the ChartField icon to access the Assignment Level page where you define the fields and level of summarization that are
associated with each Assignment Level. See Assignment Level -
Assignment Level - ChartFields Page
Use the Assignment Level - ChartFields page (GLRN_UOR_CF_SEC), to associate fields and the level of summarization desired for each field for each assignment level.
Navigation
Click the ChartField icon from the Define Assignment Levels page.
Image: Assignment Level - ChartFields page
This example illustrates the fields and controls on the Assignment Level - ChartFields page . You can find definitions for the fields and controls later on this page.
Field Name
Assignment Done At
Select a field to associate with the selected Assignment Level.
In the example presented, the Assignment Level value from the
Assignment Level page is B. Here, the field name selected is
BUSINESS_UNIT.
Options for field rollup are as follows:
• Single Recon Across All Values - (available for Business
Unit only) A single reconciliation is created for the Business
Units being processed.
Note: Since this option combines the base currency balances for the Business Units, it is important to ensure that the
Business Units being processed share the same base currency.
• Nodes at Selected Level –A reconciliation is created for each tree node at the specified level for this ChartField.
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Tree SetID
Tree Name
Level Name
Chapter 19
• Detail Values - A reconciliation is created for each detail value for this ChartField.
You can select more than one field to include in the reconciliation. For example, you can create an Assignment
Level called DF, and select Field Names for both Department and Fund . The Create Reconciliation process will then create reconciliations for each valid department and fund combination.
If you select an Assignment Done At value of Nodes At
Selected Level, the tree fields on this page are enabled. Select the setID of the tree name that you want to select for your field parameters.
Select a tree name. This is a required field for tree assigned parameters.
Select a tree level. This is a required field for tree assigned parameters.
Configuring Reconciliation Statuses and Status Change Reasons
This component allows you to configure reconciliation statuses and associated status change reasons.
Reasons are status-dependent.
Reconciliation Statuses and Reasons Page
Use the Reconciliation Statuses and Reasons page (GLRN_STATUS) to configure reconciliation statuses and status change reasons.
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Chapter 19 Setting Up and Performing Account Reconciliation
Navigation
General Ledger, Perform Reconciliation, Configurations, Statuses/Reasons, Reconciliation Statuses and
Reasons
Image: Reconciliation Statuses and Reasons Page (1 of 3)
This example illustrates the fields and controls on the Reconciliation Statuses and Reasons Page (1 of 3).
You can find definitions for the fields and controls later on this page.
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Image: Reconciliation Statuses and Reasons Page (2 of 3)
This example illustrates the fields and controls on the Reconciliation Statuses and Reasons Page (2 of 3).
You can find definitions for the fields and controls later on this page.
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Image: Reconciliation Statuses and Reasons page (3 of 3)
This example illustrates the fields and controls on the Reconciliation Statuses and Reasons page (3 of 3).
You can find definitions for the fields and controls later on this page.
Status
Status Type
Allow Recreate
Enabled
Reason Grid
Reason
Enabled
Enter a one-character, alphanumeric status identifier. PeopleSoft delivers statuses 0-9. You can modify these or create your own.
Select one of the following delivered values: Waiting to be
Approved, Approved, Denied, Deleted, Pushed Back, or Other.
Since statuses are user-defined, the selected Status Types tell the approval code what Statuses to change from or to.
Select this option to allow reconciliations with this status to be deleted or overridden. This option works together with the security control that is granted to the user. Both conditions have to be present to allow a user to delete a reconciliation. The
Create Reconciliation batch process also looks to this option to decide whether existing data can be overridden.
Select to enable the status tracking of reconciliations.
Enter possible reasons for each status to be used in the approval process.
Select to activate the reason for the status so that it may be used in the reconciliation process.
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Setting Up and Performing Account Reconciliation Chapter 19
Configuring Security (Workbench Access)
This component allows you to configure Workbench access for each enabled Reconciliation Role. The same user that is assigned as Reconciler for one unit of work may be assigned as an Approver for another.
Security control applies after assignments are done for each reconciliation. Before any Reconciliation
Roles are assigned, Component Security is used to control access of Reconciliation Rule, Reconciliation
Set, Assignment, and so on.
Note: ChartField Security is not available for the GL Account Reconciliation feature; however, if you implement ChartField Security for your system, users without proper ChartField access are not able to perform reconciliation on ChartFields that they cannot access. See "Understanding ChartField Security
(PeopleSoft FSCM 9.2: Application Fundamentals)"
Security – Access Control Page
Use the Security – Access Control page (GLRN_SEC_STATUS) to configure Workbench access at the
Reconciliation Role level.
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Chapter 19 Setting Up and Performing Account Reconciliation
Navigation
General Ledger, Perform Reconciliation, Configurations, Security, Security - Access Control
Image: Security - Access Control Page
This example illustrates the fields and controls on the Security - Access Control Page. You can find definitions for the fields and controls later on this page.
Reconciliation Role
Select the reconciliation role for which to view or update security access control.
Fields User Can Update
Select the fields that the selected Reconciliation Role can update on the Reconciliation Workbench.
Assignment Access Control
Select a Super User Role ID (PeopleTools role) that has the ability to update any assignment. Also enable the assignments that this reconciliation role can perform on the Reconciliation Workbench.
In the bottom grid, the Description column lists the possible statuses; the columns to the right of the statuses list the actions that the role can perform on the Workbench when a reconciliation is in the status shown in the first column. Select to enable those actions that apply to each status for the given
Reconciliation Role.
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Setting Up and Performing Account Reconciliation Chapter 19
Defining Reconciliation Sets and Creating Reconciliations
This section discusses how to:
• Define and update reconciliation sets.
• Generating reconciliations and default assignments of responsibility.
Pages Used to Define Reconciliation Sets and Create Account
Reconciliations
Page Name Definition Name Navigation Usage
Reconciliation Set GLRN_RECON_SET General Ledger, Perform
Reconciliation, Reconciliation
Set
Associate reconciliation rules with one or more Business
Units to process for one or several reconciliations.
Create Reconciliations GLRN_CREATEUOW_REQ General Ledger, Perform
Reconciliation, Reconciliation
Set, Click the Create
Reconciliations button Or
General Ledger, Perform
Reconciliation, Create
Reconciliation, Create
Reconciliations
Run the process to create reconciliations for the specified As of Date including default assignments.
Defining and Updating Reconciliation Sets
The Reconciliation Set provides the system with the required information to create reconciliations.
You can select to process one or several reconciliation rules for one or several business units at once.
Assignments can be made once the reconciliations are generated.
Reconciliation Set Page
Use the Reconciliation Set page (GLRN_RECON_SET) to define the parameters for creating one or several account reconciliations.
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Chapter 19 Setting Up and Performing Account Reconciliation
Navigation
General Ledger, Perform Reconciliation, Reconciliation Set
Image: Reconciliation Set Page
This example illustrates the fields and controls on the Reconciliation Set page. You can find definitions for the fields and controls later on this page.
The Reconciliation Set page
Scroll Area
Effective Date
Business Unit From and Business
Unit To
Reconciliation Rule
Assignment Level
Create Reconciliations
Select a date from which the Reconciliation Set is effective,
making sure that the date is inclusive of the effective date of the
Reconciliation Rules that you want to process.
Select the desired business unit range for which to create the reconciliation.
Select the desired Reconciliation Rule to create reconciliation for the set.
Select the desired assignment level from the options to create reconciliation. The available options are those that are enabled
on the Define Assignment Levels page:
Click to create the reconciliation(s) for the reconciliation set. If you have the proper security for your role as according to the selected Reconciliation Rule or Rules, you will be presented with the Create Reconciliations run control page where you launch the Create Reconciliation process (GLRN_CREATE),
which associates Reconciliation Rules with an assignment level and creates reconciliations with calculated balances and default
assignments. See Create Reconciliations Page
Generating Reconciliations and Default Assignments
The Create Reconciliations page is the run control page that you use to launch the GLRN_CREATE
Application Engine process. This process creates a row for each reconciliation as defined in the
Reconciliation Sets for the specified As of Date. The process populates this data in the Account
Reconciliation table (GLRN_RECON_TBL). It also initially populates the assignments of responsibility in the Reconciliation Assignments table (GLRN_RECON_ASSN) with the defaults that are defined in the
Reconciliation Rule.
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Create Reconciliations Page
Use the Create Reconciliations page (GLRN_CREATEUOW_REQ) to run the process that creates each reconciliation as defined in the specified Reconciliation Sets.
Navigation
General Ledger, Perform Reconciliation, Reconciliation Set, Click the Create Reconciliations button Or
General Ledger, Perform Reconciliation, Create Reconciliation, Create Reconciliations
Image: Create Reconciliations Page
This example illustrates the fields and controls on the Create Reconciliations page. You can find definitions for the fields and controls later on this page.
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As of Date
Reconciliation Set
Copy Assignments from Previous
Previous Recon As Of Date
Recreate If Already Exist
Initial Status
Select the date for the system to use in calculating account balances for the selected reconciliation set. The appropriate fiscal year and accounting periods are determined based on the calendar for the Business Unit, Reconciliation Rule and Ledger being processed.
Select the reconciliation set for which you want to create reconciliations.
Select this check box to copy the assignments from a previous
As of Date that was processed for this reconciliation set.
Assignments can also be updated using the Reconciliation
This field appears if you selected the Copy Assignments from
Previous check box. Specify the As of Date of the previous reconciliation so that the system processes the assignments from the correct data set.
Select this option to delete and recreate existing reconciliations if the same request has been processed before. If one or more reconciliation rows have statuses that do not allow recreation ( for example, already In Progress), then the process will stop to prevent the system from accidentally overriding reconciliation works.
Select the status that you want to assign initially to the reconciliations created. The process will populate the new reconciliation rows with this status that you select. Only the statuses that are enabled to Allow Recreate (from the
Reconciliation Statuses and Reasons page) can be selected here.
See Reconciliation Statuses and Reasons Page .
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Chapter 19 Setting Up and Performing Account Reconciliation
Updating Assignments for Reconciliation Responsibility
Assignments refer to the administrator, reconciler, owner, reviewer, and approver assigned to a particular reconciliation. Before performing reconciliations for a period, an organization typically updates their assignments to reflect any ChartField value maintenance or personnel changes that have occurred since the previous period.
Use the Reconciliation Assignment component to query and update assignments for one or more reconciliation.
Page Used to Update Assignments for Reconciliation Responsibility
Page Name Definition Name Navigation Usage
Reconciliation Assignment GLRN_ASSGN General Ledger, Perform
Reconciliation, Assignments,
Reconciliation Assignment
Queries and updates assignments for one or more reconciliation unit of work.
Updating Assignments
Initial assignments are created by running the Create Reconciliations process. This process uses the As of Date that you supply to retrieve the active Reconciliation Rules, determines the ChartFields to be reconciled, and assigns default users to the enabled roles (reconcilers, owners, reviewers, approvers, and so on) for the reconciliations.
Reconciliation Assignment Page
Use the Reconciliation Assignment page (GLRN_ASSGN) to update the default assignments as necessary. When the assignment for Reconciler is saved or applied, the Status for that reconciliation becomes Newly Assigned.
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Navigation
General Ledger, Perform Reconciliation, Assignments, Reconciliation Assignment
Image: Reconciliation Assignment Page (1 of 2)
This example illustrates the fields and controls on the Reconciliation Assignment Page (1 of 2). You can find definitions for the fields and controls later on this page.
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Supply any search criteria to find the reconciliation(s) for which you want to update assignments.
The criteria fields for each reconciliation are populated based on the Reconciliation Rule for the respective reconciliation. Click the Search button to retrieve the reconciliation information results in the
Reconciliations grid. The Search Criteria section collapses and the results in the Reconciliations section are presented on the Chartfields tab (shown above) and the Assignments tab (below):
Image: Reconciliation Assignment Page (2 of 2)
This example illustrates the fields and controls on the Reconciliation Assignment page - Assignments tab). You can find definitions for the fields and controls later on this page.
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Select the row (or rows) for which you want to make assignment changes. Select the Assignments tab and the Select check box to update the user ID for the roles individually; or select several rows to update at once, using the Assign and to fields to select the role and user ID values, then click Apply or Save. When the assignment for Reconciler is saved or applied, the Recon Status for that row is switched to Newly
Assigned. Click the Save Search button to save your criteria for re-use.
Calculating Balances and Archiving Reconciliations
The Calculate Balances process (GLRN_CALC) calculates the ledger account balances for the reconciliation and updates the GLRN_RECON_TBL. The reconciler then uses the balances, among other documents, to work on the account reconciliation. The ledger balances for a reconciliation are calculated initially when you run the Create Reconciliation process. If you need to update the balances after creating the reconciliation, you can use this run control page to recalculate.
Page Name
Calculate Balances
Definition Name Navigation
GLRN_CALCULATE_REQ General Ledger, Perform
Reconciliation, Calculate
Balances, Calculate Balances
Usage
Calculate the ledger balances for the ChartField values designated in the reconciliation; archive and recalculate reconciliations, or delete and recreate.
Calculating Balances and Archiving Reconciliations
Use the Calculate Balances run control page (GLRN_CALCULATE_REQ) to launch the GLRN_CALC
Application Engine process, which updates the CALC_NET_AMT field of the GL Reconciliation table for the corresponding rows.
Navigation
General Ledger, Perform Reconciliation, Calculate Balances, Calculate Balances
Image: Calculate Balances Page
This example illustrates the fields and controls on the Calculate Balances Page. You can find definitions for the fields and controls later on this page.
Select the Reconciliation Set(s) to process and the associated As of Dates.
Business Unit From and Business
Unit To
(Optional) Enter a range of business unit values to process for the reconciliation. Business Unit values specified here can be a subset of what is specified in the Reconciliation Set.
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Setting Up and Performing Account Reconciliation Chapter 19
If Balance Exists
Select one of the following options if the balance for the reconciliation has been calculated previously:
• Archive – Save & Re-Calculate – the old amount is saved to the Reconciliation History table along with the process instance and the Date/Timestamp.
• Override – Delete and Recreate – the old amount is deleted and the reconciliation is recreated.
• Skip – Do Not Re-Calculate – select this option if you do not want the process to recalculate the balance for the
Reconciliation Set.
Note: You can use Archive Manager to retain an offline history of reconciliations.
Managing Reconciliations Using the Reconciliation Workbench
This section discusses how to perform:
• Search For Reconciliations
• Update Reconciliations
• Reconciliation Workbench Action Security
• Reconciliation Approval
• Retention of Reconciliations
Pages Used to Manage Reconciliations
Page Name Definition Name
Reconciliation Workbench GLRN_WB
Work Reconciliation -
Instructions
Work Reconciliation -
Attachments
GLRN_WB_INST_SEC
GLRN_WB_ATTA_SEC
Navigation
General Ledger, Perform
Reconciliation, Workbench,
Reconciliation Workbench
Usage
Reconcile review, maintain and approve reconciliations.
General Ledger, Perform
Reconciliation, Workbench,
Reconciliation Workbench,
Work ReconciliationClick the
Instructions link.
Review and add any special instructions for the reconciliation.
General Ledger, Perform
Reconciliation, Workbench,
Reconciliation Workbench,
Work ReconciliationClick the
Attachments link.
Review and attach supporting documents for the reconciliation.
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Page Name
Work Reconciliation - Add
Comments
Definition Name
GLRN_WB_CMMT_SEC
Navigation Usage
General Ledger, Perform
Reconciliation, Workbench,
Reconciliation Workbench,
Work ReconciliationClick the
Comments link.
Review and add detailed comments regarding any issues to address among the roles.
Managing Reconciliations
Add a new inquiry name or select an existing inquiry name, and enter optional search criteria to locate the reconciliation that you want to manage, either as reconciler, reviewer, or approver. You can define and save search criteria to be used to retrieve the reconciliations.
The actions that are available for you to perform on the Reconciliation Workbench are dependent upon
your role assignments (from the Reconciliation Assignment Page (Assignments tab) and the action
For example, only reconciliations where the user ID is defined as a reconciler are displayed and only reconciler actions are available to that user ID. Similarly, only reconciliations where the user ID is the current approver within the approval path are displayed and only approver actions are available to the user.
Reconciliation Workbench Page
Use the Reconciliation Workbench page (GLRN_WB) to reconcile, review, maintain, and approve reconciliations.
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Setting Up and Performing Account Reconciliation Chapter 19
Navigation
General Ledger, Perform Reconciliation, Workbench, Reconciliation Workbench
Image: Reconciliation Workbench Page
This example illustrates the fields and controls on the Reconciliation Workbench Page. You can find definitions for the fields and controls later on this page.
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Search Criteria - Status and Dates
Status
Select the system-maintained status of the reconciliation that you want to manage. Status values are:
• Approved - Reconciliation is complete. The reconciler has completed their work and no additional approvals are required. If you save a change to an Approved reconciliation, the status is set back to Reconciliation in
Progress and the reconciliation must be re-approved.
• Cancelled – Reconciliation no longer needs to be completed for this period; however, it is retained for audit purposes. To prevent deletion, no additional actions are allowed.
• Deleted - Reconciliation is physically removed. These are usually reconciliations created by mistake and no audit trail is needed.
• Denied: - Approver has denied approval. Reconciler must make changes and resubmit.
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Chapter 19 Setting Up and Performing Account Reconciliation
As of Date From/To
Due Date From/To
Past Due
• Hold - Reconciliation cannot proceed for some reason and has been temporarily suspended.
• New/Assigned: - No action has been taken as yet.
• Not Assigned - No assignments have been made.
• Pushed Back - Reconciliation cannot proceed until an issue is addressed. The Reason field or Comments link may be used to provide more information. Reviewer could be used to indicate whose attention is required.
• Reconciliation In Progress - Reconciler has selected this status to indicate that reconciliation work has begun.
• Waiting for Approval - Reconciler or approver has completed their work and submitted the reconciliation for further approval.
Enter a date range to retrieve reconciliations with As Of dates within the specified range.
Enter a date range to retrieve reconciliations that have due dates within the specified range. The Due Date of a reconciliation is calculated by the Create Reconciliations process based on the
Due Date Option on the Reconciliation Rule or entered by the user.
Select to retrieve only those reconciliations that are past their due dates.
Search Criteria - Rule and Options
Enter criteria to further limit your search for the reconciliations that you want to retrieve. You can select to limit your search by reconciliation set, reconciliation rule, adhoc reconciliation, ledger group, ledger, frequency, business unit, assignment level, and so on. The attributes that appear in the workbench for
filtering values are those that were enabled on the Account Reconciliation Rule Attributes Page.
ChartField Search Criteria
The ChartField Search Criteria box contains a search field for each ChartField that is included in an enabled Assignment Level. If a ChartField is summarized in one Assignment Level as detail values and in another as tree nodes, a separate search field for each is displayed. For example:
• Department - Search for a specific Department detail value.
• Department Node - Search for a specific Department tree node.
Reconciliation Workbench - ChartFields tab
Once you enter your criteria and click the Search button, the reconciliations that match your criteria display in the Reconciliations section.
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Note: If a reconciliation is created with an incorrect value in one of the display-only fields (for example, ledger, ChartFields, and so on), the reconciliation must be canceled or deleted and recreated.
Image: Reconciliation Workbench - ChartFields tab
This example illustrates the fields and controls on the Reconciliation Workbench - ChartFields tab. You can find definitions for the fields and controls later on this page.
Go
548
Due Date
Reason
Search
Save Search
Select
Action
Click this button to retrieve reconciliations that meet the criteria.
You can retrieve all reconciliations by leaving criteria fields blank and clicking the Search button.
Click to save your search criteria for the specific Inquiry Name.
Select the reconciliation row(s) for which to perform an action,
select the action to perform from the drop-down list and click the Go button. This field is common to all tabs in the
Workbench.
Once you have reviewed the information and completed the intended reconciliation work for your role, select the check box(es) in the Select column, and select the appropriate Action option. Possible values are: Approve, Cancel, Deny, Mark as
Deleted, Mark as Hold, Mark as In Progress, Mark as Newly
Assigned, Mark as Not Assigned, Push Back, or Submit for
Approval. The actions that appear for selection depend on the user’s role as well as the current reconciliation status. See Status
field on the Reconciliation Workbench.
Click this button to apply the selected action to the selected reconciliation(s). The selected reconciliation(s) are edited to ensure the requested action is valid. Any reconciliation with a status that is not valid for the requested action is identified in an error message. To correct the issue, either deselect the invalid reconciliation(s) or change the requested action.
This date is calculated based on the As Of Date provided when running the Create Reconciliation process and the Due ___ Days
Relative to As Of Date field from the Reconciliation Rule. You can change the due date if your role has the proper security. See
Configuring Security (Workbench Access).
If your user ID is assigned a role with proper security access,
you can provide a reason for the selected action. Available
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Chapter 19 Setting Up and Performing Account Reconciliation
Save Changes
<ChartFields>
Start Date
Complete Date
reasons are defined on the Reconciliation Statuses and Reasons
Click this button to save any changes that you have made to the reconciliation fields.
All active ChartFields are displayed (display only).
Enter the start date for the reconciliation work to begin.
Enter the completion date of the reconciliation work.
Reconciliation Workbench – Assignments tab
Click the Assignments tab within the Reconciliations section of the Reconciliation Workbench. Review and update the current assignments as security allows. The user ID assignments that appear on this tab for each role are derived initially from the default values on the Reconciliation Rule, or as updated on the
Reconciliation Assignment page:
Image: Reconciliation Workbench - Assignments tab
This example illustrates the fields and controls on the Reconciliation Workbench - Assignments tab. You can find definitions for the fields and controls later on this page.
Select
<Role>
Select this check box for those rows that you want to update.
Displays user IDs that are currently assigned to each role that is enabled for reconciliation. If a role is not enabled, it does not display on the Reconciliation Workbench.
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Setting Up and Performing Account Reconciliation Chapter 19
Reconciliation Workbench - Work Reconciliation tab
Use the Work Reconciliation tab of the Reconciliation Workbench to view and update the reconciliation work details, such as calculations, instructions, comments, and attachments.
Image: Reconciliation Workbench - Work Reconciliation tab
This example illustrates the fields and controls on the Reconciliation Workbench - Work Reconciliation tab. You can find definitions for the fields and controls later on this page.
550
Instructions
Expected Amount
Calculated Amount
Base Amount
Period End Date
Calculate
Comments
Attachments
Select this link to access the Reconciliation Rule – Instructions page to review or add any special instructions specific to the reconciliation and attach supporting documents. See
Reconciliation Rule - Instructions Page, Reconciliation
Enter the expected total amount for the reconciliation work.
Displays the calculated ledger balance of the field values as defined for the reconciliation within the reconciliation rule for the specified TimeSpan and As-of-Date.
Display the calculated amount in the base currency of the business unit.
Calculated based on the As of Date of the reconciliation.
Click to recalculate the Calculated Amount and Base Amount for the reconciliation.
Click this link to access the Reconciliation Workbench –
Comments page to review or add any relevant comments for the
reconciliation. See Workbench Reconciliation - Add Comments page.
Click this link to access the Reconciliation Workbench –
Attachments page to review or add supporting documents for the reconciliation that will be helpful to auditors and other
reviewers or approvers. See Workbench Reconciliation -
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Chapter 19 Setting Up and Performing Account Reconciliation
Workbench Reconciliation - Add Comments Page
Use the Workbench Reconciliation – Add Comments page (GLRN_WB_CMMT_SEC) to add or review comments about the reconciliation.
Navigation
General Ledger, Perform Reconciliation, Workbench, Reconciliation Workbench, Work
ReconciliationClick the Comments link.
Image: Workbench Reconciliation - Add Comments Page
This example illustrates the fields and controls on the Workbench Reconciliation - Add Comments Page.
You can find definitions for the fields and controls later on this page.
Reconcilers, reviewers, or approvers can add comments on this page that relate to the reconciliation depending on their assigned security. When they click the OK button, a comment number is assigned and their User ID and Date/Time Stamp are recorded next to their comment.
Workbench Reconciliation - Attachments Page
Use the Workbench Reconciliation – Attachments page (GLRN_WB_ATTA_SEC) to review and attach supporting documents for the reconciliation.
Navigation
General Ledger, Perform Reconciliation, Workbench, Reconciliation Workbench, Work
ReconciliationClick the Attachments link.
Image: Work Reconciliation - Attachments Page
This example illustrates the fields and controls on the Work Reconciliation - Attachments Page. You can find definitions for the fields and controls later on this page.
Reconcilers, reviewers, or approvers can add supporting documents as attachments on this page that relate to the reconciliation depending on their assigned security.
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Setting Up and Performing Account Reconciliation Chapter 19
Defining Approval Workflow for Account Reconciliation
All account reconciliations require approval using PeopleSoft Approval Framework (AF). Reconcilers
the Submit for Approval action.
For information regarding Approval Framework for General Ledger, see Understanding Configurable
Workflow. See also product documentation for PeopleSoft Approval Framework.
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Chapter 19 Setting Up and Performing Account Reconciliation
Configuring Approval Framework for Reconciliations
PeopleSoft delvers a default Approval Framework structure for the Account Reconciliation process. You can access the Process ID, GLReconciliationApproval, to view or modify settings if needed (Enterprise
Components, Approvals, Approvals, Transaction Registry, Register Transactions).
Image: Register Transactions page
This example illustrates the GLReconciliationApproval Process ID used in Approval Framework for account reconciliations:
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Setting Up and Performing Account Reconciliation Chapter 19
View the settings on the Configure Transactions page, Process ID, GLReconciliationApproval,
(Enterprise Components, Approvals, Approvals, Transaction Configuration, Configure Transactions).
Image: Configure Transaction page
This example illustrates the fields and controls on the Configure Transaction page for the
GLReconciliationApproval Process ID:
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Chapter 19 Setting Up and Performing Account Reconciliation
View the settings on the Setup Process Definitions page, Process ID, GLReconciliationApproval,
(Enterprise Components, Approvals, Approvals, Approval Process Setup, Setup Process Definitions).
Image: Setup Process Definitions page
This example illustrates the fields and controls on the Setup Process Definitions page for the
GLReconciliationApproval Process ID:
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Setting Up and Performing Account Reconciliation Chapter 19
View the settings on the User List Definition page, Process ID, GLReconciliationApproval, (Enterprise
Components, Approvals, Approvals, User List Setup, User List Definition).
Image: User List Definition page
This example illustrates the fields and controls on the User List Definition page for the User List,
ReconApprovers:
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Chapter 20
Managing Interim and Year End Closing
Managing Interim and Year End Closing
These topics provide an overview of interim and year end closing and discuss how to:
• Perform interim closing.
• Perform year end closing.
• Define closing rules.
• Define closing process groups.
• Run the Close Application Engine process (GLPCLOSE).
• Process an undo close.
• Produce interim and year end closing reports.
Understanding Interim and Year End Closing
This section discusses:
• Interim versus year end closings.
• Single versus multiple retained earnings accounts closings.
• Closings that use book codes and balance sheet indicators.
• Separate debit and credit options for opening and closing periods.
Interim Versus Year End Closings
Although most companies must close profit and loss accounts to retained earnings only once a year, some companies may close as often as once a day. General Ledger enables you to run closing as frequently as need through interim (net income) closings. The system also provides year end closing on the Account and Alternate Account (statutory) ChartFields.
Interim and year end closings are similar in that they both close profit and loss (P/L) accounts to retained earnings. However, there are differences in the capabilities of each type of closing. This section identifies the differences and similarities of the two types of closings.
This table describes the differences between interim and year end closing:
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Interim Close Year End Close
Enables you to close periods within a fiscal year (for example,
daily or monthly) on the Account ChartField.
Because the intent of the interim close is to close P/L accounts,
it is required that the Account ChartField be included in the
CFV set.
Enables year end close. Closes the year that you specify on the Account ChartField, the Alternate Account ChartField, or both.
Define only one closing rule within a closing process group for processing.
Enables you to define more than one closing rule within a closing process group for processing year end close. This allows you to create closing accounting entries to accounts besides the customary retained earnings accounts.
Enables you to select some or all P/L accounts to be closed.
Note: Because the intent of the interim close is to close P/
L accounts, it is required that the Account ChartField be included in the ChartField value set (CFS).
Unless the Set Default Retained Earnings option is set to Off,
all P/L accounts are closed.
Note: This option is not available when the Balance Sheet
Indictor option is selected.
Does not carry forward closing balances.
Carries forward closing balances to beginning balances for balance sheet accounts.
If closing is not performed for all book codes and balance sheets, closing balances carried forward to beginning balances are balanced for only the set of accounts defined by the closed book codes or the closed balance sheets.
Creates journal entries that you post during or after the closing process.
Directly updates the ledger.
Optionally, creates journal entries for those companies that require journal entries for any transaction that affects ledger balances.
Creates optional offsetting entries into alternative ChartField values.
Creates offsetting entries into source P/L ChartField values in the ledger.
If using interim close with offsetting entries, then you must select the offset to the retained earnings account as the target retained earnings for the year end close.
Closes selected adjustment periods.
Includes Account in P/L ChartFields.
Automatically closes all adjustment periods for the year.
Includes Account or Alternate Account in P/L ChartFields.
Single Versus Multiple Retained Earnings Account Closings
In either interim or year end closings, General Ledger enables you to close P/L to a single retained earnings account or to multiple retained earnings accounts.
Closing to a Single Retained Earnings Account
When you close to a single retained earnings, you can close all P/L accounts to a single retained earnings account. You can also close the P/L accounts to a single retained earnings account and break the amount down by other ChartFields (for example, Project or Department). This flexibility enables you to track profit and loss more effectively.
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Chapter 20 Managing Interim and Year End Closing
410015
410016
410020 through
410029
All closing rules require the Account ChartField, the Alternate Account ChartField, or both. You can close only these ChartFields, or you can combine the Account ChartField with other ChartFields such as Department, Product, or Project ID. For example, if you want to track department-specific retained earnings, you combine the Account ChartField with the department ChartField. During the closing process, the department totals still close to a single retained earnings account, but the system generates separate ledger entries for each department.
Closing to Multiple Retained Earnings Accounts
When you close to multiple retained earnings, you distribute P/L to multiple retained earnings accounts based on appropriate criteria for the business. For example, you might distribute profit and loss based on specific P/L accounts or based on departments. You close a specific group of ChartField values to a single retained earnings account, but you close other specific groups of ChartField values to other single retained earnings accounts. ChartField value sets facilitate this process.
ChartField value sets enable you to define combined ChartField values that the system uses for source data during the General Ledger closing process. For example, you can create one ChartField value set for the income statement accounts used in interim closing and another set to use in year end closing. When you define closing rules for the interim close or the year end close, you select the appropriate ChartFields value sets.
Here is an example of closing to multiple retained earnings accounts. In this example, P/L accounts 41000
− 410010 and 410015 and 410016 close to retained earnings account 360100, and P/L accounts 410020 −
410029 close to retained earnings account 360200:
P/L Accounts
41000 through
410010
ChartFields Value Set
CFVS 1
Retained Earnings Account
360100
CFVS 1a
CFVS 2 360200
You can set up value sets that combine P/L account with the Department ChartField and the Product
ChartField, or use whatever combination you need to track profit and loss.
Related Links
"Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)"
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Managing Interim and Year End Closing Chapter 20
Closings With Book Codes and Balance Sheet Indicators
Book codes are both an account attribute and balancing ChartField. You can use book codes to group
Account ChartField values for the recording of transactions under different accounting rules in the same business unit and ledger. For example, you can use book codes to record corporate versus local transactions when different accounting rules apply. In this case, you might create the book codes C, L, and
B to classify accounts as corporate (C), local (L), or both (B).
For accounts with book code values that can be overridden, you must select a book code to avoid receiving a warning message. A book code is fixed for an account that cannot be overridden, and the system enters it automatically. If you retain a book code for the offset, you must also retain it for the retained earnings ChartFields, and it must be a book code that can be overridden. For the default retained earnings account, you can select only a book code that can be overridden.
In addition, the PeopleSoft system comes with standard balancing attributes for Account ChartField values to segregate and maintain separate transactions within a business unit and ledger for BS (balance sheet) and OB (off balance sheet) transactions.
Use book code and balance sheet indicators to create subsets or groups of accounts within a ledger that correspond to different accounting rules. When the closing edit is run, the system verifies the values of the book code and balance sheet indicator for the retained earnings account.
When a retained earnings book code is fixed, either the account cannot be overridden or a fixed book code is entered. Only the entries from the source with the same book code are closed. Similarly, only the entries with the same balance sheet indicator value as the retained earnings account are closed.
Consider the following example. To close subsets separately, you must create ChartField value sets that specify the accounts that the system closes together. You use a book code, a balance sheet indicator, or both:
ChartField Value Set
CFV1
CFV2
CFV3
CFV4
CFV5
CFV6
Account Book Code
Account Rollup INCSTMNT B
Account Rollup INCSTMNT B
Account Rollup INCSTMNT C
Account Rollup INCSTMNT C
Account Rollup INCSTMNT L
Account Rollup INCSTMNT L
BS
OB
BS
OB
Balance Sheet Indicator
BS
OB
Note: Check balances by running a query on period 0 for the book codes used for year end close. Year end close carries forward all ending balances to beginning balances for balance sheet accounts, including balances for both closed and open book codes.
Separate Debit and Credit Options for Opening and Closing Periods
On the Year End Close Options page, there are two options that you can use for year end close only when your database is configured for separate debit and credit:
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Chapter 20 Managing Interim and Year End Closing
0
0
• Initialize DR/CR with Net Bal (initialize debit/credit with net balance): Select to populate account amounts in the opening period (0) for the year being opened with the net debit/credit balance from the year being closed.
• Close DR/CR with Net Balance: Select to populate account amounts in the closing period 999 for the year being closed with the net debit/credit balance.
If you do not select these options, the debit balances and credit balances are treated separately—they are not netted for period 999 and period 0.
SeeUsing Separate Debit and Credit .
Setup for Opening and Closing Period Examples
In the following examples, the headings are:
• Total is the amount stored in POSTED_TOTAL_AMT.
• DR is the amount stored in POSTED_TOTAL_DR.
• CR is the amount stored in POSTED_TOTAL_CR.
Assume the following balances at the beginning of year 20X6, which are rolled forward from the closing of year 20X5:
Period
0
Account
100000
Total
30000
DR
40000
CR
−10000
210000
360000
−20000
−10000
10000
5000
−30000
−15000
7
7
Assume the following transactions occurred during the year 20X5:
Period
7
Account
403000
Total
−80000
DR
3000
500000
100000
65000
15000
71000
17000
CR
−83000
−6000
−2000
Period 999 Amounts if the Close DR/CR with Net Balance Option is Checked
Assume the equity account is 360000.
The close uses the total net amount. If the net amount is positive, it is recognized by the system as a debit and a negative offset amount (credit) is generated for period 999.
If the net amount is negative it is recognized by the system as a credit and a positive offset amount (debit) is generated for period 999.
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Managing Interim and Year End Closing
The closing entries generated for period 999 for year 20X5 are net amounts:
Period Account Total DR
999
999
403000
500000
80000
−65000
80000
0
999 360000 −15000 0
CR
0
−65000
−15000
Chapter 20
0
0
Period 999 Amounts If the Close DR/CR with Net Balance Option is Not Checked
If the Close DR/CR with Net Balance option is not checked, the system generates entries for the DR amount and CR amounts separately.
The system generates an amount with a numerical sign that results in the sum of the DR amounts for the P&L accounts from period 1 to 999 to equal 0, and also generates an amount so that the sum of CR amounts for the P&L accounts from period 1 to 999 also equal 0.
The closing entries generated with opposite numerical signs in period 999 for the year 20X5 for the debit and credit columns are:
Period Account Total DR CR
403000
500000
−80000
−65000
−3000
−71000
83000
6000
0 360000 −15000 74000 −89000
0
0
Period 0 Amounts When the Initialize Dr/CR with Net Bal Option is Checked
If the Initialize DR/CR with Net Bal option is checked, the opening entries in period 0 for year 20X6 are:
Period Account Total DR CR
100000
210000
45000
−20000
45000
0
0
−20000
0 360000 −25000 0 −25000
Period 0 Amounts When the Initialize Dr/CR with Net Bal Option is Not Checked
If Initialize DR/CR with Net Bal option is not checked, the opening entries in period 0 for year 20X6 are:
Period Account Total DR CR
0 100000 45000 57000 −12000
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Chapter 20
Period
0
0
Account
210000
360000
Total
−20000
−25000
DR
10000
79000
Managing Interim and Year End Closing
CR
−30000
−104000
Performing Interim Closing
This section provides an overview of interim closing and discusses how to:
• Perform interim closing procedures.
• Interpret the results of interim closing.
Understanding Interim Closing
The only source for interim closings is journals. Interim closing is similar to year end closing except that it does not create carryforward balances. Other differences are discussed in the following topic:
See Interim Versus Year End Closings.
The interim closing process provides flexibility in tracking profit and loss by enabling you to:
• Close frequently.
You can transfer net income to retained earnings as often as needed. For example, financial institutions may need to close P/L to retained earnings daily, but other companies may close to retained earnings monthly. You include only the transactions that have been posted to the specified period since the last interim close.
• Maintain closing consistency.
The interim closing process depends on a consistent use of periods for interim closing throughout the year. You must maintain daily, monthly, or quarterly interim closings on a consistent basis, or you must perform a closing undo after any ad hoc interim close. You must also complete all interim closes for the year. The year end close uses the specified interim close offset account as the target retained earnings account. The offset is a contra-equity account that is zeroed-out against the P/L accounts to arrive at the correct year end retained earnings amount.
• Integrate interim and year end close.
When you integrate the interim close into the year end close process, the offset account in interim close is similar to an income summary account (which is an intermediate account used to summarize revenue and expense accounts before posting net income to retained earnings). The interim close process is similar to posting net income to retained earnings. Use of the interim close offset account as the target account in year end close is similar to summarizing the revenue and expense accounts to the income summary account. The offset account must net to zero after the final interim close for the applicable period and the year end close processes are run. You verify the results when the year end close process results in a zero balance for the interim close offset account.
• Identify specific P/L distribution accounts.
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You can identify the specific accounts to close, as well as the retained earnings accounts to which they are distributed. These can be the same as the retained earnings accounts that you use for year end close. Furthermore, you can close only part of the chart of accounts (rather than the entire ledger) during an interim close.
• Maintain an audit trail.
You maintain the audit trail by creating alternative offsets to the retained earnings entries. In addition, you identify the offset account values.
• Create supporting journal entries.
The system creates journals from the results of the interim close. Create a journal ID mask for these transactions to easily identify the closing journals.
• Select target currency for retained earnings.
If you manage financial information in multiple currencies, you can select the currency for the retained earnings amounts.
Note: If you must undo a close, the system uses the journal entries to back out the changes made by the interim close.
Important! If you use multiple currencies, perform a revaluation of the currency balances before you run the interim closing process.
Performing Interim Closing Procedures
Interim closing involves three major tasks.
To perform an interim close:
1. Define ChartField value sets.
You define the sets of values for the ChartFields that you want to use as the source for the interim closing. These can be the same value sets of ChartFields that you use for year end closing or different value sets. They can include some or all the values in your chart of accounts.
Note: Because the intent of the interim close is to close P/L accounts, it is required that the Account
ChartField, be included in the ChartField value set (CVS).
Specifically, you create ChartField value sets for the ChartFields that are closed to retained earnings.
(ChartField value sets are defined on the ChartField Value Set page.)
To enhance performance, use fewer ChartFields in the ChartField value set (CVS) whenever possible.
Also, use fewer ChartField combinations. For example, if all other things are equal, it takes less time to close from five CVSs, all with ACCOUNT, DEPTID, and PRODUCT, than to close from three
CVS with ACCOUNT, DEPTID, and PRODUCT and two CVSs with ACCOUNT, DEPTID, and
OPERATING UNIT.
2. Define closing rules.
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Define the rules for the interim close. You define closing rules using the Closing Rules component
(CLOSE_DEFN).
Specifically, you must identify:
• Which time frame to close (for example, beginning of year to current date).
• Which P/L accounts to close to the various retained earnings accounts.
• Which currency to use as the target currency.
• Which adjustment periods to close (or whether to exclude them at all).
• Which book codes and balance sheet indicators to close (or whether to close to an account that can be overridden and retain book codes).
• Whether to edit, budget-check, and post journals.
• Whether to create offset accounts.
3. Run a closing request.
You run interim close using the Close Request page. When you request that the interim close be processed, you identify:
• Which ledger group or ledger (or both) to close.
• Which closing rule to use.
• Which date to use as the as of date for the closing.
• Which business units to close.
You can undo a close, if necessary, by using the procedures described later in the following topics:
Related Links
Running the Close Application Engine Process (GLPCLOSE)
"Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)"
Interpreting the Results of Interim Closing
Interim closing sums all transactions that affect the selected P/L accounts and closes them to retained earnings. The system creates journal entries to update ledgers.
The system also creates offsetting entries. You can create offsets with alternative ChartFields. If you offset to an account other than the source transaction, the audit trail remains intact. If the offset account is the same as the source account, you close the account and no audit trail exists for the closed accounts.
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Create Offset Transaction
This table illustrates creating offsets with alternative ChartFields:
P/L Balance
410000
Retained Earnings Offset
360101
100 CREDIT 100 DEBIT
Retained Earnings
360100
100 CREDIT
Note: When you use an offset for interim close, it must be the target for the subsequent year end close.
Close Account
This table illustrates creating offsets with the same account as the source document by selecting the
Retain all CF Value for Offset (retain all ChartField value for offset ) option on the Net Income/Retained
Earnings page:
P/L Balance
410000
Retained Earnings Offset
360101
Retained Earnings
360100
100 CREDIT
100 DEBIT
100 CREDIT
Performing Year End Closing
This section provides an overview of year end closing and discusses how to:
• Complete a year end procedures checklist.
• Perform year end closing procedures.
• Interpret results of year end closing.
• Define the relationship of interim close to year end close.
Understanding Year End Closings
Before year end close begins, the process uncloses the periods in the fiscal year that is processed. It then closes the P/L accounts to retained earnings (storing them in period 999) and generates the balance forward amounts (storing these balances in period 0). It directly updates the ledger and creates offsets to the retained earnings amounts.
Completing a Year End Procedures Checklist
Because final adjustments may not be known for weeks after year end, closing a year and opening a new one is often an iterative process. General Ledger enables you to carry on normal accounting and reporting
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Chapter 20 Managing Interim and Year End Closing activities during year end, while maintaining control over the closing process. The following procedures are typical of most year end activities.
To complete the year end process:
1. Run revaluation (if you manage financial information in multiple currencies).
2. Stop processing accounting transactions for the old year.
As you would at the end of any accounting period, use the Open Period Update page or Open Periods
Mass Update page to change the range of open fiscal years and accounting periods to prohibit the entry and posting of additional transactions to the old year.
3. Produce preliminary year end reports.
Produce the usual period-end reports and any other special year end reports.
4. Begin to process the new year.
As you do at other times of the year, you can use the Open Period Update page or Open Periods Mass
Update page to open the first accounting period in the new year for entry and posting.
5. Record adjustments to the old year.
When you are ready to post adjusting entries to the old year:
• Enter them as adjusting journals.
• Alternatively, reopen the appropriate accounting period, enter and post the entries, and close the period again.
6. Close the old year.
To close revenue and expense accounts to retained earnings and roll forward beginning balances to the new year, use the Close Request page to initiate the background request. General Ledger performs closing according to the options selected in the closing rules.
7. Produce reports for the new year.
Until you run year end closing, reports for the next year do not include any results from prior years.
Once you run the close process, balance sheet accounts and inception-to-date revenue and expense accounts are available for reporting.
8. Make additional adjustments to the old year.
When you must make additional adjustments for the old year, follow the same process that you use to record adjustments to the old year.
9. Reclose the old year.
Whenever you make adjustments to a closed year, you must run year end closing again to ensure that the opening balances for the new year reflect all activity for prior years.
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Performing Year End Closing Procedures
Year end closing involves three major tasks.
To perform a year end close:
1. Define ChartField value sets.
If you plan to close to multiple retained earnings accounts, you must define the sets of values for the
ChartFields that the system uses as the source for the year end closing. These can be the same sets of
ChartFields that you use for interim closing or different value sets.
Specifically, you must create ChartField value sets for the ChartFields to be closed to retained earnings. (You define ChartField value sets on the ChartField Value Set page.)
2. Define closing rules.
Define the rules for the year end close. Specifically, you must identify:
• Which P/L accounts are closed to the various retained earnings accounts.
• Whether to store P/L reversal entries.
• Whether to have beginning balances reflect separate debits or credits, or whether to reflect the net of the debits and credits.
• Whether to close the general ledger periods.
• Whether to create journal entries for the year end entries.
• Which ChartField value sets to use for the roll-forward amounts.
3. Run the closing request.
When you request that the year end close be processed, you identify:
• Which ledger to close.
• Which closing rule to use.
• Which date to use as the closing date.
• Which business units to close.
In addition, note the following points:
• If you perform interim closes using an offset to retained earnings, you must perform all interim closes for all the interim periods and use the offset account defined for the interim closes as the target retained earnings for the year end close.
• You run year end close using the Close Request page.
• You can undo a close, if necessary, using the undo procedure.
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Note: Whereas you can select a year-end close option to close the GL open periods upon successful completion, if you run the undo process, it does not reopen the closed year. If you should need to post additional journals after initially closing the year, use the Open Period Update page (or Open Period
Mass Update page) to open the closed year for additional entries.
Related Links
"Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)"
Closing Rules - Closing Options Page
Interpreting Year End Closing Results
The process of year end closing closes the profit and loss (P/L) accounts to retained earnings and generates the balance forward amounts. To maintain the integrity of financial reporting, the entries generated by year end closing are stored in special system-defined periods. The year end closing entry to book the current year net income to retained earnings is stored in period 999, and the balance forward amounts are stored in period 0.
The following example illustrates how General Ledger stores amounts in a ledger after closing has been performed for the old year (998 is an adjustment period). This ledger uses a simplified calendar containing only four accounting periods:
Image: Storing amounts in a ledger after closing
Amounts Stored in Ledger After Year End Closing
Note: The General Ledger financial statement reports do not include beginning balances for profit and loss accounts.
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Related Links
"Understanding Accounting Calendars Based on Open and Close Periods (PeopleSoft FSCM 9.2:
Application Fundamentals)"
Defining the Relationship of Interim Close to Year End Close
Once you have determined to use interim close, you should run it consistently for the daily, monthly, or quarterly period chosen. If at any time you do an ad hoc interim close, you should subsequently perform an undo of that close.
If you do not use an offset to the retained earnings account when performing interim closes, the P/
L accounts are closed and the balance is transferred to the retained earnings account as shown in the following example:
P/L Balance
410000
100 CREDIT
100 DEBIT
Retained Earnings Offset
360101
Retained Earnings
360100
100 CREDIT
When the interim closes are performed consistently, the P/L accounts is correctly closed at year end and the correct amount is recorded in the applicable retained earnings account. Completing the year end close then involves closing any remaining unclosed P/L accounts to retained earnings.
If you use an offset to the retained earnings account when performing interim closes, the offset must be defined as the target for the year end close. All P/L accounts must be closed to the offset account rather than to the retained earnings.
This is because when using an offset account for interim close, the P/L accounts retain their balances— they are not zeroed out during interim close. The following example shows the results of an interim close in which account 360101 offsets the amount in the revenue account 410000 and the revenue is correctly reflected in the retained earnings account 360100:
P/L Balance
410000
100 CREDIT
Retained Earnings Offset
360101
100 DEBIT
Retained Earnings
360100
100 CREDIT
When the final interim close is performed, the year end closed must be performed with the P/L accounts closed to the offset account 360101.
Defining Closing Rules
To define closing rules, you use the Closing Rules component.
This section provides an overview of closing rules and discusses how to:
• Select closing rules closing options.
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• Specify net income and retained earnings ChartField values.
• Specify journal options.
• Specify roll-forward options.
Pages Used to Define Closing Rules
Page Name Definition Name
Closing Options CLOSE_DEFN1
Net Income/Retained
Earnings
Journal Options
Roll Forward Options
CLOSE_DEFN2
CLOSE_JOURNAL
CLOSE_DEFN3
Navigation
General Ledger, Close
Ledgers, Closing Rules,
Closing Options
Usage
Identify the type of closing ( interim or year end), closing scope, and other closing options.
General Ledger, Close
Ledgers, Closing Rules, Net
Income/Retained Earnings
Identify the P/L ChartField value sets and the retained earnings ChartFields for the closing.
General Ledger, Close
Ledgers, Closing Rules,
Journal Options
Define journal options for system-generated journals created during the close. Also,
specify whether to create journal entries for year end close.
General Ledger, Close
Ledgers, Closing Rules, Roll
Forward Options
For year end close only,
identify whether to roll forward accounts with zero balances. Also, indicate whether to roll forward none,
some, or all of the profit and loss accounts. (Normally only balance sheet accounts are rolled forward.)
Understanding Closing Rules
Closing rules define how General Ledger calculates retained earnings and carries forward balances to the new year. The PeopleSoft system provides flexibility in the determination of how retained earnings are calculated. Depending on your needs, you can:
• Close all profit and loss accounts to a single retained earnings account in total for a business unit.
• Close all profit and loss accounts to a single retained earnings account, but break down this amount by the Department ChartField, the Project ChartField, or any other ChartField that you select to track profit and loss.
• Close selected profit and loss accounts and ChartFields to multiple retained earnings accounts.
• Close by selected book code using accounts with a particular book code, or close to overridable accounts and retain the book code.
You can define any number of closing rules for different contingencies.
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Closing Rules - Closing Options Page
Use the Closing Rules - Closing Options page (CLOSE_DEFN1) to identify the type of closing (interim or year end), closing scope, and other closing options.
Navigation
General Ledger, Close Ledgers, Closing Rules, Closing Options
Image: Closing Options page - (Interim Close)
This example illustrates the fields and controls on the Closing Options page - (Interim Close). You can find definitions for the fields and controls later on this page.
Image: Closing Options page - (Year End Close)
This example illustrates the fields and controls on the Closing Options page - (Year End Close). You can find definitions for the fields and controls later on this page.
572
Create Closing Group
Description
Ledger Template
Click to access the Closing Process Group page to create or modify closing process groups, which include one or more closing rules for processing.
See Defining Closing Process Groups.
Enter a brief description of the closing rule to appear on pages and reports.
Select the ledger template associated with the ledger to be closed.
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Chapter 20
Scope
Target Currency Option
Target Currency
Managing Interim and Year End Closing
The system uses this template to determine which ChartFields to list in the selection fields for the closing rule. Only the
ChartFields defined for the selected ledger template can be included in the closing rules.
When you select a ledger group on the Close Request page,
the ledger group must be associated with the ledger template entered here.
For interim closings only, enter the scope of the interim close.
Values are:
Incremental Current Period: Includes current period balance ( from period start date to the end of period date).
Incremental Year to Date: Used for daily close, includes transactions that you have posted since the last closing process,
up to the as of date entered on the Close Request page. The closing process marks the journals that it processes as Closed,
and the journals are not processed in future runs.
Incremental Year to Curr Period (incremental year to current period): Includes transactions starting with period 1 (that is,
period 1 through the end of the current period).
For interim closings, identify which base currency is used for the closing journal entries and offsets. Values are:
Base currency of Prim Ledger (base currency of primary ledger): Uses the base currency of the primary ledger in the ledger group (as entered on the Detail Ledger Group page).
The ledger group is automatically entered on the Close Request page.
Business Unit Base Currency: Uses the base currency of the business unit.
Retain currency: Uses the source transactions' currency.
Specify Target Currency: Uses the currency that you specify in the Target Currency field.
To retain the offset entry in the original currency, select the
Currency Code ChartField on the Journal Options page, and select Retain Value.
If you select Specify Target Currency in the Target Currency
Option field, enter the currency for the system-generated closing journals. Be sure that it is a base currency for one of the ledgers in the ledger group that you select on the Close Request page.
Be careful when you enter a target currency. Because you have not yet identified the ledger group that is processed for the
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Adj Periods Included (adjustment periods included)
Year End Closing Options
Click the Year End Closing Options link.
Image: Year End Close Options page
Year End Close Options Page closing, the system cannot validate that the currency is valid for the ledger group.
Select the adjustment period that the system closes in the interim closing. Click the Add button to close additional adjustment periods. (Adjustment periods are defined on the Defining Detail
Calendars page.)
Click to access the year end close options. The link is available only for year end closings.
574
Close by
You can perform year end close on either the Account
ChartField or the Alternate Account ChartField.
In addition, you can define a year end closing rule on the
Alternate Account) only. In this case, no Account ChartField is required for retained earnings, P/L ChartField value sets, or rollforward ChartField value sets. Closing populates the Account
ChartField with the default values for the particular Alternate
Account ChartField. However, you can enter an Account
ChartField to accompany the Alternate Account ChartField if you want.
To perform a year end close by Alternate Account ChartField only, select ALTACCT in the Close by field.
In the close sequence, you typically perform a currency translation from the local ledger to a reporting ledger. You then close and report the local ledger by Alternate Account
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Chapter 20 Managing Interim and Year End Closing
Set Default Retained Earnings
Create Jrnl by RE Group (create journal by retained earnings group)
Close the G/L Open Periods (close the general ledger open periods)
ChartField. You can then close and report the translated reporting ledger by the Account ChartField.
Select to use the default retained earnings that you also define on the Closing Options page.
If not selected, you must use the Net Income/Retained Earnings page to define all accounts to be closed. If you do not select this check box, no default retained earnings account exists for P/L accounts that may have inadvertently been omitted on the Net
Income/Retained Earnings page.
When you use the balance sheet indicator option at the installation level, this option is set to Off, and it is display-only.
Select to have year end close create separate journals for each
P/L ChartField value set group and retained earnings pair; that is, one journal for one ChartField value group number. For example, to have a separate journal for each department, you might enter DEPTID in the ChartField value set criteria, as well as in the retained earnings ChartFields on the Net Income/
Retained Earnings page and then select this option.
Select to close all open general ledger periods for the businessunit-and-ledger-group combination for the year being closed.
This prevents any additional journals from being entered for the year that is being closed.
Close Adjustment Periods
Store P/L Reversal Entries (store profit and loss reversal entries)
Initialize DR/CR with Net Bal
(initialize debit/credit with net balance)
Note: Keep in mind that if you undo the close process, that process does not reopen the closed year. If you want to post additional journals after you undo the close process, you must access the Open Period Update page (or Open Period Mass
Update page) to reopen the closed year for posting.
Select to close all open adjustment periods for the business-unitand-ledger-group combination and year being closed.
Select to store P/L offsets in period 999 (where the closing entries for all accounts are stored).
If you select this option, the system inserts ledger rows for the entries made to period 999 to close revenue and expense accounts. You can access these amounts using the General
Ledger inquiry pages.
If this option is not selected, offsets are not stored in period 999.
If you select period 999 for reports, the ledger will be out of balance.
Select to begin the year with net balances of debits and credits,
instead of carrying forward separate balances for debits and credits.
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This option is available only if you have enabled separate debits/credits (DR/CR) on the database. When separate DR/CR is enabled, the period 999 entries for profit and loss accounts offset not only the net ending balances, but also the debit and credit ending balances. This option enables you to begin the year with net balances of debits/credits, instead of carrying forward separate balances for debits and credits
If selected, the debit or credit balances are initialized with the net period zero balance. If the net balance is positive, this amount is placed in the DR column for period 0; if the net balance is negative, this amount is placed in the CR column for period 0.
If not selected, the system moves the ending debit balance and ending credit balance forward to become the beginning balances of the following year. The DR column in period 0 is the sum of
DR through the previous year. The CR column in period 0 is the sum of CR through the previous year.
Close DR/CR with Net Balance
Select this option if you are using the separate debit credit modification and want to net the separated debit and credit amounts during year end closing for the equity—profit and loss accounts before posting a single net amount to period 999.
See Separate Debit and Credit Options for Opening and Closing Periods.
Closing Rules - Net Income/Retained Earnings Page
Use the Closing Rules - Net Income/Retained Earnings page (CLOSE_DEFN2) to identify the P/L
ChartField value sets and the retained earnings ChartFields for the closing.
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Navigation
General Ledger, Close Ledgers, Closing Rules, Net Income/Retained Earnings
Image: Net Income Retained Earnings page
This example illustrates the fields and controls on the Net Income Retained Earnings page. You can find definitions for the fields and controls later on this page.
Close To Multiple Ret Earnings (close to multiple retained earnings)
Select to close to multiple retained earnings accounts.
If deselected (year end closings only), the system uses the default account for retained earnings defined on the Closing
Options page. All P/L accounts will close to the default retained earnings account.
This option is required when the Book Code option, the Balance
Sheet option, or the Off-Balance Sheet option is selected at installation.
Closing Offset Options
Use for interim close only. Options are:
• Autofill Offset From First Row: Copies from the offset defined in the first row down to any offsets that are not yet populated.
• Fill Individual Offset: Verifies whether an offset is entered for every ChartField group.
• Retain All CF Value for Offset (retain all ChartField values for offset): Closes to the same date and same detail account as the source transaction. If not selected, specify the
ChartField and value for the offset using the fields in the
Offset ChartFields group box. If you select this option, no audit trail exists.
Note: This option is available for interim closings only.
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Retain Earnings
ChartField Value Group Number
Profit/Loss
ChartField Value Set
Update/New
Retained Earnings
ChartField
Retain Value
ChartField Value
Define the mapping of P/L accounts to retained earnings accounts.
Each ChartField Value Group comprises a group of P/L
ChartField value sets to close to a single retained earnings account. To close to multiple retained earnings, click the Add button to create additional ChartField value groups.
Identify the P/L accounts (source accounts) to be closed.
Select the ChartField value set for the P/L accounts to be closed.
If there are other P/L ChartField value sets that close to the same retained earnings account, click the Add button and select the appropriate ChartField value set.
The system uses the values in these ChartField value sets to identify the P/L accounts that close to the retained earnings account that you enter in the Retained Earnings group box.
For best system performance, select ChartField value sets that have the same ChartField combinations. For example, if you select ChartField value sets 1, 2, and 3, and ChartField value set 1 includes the Department ChartField and the Project
ChartField, then the other ChartField value sets should also include Department and Project. If they included different
ChartFields (for example Product and Project), then processing the close may take longer and be less efficient.
Click to access the Setup ChartField Value Sets page, where you can create or update a ChartField value set to use as P/L
ChartField value set.
Identify the retained earnings account (target account) to which the P/L accounts are closed.
Select a ChartField. The default is the Account ChartField,
which is the required ChartField, unless you have changed the name of the Account ChartField. (If you have modified your
ChartFields, be sure to change the Account field on the Ledger
Template – Field Definitions page.)
You can select additional ChartFields, such as Department or
Product. Click the Add button to add ChartFields.
Select to retain the ChartField value from the original journal entry.
If the check box is deselected, you must specify a value in
ChartField Value field.
This option in not available for the Account ChartField.
Select the specific retained earnings account. This option is required for the Account ChartField.
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Chapter 20
Offset ChartFields
ChartField
Retain Value
ChartField Value
Managing Interim and Year End Closing
If you perform interim closes using an offset to retained earnings, you must use the offset account as the target retained earnings for the year end close.
For other ChartFields, if you have not selected Retain Value check box, enter a specific ChartField value here.
For interim closings only, identify the ChartField and ChartField value for the offset to the retained earnings entries.
If the Retain all CF Value for Offset check box is selected, the following fields should be left blank.
For interim closings only, this can be only the Account
ChartField, or it can be a combination of ChartFields (for example, Department and Account.) If the Retain all CF Value for Offset check box is deselected, Account is required and must be the first ChartField entered.
Select a ChartField for a contra-equity offset. To offset to a combination of ChartFields, click the Add button to select additional ChartFields.
Select to retain the ChartField value from the original journal entry.
If the check box is deselected, specify a value in the ChartField
Value field.
If you do not select the Retain Value check box, enter a specific
ChartField value here.
Related Links
"Defining and Using Account Types and Attributes (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Using the Balance Sheet Indicator and Book Code (PeopleSoft FSCM 9.2: Application Fundamentals)"
Single Versus Multiple Retained Earnings Account Closings
"Managing Multiple GAAPs and Prior Period Adjustments (PeopleSoft FSCM 9.2: Global Options and
Reports)"
Closing Rules - Journal Options Page
Use the Closing Rules - Journal Options page (CLOSE_JOURNAL) to define journal options for systemgenerated journals created during the close.
Also, specify whether to create journal entries for year end close.
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Navigation
General Ledger, Close Ledgers, Closing Rules, Journal Options
Image: Journal Options page
This example illustrates the fields and controls on the Journal Options page. You can find definitions for the fields and controls later on this page.
580
Journal ID Mask
Source
Closing Doc Type (closing document type)
Description
Enter a prefix for naming closing journals. Journals are identified by a 10-character alphanumeric ID. The system automatically appends the prefix that you specify here to the journal IDs. For example, if you specify the journal ID mask as YEC, the year end closing journal IDs might be YEC0001,
YEC0002, and so on.
Alternatively, the value NEXT causes the system to assign the next available journal ID number automatically, without including the mask. (This option makes it more difficult to identify the closing journals.)
Reserve a unique mask value for closing to ensure that no other process creates identical journal IDs.
Enter a code to identify the origin of the journal entries that are created.
If you use the Document Sequencing feature, select a predefined closing document type for the closing journals. The Document
Sequencing feature requires that you identify a document type for all created journal entries.
Enter a description of the journals that are created (for example,
Daily Close Journals).
Closing Journal Date Option
Values are:
Retain Transaction Date: Sets the output journal date to equal the original transaction date.
Use Process Date: Sets the output journal date to equal the process date of the closing process run.
Create Journal Entries
Select to create journal entries for year end close transactions only. Interim close always creates journal entries.
The following three fields are for interim close only (because year end close directly updates the ledgers and interim close does not). If you select these fields, the system processes the journals without any
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Chapter 20 Managing Interim and Year End Closing intervention by you. If you want to edit and post the journals through journal processing, do not select the fields.
Edit Journal(s)
For interim close only, select to have the journals automatically undergo the edit process.
If you do not select this option, the closing process designates the journals as No Status - Needs to be Edited.
Budget Check Journal(s)
Post Journal(s)
For interim closings only, select to have the journals automatically checked against the Commitment Control budget for the business unit and account.
To select this option, you must have the Commitment Control feature enabled for the ledger group, and you must have selected the Edit Journal(s) option.
For interim closing only, select to have the journals automatically posted to the ledger.
To select this option, you must have selected the Edit Journal( s) option and the Budget Check Journal(s) option if the
Commitment Control feature is enabled for the ledger.
Related Links
Interpreting the Results of Interim Closing
"Setting Commitment Control Options (PeopleSoft FSCM 9.2: Commitment Control)"
"Setting Up a System for Document Sequencing (PeopleSoft FSCM 9.2: Global Options and Reports)"
Closing Rules - Roll-Forward Options
Use the Roll Forward Options page (CLOSE_DEFN3) for year end close only, to identify whether to roll forward accounts with zero balances.
Also, indicate whether to roll forward none, some, or all of the profit and loss accounts. (Normally only balance sheet accounts are rolled forward.)
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Navigation
General Ledger, Close Ledgers, Closing Rules, Roll Forward Options
Image: Roll Forward Options page
This example illustrates the fields and controls on the Roll Forward Options page . You can find definitions for the fields and controls later on this page.
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Note: These fields appear for year end closings only. They are not available for interim closings.
Do Not Roll Forward Zero Bal (do not roll forward zero balances)
P/L to Roll Forward to Next Yr
(profit and loss to roll forward to next year)
Prevents the system from creating balance-forward amounts ( period 0) for accounts with a zero ending balance.
Normally, only balance sheet accounts are rolled forward, and their balance forward amounts stored in period 0. Options are:
•
Do Not Roll Forward: Do not roll forward any amounts from prior year accounts with the Balance Forward field on the Account Type page set to the value Not Carry Forward.
• Partial RollForward 1 Year: For selected ChartField Value
Sets, closing rolls forward the amounts from the first period through 998 of the year being closed to period 0 of the new year.
• Partial RollForward Cumulative: For selected ChartField
Value Sets, closing rolls forward amounts from periods 0, and periods 1 through 998 of the year being closed to period
0 of the new year.
• Roll Forward All 1 Year: Closing rolls forward all account with the Balance Forward field equal to Not Carry Forward balances from period 1 through 998 for the year being closed to period 0 of the new year.
•
Roll Forward All Cumulative: Closing rolls forward all accounts with the Balance Forward field equal to Not Carry
Forward balances for period 0, and 1 through 998 for the year being closed to period 0 of the new year.
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Chapter 20
Roll Forward Profit/Loss
Update/New
Managing Interim and Year End Closing
If you elect to roll forward in the P/L to Roll Forward to Next
Yr field, select the ChartField value set for the P/L accounts that you want to roll forward. To roll forward more than one
ChartField value set, click the Add button and select additional
ChartField value sets.
Click to access the Setup ChartField Value Sets page, where you can create or update a ChartField value set to use as the rollforward P/L ChartField value set.
Defining Closing Process Groups
This section lists the standard closing reports. Running a report entails selecting it from a menu and entering any necessary parameters. Once you enter the report parameters, use PeopleSoft Process
Scheduler to run the report.
This section discusses how to create the Closing Process Group.
Page Used to Define Closing Process Groups
Page Name Definition Name Navigation
Closing Process Group CLOSE_GRP General Ledger, Close
Ledgers, Request Ledger
Close, Closing Process
Group, Closing Process
Group
Usage
Specify the closing rule or rules to be included within a process group when running the ledger close process.
Closing Process Group Page
Define a closing process group to be used for a given ledger close request. A closing process group includes one or more closing rules that you define. Whereas in accordance with GAAP, typically the profit and loss accounts are closed to earnings account directly, some countries require additional steps and entries for closing. The closing process group facilitates setup of rules to generate additional accounting entries for a given close request besides those made to retained earnings accounts.
Use the Closing Process Group page (CLOSE_GRP) to specify the closing rule or rules to be included within a process group when running the ledger close process.
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Navigation
General Ledger, Close Ledgers, Request Ledger Close, Closing Process Group, Closing Process Group
Image: Closing Process Group page
This example illustrates the fields and controls on the Closing Process Group page. You can find definitions for the fields and controls later on this page.
Closing Type
Closing Step
Closing Rule
Select a closing type of either Year End Closing or Interim
Closing for the closing process group. The closing type of the closing rules that you include within the group must match the closing type for the closing process group.
Note: The Interim Closing closing type should only include one step.
Displays the sequence for which the closing rules are to be processed. The first step in the sequence is the only step that allows a closing rule with the Set Default Retained Earnings and the Create Journal Entries selections. The last step in the sequence is the only step that allows a closing rule with the
Roll Forward of P&L accounts selections and a closing rule with Close Period selections. All closing rules within a closing process group must have the same Close by option (Account or
Alternate Account).
Select the closing rule (or rules) that are to be grouped together for processing a given ledger close request.
Running the Close Application Engine Process (GLPCLOSE)
You use similar procedures to run the Close process for an interim closings and a year end closings. Both procedures use the Close Request page.
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Chapter 20 Managing Interim and Year End Closing
This section discusses how to:
• Create the close request.
• Monitor validation checking.
Pages Used to Run the Close Application Engine Process
Page Name Definition Name Navigation Usage
Ledger Close Request CLOSE_REQUEST General Ledger, Close
Ledgers, Request Ledger
Close, Ledger Close Request
Specify the process request parameters to perform an interim or year end close for one or more business units.
Closing Rules to Execute CLOSE_REQ_STEP_SEC General Ledger, Close
Ledgers, Request Ledger
Close, Ledger Close Request.
Click the Rules to Execute link.
Select or deselect individual closing rules within the closing process group (in sequence only) to include or exclude when running the closing process.
Ledger Close Request Page
Use the Ledger Close Request page (CLOSE_REQUEST) to specify the process request parameters to perform an interim or year end close for one or more business units.
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Navigation
General Ledger, Close Ledgers, Request Ledger Close, Ledger Close Request
Image: Ledger Close Request page
This example illustrates the fields and controls on the Ledger Close Request page. You can find definitions for the fields and controls later on this page.
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Request Number
Close Request Type
Closing Type
Displays the system-generated number used to order a series of requests.
Specify the type of close that the system runs. Options are Close and Undo.
In case of an error, to reverse the retained earnings (interim or year end closings) and balance-forward calculations (year end closings), select Undo.
For year end close, it is not necessary to undo a close before rerunning the close because existing amounts are deleted first.
Note: Keep in mind that if you undo the close process, that process does not reopen the closed year. If you want to post additional journals after you undo the close process, you must access the Open Period Update page (or Open Period Mass
Update page) to reopen the closed year for posting.
If you select Undo in the Close Request Type field, the Closing
Type field becomes available. Select the type of closing to undo.
Options are Year End and Interim.
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Chapter 20
Previous Close to Undo
Fiscal Year
Business Unit for Prompting
Check only, Do not process
Closing Group
Ledger Group
Ledger
Rules to Execute
BU Process Date (business unit process date)
As of Date
Selections
Selected Detail Values
Detail - Selected Parents
Managing Interim and Year End Closing
To display the Previous Close to Undo group box, select Undo for the close request type and select Interim for the closing type.
Select the process instance and business unit for the close that you want to undo. If you want to undo more than one close,
click the Add button to enter another process instance and business unit.
Note: Obtain the process instance from the process log.
Enter the year to be closed or the year of the closing that you want to undo if you selected Year End as the closing type.
Select a business unit to determine which ledger groups and closing rules can be selected. Only ledger groups and closing rules associated with the business unit are available for selection in the Ledger Grp and Closing Rule fields.
Select to have the Close process perform validation checking but not calculate retained earnings or balance-forward amounts.
Select the closing group to use for this request. The closing group includes the closing rule or rules that you specified for the group.
Select the ledger group for the ledger being closed.
Leave blank if the Keep Ledgers in Sync option is enabled for the selected ledger group selected.
If the Keep Ledgers in Sync option is not enabled for the ledger group, you can either enter a specific ledger to process or leave this field blank to process all ledgers in the ledger group.
Click to access the Closing Rules to Execute page where you can select or deselect certain rules within the group to execute.
Select this option to use the process date of the business unit as the as of date for the closing process. This is recommended if you are submitting a group of interrelated requests for processing (for example, journal posting, revaluation, and interim close).
Enter a specific date for the closing process.
Select the business units to close or use trees to identify which business units to close.
Select to enter one or more business unit values in the Business
Unit to Close field.
Specify a tree containing the business units that you want to close. All business units for the tree setID, tree, and level (if applicable) are included in the close.
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Tree SetID, Level, and Tree
Business Unit to Close
If the Detail - Selected Parents option is enabled, select a tree setID, tree, and level (if applicable) for the group of business units that you want to close.
If the Selected Detail Values option is enabled, select a business unit in the Select Value field. To close or undo a close for more than one business unit, click the Add button and select another business unit.
The business unit must be associated with the ledger group that you entered previously.
Closing Rules to Execute Page
Use the Closing Rules to Execute page (CLOSE_REQ_STEP_SEC) to select or deselect individual closing rules within the closing process group (in sequence only) to include or exclude when running the closing process.
Navigation
General Ledger, Close Ledgers, Request Ledger Close, Ledger Close Request. (Click the Rules to
Execute link from the Ledger Close Request page).
Image: Closing Rules to Execute page
This example illustrates the fields and controls on the Closing Rules to Execute page. You can find definitions for the fields and controls later on this page.
Execute
Select to execute a given closing rule for the ledger close request process. The closing rules cannot be selected out of sequence. In other words, do not select closing step 1 and closing step 3 while deselecting closing step 2.
See also PeopleTools: PeopleSoft Process Scheduler, "Understanding PeopleSoft Process Scheduler"
Related Links
Monitoring Validation Checking
During closing, General Ledger performs validation checking for the business unit and closing rule.
Specifically, the system determines whether the following conditions exist:
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Chapter 20 Managing Interim and Year End Closing
• All ChartFields in the closing rule are valid for the business unit and ledger.
• All ChartField values are valid.
• All retained earnings accounts are valid for the business unit.
• Any duplication or overlapping in the P/L selection criteria occurred.
(This condition could cause double entries to retained earnings accounts.)
The system displays an error message if any of these validations fail.
Processing an Undo Close
If you must reverse the retained earnings (interim and year end closing) and balance-forward calculations
(year end closing), you can run an undo process.
Note: For year end close, it is not necessary to run an undo close before rerunning a year end close because existing amounts are always deleted first.
The undo process differs depending on whether you undo an interim close or a year end close.
This section discusses how to:
• Undo an interim close.
• Undo a year end close.
Undoing an Interim Close
When you run the interim close process, the system creates an entry in the process log that includes:
• User ID.
• Closing rule.
• As of date.
• Date-time stamp.
• Source instance (which comprises process instance and request number).
To undo an interim close:
1. Obtain the process instance and business unit from the process log.
2. Enter the process instance and business unit on the Close Request process page.
The system calls the Journal Posting process to unpost or delete the journals, whichever is necessary.
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Undoing a Year End Close
To undo a year end close, enter the ledger group, ledger (if necessary), fiscal year, and business units that you want to unclose.
When you run an undo for a year end close and you elect not to create journal entries, the system clears the period 999 (results of year end close) and period 0 (balance forward) rows from the ledger. To create journal entries, the system deletes the journal entries and clears the period 999 and period 0 rows.
Producing Interim and Year End Closing Reports
This section lists the standard closing reports. Running a report entails selecting it from a menu and entering any necessary parameters. Once you enter the report parameters, use PeopleSoft Process
Scheduler to run the report.
This section discusses how to generate the Journal Closing Status report.
Pages Used to Produce Interim and Year End Closing Reports
Page Name Definition Name Navigation Usage
Closing Rule Report RUN_GLS1002 General Ledger, Close
Ledgers, Closing Rule Report
Specify run parameters for the Closing Rules report (
GLS1002 SQR).
The report lists detailed information about the closing set rules.
Closing Trial Balance RUN_GLS1003 General Ledger, Close
Ledgers, Closing Trial
Balance
Journal Closing Status Report RUN_GLS1004 General Ledger, Close
Ledgers, Journal Closing
Status Report
Specify run parameters for the
Closing Trial Balance report.
The GLS1003 SQR report lists summary information of all entries on the ledger by account type.
The report shows the ledger entry account type with its beginning balance and period total, along with any adjustments made to the beginning balance. It also lists the closing entry and period total amounts for the year.
Specify the run parameters for the Journal Closing Status report.
Journal Closing Status Report Page
Use the Journal Closing Status Report page (RUN_GLS1004) to specify the run parameters for the
Journal Closing Status report.
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Chapter 20 Managing Interim and Year End Closing
Navigation
General Ledger, Close Ledgers, Journal Closing Status Report
Image: Journal Closing Status Report
This example illustrates the fields and controls on the Journal Closing Status Report. You can find definitions for the fields and controls later on this page.
Note: This page is discussed in detail because it involves more parameters than the system usually requires for generating reports.
Display Full Numeric Field
Select From Closing Log Table
Process Instance
Report Closing Status
Select to display the full numeric value if it is larger than the report column size. The number wraps to a second line.
Select to have the scope of the report defined by the process instance stored in the closing log table. The Process Instance field becomes available.
Enter the process instance number of the Close process run.
Select one of the following to:
All Closing Status Types: Include all journals, regardless of their closing status.
All Except Not Processed: Include only journals that the close process has processed.
Closed Journals: Include only journals that the close process has closed.
Not Processed: Include only journals that the close process did not process.
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ChartField Selection
Unclosed Journals: Include only journals that the close process processed but did not close.
Enter a sequence number and ChartField field long name. Use the Select option to include only selected values, and enter a value.
Note: To modify standard reports, create your own reports, or reformat report output, you can use a variety of reporting tools that the PeopleSoft system provides.
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Chapter 21
Producing the Cash Flow Statement
Producing the Cash Flow Statement
These topics provide an overview of the GL Cash Flow Application Engine (FR_CALCULATE) process and discuss how to:
• Set up and create the cash flow worksheet.
• Run the GL cash flow statement process.
• View the transition grid and meet audit requirements.
Note: This documentation deals with using the PeopleSoft Cash Flow process to create the cash flow statement and discusses the features provided to facilitate specific cash flow tasks. A thorough understanding of accounting theory and procedures that are necessary for the creation of the cash flow statement with all the associated implications of fiscal years, varying currencies, and your organization's consolidations is assumed.
Understanding the Cash Flow Statement Preparation
This section discusses:
• Terms and functionality.
• Setup and processing flow.
• Cash flow worksheet.
• Transition grid.
• Reporting currency and the foreign exchange (Fx) adjustment.
• Data Source.
• Element.
• TimeSpans and calendars.
• Cash flow worksheet recalculation.
• Security.
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Terms and Functionality
General Ledger provides the GL Cash Flow Application Engine process and its associated functionality for use in the preparation of the cash flow statement using either the direct or indirect method.
This table lists functionality, concepts, and assumptions that are important in understanding and preparing the cash flow statement using the GL Cash Flow process:
Term or Functionality
Ledger Set
Description
Ledger sets enable you to associate different ledgers to individual business units to be used in various processes,
including the GL cash flow process.
ChartField Value Set
Data Source
Element
ChartField value sets define a combination of ChartField values on one or more ChartFields, based on a list of values, a range of values, or a tree.
See "Defining and Using ChartField Value Sets (PeopleSoft
FSCM 9.2: Application Fundamentals)".
Data source definitions determine the table or tables and fields from which balances are retrieved. You can add filters for added selection criteria to refine the data set to be used.
Elements provide the means to define the details of the calculation of the amount for a line on the cash flow worksheet. Each line on the statement can have one element.
Element definitions consist of data source definitions and additional filters and ChartField value sets used for selection criteria.
There are three basic categories of elements and four element types:
• Detail elements are not derived from aggregations of other elements and are classified as either Activities or
Balance Variation element types.
• Derived elements are combinations of one or more other elements and require the Derived from other Elements type.
• Manual elements are not calculated by the cash flow process and require the Manual Entry type. You manually calculate the amounts outside the system and manually enter these amounts on the worksheet.
Note: There is a one-to-one relationship between lines and elements. A line can have only one element, but the element for a line can be formulated from other lines and their elements. The element determines the nature of a line to the degree that the line and the element might be referred to as one and the same thing in discussing the GL Cash Flow Statement process.
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Chapter 21 Producing the Cash Flow Statement
Term or Functionality
Transition Grid
Cash Flow Worksheet
Description
The cash flow process creates output, one row for each element for the transition grid. If multiple business units are to be processed, one element for each business unit is created by the process.
The transition grid is display only and contains the data rows pulled from the defined sources as per the element definitions at the element level as opposed to the source level data.
The transition grid enables you to review balances for the various elements at a granular level and shows what makes up the cash flow line items.
PeopleTools functionality enables you to download this information to Microsoft Excel to fulfill the hard copy requirement for cash flow statement audit reporting.
The delivered cash flow statements are examples and models for your cash flow statement. You must enter the lines that will ultimately be presented on your cash flow statement.
The worksheet enables you to maintain the aggregation of these lines.
The basic structures for the direct and indirect methods are delivered.
You can add lines to these basic structures at multiple levels, delete, and modify line description and determine their relative levels.
There are basically three types of lines on the worksheet:
• Label lines—that are simply labels and carry no amounts.
• Detail element lines—carry amounts from a single element.
• Derived element lines—that carry amounts that are aggregates of other elements.
At the line item detail level the cash flow process supports only the Detail, Derived and Label type elements. Worksheet line items can make use of only one element to present the line amount. The cash flow process looks up the Worksheet,
Element, and Data Source definitions to calculate the amount for a worksheet line item.
The cash flow statement can be generated using the Worksheet component, either with the Print Page function, or you can down load the results to Microsoft Excel for further manipulation.
A line on the worksheet cannot be a part of its own calculation.
Circular Reference
The cash flow process makes use of a worksheet template in which you define the lines required for your cash flow statement using the element definitions to specify the data and calculations behind the cash flow statement lines and using data source definitions to identify the source of cash flow data, such as transaction or ledger tables.
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You create the cash flow worksheet in the format of the desired end result, which is your cash flow statement itself. You can add lines at multiple levels, delete or modify line descriptions, and determine the relative level for a line in the worksheet hierarchy.
Each line on the cash flow statement can be simply a label or use an element or a group of line items that you define for the cash flow statement for your particular organization. For example, a line labeled
Receipts from Customers can have a definition for the line that includes details such as, its data source, if the line itself is derived from a combination of other elements, and its calculation sequence. When you add or modify lines and elements, you define the sequence for utilizing them as well as the calculations involved. You can also define summary lines for totals and subtotals. You can identify a line with a manual element to be used for information that you want to enter manually because it is not to be automatically generated from underlying transaction or ledger tables.
You also define the data sources to be utilized for data collection. For example, the data source for the
Receipts from Customers line might include a calculation using sales and the change in the accounts receivable balance for the year-to-date period that is being reported as determined from information derived from the ledger table.
As a further example, receipts from the sale of plant and equipment can be derived from the asset management accounting entry tables rather than ledgers because the fixed asset accounts contain both sales and payments for assets as separate amounts in PeopleSoft Asset Management.
Data sources are available based on existing PeopleSoft products and supported functionality. You can add additional data sources; however, PeopleSoft recommends use of the ledger, asset management, and treasury transaction tables. The use of transaction tables in other General Ledger feeder systems, such as payables and receivables, can cause performance problems as their volume grows throughout the reporting period.
After specifying the scope and timeline for the cash flow statement, you can run the cash flow statement process to pull data from the defined data sources and create a transition grid according to your element definitions. The cash flow statement process populates the transition grid at the element level, which is then summarized into the worksheet.
With the appropriate setup you can run the process to pull data from a consolidated position and using ledger sets and related functionality you can also accommodate multicurrency translations to produce a consolidated cash flow statement involving multinational divisions.
You can produce the cash flow statement by downloading the worksheet to MicroSoft Excel by executing the print command from the browser.
Also, using the Printable Options utility you can print statement details from the worksheet definition and see the statement from the perspective of the worksheet lines that shows the details as to how each line item has been defined and which elements the line item references.
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Chapter 21 Producing the Cash Flow Statement
Setup and Processing Flow
This diagram shows cash flow statement creation and processing functionality at a high level:
Image: Cash flow statement setup and process flow
Cash Flow Statement Process Flow
This list presents the basic setup and processing steps, the components used, brief descriptions, and associates these with the numbered steps in the preceding diagram:
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Step
1. Basic Setup:
• Define Ledger Sets.
• Define ChartField value sets.
• Define data sources.
• Define elements.
• Define worksheet and options.
Components Used Description
Use these components:
• Ledger Set (LEDGER_SET_FR).
• ChartField Value Sets (CF_VALUE
_SET).
• Data Source (FR_DATA_
SOURCE).
• Elements (FR_ELEMENT).
• Worksheet (FR_WORKSHEET).
Ledger sets for cash flow statements enables you to specify more than one ledger for a business unit or multiple business units and ledgers for a cash flow statement.
ChartField value sets enable you to provide the scope of the ChartFields for an element by entering selected values or
ChartField trees.
Use the three remaining components for setup, making changes to setup and creating new worksheets or to copy existing worksheets by using the Copy
Worksheet function on the worksheet page.
2. Process the cash flow worksheet.
Use the Worksheet (FR_WORKSHEET) component and the GL Cash Flow
Statement (FR_CALCULATE) application engine process.
From the worksheet component you can run the cash flow calculation process.
3. Review results and print the cash flow statement.
Use the Worksheet (FR_WORKSHEET) and the Transition Grid (FR_
TRANSITION_GRID) components.
Printing can be done using the Printable
Page feature of the worksheet from the browser.
You can also print using the Transition
Grid page to provide a more detailed audit trail of the calculated balances.
4. Make adjustments to data sources.
5. Make final adjustment directly to the cash flow worksheet.
Use components in various PeopleSoft applications.
Use components that create and update the ledger or source transaction tables.
For example, you might need to make adjustment using the components associated with the Journal Entry, Edit,
and Post processes.
Use the Worksheet (FR_WORKSHEET) component.
Enter adjustments that are not supported by data sources already in the system.
Cash Flow Worksheet
Using the worksheet you can define, review, and print the cash flow statement.
You can create the structure of your worksheet by adding and modifying or deleting lines from the worksheets for the direct or indirect method that are delivered as sample data. The support of the two methods is inherent in the setup of the worksheet structure and the underlying setup that you create.
Use the basic worksheet template to create completely new worksheets. The basic template also includes heading label lines for balance sheet and profit and loss statement. You can retain these if you want to expand the worksheet with the additional lines required and included the information for the other financial statements, or you can delete them and show only the cash flow statement lines.
As you establish the structure of your cash flow statement, each line must be further defined by creating and associating an element with it, or by deriving its value from other line items, or by defining the line as
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Chapter 21 Producing the Cash Flow Statement a label that carries no value. In most cases you aggregate all detail line items to parent line items at higher levels, but there may be cases where you might choose to leave lines alone but hide them from the final report. When you save the worksheet the process issues a warning message to alert you if there are such line items to help prevent unintended orphan lines.
The system automatically maintains line sequence as you add or delete lines on the worksheet and the system logically resequences lines after your changes. You use line numbers when setting up dependencies between lines. For example, if line 10 of the worksheet is defined as the sum of lines 5 through 9, these lines cannot be deleted until the definition of line 10 is modified.
If you add a line between lines 5 and 9, the system automatically adjusts to include these changes in the derivation of line 10. However, the new line item added is not included in the derivation of line 10. When lines are added their relative relationship are not automatically retained. You must redefine the element relationships after making line additions, for any new line item added.
You can lock specific line amounts so that further processing of the statement does not recalculate that line. You can also unlock selected lines; however, if a dependency exists between line 10 and lines 5 through 9 as described in the previous example, the locking of line 10 also locks lines 5 through 9.
Continuing the example of the locking feature, if line 10 is included in the calculation of other lines, such as line 20 or 25 of a worksheet, these lines become dependent on line 10 and also on lines 5 through 9.
Under these circumstance, unlocking any of the lines 5 through 9, not only unlocks line 10 but also lines
20 and 25. It also follows that locking line 20 or 25 locks line 10 and lines 5 trough 9. However unlocking line 20 or 25 does not unlock a previously locked line 10.
You can share cash flow statement formats across business units and use them for consolidated reporting by the units. Worksheet IDs identify specific cash flow worksheets. A worksheet can be copied utilizing the Copy Worksheet feature and supplying a new worksheet ID and then modify it to suit different accounting and reporting requirements. You can also create different versions or scenarios of a cash flow statement using the copy feature and specifying different worksheet IDs.
Multiple business units are specified in the form of a business unit tree, and the results can be presented by report entity, which can be one of the business units, or a tree node at any level on the worksheet.
When the report entity is a tree node, the balances shown for the line items are summarized amounts of all the business units under that tree node.
Transition Grid
The transition grid enables you to view the results of the calculation of each element as you produce the cash flow statement, and when the statement is complete the transaction grid can be printed out using
Microsoft Excel for a hard copy audit record.
Reporting Currency and the Foreign Exchange (Fx) Adjustment
You can process the cash flow statement for one or more business units having different base currencies using one or more ledgers. PeopleSoft Asset Management and Treasury tables are also sources for the cash flow statement. The transaction amounts must be available in the base currency of the applicable business units. For example, when an Asset Management transaction occurs in GBP it is converted in the normal processing of the transaction to the base currency of the applicable business unit which in this instance is defined as EUR and then to the reporting currency USD for the cash flow statement. The base currency amounts are the basis or starting point for the cash flow statement.
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Where the base currency of the source is not the same as the reporting currency, translation to the reporting currency is required using the Fx Adjustment function, which uses average rates as prescribed by FASB and IAS rules.
If the scope is one business unit and the cash flow statement is built on source data where the base currency equals the reporting currency, no Fx adjustment is necessary for the direct or indirect methods. If the scope is based on consolidated business units and the base currency of the ledgers or transaction tables is different than the reporting currency, then a translation is necessary.
When the system performs a translation, the following applies for all elements where the base currency does not equal the reporting currency:
• Calculate the opening balance utilizing the opening rate and populate the Beginning Balance field on the transition grid with the value.
• Calculate the closing balance utilizing the closing rate and populate the Ending Balance field on the transition grid with the value.
• Calculate the variation, which is the ending balance minus the beginning balance using the average rate and populate the Variation field on the transition grid with the value.
• Each element is translated if necessary and the Fx Adjustment value is only shown at the transition grid level for that element.
The Fx Adjustment is shown in composite at the worksheet level for the cash element because the Fx
Adjustment is calculated for the cash element when preparing the actual cash flow statement. This composite Fx Adjustment is displayed on the worksheet with the difference between the beginning and ending cash position after the flows have been added and subtracted. The difference between the opening and closing cash balances is the composite, or sum of the flows and the individual element Fx
Adjustment.
Data Source
You define data sources to be utilized for data collection in creating your statement.
For example, the data source for the cash receipts from customers line comes from a calculation using sales and the change in the accounts receivable balance. The source of information for these is the ledger.
However, the receipts amounts from sale of plant assets is logically derived from the Asset Management accounting entry tables because the fixed asset accounts have a net number for sales and payments for assets in the ledger tables.
Sample data sources are delivered as sample data based on existing products and supported functionality.
Element
The element provides predefined calculation formats for the various types of cash flow calculations that are applied to particular data sources to arrive at cash flow information for the worksheet.
TimeSpans and Calendars
Cash flow worksheet reports year-to-date balances based on the As Of Date entered on the cash flow worksheet. When the GL Cash Flow process is run, the system determines the fiscal year based on the As
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Chapter 21 Producing the Cash Flow Statement of Date for a business unit. After determining the fiscal year, the system fetches data for the fiscal year up to the As of Date. For example, if the As of Date on the Cash flow worksheet is 12/31/2000. Data is fetched from the first period of the fiscal year up to 12/31/2000.
Scenario 1: If the calendar for the business unit happens to be April to March, then data is fetched from
April, 2000 to December 2000 in the above example.
Scenario 2: If the calendar for the business unit is January to December, then data is fetched from January
2000 to December 2000 in the above example.
Use time span to include adjustment period data.
If business units do not share the same calendar years you must take this into consideration and make adjustments to the consolidated cash flow statement to compensate for the differences.
Adjustment period data is not reported if an appropriate time span is not defined and specified on the cash flow worksheet. Period 0 balances are always reported on the cash flow worksheet, you are not required to specify a time span on the worksheet for period 0 balances.
Cash Flow Worksheet Recalculation
Any of the following changes makes the calculated results obsolete or out of sync with the worksheet and some or all of the line items must be recalculated:
These conditions require recalculation of the worksheet:
• When anything other than the description is changed on a data source definition.
• When such things as the data source, reverse sign, filter, or ChartField value set are changed for an element.
• When new effective dated rows are added to an element.
• When changes are made to ChartField trees used in ChartField value sets.
• When business unit trees used in the process scope are changed.
• When source data is updated.
For all the above changes, you are responsible for keeping track of the changes and knowing the cash flow impact.
The following require recalculation but because any change is made within the worksheet component a warning message is issued if the changes affect rows that exist in the FR_WORKSHT_GRID and you are asked by the system if output data should be revised:
• When worksheet line items are deleted from the worksheet.
• When line items are changed to reference a different element.
• When a derived line item is changed for its deriving source.
• When the worksheet as of date is changed.
• When worksheet process options, such as ledger set, TimeSpan, rate type are changed.
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Security
Worksheet and the Transition Grid are two different components and you can assign different access security to each component.
Business unit row level security is enforced by using a security view for the business unit prompt table for both the Worksheet Process Options page and on the Search Record for the Transition Grid component, when creating the cash flow statement you are not able to access data for business units for which you do not have access.
Note: From the outset, you must have security to all business units that are to be included in the creation of your cash flow statement. However, if your access to certain business units is restricted after the cash flow worksheet has been created, you will still be able to use that existing worksheet, created prior to the restriction of original access to any of the business units, to produce and see results from the restricted business units on the worksheet and transition grid.
The Cash Flow Process (FR_CALCULATE) validates security based on the business unit security setup, so if a business unit tree is used in the process, an error message is issued and the data for the business units that the user does not have access to is not processed.
Process options for the Cash Flow Worksheet are stored by user ID and another user ID cannot see or use the setup. Also a user ID cannot see the cash flow worksheet results generated by another user ID.
However, a user can use the cash flow worksheet created by another user to generate cash flow worksheet results.
User ID and date-time stamp are stored on the FR_WORKSHT_GRID table when any override or manual entries are made. The system calculated original amounts are maintained and are not modified by override or manual entries.
Setting Up and Creating the Cash Flow Worksheet
To set up and create the cash flow worksheet use the Ledger Set (LEDGER_SET_FR), ChartField
Value Sets (CF_VALUE_SET), Data Source (FR_DATA_SOURCE), Elements (FR_ELEMENT), and
Worksheet (FR_WORKSHEET) components.
This section discusses how to:
• Define ledger sets.
• Define ChartField value sets.
• Define data sources.
• Define elements.
• Define the cash flows worksheet.
• Set display options for the worksheet.
• Set process options for the worksheet.
• View and print a cash flows worksheet to display definitions.
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• Copy a cash flows worksheet.
• Add line items details.
• Add line items to derived elements.
Pages Used to Set Up and Create the Cash Flows Worksheet
Page Name Definition Name Navigation Usage
Ledger Set LEDGER_SET General Ledger, Cash Flow
Statement, Ledger Set,
Ledger Set
Select the combination of business units and ledgers to include in the cash flow statement configuration. You can select multiple ledgers for a business unit and group specific ledgers for a set of business units to be used for the defining of the cash flow statement data sources.
ChartField Value Set CF_VALUE_SET
Data Source
Element
Cash Flows Worksheet
Display Options
Process Options
Process Cash Flow
FR_DATA_SOURCE
FR_ELEMENT
FR_WORKSHEET
FR_WORKSHT_DS_SEC
FR_WORKSHT_PR_SEC
FR_WORKSHT_PR_SEC
Set Up Financial/Supply
Chain, Common Definitions,
Design ChartFields,
ChartField Value Sets,
Setup ChartField Value Sets,
ChartField Value Set
Set up ChartField value sets to scope ChartField values for use in the cash flow statement process.
General Ledger, Cash Flow
Statement, Data Source,
Data Source
Use to define the source of cash flow data and to filter the data for use by the cash flow statement elements to produce the line item amounts.
General Ledger, Cash Flow
Statement, Element, Element
Select predefined calculation formats.
General Ledger, Cash Flow
Statement, Worksheet, Cash
Flows Worksheet
Set up new cash flow worksheets and copy cash flows worksheets.
Click the Display Options link on the Cash Flows Worksheet page.
View dependencies and different levels.
Click the Process Options link on the Cash Flows Worksheet page.
Set the business unit scope,
time spans, and currency rates for beginning balances,
closing and variations.
Click the Process Cash Flow link on the Cash Flows
Worksheet page.
Visible only when the Status of the worksheet is Active,
click this link to access the
Process Cash Flow page to submit the cash flow process.
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Page Name
Cash Flows Worksheet ( printable definition)
Copy Worksheet
Line Item Detail for Line
Definition Name Navigation Usage
FR_WORKSHT_DFN_SEC Click the Printable Definition link on the Cash Flows
Worksheet page.
View and print the element names, balance types, and derived line detail for each worksheet line rather than amounts.
FR_WORKSHT_CPY_SEC Click the Copy Worksheet link on the Cash Flows
Worksheet page.
FR_WORKSHT_LN_SEC Click the Detail icon or the
Add a New Row button to access the page.
Selected Line Items to be
Added to the Derived Element
FR_WORKSHT_LIS_SEC Visible only for a derived element, click the Add Line
Items link on the Line Item
Detail for Line page.
Copy an existing worksheet and create multiple worksheet versions.
Add and define new lines or change lines on the worksheet.
Use to add line items to a derived element.
Ledger Set Page
Use the Ledger Set page (LEDGER_SET) to select the combination of business units and ledgers to include in the cash flow statement configuration.
You can select multiple ledgers for a business unit and group specific ledgers for a set of business units to be used for the defining of the cash flow statement data sources.
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Chapter 21 Producing the Cash Flow Statement
Navigation
General Ledger, Cash Flow Statement, Ledger Set, Ledger Set
Image: Ledger Set page
This example illustrates the fields and controls on the Ledger Set page. You can find definitions for the fields and controls later on this page.
Ledger sets for cash flow statements are applicable to information that is to be derived from the ledger table for both balance sheet and profit and loss accounts. They differ from those prepared for consolidated balance sheet and income statements in that multiple ledgers can be associated with a business unit.
SetID
Enter the set ID for the tree that includes the group of business units that are to be used in the cash flow statement.
Tree
Select the tree that includes the business units that are to be used in the cash flow statement. The system populates the valid business unit values found in the selected tree for the specified ledger template. All applicable business units appear in the scroll, but you can add or delete business units from the scroll.
As of Date
Refresh
Enter the date applicable to the tree that you select to retrieve the appropriate version of the tree.
Click this button after changing the setID or tree selection to repopulate the scroll with the associated business units. You manually enter the ledgers applicable to the business units.
Business Unit
In association with the ledger template, the setID and tree determine the business units that are populated by the system in the scroll. You can add or delete business units in the scroll.
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Ledger
Business units that you add do not have to be part of the tree that you specified.
Specify the ledger source for the data. The ledgers can have different base currencies.
Defining ChartField Value Sets
Use the ChartField Value Set page (CF_VALUE_SET ) to set up ChartField value sets to scope
ChartField values to use in the cash flow statement process.
Navigation
Set Up Financial/Supply Chain, Common Definitions, Design ChartFields, ChartField Value Sets,
Setup ChartField Value Sets, ChartField Value Set
Image: ChartField Value Set page
This example illustrates the fields and controls on the ChartField Value Set page. You can find definitions for the fields and controls later on this page.
You can define ChartField value sets to provide the scope of accounts to be included in the calculation of an element.
See Using ChartField Value Sets.
See "Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)".
Data Source Page
Use the Data Source page (FR_DATA_SOURCE) to define the source of cash flow data and to filter the data for use by the cash flow statement elements to produce the line item amounts.
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Navigation
General Ledger, Cash Flow Statement, Data Source, Data Source
Image: Data Source page - (Ledger source)
This example illustrates the fields and controls on the Data Source page - (Ledger source). You can find definitions for the fields and controls later on this page.
Image: Data Source page (Assets source)
This example illustrates the fields and controls on the Data Source page (Assets source). You can find definitions for the fields and controls later on this page.
The ledger table, and the transaction tables from the Asset Management and Treasury applications are recommended sources. The latter two transaction tables only because consolidated amounts are carried
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Producing the Cash Flow Statement Chapter 21 in the ledger tables and details of the acquisition and disposition of assets are need for the cash flow statement. These necessary details are carried in the transaction tables only.
Other transaction tables are not recommended because they might grow extremely large during a year and might not be necessary on a detail level in the preparation of the cash flow statement.
Source Type
Ledger: Select when the source types is ledger table and select the appropriate Ledger Template.
Ledger Template
Source Record
Other: Select when the source type is other than ledger.
This field is available when Ledger is selected as the source type. Select the template that is appropriate to the ledgers for the business units being reported and the element calculations.
This field is available when Other is selected as the source type.
Select the source record that carries the amounts appropriate to the business units being reported and the element calculations.
Field Name
If Ledger is specified as the source type, the ledger template defines the fields where necessary data is to be found and the field name group box is not available. However, if Other is specified as the source type, provide the field names where the necessary data is stored.
Accounting Date
Select the field that contains the dates appropriate to the cash flow statement and the period being reported.
Base Currency
Select the field to distinguish the rows that contain the base currency for the cash flow statement calculations.
Gl Business Unit
Select the field name to distinguish the general ledger business unit included in the cash flow statement.
Base Amount
Select the name of the field that contains the amounts in the base currency.
Data Source Filter
The Data Source Filter enables you to filter data derived from the source tables based on various operators applied to the specified field and its values.
Field Name
Not
Operator
Enter the name of the field on which the data in the source record is to be filtered for use in the cash flow statement.
Select to do the opposite of the operator value.
Select an operator, or action that is to be applied to rows that contain values for the Field Name selected. For example,
include only rows from the treasury accounting line table (TRA
_ACCT_LINE) in the cash flow calculations data source that have a value in the general ledger (GL_DISTRIBUTION) field.
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Chapter 21 Producing the Cash Flow Statement
Cash Flow Statement - Element Page
Use the Element page (FR_ELEMENT) to select predefined calculation formats.
Navigation
General Ledger, Cash Flow Statement, Elements, Element
Image: Element page
This example illustrates the fields and controls on the Element page. You can find definitions for the fields and controls later on this page.
Effective Date
Status
Element Type
Enter an effective date for the element status. This date works in conjunction with the effective dating of the worksheet to provide the appropriate element for the cash flow statement.
Set the status with effective dating.
Enter an element type to specify one of the delivered types of calculation formats required for determining the underlying cash flows:
• Activities: Select this value for operating activities, investing activities, financing activities and non-cash investing and financing activities.
• Balance variation: Select this value if the inflow or outflow is determined from the difference of the beginning and ending balances and the variation shows the natural sign of its calculation.
•
Derived from other Elements: Select this value for those elements that require the use of other elements in their calculation, such as net cash from operating activities.
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Producing the Cash Flow Statement
Data Source
Update/Create
Allow user override
Reverse Amount Sign
Include Year End Close Entry
Chapter 21
• Manual Entry: Select this value if you will manually calculate the value and manually enter it on the cash flow worksheet.
Enter the name of the appropriate data source definition.
Click to access the Data Source page and create or modify a data source as needed.
Select to enable the user to override the amount calculated by the process. Override amounts are calculated and tied to a user
ID.
You can override the calculated amount on the cash flow worksheet. By default the override amount is the same as the calculated amount until you override it.
Select to reverse the sign resulting from the calculation. You must know the sign carried by transaction amounts in the various tables to understand when this check box must be selected.
For example, the element type for sales is an ending balance element because it is an income statement line item and only the activity for the period is relevant to cash flow. An increase to cash flow derived by the sales element is defined with the
Reverse Amount Sign check box selected when the amount is coming from the ledger table because it is held in that table as a negative amount. However, the Reverse Amount Sign check box is not selected if the sales element derives the sales amounts from the billing transaction tables because sales amounts are maintained as positive amounts in the billing tables.
If another element determining cash flow is a variation in accounts receivable that is calculated as the ending balance minus the beginning balance for the period, then a reduction in accounts receivable is a negative amount. Because accounts receivables is normally recorded in the system tables as a positive and because this element is defined to calculate a decrease in the accounts receivable balance as a negative number, to properly reflected the decrease in accounts receivable as an increase to cash flow, it is necessary to reverse the sign of the variance.
You must know from which source tables the data is coming and take into consideration the normal sign in which those amounts are maintained within the source tables, the calculation method within the element, and the impact of the amount on cash flow to know when to select the Reverse Amount Sign check box.
Select and the calculations determined by the element includes the period 999 entries for year end closing.
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Chapter 21 Producing the Cash Flow Statement
Cash Flows Worksheet Page
Use the Cash Flows Worksheet page (FR_WORKSHEET) to set up new cash flow worksheets and copy cash flows worksheets.
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Navigation
General Ledger, Cash Flow Statement, Worksheet, Cash Flows Worksheet
Image: Cash Flows Worksheet page - direct method (1 of 2)
This example illustrates the fields and controls on the Cash Flows Worksheet page - direct method (1 of
2). You can find definitions for the fields and controls later on this page.
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Chapter 21 Producing the Cash Flow Statement
Image: Cash Flows Worksheet page - direct method (2 of 2)
This example illustrates the fields and controls on the Cash Flows Worksheet page - direct method (2 of
2). You can find definitions for the fields and controls later on this page.
PeopleSoft delivers a direct method cash flow worksheet as well as an indirect method cash flow worksheet to use as a guideline for each calculation method. You can modify these to fit your
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Producing the Cash Flow Statement Chapter 21 organization's particular requirements. The cash flow worksheet previously pictured depicts the direct method, whereas the following presents the indirect cash flow method.
Image: Cash Flows Worksheet page - indirect method (1 of 2)
This example illustrates the fields and controls on the Cash Flows Worksheet page - indirect method (1 of
2). You can find definitions for the fields and controls later on this page.
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Chapter 21 Producing the Cash Flow Statement
Image: Cash Flows Worksheet page - indirect method (2 of 2)
This example illustrates the fields and controls on the Cash Flows Worksheet page - indirect method (2 of
2). You can find definitions for the fields and controls later on this page.
Worksheet ID
Status
As of Date
Display Options
Process Options
Process Cash Flow
Printable Definition
Click the Copy Worksheet link to create and name a new worksheet.
Use to activate or inactivate a worksheet. An inactive worksheet cannot be processed and the Process Cash Flow link is not available.
Enter a date to be used for prompting effective dated tables such as the Elements and to be used by the calculation process to pull the data for the worksheet.
Click this link to open the Display Options page and alter the display of the worksheet.
Click this link to set the processing options on the Process
Options page.
See Cash Flows Worksheet - Process Options Page.
Click this link to calculate line amounts and update the report entity using the cash flow process.
Click this link to access, view, and print the worksheet showing the element names, balance types, and derivation of line items rather than amounts.
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Producing the Cash Flow Statement
Copy Worksheet
Line
Detail Level
Derived From
Seq (sequence)
Chapter 21
See Cash Flow Worksheet Printable Definition Page.
Click this link to copy the worksheet giving it a new Worksheet
ID and to create different versions of a worksheet.
Lines are maintained by the system as you add or delete lines on the worksheet. Use the line numbers as reference in creating derived elements.
See Selected Line Items to be Added to the Derived Element
Determines the lines display format on the worksheet. There are multiple levels available to be used in organizing the format of the worksheet. You determine the level when you add a line.
This is a display option of the elements making up a line that is set using the Display Options link.
This is a display option of the calculation sequence maintained by the system for a line.
Display Options Page
Use the Display Options page (FR_WORKSHT_DS_SEC) to view dependencies and different levels.
Navigation
Click the Display Options link on the Cash Flows Worksheet page.
Image: Display Options page
This example illustrates the fields and controls on the Display Options page. You can find definitions for the fields and controls later on this page.
616
Show Levels
Show Dependencies
Select to display the levels you have set for each line item on the worksheet.
Select to display on the worksheet the lines that you determined to be used in calculating a particular line.
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Chapter 21 Producing the Cash Flow Statement
Display Line Items of Level xx and up
Select the line levels to be displayed on the worksheet. There are multiple levels that you can set for a line when you add or change the line. Levels control display only.
Cash Flows Worksheet - Process Options Page
Use the Process Options page (FR_WORKSHT_PR_SEC) to set the business unit scope, time spans, and currency rates for beginning balances, closing and variations.
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Navigation
Click the Process Options link on the Cash Flows Worksheet page.
Image: Process Options page - one business unit
This example illustrates the fields and controls on the Process Options page - one business unit. You can find definitions for the fields and controls later on this page.
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Chapter 21 Producing the Cash Flow Statement
Image: Process Options page - multiple business units
This example illustrates the fields and controls on the Process Options page - multiple business units. You can find definitions for the fields and controls later on this page.
Process for
Tree SetID, Tree Name, and Tree
Node
TimeSpans
SetID
TimeSpan
Specify the business unit and ledger or the business unit tree for multiple business unit and ledger set to be used for the cash flows worksheet.
Enter the applicable tree information or the business units included in the worksheet.
Enter the setID for the time span used.
Enter a TimeSpan defined to include adjustment period data.
Currency Rate Types
Beginning balance rate type, Closing rate type, and Variation rate type
Select the rate type to be applied to element calculations for beginning balances, ending balances, and the variations between the beginning and ending balances. These rates are applicable when presenting the cash variation due to currency rate changes in the conversion of base currency amounts to the reporting currency of the cash flow statement.
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Cash Flow Worksheet Printable Definition Page
Use the Cash Flows Worksheet (printable definition) page (FR_WORKSHT_DFN_SEC) to view and print the element names, balance types, and derived line detail for each worksheet line rather than amounts.
Navigation
Click the Printable Definition link on the Cash Flows Worksheet page.
Image: Cash Flows Worksheet printable definition page
This example illustrates the fields and controls on the Cash Flows Worksheet printable definition page.
You can find definitions for the fields and controls later on this page.
This page provides a view of the elements with the balance types and line dependencies for derived line elements.
Cash Flows Worksheet - Copy Worksheet Page
Use the Copy Worksheet page (FR_WORKSHT_CPY_SEC) to copy an existing worksheet and create multiple worksheet versions.
Navigation
Click the Copy Worksheet link on the Cash Flows Worksheet page.
New Worksheet ID
Enter a new worksheet ID to make a copy of an existing worksheet and click OK. This will create a copy that you can access from the search page.
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Chapter 21 Producing the Cash Flow Statement
Cash Flows Worksheet - Line Item Detail Page
Use the Line Item Detail for Line page (FR_WORKSHT_LN_SEC) to add and define new lines or change lines on the worksheet.
Navigation
Click the Detail icon or the Add a New Row button to access the page.
Image: Line Item Detail for Line nn page
This example illustrates the fields and controls on the Line Item Detail for Line nn page. You can find definitions for the fields and controls later on this page.
Line Item Type
Detail Level
Element
Balance Type
Define the line as one of three types depending on its purpose and if it is dependent on other values:
• Derived Element: Select if this element is a composite of other elements and the value of the line is derived from adding or subtracting other line values.
• Detail Element: Select if the line value is defined by a single element.
•
Label: Enter a label to appear for the line and assign it a level that determines its font type. This line type carries no monetary value.
Enter 1, 2, or 3, and so on as the level. The level determines the format, or font for the line.
Select the elements you previously defined to determine the calculation or output for the line. You can click the Update/
Create link to update or create an element for the line.
Select one of the following to describe the line balance, or the output of the line:
• Balance Variance
• Beginning Balance
• Ending Balance
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Add Line Items
Operator
Chapter 21
• Foreign Exchange Adjustment (Fx Adjustment)
Select to access a secondary page and add lines to the derived element for the line.
See Selected Line Items to be Added to the Derived Element
The possible operators are to add or subtract the value of a particular line from the line's other derived elements.
Selected Line Items to be Added to the Derived Element Page
Use the Selected Line Items to be Added to the Derived Element page (FR_WORKSHT_LIS_SEC) to add line items to a derived element.
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Navigation
Visible only for a derived element, click the Add Line Items link on the Line Item Detail for Line nn page.
Image: Selected Line Items to be added to the Derived Element page
This example illustrates the fields and controls on the Selected Line Items to be added to the Derived
Element page. You can find definitions for the fields and controls later on this page.
Select
Select from the available lines the line or lines to add to the derived element and click OK.
Running the Cash Flow Statement Process
To run the Cash Flow Statement Process use the Process Cash Flow (FR_WORKSHT_RUN_SEC) component.
The section discusses how to run the GL Cash Flow Statement process.
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Producing the Cash Flow Statement Chapter 21
Page Used to Run the Cash Flow Statement Process
Page Name Definition Name Navigation
Process Cash Flow FR_WORKSHT_RUN_SEC Click the Process Cash Flow link on an active Cash Flows
Worksheet page.
Usage
Run the cash flow worksheet process to calculate amounts for the statement and rerun the worksheet to reset manual adjustments.
Process Cash Flow Page
Use the Process Cash Flow page (FR_WORKSHT_RUN_SEC) to run the cash flow worksheet process to calculate amounts for the statement and rerun the worksheet to reset manual adjustments.
Navigation
Click the Process Cash Flow link on an active Cash Flows Worksheet page.
Image: Process Cash Flow page
This example illustrates the fields and controls on the Process Cash Flow page. You can find definitions for the fields and controls later on this page.
Reset All Manual Adjustments
Maximum Wait Time (Minutes)
Select to deselect all manual adjustments when rerunning the worksheet.
Enter the maximum wait time before running the cash flow statement process. Maximum Wait Time determines how long the system waits for the process to be completed before returning to the Cash flow worksheet page.
Viewing the Transition Grid and Meeting Audit Requirements
To view the transition grid and to meet audit requirements use the Transition Grid
(FR_TRANSITION_GRID) component.
This section discusses how to view the transition grid and meet audit requirements.
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Page Used to View the Transition Grid and Meet Audit Requirements
Page Name Definition Name Navigation Usage
Transition Grid FR_TRANSITION_GRID General Ledger, Cash Flow
Statement, Transition Grid
Use to view the details of individual elements for a business unit.
Transition Grid Page
Use the Transition Grid page (FR_TRANSITION_GRID) to view the details of individual elements for a business unit.
Navigation
General Ledger, Cash Flow Statement, Transition Grid
Image: Transition Grid page
This example illustrates the fields and controls on the Transition Grid page. You can find definitions for the fields and controls later on this page.
Unit
Element Label
Ending Balance
Beginning Balance
Variation
In Flow and Out Flow
Fx Adjustment (currency adjustment)
Displays the business unit to which the element applies.
Displays the element name.
If appropriate, the ending balance for an element displays.
Because the ledger balance shows net activity, ending balance is defined as the ledger balance for the period plus the beginning balance that is defined as period zero since all reporting periods are year to date.
Display the period zero balance for the element.
Variation is a work field calculated as the ending balance minus the beginning balance. For elements that are Activities the beginning balances are zero and variations equal the ending balances.
Usually equals the variation or the difference between beginning and ending balance.
If the balances in the ledger or transaction tables are in a base currency different from the reporting currency, then inflow and outflow might be different from ending minus beginning
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Producing the Cash Flow Statement Chapter 21
Currency
Modified By
Datetime modified
balance. This is because different exchange rates are used to calculate the flow. In these cases, the foreign exchange adjustment (Fx Adjustment) must be calculated. That is to say,
the beginning balance plus the inflow or outflow with the Fx
Adjustment equals the ending balance.
Displays the reporting currency.
Displays the user ID for the user modifying the element.
Shows the date and time the user made the changes to the element.
Meeting Audit Requirements
Print the transition grid to provide hard copy for audit backup.
Select Download to transfer the information to Microsoft Excel to provide a hard copy for audit purposes.
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Chapter 22
Using XBRL to Produce Balance Sheets and
Income Statements
Using XBRL to Produce Balance Sheets and Income Statements
These topics provide an overview of using XBRL to produce balance sheets and income statements and discuss how to:
• Set up supporting trees and ChartField value sets.
• Specify the XBRL context.
• Specify a NameSpace Alias for the NameSpace URL.
• Define the XBRL elements.
• Set up the XBRL Instance template.
• Define the report elements for the instance template.
• Run XBRL reports.
Understanding XBRL Financial Statements
XBRL is a royalty-free, open specification software application that uses XML data tags to prepare and publish information. PeopleSoft supports XBRL 2.1 specifications.
XBRL is particularly appropriate to the presentation of financial reports on the internet and across software products. XBRL reports also reduce the risk of data-entry error by eliminating the need to manually enter information for different venues and formats.
The PeopleSoft system enables you to create balance sheets and income statements in XBRL that conform to the XBRL schema and taxonomies for US GAAP.
An XBRL schema is the core low-level component of XBRL and consists of the physical XSD and DTD
(Document Type Definition) files that express how instance documents (your financial statements and their taxonomies) are to be built.
An XBRL taxonomy is a vocabulary or dictionary of elements that are created by a regulatory group or governing body using XBRL specifications that enable the particular group to ensure the exchange of business information in a predefined consistent manner. Taxonomies are derived from accounting rules governing how financial data is disclosed in different countries or jurisdictions. The taxonomies that are discussed in this topic refer to the US GAAP taxonomies and the approximately 600 monetary elements that are used for the production of balance sheets and income statements. The documentation also assumes that you have a thorough working knowledge of XBRL.
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Using XBRL to Produce Balance Sheets and Income Statements Chapter 22
The following are the general activities that are necessary to produce and distribute your reports using
PeopleSoft functionality:
• Store the parts of taxonomies representing numeric facts in the database.
• Generate reports conforming to the taxonomies.
• Distribute the reports to the appropriate users.
You store taxonomies and their elements in PeopleSoft tables. After creating the elements, you populate the elements using ChartField Value Sets. You then create ChartField Value Sets to define the accounts that determine taxonomy element. PeopleSoft creates balance sheets and income statements with only the numeric facts of taxonomies.
Balance sheets and income statements are created as an XBRL instance (in the form of a message) for a business unit ledger group using PeopleSoft Application Engine (GL_XBRL) and PeopleSoft XMLDOC.
When you run your balance sheet and income statement reports, you distribute them using PeopleSoft
Integration Broker.
Components Used to Produce XBRL Balance Sheets and Income
Statements
To use XBRL to produce balance sheets and income statements, use the following components:
• XBRL Context (XBRL_CONTEXT)
• XBRL NameSpace (XBRL_SETUP_NSPACE)
• XBRL Element (XBRL_ELEMENT)
• XBRL Instance Template (XBRL_SETUP)
Pages Used to Produce Financial Statements Using XBRL
Page Name Definition Name Navigation Usage
XBRL Context XBRL_CONTEXT General Ledger, XBRL,
Context
Define XBRL numeric contexts and specify their
Effective Date and Status.
PeopleSoft supports only numeric context. An XBRL context can specify reports for amounts or amounts per share.
XBRL NameSpace XBRL_SETUP_NSPACE General Ledger, XBRL,
NameSpace
Define a NameSpace alias for the NameSpace URL that provides access to the taxonomies, which are appropriate to your XBRL reports.
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Chapter 22
Page Name
XBRL Element
Setup
Report Element
Create XBRL Instance
Request
Using XBRL to Produce Balance Sheets and Income Statements
Definition Name
XBRL_ELEMENT
XBRL_SETUP_TYPE
XBRL_RPT_ELEMENT
RUN_XBRL
Navigation
General Ledger, XBRL,
Element
General Ledger, XBRL,
Instance Template, Setup
General Ledger, XBRL
Instance Template, Report
Element
General Ledger, XBRL,
Create Instance, Create
XBRL Instance Request
Usage
Specify the XBRL labels and elements to be used in the production of your reports.
Define the template name and specify the scope, entity information, and time span for your reports.
Specify the elements and
ChartField Value Sets that determine the items and amounts that are reported.
Determine the dates, the report template, and the business unit or ledger set that are used to create your reports.
Setting Up Supporting Trees and ChartField Value Sets
Initially, determine the XBRL taxonomies and elements that are necessary to produce the items that make up your reports. To supply the monetary values that are to be reported, create PeopleSoft trees and
ChartField value sets.
You might be able use existing trees and associated ChartField value sets that you previously created for the closing of the books for your reporting entity.
See "Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)".
See PeopleTools Documenta:tion PeopleSoft Tree Manager
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Using XBRL to Produce Balance Sheets and Income Statements Chapter 22
Specifying the XBRL Context
Access the XBRL Context page (General Ledger, XBRL, Context).
Image: XBRL Context page
This example illustrates the fields and controls on the XBRL Context page. You can find definitions for the fields and controls later on this page.
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Context Name
Context Type
XBRL Unit
Description
Enter one or more context IDs to be used by the XBRL elements to create balance sheets and income statements or individual items constituting those statements either for amount or amount per share.
This is a display-only field. PeopleSoft supports the Numeric parts of the taxonomies.
Specify whether the XBRL Context is to be used to report for the currency amount or amount per share.
Provides a description of the context.
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Chapter 22 Using XBRL to Produce Balance Sheets and Income Statements
Specifying a NameSpace Alias for the NameSpace URL
Access the XBRL NameSpace page (General Ledger, XBRL, NameSpace).
Image: XBRL NameSpace page
This example illustrates the fields and controls on the XBRL NameSpace page. You can find definitions for the fields and controls later on this page.
NameSpace Alias
NameSpace
Enter a namespace alias to be used for an XBRL instance to specify the NameSpace URL to be used to produce your reports.
Contains the URL where the taxonomy elements are specific for your XBRL reports.
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Using XBRL to Produce Balance Sheets and Income Statements Chapter 22
Defining the XBRL Elements
Use the XBRL Element page to define the XBRL elements (General Ledger, XBRL, Element).
Image: XBRL Element page
This example illustrates the fields and controls on the XBRL Element page. You can find definitions for the fields and controls later on this page.
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Element Label
XBRL Element ID
NameSpace Alias
Context
Enter a label to identify the XBRL element. The label will be used to represent the element in the XBRL template page.
Enter the name of the XBRL element available to the specified
Element Label that is to be used in your report instance when you produce your reports.
Enter the alias for the NameSpace (URL) where the elements and taxonomies are located for your reports.
Enter the context that you previously defined. PeopleSoft supports numeric context only.
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Chapter 22 Using XBRL to Produce Balance Sheets and Income Statements
Setting Up the XBRL Instance Template
Use the XBRL Report Template - Setup page to set up the XBRL Instance template (General Ledger,
XBRL, Instance Template, Setup).
Image: XBRL Instance Template - Setup page
This example illustrates the fields and controls on the XBRL Instance Template - Setup page. You can find definitions for the fields and controls later on this page.
XBRL Instance Template
Single Business Unit
Identifier Scheme URL
Entity Identifier Type
SetID
TimeSpan
Enter a name for the report template.
Click if the template is for a single business unit. If this check box is not selected, the system assumes that multiple business units exist.
Enter the URL for the authority governing the Entity Identifier.
For example, the NASDAQ URL is entered when the Entity
Identifier Override is the stock symbol for the entity. The information that is provided by the NASDAQ website provides identification for the reports that are appropriate for investors.
Select either Business Unit or Override. If you select Business
Unit, entity information is provided from PeopleSoft tables. If you select Override, you must provide the standard symbol and the URL to the governing body for that entity symbol.
Enter the SetID for the TimeSpan that you specify.
Enter the TimeSpan that is appropriate to the closed period for which you are reporting. The as of date that you enter on the
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Using XBRL to Produce Balance Sheets and Income Statements Chapter 22 report request is used to establish the time frame of the financial statements with the Time Span that you specify here. This means that the as of date on the report request page might not be the as of date on the balance sheet, which will be the end date of the last closed accounting period within the time frame.
Running XBRL Reports
Use the Create XBRL Instance Request page to run XBRL reports (General Ledger, XBRL, Create
Instance, Create XBRL Instance Request).
Image: Create XBRL Instance Request page
This example illustrates the fields and controls on the Create XBRL Instance Request page. You can find definitions for the fields and controls later on this page.
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As of Date
XBRL Instance Template
Currency Code
Business Unit and Ledger
Establishes the time frame of the financial statements in conjunction with the time span you enter on the report template.
Note: The as of date on the report request page might not be the as of date on the balance sheet, which will be the end date of the last accounting period within the time frame.
Enter the template for the report that you are creating.
Displays either the base currency of the ledger or the currency of the ledger set.
Select these values only if you specified reporting from a single business unit on the report template.
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Chapter 22
Ledger Set
Using XBRL to Produce Balance Sheets and Income Statements
Select a value if you are reporting on several business units within this ledger set. The ledger set contains the business units and ledger from which the financial statement is generated.
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Chapter 23
Reviewing Financial Information
Reviewing Financial Information
These topics provide an overview of the resources to review Oracle's PeopleSoft General Ledger financial information and discuss how to:
• View journal information.
• View ledger information.
• Inquire about ledger groups.
• Compare data by ledger periods.
• Compare across ledgers.
• Review imported accounting entries.
• Review entry event accounting.
• Review subsystem reconciliation data.
Note: This topic does not include Commitment Control inquiries.
Related Links
"Understanding Budget Inquiries (PeopleSoft FSCM 9.2: Commitment Control)"
"Creating and Reviewing Budget Overview Inquiries (PeopleSoft FSCM 9.2: Commitment Control)"
"Inquiring and Reporting on Budget Closing Results (PeopleSoft FSCM 9.2: Commitment Control)"
Understanding Ledger, Journal, and Financial Information
Inquiries
PeopleSoft General Ledger provides a series of inquiries that enable you to review ledger summary and detail ledger information based on selected ChartField combinations. These inquiries use several successive views that take you down to journal line details. The ledger inquiry also enables you to drill down across products from account balances in General Ledger to specific transaction entries in other
PeopleSoft Financials and Distribution products.
The following terms are used in this topic:
Regular Balance
View a regular balance when you inquire on the balance of a ledger and you do not include any adjustment entries, balance
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Reviewing Financial Information Chapter 23
Cumulative Balance
Base Amount
Posted Total Base Amount
Transaction Amount
Posted Total Transaction Amount
Posted Total Amount
forward entries, or closing entries. This balance only includes transactions posted during the specified period.
View a cumulative ledger balance when you inquire on the balance of a ledger by including balance forward entries,
adjustment entries and closing entries. Each balance is added to the next balance to provide a cumulative ledger balance.
The transaction amount converted to the base currency indicated for the transactions business unit.
The total ledger amount expressed in the base currency.
The amount of the transaction entered in a currency that is different from the base currency or is the same currency as the base currency.
Amounts in the transaction currency for all ledger balances including those in the base currency.
Total amount of the transactions in the transaction currency for all ledger balances except those in the base currency.
Note: Many of the following inquiry pages operate in deferred processing mode. Most fields are not updated or validated until you save the page or refresh it by clicking a button, link, or tab. This delayed processing has various implications for the field values on the page—for example, if a field contains a default value, any value you enter before the system updates the page overrides the default. Another implication is that the system updates quantity balances or totals only when you save or otherwise refresh the page.
Related Links
Integrating General Ledger with Other PeopleSoft Applications
"Understanding ChartField Combination Editing (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Using TimeSpans (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Understanding Journal Generator (PeopleSoft FSCM 9.2: Application Fundamentals)"
Inquiry Overview
These inquiries are accessible in General Ledger:
• Journal Inquiry
Enables you to review a specific journal or multiple journals within a ledger for a business unit and accounting period. You can use a document sequence number as part of your search criteria to review journal data.
• Ledger Inquiry
Select a ledger to view based on selected ChartField values, including book codes, or ChartField value sets, which consist of a predefined set of selection criteria for a given ChartField. A ChartField value
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Chapter 23 Reviewing Financial Information set can be obtained from a tree, a series of detail ChartField ranges, or a series of detail ChartField values. There are also various methods for displaying both summary and detail ledger information.
• Ledger Group Inquiry
Review all the journals within a ledger group along with their journal line details. Compare the posted transaction amount, posted base amount, or posted total amount balances between ledger periods.
• Ledger Comparisons
Compare one ledger by periods or compare one ledger with another within one or more ledger periods. Customize your comparison by selecting specific ChartFields or ChartField value sets. You can display comparisons for all thirteen periods or for selected periods, with or without adjustments.
• Analytic Charts
Display analytic bar charts of the comparison across ledgers amounts.
• Imported Accounting Entries Inquiries
Import PeopleSoft Payroll, Student Financial, Enterprise Learning Management, Contributor
Relations and Global Consolidations transactions, as well as generic accounting line data into General
Ledger and review this imported data before and after you run Journal Generator.
• Entry Event Budget and GL Adjustment Accounting Inquiries
Drill down to the accounting line detail for Budget and GL adjustment transactions that use entry events.
• Subsystem Reconciliation Inquiry
Drill back to the Payables and Receivables subsystems and review vital status fields for documents that have not been processed and posted to the general ledger.
Viewing Journal Information
This section discusses how to:
• Enter journal criteria.
• View journal header details.
Pages Used to Review Journal Information
Page Name Definition Name Navigation
Journal Inquiry INQ_JRNL_CRITERIA General Ledger, Review
Financial Information,
Journals, Journal Inquiry
Usage
Review summary and detail journal information for a specific business unit, ledger,
and period.
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Reviewing Financial Information Chapter 23
Page Name
Journal Inquiry - Journal
Inquiry Details
Definition Name
INQ_JRNL_HDR_DTL
Navigation
After displaying the journal
IDs on the Journal Inquiry page, click a Journal ID link.
Usage
Displays the journal header, currency, and line information for the journal ID selected.
Journal Inquiry Page
Use the Journal Inquiry page (INQ_JRNL_CRITERIA) to review summary and detail journal information for a specific business unit, ledger, and period.
Navigation
General Ledger, Review Financial Information, Journals, Journal Inquiry
Image: Journal Inquiry page
This example illustrates the fields and controls on the Journal Inquiry page. You can find definitions for the fields and controls later on this page.
Enter required criteria and any additional criteria on the Journal Inquiry page and click the Search button to display Journal IDs based on your selections.
Document Sequence
Enter a document sequence number to review journals that are tracked by document sequencing number.
Journal ID
Click a Journal ID link to review the journal header and line detail information.
Note: You can use the Customize link to hide or display specific journal column data.
Journal Inquiry Details Page
Use the Journal Inquiry Details page (INQ_JRNL_HDR_DTL) to display the journal header, currency, and line information for the journal ID selected.
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Chapter 23 Reviewing Financial Information
Navigation
After displaying the journal IDs on the Journal Inquiry page, click a Journal ID link.
Image: Journal Inquiry Details page
This example illustrates the fields and controls on the Journal Inquiry Details page. You can find definitions for the fields and controls later on this page.
All Lines or From/To and enter values for From Line and To Line
Display all the journal lines for this journal, or enter a range of line numbers and click the Query Journal Lines button.
Related Links
Understanding Journal Processing
Viewing Ledger Information
This section discusses how to:
• Specify ledger criteria to review summary and detail information.
• View ledger summary balances.
• View ledger transaction details.
• View detail journal header and journal lines.
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Reviewing Financial Information Chapter 23
• Drill down to the subsystem accounting entries.
• View the ledger details.
Pages Used to Review Ledger Information
Page Name
Ledger Inquiry
Ledger Summary
Definition Name
INQUIRY_CRITERIA
INQ_SUM_BAL
Navigation
General Ledger, Review
Financial Information,
Ledger, Ledger Inquiry
Usage
Specify selection criteria to view Ledger detail and summary information.
Click the Search button on the
Ledger Inquiry page.
Displays the summary balances based on selected criteria.
Ledger Inquiry - Transaction
Details
INQ_TRANS_DETAIL
Journal Inquiry - Journal
Inquiry Details
Drill to Source
Accounting Entries
Ledger Inquiry - Ledger
Details
INQ_JRNL_HDR_DTL
XX_GL_DRILL
XX_ACTG_ENTRIES
INQ_DETAIL_LEDGER
Click the Activity link on the Ledger Inquiry - Ledger
Summary page to access this page.
Displays the summary of the ledger's journal data for your selection. For example, it displays summary of all the ledger's journal amounts for a specific account ChartField value.
Click the Journal ID value link for one of the transactions on the Transactions Details page.
Displays the journal transaction's header information and journal lines.
Click Drill to Source on the
Journal Inquiry Details page.
Displays an intermediate page with links to the subsystem journal accounting entries ( the XX in the object name represents the code for the particular General Ledger feeder system).
Click the document links from the Drill to Source page (or other intermediate page).
Displays the subsystem journal accounting entries.
The XX in the Accounting
Entry page object name represents the code for the particular General Ledger feeder system.
Click the Detail link on the
Ledger Inquiry - Ledger
Summary page.
Displays the ledger details for a selected period. Click the
Activity link on this page to return to the Ledger Inquiry -
Transaction Details page and drill down to the subsystem level of detail.
Ledger Inquiry Page
Use the Ledger Inquiry page (INQUIRY_CRITERIA) to view ledger detail and summary information based on selected criteria.
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Chapter 23 Reviewing Financial Information
Navigation
General Ledger, Review Financial Information, Ledger, Ledger Inquiry
Image: Ledger Inquiry page
This example illustrates the fields and controls on the Ledger Inquiry page. You can find definitions for the fields and controls later on this page.
Specify the ChartFields to view the summary by and also the order of the ChartFields to be viewed by the sequence that you select the Sum By check box. For example, if you click the Sum By check box for
Account, and then Department, theAccountChartField has Order-By equal to 1, while Department has
Order-By equal to 2. You can also specify adjustment periods to be included as part of the criteria by selecting the check box next to the Adjustment Periods.
Ledger Criteria
Enter or select at a minimum the required fields to establish ledger inquiry criteria. Select additional options to further refine your inquiry.
Unit
Ledger
Show YTD Balance (show year-todate balance)
Select the business unit for which you want to return ledger data.
Commitment control and summary ledgers are not available for ledger inquiry.
Select this check box and the inquiry returns year-to-date balances for specified ChartFields for a period. For example,
results are summed in order by account for the periods which appears in the numerical order of the account.
Do not select this check box and the inquiry returns individual balances for period and account that are displayed in order by period.
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Show Transaction Details
This field is not available if the selected Ledger in the ledger criteria uses the Average Daily Balance ledger template.
Select to see the ledger data along with the journal transactions that contributed to the balance.
For example, if you select this check box and select all
ChartFields in the Sum By check boxes, the inquiry returns a list of all journals that contribute to the ledger lines.
Include Closing Adjustments
Only in Base Currency
Max Ledger Rows (maximum ledger rows)
Select this option if you want the inquiry amounts to appear only in the base currency indicated for the selected business unit.
You can override the default of 100 with any number <=300 rows of data that you can display in a scroll area. Less than 300 usually contributes to better performance.
Search
Select this option to include closing balances (period 999) along with the current open period amounts.
Clear
Delete
Click to display either the Ledger Summary page or Transaction
Detail page, when the Show Transaction Details check box is selected.
Select to clear the ledger and ChartField criteria from the page to enter different criteria.
Deletes the inquiry, cancels the page, and returns you to a blank
Ledger Inquiry - Ledger Inquiry Criteria page.
ChartField Criteria
You can select one or more ChartField values or one or more ChartField value sets leave the fields blank and place a check mark next to each row to review all ChartField information based on the selected criteria.
ChartField
ChartField Value Set
Update/New
Sum By
Select a ChartField value for one or more ChartFields to review specific data in a ledger.
Select a predefined set of selection criteria for a given
ChartField.
Click this link to update an existing ChartField value set or create a new ChartField value set.
You are required to select at least one ChartField to sum by and if you do not, you receive an error message when you click the
Search button.
Period is always included in the sum by and is always the first column in the inquiry results. The order in which the
ChartFields appear on the inquiry results is determined by
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Chapter 23 Reviewing Financial Information
Value Required
Order By
the order in which you select the Sum By check boxes for the
ChartFields.
If you select all ChartFields available in the ChartField Criteria for Sum By and the Show Transaction Details check box is not checked, the result is a display of each row in the ledger that meets your criteria for business unit, ledger, fiscal year,
accounting period, currency, and statistics code.
Select this check box to filter out ChartFields with blank values.
This check box is available only when the Sum By check box is selected.
It is also unavailable for selection but is automatically selected by the system if the ChartField Account has Sum By selected.
Determine the sort order of the ChartFields in the result page by the order in which you select Sum By for each ChartField.
Include Adjustment Periods
Sel (select)
Period
Select specific adjustment periods by selecting its check box from the list of adjustment periods that are available based on the selected Ledger and Fiscal Year. Only adjustment periods that are applicable to the fiscal year are available.
Adjustment periods are displayed based on those available for the selected ledger and fiscal year. For example, depending on the periods set up for the fiscal year, there might be 901 through
912 or if set up, 913. You can also use the common adjustment period 998.
Related Links
"Defining and Using ChartField Value Sets (PeopleSoft FSCM 9.2: Application Fundamentals)"
Ledger Summary Page
Use the Ledger Summary page (INQ_SUM_BAL ) to display the summary balances based on selected criteria.
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Navigation
Click the Search button on the Ledger Inquiry page.
Image: Ledger Summary page
This example illustrates the fields and controls on the Ledger Summary page. You can find definitions for the fields and controls later on this page.
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From the Ledger Inquiry page, when clicking the Search button, you are directed to the Ledger Summary page. If you had selected the Show Transaction Details check box from the Ledger Inquiry page, you are directed to the Ledger Details page.
Ledger Detail Drill - Down
Chartfield Display
Click this link to configure the ChartFields that you intend to display for Ledger Detail, which can be accessed by clicking the
Detail link on the Ledger Summary page.
Ledger Amount by Currency
Displays, based on type of currency, a summary of the transaction balances for each account in the ledger within the selected ledger period range.
Activity
Detail
Click this link to view transaction details on the Ledger Inquiry
- Transaction Details page.
Click the link to view ledger details on the Ledger Inquiry -
Ledger Details page.
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Chapter 23 Reviewing Financial Information
Ledger Inquiry - Transaction Details Page
Use the Ledger Inquiry - Transaction Details page (INQ_TRANS_DETAIL) to display the summary of the ledger's journal data for your selection.
For example, it displays a summary of all the ledger's journal amounts for a specific account ChartField value.
Navigation
Click the Activity link on the Ledger Inquiry - Ledger Summary page.
Image: Ledger Inquiry - Transaction Details page
This example illustrates the fields and controls on the Ledger Inquiry - Transaction Details page. You can find definitions for the fields and controls later on this page.
If the Show Transaction Details check box on the Ledger Inquiry page is selected, when you click the
Search button, the Transaction Details page is displayed. Under this criteria, you see journal transactions for all ledger balances that match the criteria.
In the example on the page that is pictured, the Department ChartField value, 21100, was selected as the search criteria on the Ledger Inquiry page.
Journal ID
Click this link to access the Journal Inquiry - Journal Inquiry
Details page.
Journal Inquiry Details Page
Use the Journal Inquiry Details page (INQ_JRNL_HDR_DTL) to display the journal transaction's header information and journal lines.
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Navigation
Click the Journal ID value link for one of the transactions on the Transactions Details page.
Image: Journal Inquiry - Journal Inquiry Details page
This example illustrates the fields and controls on the Journal Inquiry - Journal Inquiry Details page. You can find definitions for the fields and controls later on this page.
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All Lines
From/To
Drill to Source
Select this option and click the Query Journal Lines button to see all journal lines.
Select this option and then enter a line number in the From Line and in the Two Line fields to display a range of journals and with their information when you click the Query Journal Lines button.
Click the drill to source button to access the source of journal lines in the general ledger feeder systems, such as PeopleSoft
Receivables. This icon is not available on the page if there is no feeder system source, for example when an adjusting general ledger journal is created in General Ledger to record a miscellaneous adjustment to receivables or payables.
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Chapter 23 Reviewing Financial Information
Drill to Source Page
Use the Drill to Source page (XX_GL_DRILL) to display an intermediate page with links to the subsystem journal accounting entries (the XX in the object name represents the code for the particular
General Ledger feeder system).
Navigation
Click Drill to Source on the Journal Inquiry Details page.
Image: Drill to Source page
This example illustrates the fields and controls on the Drill to Source page. You can find definitions for the fields and controls later on this page.
The Drill to Source page is an intermediate page that provides detail about the entry with links to drill further to the accounting lines. Some PeopleSoft applications provide a separate intermediate drill down page, such as the AR_ITEM_DRILL_PNL provided by PeopleSoft Receivables. In this case, there are several related links for the purpose of drilling to the underlying data.
GL Journal (general ledger journal) Click this link to access the Journal Lines page (JOURNAL_
LN_FS) that contains all of the journal lines that comprise the journal. You can click on each Journal Line number on this page to access the details on the journal line. Select the Journal
Header tab to view the journal header information.
Details
The Details group box of the Drill to Source page varies depending upon the source of the entry. Use the links to drill further to the voucher or invoice information, for example.
Use the Accounting Entries page (XX_ACTG_ENTRIES) to displays the subsystem journal accounting entries.
The XX in the Accounting Entry page object name represents the code for the particular General Ledger feeder system.
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Navigation
Click the document links from the Drill to Source page (or other intermediate page).
Image: Voucher Accounting Entries page
This example illustrates the fields and controls on the Voucher Accounting Entries page. You can find definitions for the fields and controls later on this page.
This page name varies depending upon the subsystem. It can be Voucher Accounting Entries or Activity
Accounting Entries, for example.
Ledger Inquiry - Ledger Details Page
Use the Ledger Inquiry - Ledger Details page (INQ_DETAIL_LEDGER) to display the ledger details for a selected period.
Click the Activity link on this page to return to the Ledger Inquiry - Transaction Details page and drill down to the subsystem level of detail.
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Navigation
Click the Detail link on the Ledger Inquiry - Ledger Summary page.
Image: Ledger Inquiry - Ledger Details page
This example illustrates the fields and controls on the Ledger Inquiry - Ledger Details page. You can find definitions for the fields and controls later on this page.
Activity
Click this link to return to Ledger Inquiry - Transaction Details page. There you can again view each of the pages listed above until you reach the subsystem entry source document.
Inquiring About Ledger Groups
This section discusses how to:
• Review ledger group information.
• View journal lines.
Pages Used to Review Ledger Information
Page Name
Journals
Journal Lines Inquiry
Definition Name
INQ_JRNL_HEADER
INQ_JRNL_LINE
Navigation
General Ledger, Review
Financial Information,
Ledger Group, Journals
Usage
Inquire on the journals contained within the ledgers of a particular ledger group.
Select to show all lines or a range of lines and click the
Drill to Journal Line button on the Journals page.
Displays the journal lines of each journal in the ledger group.
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Ledger Group Inquiry - Journals Page
Use the Ledger Group Inquiry - Journals page (INQ_JRNL_HEADER) to inquire on the journals contained within the ledgers of a particular ledger group.
Navigation
General Ledger, Review Financial Information, Ledger Group, Journals
Image: Ledger Group Inquiry – Journals page
This example illustrates the fields and controls on the Ledger Group Inquiry – Journals page. You can find definitions for the fields and controls later on this page.
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Enter the criteria to access one or more journals in a selected ledger group.
Search
Show All
Click this button to display the journal header detail for each journal contained within the ledger group after entering the search criteria.
Select to show all journal lines associated with this ledger group when you click the Drill to Journal Lines button.
From Line and Through Line
Currency Details
Enter the specific journal line numbers that you want to display when you click the Drill to Journal Lines button.
If you enabled the Separate DR/CR Amount Fields on the
Ledgers for A Unit - Definition page for a detail ledger, the amounts for the currency in the primary ledger display in DR and CR fields, as well as the Net amount of the two. If Separate
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Chapter 23 Reviewing Financial Information
DR/CR is not enabled, amounts display as a negative for a credit and a positive for a debit.
Journal Lines Inquiry
Use the Journal Lines Inquiry page (INQ_JRNL_LINE) to display the journal lines of each journal in the ledger group.
Navigation
Select to show all lines or a range of lines and click the Drill to Journal Line button on the Journals page.
Image: Journal Lines Inquiry page
This example illustrates the fields and controls on the Journal Lines Inquiry page. You can find definitions for the fields and controls later on this page.
Query Journal Line Again
If you queried to display a specific number of journal lines to review on this page, you can enter one or more different journal line numbers and select this option to display them along with the journal lines that you displayed with your original query.
Comparing Data by Ledger Periods
You can select and compare ChartFields of selected ledger entries based on selected accounting periods.
This section discusses how to:
• Enter search criteria.
• Compare ledger by period.
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Pages Used to Compare Data by Ledger Period
Page Name Definition Name Navigation
Ledger Period Comparison INQ_LED_CMP_PNL General Ledger, Review
Financial Information,
Ledger Period Comparison,
Ledger Period Comparison
Ledger Period Comparison -
Period Comparison Results
INQ_LED_CMP_DTL Click Search on the Ledger
Period Comparison page.
Usage
Specify the ledger data you want to compare by period.
Displays a comparison of the selected ledger's detail based on the ChartFields and number of periods selected on the Ledger Period
Comparison page.
Ledger Period Comparison Page
Use the Ledger Period Comparison page (INQ_LED_CMP_PNL) to specify the ledger data you want to compare by period.
Navigation
General Ledger, Review Financial Information, Ledger Period Comparison, Ledger Period Comparison
Image: Ledger Period Comparison page
This example illustrates the fields and controls on the Ledger Period Comparison page. You can find definitions for the fields and controls later on this page.
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Chapter 23
Amount Field
Include All Periods
Include Balance Forward
Include Closing
ChartField and Value
Period Selection
Search
Reviewing Financial Information
Select POSTED_TRAN_AMT to display the amounts in the transaction currency for all ledger balances including those in the base currency.
Select POSTED_BASE_AMT to display the total of the transaction amounts converted to the base currency of the ledger.
Select the POSTED_TOTAL_AMT to display the amounts in the transaction currency for all ledger balances except those in the base currency.
Includes periods for the ledger criteria if selected.
Note: When Include All Periods is selected, a maximum of 13 periods can be used. This can include one adjustment period, but no more than one.
Includes any balances carried forward from the previous period in the totals.
Includes closing adjustments for period 999 in the totals.
Select the ChartField values that you want to appear on the
Ledger Period Comparison - Period Comparison Results page.
To limit the number of ChartField values, enter a specific Value for a selected ChartField. You can also use a wildcard (%) to select a range of values. If you do not specify ChartField values,
the system determines the values to use based on the selected ledger.
The Alternate Account ChartField (AltAcct) appears in the
ChartField Criteria group box only if you enabled the alternate account option on the Installation Options - Products page and the Ledgers for a Unit page.
Select the periods you want to use for comparison on the Ledger
Period Comparison - Period Comparison Results page. To remove a period from the list, click the minus sign button to remove the row. If you want to include an adjustment period,
click the plus sign button to add a row.
Select the Adj check box and either manually enter an adjustment period or use the prompt to select an adjustment period. Select the adjustment periods you want to display.
Click this button to access the Ledger Period Comparison -
Period Comparison Results page.
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Ledger Period Comparison - Period Comparison Results Page
Use the Ledger Period Comparison - Period Comparison Results page ( INQ_LED_CMP_DTL) to display a comparison of the selected ledger's detail based on the ChartFields and number of periods selected on the Ledger Period Comparison page.
Navigation
Click Search on the Ledger Period Comparison page after selecting desired criteria.
Image: Ledger Period Comparison - Period Comparison Results page
This example illustrates the fields and controls on the Ledger Period Comparison - Period Comparison
Results page. You can find definitions for the fields and controls later on this page.
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Period Bal Fwd (period balance forward)
Period Close
ChartField Criteria
Ledger Compare Criteria
If you selected the Include Balance Forward option, this column appears on the first tab and displays the opening balance for the period in the Ledger Comparison grid.
If you selected the Include Closing Adjustments option, this column for period 999 appears on the last tab. It displays the adjustment for year end closing in the Ledger Comparison grid.
Click to display the list of ChartFields. Deselect or select a
ChartField check box and when you click the Refresh button,
the Ledger Period Comparison - Period Comparison Results page redisplays ChartFields based on your selections.
Click to display the Ledger Criteria as well as ChartField
Criteria. You can modify your selections and click Search to display results based on the newly-selected criteria.
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Chapter 23 Reviewing Financial Information
Comparing Across Ledgers
This section discusses how to:
• Enter comparison criteria for two ledgers.
• Review comparison amounts between the ledgers by period.
• Use a bar chart to analyze the ledger comparison data.
Pages Used to Compare Ledgers Across Periods
Page Name Definition Name Navigation
Compare Across Ledgers INQ_COMPARE_PNL General Ledger, Review
Financial Information,
Compare Across Ledgers,
Compare Across Ledgers
Compare Across Ledgers -
Compare Ledgers - Data
INQ_COMPARE_PNL
Compare Across Ledgers -
Compare Ledgers - Bar Chart
INQ_COMPARE_PNL
Usage
Specify the criteria for the ledgers that you want to compare.
Click Search.
Displays the ledger comparison data.
Select Amount, select Display
Chart on the Compare Across
Ledgers Criteria page, and click Search.
Displays a bar chart of the data.
Compare Across Ledgers Page
Use the Compare Across Ledgers page (INQ_COMPARE_PNL) to specify the criteria for the ledgers that you want to compare.
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Navigation
General Ledger, Review Financial Information, Compare Across Ledgers, Compare Across Ledgers
Image: Compare Across Ledgers page
This example illustrates the fields and controls on the Compare Across Ledgers page. You can find definitions for the fields and controls later on this page.
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You can select and compare total amounts for selected ChartField criteria between two ledgers.
Ledgers
Enter the ledgers and the criteria for the two ledgers you want to compare and save the page. The grid appears in which you can select specific ChartFields and criteria that you want to be included in your comparison.
Percentage/Amount
Select whether you want the variance between the ledgers to display as an amount or a percentage in the comparison information. If you select Amount, the Display Chart field becomes available.
Display Chart
Select to display an analytical chart. If you selected Amount in the previous field, when you click Search, you can scroll down to view a bar chart below the comparison data that shows
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Chapter 23
Search
Sum By
Value Required
Order By
Reviewing Financial Information a comparison between the amounts in Ledger 1 and Ledger 2 along with the variance between the two.
Click to display the comparison detail information and then use the scroll bar to scroll down below the selection criteria information to see the results.
This option is only applicable to ChartFields that are common to both ledgers.
Select this check box to filter out ChartFields with blank values.
When you select the Sum By check box for a ChartField, it automatically displays a number that determines the order in which the ChartField inquiry results are retrieved and displayed.
Reviewing Comparison Amounts Between The Ledgers by Period
Click Search and scroll down to the comparison information.
Image: Compare Across Ledgers - results page
This example illustrates the fields and controls on the Compare Across Ledgers - results page. You can find definitions for the fields and controls later on this page.
Depending how you set up your criteria, the selected ledgers are compared to one another for each ledger period.
Variance
May appear as an amount or a percentage depending on which field value you select for the Percentage/Amount field.
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Note: This page is also integrated with the CFO Portal.
Using a Chart to Analyze the Ledger Comparison Data
Access the Compare Ledgers page and scroll down to the chart.
Image: Compare Across Ledgers - Ledger Comparison by Period bar chart page
This example illustrates the fields and controls on the Compare Across Ledgers - Ledger Comparison by
Period bar chart page. You can find definitions for the fields and controls later on this page.
Reviewing Imported Accounting Entries
You can inquire about PeopleSoft Payroll, Generic, Student Financial, and Contributor Relations accounting lines that you import into General Ledger.
This section discuss how to inquire on imported accounting entries.
Pages Used to Inquire on Accounting Lines
Page Name Definition Name Navigation
Payroll Accounting Entries -
Payroll Acctg
PY_DRILL_PNL General Ledger, Review
Financial Information,
Payroll Accounting Entries
Enterprise Learning
Mgmt Acctg − ELM
Acctg (enterprise learning management accounting)
ELM_JRNL_DRILL General Ledger, Review
Financial Information,
Enterprise Learning
Management Acctg, ELM
Acctg
Usage
Inquire on accounting lines that have been imported into General Ledger from
PeopleSoft Payroll.
Inquire on journals imported from Enterprise Learning
Management (ELM) to
General Ledger.
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Chapter 23 Reviewing Financial Information
Page Name Definition Name
Generic Accounting Entries JGEN_ACCTG_DRILL
Student Fin Accounting
Entries
Contributor Relations Acctg.
AV_DRILL_PNL
Oracle Retail Account Entries ORT_ACCT_ENT
Global Consolidations
SF_DRILL_PNL
GC_ACCTG_DRILL
Navigation
General Ledger, Review
Financial Information,
Generic Accounting Entries
Usage
Inquire on generic accounting entries in General Ledger.
These accounting lines include entries that you import into General Ledger using the
Journal Generator process (FS
_JGEN).
General Ledger, Review
Financial Information,
Student Fin Accounting
Entries (student financial accounting entries)
General Ledger, Review
Financial Information,
Contributor Relations
Acctg (contributor relations accounting)
Review Learning Solution's imported student financial accounting entries.
Review Learning Solution's imported contributor relations accounting entries.
General Ledger, Review
Financial Information, Oracle
Retail Account Entries
Review accounting lines that have been imported into PeopleSoft General
Ledger from Oracle Retail
Management.
General Ledger, Review
Financial Information, Global
Con Accounting Entries
Review Global Consolidations imported accounting entries.
Related Links
Integrating General Ledger with Other PeopleSoft Applications
Inquiring on Imported Accounting Entries
Before you can use any of these inquiry options, you must import the following into General Ledger:
• Payroll accounting lines.
• ELM accounting lines.
• Generic accounting entries.
• Student financial accounting entries.
• Contributor relations accounting entries.
Note: You use the same method to access the accounting entries for all of these Review Ledger/Journal options.
To access accounting entries that were imported to General Ledger:
1. Enter the Business Unit, Journal ID, Journal Date, GL Journal Line number, and Ledger.
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The Payroll, Generic, ELM, Student Financial, or Contributor Relations accounting journal information appears at the top of the page.
2. Review the accounting entry data that appears in the lower portion of the page.
3. There are four pages of data concerning the selected Journal ID:
• ChartFields
• More ChartFields
• Currency Details
• Misc.
Chapter 23
Reviewing Entry Event Accounting
This section discusses how to:
• Drill down to entry event budget accounting details.
• Drill down to entry event GL adjustment accounting details.
Pages Used to Review Entry Event Accounting
Page Name
Entry Event Budget
Accounting Entries
Definition Name
EE_GLBUD_DRILL
Navigation
General Ledger, Review
Financial Information, Entry
Event Budget Acctg, Entry
Event Budget Accounting
Entries
Usage
Drill down to budget accounting entry event transaction details.
Journal Header JOURNAL_HEADER_FS
Journal Lines
Entry Event GL Adjustment
Accounting Entries
JOURNAL_LN_FS
EE_GLADJ_DRILL
Click the GL Journal link and select the Journal header tab.
Displays Journal Header information for the Entry
Event GL Adjustment transaction.
Select Journal Lines tab.
Displays Journal Line detail for the Entry Event GL
Adjustment transaction.
General Ledger, Review
Financial Information, Entry
Event GL Adjust Acctg,
Entry Event GL Adjustment
Accounting Entries
Drill down to GL adjustment accounting entry event transaction details.
Entry Event Budget Accounting Entries Page
Use the Entry Event Budget Accounting Entries page (EE_GLBUD_DRILL) to drill down to budget accounting entry event transaction details.
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Navigation
General Ledger, Review Financial Information, Entry Event Budget Acctg, Entry Event Budget
Accounting Entries
Image: Entry Event Budget Accounting Entries page
This example illustrates the fields and controls on the Entry Event Budget Accounting Entries page. You can find definitions for the fields and controls later on this page.
Account
GL Journal (go to general ledger journal)
Displays the accounts generated by the Entry Event processor that are posted to the budget.
Click to review the Journal Header and Journal Lines page for this transaction.
Entry Event GL Adjustment Accounting Entries Page
Use the Entry Event GL Adjustment Accounting Entries page (EE_GLADJ_DRILL) to drill down to GL adjustment accounting entry event transaction details.
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Navigation
General Ledger, Review Financial Information, Entry Event GL Adjust Acctg, Entry Event GL
Adjustment Accounting Entries
Image: Entry Event GL Adjustment Accounting Entries page
This example illustrates the fields and controls on the Entry Event GL Adjustment Accounting Entries page. You can find definitions for the fields and controls later on this page.
Account
Displays an entry event accounting line generated by the Entry
Event Processor.
GL Journal (general ledger journal) Click this link to access Journal Header and Journal Lines page for this transaction.
Reviewing Subsystem Reconciliation Data
Subsystem Reconciliation is a reporting and inquiry tool that provides insight into the Payables,
Receivables, Treasury, Expenses, and Billing subsystems for documents that have not been fully processed. Subsystem Reconciliation reporting allows you to report on individual documents within a subsystem and review vital status fields that may identify why a document has not been fully processed and posted to the general ledger. The inquiry is based upon data that is loaded through a process
(GL_RECN) that maintains a status table, which keeps a record of the date and time of last processing by
Business Unit, System source, fiscal year, and accounting period.
The load process allows you to load data for selected business units, system sources, fiscal periods and
ChartFields. You can also select to increment data from the last process. Allowing this flexibility in the data load process improves performance and reduces redundant output in the reconciliation reports.
See "Running the Subsystem Reconciliation Reports Loader Request (GL_RECN) (PeopleSoft FSCM
9.2: Global Options and Reports)"
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Pages Used to Load, Define and Review Subsystem Reconciliation Data
Page Name Definition Name Navigation Usage
Load Reconciliation Data GLRCN_REQUEST General Ledger, General
Reports, GL Subsystem
Reconciliation, Load
Reconciliation Data.
Load data for selected business units, fiscal periods, system sources and
ChartFields.
Reconciliation Load Status
Table
GLRCN_STATUS Click the View Recon Data
Status link from the Load
Reconciliation Data page.
View reconciliation data load process information: date and time of processing by
Business Unit, System source,
fiscal year and accounting period.
Subsystem Defn GLRCN_SS_DEFN
Page Transfers
GL Reconciliation
Reconciliation Overview
Subsystem Document
Reconciliation by System
Srce
GLRCN_SS_DEFN2
GLRCN_CRIT
GLRCN_INQ_OVW
GLRCN_SS
RUN_GLRCN_RPTS
Reconciliation by ChartFields RUN_GLRCN_RPTS
General Ledger, General
Reports, GL Subsystem
Reconciliation, Subsystem
Document Definition,
Subsystem Defn.
General Ledger, General
Reports, GL Subsystem
Reconciliation, Subsystem
Document Definition, Page
Transfers.
General Ledger, General
Reports, GL Subsystem
Reconciliation, GL
Reconciliation Inquiry, GL
Reconciliation.
Provides the delivered definitions of the source system documents that feed into accounting lines associated with the system definitions.
Provides the menu and path information that is used by the drill down from the reconciliation inquiry to the subsystem document.
Provides visibility to both the subsystem accounting lines/General Ledger inquiry,
as well as the subsystem documents that have not yet been processed into accounting lines.
Click the Search button on the
GL Reconciliation page.
View and update subsystem data.
General Ledger, General
Reports, GL Subsystem
Reconciliation, Subsystem
Document.
Select source documents ( defined in the Subsystem
Document Definition component) to load and display those that have not yet generated accounting lines for general ledger.
General Ledger, General
Reports, GL Subsystem
Reconciliation, Reconciliation by System Srce.
Compare GL balances to the subsystem application accounting transaction.
General Ledger, General
Reports, GL Subsystem
Reconciliation, Reconciliation by ChartFields.
Compare GL balances to the subsystem application accounting transaction.
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GL Reconciliation Page
Use the GL Reconciliation page (GLRCN_CRIT), which provides visibility to both the subsystem accounting lines/General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines.
Navigation
General Ledger, General Reports, GL Subsystem Reconciliation, GL Reconciliation Inquiry, GL
Reconciliation.
Image: GL Reconciliation - Reconciliation Criteria page
This example illustrates the fields and controls on the GL Reconciliation - Reconciliation Criteria page.
You can find definitions for the fields and controls later on this page.
Once you have completed the subsystem reconciliation definitions setup and you run the data load process
(GL_RECN) to populate the reconciliation data, search for the accounting line reconciliation data by GL business unit, ledger group, fiscal year and accounting period range for entries as of a given date.
Provide ChartField criteria for which to retrieve data by specifying ChartField value ranges or by using
ChartField Value Sets.
Note: Account values are necessary. If no account values are chosen, then the inquiry will always sum to zero.
Search
Once you supply the search criteria, click the Search button, which opens the Reconciliation Overview page with your search result details.
Reconciliation Overview Page
Use the Reconciliation Overview page (GLRCN_INQ_OVW) to view and update subsystem data.
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Navigation
Click the Search button on the GL Reconciliation page.
Image: Reconciliation Overview page
This example illustrates the fields and controls on the Reconciliation Overview page. You can find definitions for the fields and controls later on this page.
Not Distributed amount
Distributed amount
Displays the subsystem accounting line data amount that is not distributed to the general ledger.
Displays the subsystem accounting line data amount that is distributed to general ledger.
Ledger Amount
Not Distributed amount
The General Ledger total amount.
The General Ledger amount not distributed from subsystem amounts.
Jrnl Amount Not Posted
The General Ledger amount not posted from the subsystem amounts.
Total Acctg Ln/Adjusted GL Amount The amount in these fields should be equal. Any difference is specified in the Difference field.
Subsystem Document Page
Use the Subsystem Document page (GLRCN_SS) to select source documents (defined in the Subsystem
Document Definition component) to load and display those that have not yet generated accounting lines for general ledger.
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Navigation
General Ledger, General Reports, GL Subsystem Reconciliation, Subsystem Document.
Image: SubSystem Document page
This example illustrates the fields and controls on the SubSystem Document page. You can find definitions for the fields and controls later on this page.
Chapter 23
668
Application Business Unit
System Source
Accounting Data From/Accounting
Date To
Source Document
Select the Payables or Receivables business unit of the system source.
Select from the following system sources:
GAP - generated accounts payable
GAR - generated accounts receivable
GBI - generated billing invoice
GEX - generated expense document
GTR - generated treasury document
The accounting date range to be used for the data load and inquiry.
Choose from the source documents defined in the Subsystem
Document Definition component.
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Chapter 23
Selected
Load Date and Time
Fetch
Load Data
Clear
Reviewing Financial Information
Specifies whether its source document is to be included in the current inquiry or data load/delete.
Displays the date and time that the data was last loaded into the inquiry table.
Click to display the data specified by the Search Criteria. You can use this only after the data has been loaded.
Click to refresh specified data. This action deletes and reloads the selected document types. The data must be loaded by this button prior to use. Thereafter it can be viewed, and only reloaded if changed.
Click to remove selected data from the inquiry table.
Transfers you to the Subsystem Document Inquiry or entry page.
Related Links
"Understanding Subsystem Reconciliation Reports (PeopleSoft FSCM 9.2: Global Options and Reports)"
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Chapter 24
Maintaining Standard Budgets in General
Ledger
Maintaining Standard Budgets in General Ledger
These topics provide an overview of Oracle's PeopleSoft General Ledger standard budgets and discuss how to:
• Maintain detail budgets.
• Maintain project budgets.
• Copy budgets.
• Import budgets from flat files.
• Post budget journals.
Understanding General Ledger Standard Budgets
PeopleSoft General Ledger enables you to develop, maintain, and report on standard budgets, also referred to as static budgets. As with actual or statistical data, you maintain budgets in a ledger. You can create any number of separate ledgers to track various types of budgets, including high-level forecasts and budgets based on summary ChartField levels.
This section lists prerequisites and discusses:
• Methods for creating and maintaining standard budgets.
• Budget spreading, repeating, and percentage-increase processes.
• The Budget Copy process.
• The Budget Allocation process.
Note: Standard budgets do not include control budgets, which are set up and maintained using the
Commitment Control feature.
Prerequisites
Before you enter amounts in a budget ledger, you must:
1. Define a ledger template.
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Maintaining Standard Budgets in General Ledger Chapter 24
2. Link the template to a detail budget ledger.
3. Add the budget ledger to a budget ledger group.
4. Activate the budget ledger groups for business units.
Note: The scenario ChartField in the budget ledger and budget journal line records does not exist in the standard ledger definition. PeopleSoft Budgeting uses the scenario ChartField extensively because that
ChartField facilitates an integration link between PeopleSoft Budgeting and General Ledger. Even if you do not currently use PeopleSoft Budgeting or populate values for this ChartField, retain the additional
ChartField in the general ledger budget records. You cannot include a budget ledger in a budget ledger group with other types of ledgers. That is, you must not include budget ledgers with an actuals (recording) ledger or any other type of ledger in a ledger group. You do not have to use the same accounting calendar for a budget that you use for an actuals (recording) ledger. You create calendars on the Detail Calendar page, activate the budget ledger, and select the calendars that you want to use for the standard budgets.
Related Links
"Defining a Ledger Template (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Ledger Group Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Defining a Detail Ledger (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Understanding Accounting Calendars Based on Open and Close Periods (PeopleSoft FSCM 9.2:
Application Fundamentals)"
"Scenario Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Methods for Creating and Maintaining Standard Budgets
You can set up standard budgets based on fixed amounts or percentages. In addition, you can set up standard budgets by:
• Copying amounts from other ledgers.
• Cloning existing budgets or loading data from spreadsheets.
• Using automatic replication and spreading.
• Creating an unlimited number of budget versions.
• Configuring budget worksheets with PS/nVision.
You can also set up standard budgets that:
• Budget at any level in the organization.
• Budget for any period of time.
• Reflect potential organizational changes in budget reports without affecting current financial reports.
You can use PeopleSoft Tree Manager to do this.
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Chapter 24 Maintaining Standard Budgets in General Ledger
Note: General Ledger integrates with PeopleSoft Budgeting, which shares all of the functionality described in this section. If you use PeopleSoft Budgeting to manage the budget process and prepare budget ledger data, you have immediate access to that budget data for reporting and comparison with
General Ledger actuals data. Many of the steps described in this section apply only if you do not use
PeopleSoft Budgeting for budget preparation.
See PeopleSoft Enterprise Planning and Budgeting
Typically, you maintain budgets in an unbalanced ledger. With expense budgets and sales forecasts, for example, you are normally concerned with only one side of the accounting equation. Because you use most budgets for planning and analysis (and you continually modify and round them), you may not need to create an exact offset every time that you change a budgeted amount. The Detail Budget Maintenance pages that enable you to modify budget rows directly are supported against unbalanced ledgers only.
In General Ledger, you can:
• Enter and modify budget amounts by sets of ChartFields or by period.
• Enter a lump sum to be spread across multiple periods for a ChartField combination.
• Copy any combination of ledger rows from existing ledgers.
• Import budgets from spreadsheets.
• Allocate amounts to a budget ledger.
• Enter budget journals.
Except when entering allocations and budget journals, you update the ledger balances table directly with no audit trail. By entering journals and posting them to the budget ledger or selecting the Request
Allocations option to create journals in allocations, you maintain the same audit trail as with actuals
(recording) transactions.
• Create an all-encompassing and detailed budget by cloning the actuals ledger, and then you can generate a budget summary ledger to maintain higher-level information.
• Create a budget using an across-the-board percentage, such as a payroll increase based on a 4.5
percent cost-of-living index or a sales target forecast that is 10 percent higher the following year.
Simply copy the amounts from the actuals ledger and have General Ledger automatically adjust those amounts by the specified percentage.
• Spread a given amount (for example, 15 million USD budgeted for equipment) evenly across specific
ChartFields or according to a basis (such as the statistics code for employee head count).
• Adjust budget amounts for each individual ChartField combination by period.
Budget Spreading, Repeating, and Percentage-Increase Processes
The budget spreading and repeating processes provide an alternative to the often time-consuming job of specifying budget amounts on an amount-by-amount, period-by-period basis. You can enter a lump sum budget amount or a percentage of an existing amount for a ChartField combination.
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General Ledger can automatically spread an amount or apply a percentage across the periods in a fiscal year. The amounts can be:
• Added by period.
• Repeated by period.
• Spread evenly across the periods.
You can also use percentage changes by period.
Spreading or repeating a fixed amount or percentage over a range of periods reduces data entry. Here is an example:
Suppose that you send a memo to the manager of the account management department indicating that the monthly office party expense for January through June will be 1,200.00 USD. The manager repeats the
1,200.00 USD amount for each month during that period.
When you review the sales department's budget, however, you realize that you have made a mistake, and you send another memo clarifying that 1,200.00 USD is the entire amount for the half-year period, and it must be divided evenly among the six months. The manager decides to spread a negative 6,000.00 USD evenly across the January through June time period. This leaves 200.00 USD in each monthly period and corrects the error.
Now suppose that after you consider the number of new employees, you decide to add 200.00 USD to each monthly period for a total expense of 2,400.00 USD. However, before the budget is finalized, you receive a memo from the budget committee directing you to reduce all nonessential sales and all general and administrative expenses by 50 percent. After you reduce the selected monthly expenses by the required 50 percent, you have 1200.00 USD for the final office party budget for the six months period.
This table shows the transactions:
FEB
1200
MAR
1200
APR
1200
MAY
1200
JUN
1200
JAN
Repeat 1200,00
USD
1200
-1000 Spread evenly
6000.00 USD
Balance 200
+200 Add by period
200.00 USD
Balance 400
Percentage change by period
Balance
-50%
200
-1000
200
+200
400
-50%
200
-1000
200
+200
400
-50%
200
-1000
200
+200
400
-50%
200
-1000
200
+200
400
-50%
200
-1000
200
+200
400
-50%
200
Remember the following points when you spread amounts:
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Chapter 24 Maintaining Standard Budgets in General Ledger
• You cannot spread amounts to closed periods.
• You cannot spread amounts to balanced ledgers or to summary ledgers.
• You can spread positive or negative amounts.
Budget Copy Process
The Budget Copy feature is ideal for creating multiple versions of a budget. You set up what-if scenarios or assess the impact of each level of review. You can use this feature to create a new budget based on an existing ledger or to update an existing budget and have General Ledger automatically increase or decrease the amounts copied by a percentage that you specify.
The Budget Copy process updates or inserts new rows of data into the selected target ledger. If data for the specified ChartField values in the pool (source) ledger already exists in the target ledger, the system updates (or overwrites) that data for the year and periods specified. If no data exists in the target ledger for the specified ChartFields, General Ledger adds those rows to the target ledger. Any rows that do not meet the pool ledger criteria remain unaffected.
Here is an example:
Suppose that the sales manager for corporate headquarters expects that the revenue for the eastern and central regions will increase by 128 percent in the year 2000. To create a sales projection for the year
2000, the manager copies the actuals amounts from 1999 to the budget ledger. From the actuals ledger, the manager selects a range of revenue accounts (400000–401000) and the appropriate sales departments
(21200 and 21300). All products and services are included. The system copies only those account balances that match the ChartField values that the manager entered. Any other rows of data that already exist in the budgets ledgers are not affected. Next, the manager selects the appropriate value in the Factor
% (factor percentage) field. In this case, it is 128 percent of the actuals balances.
To populate a year's worth of budgets with a one-to-one copy from the actuals ledger to the budgets ledger, you set up a period-to-period copy. Then you run it 12 times in the Budget Copy process request using a different as-of date for each request. You cannot use a multiperiod time span (such as All Year) in the pool definition because the Budget Copy process sums the entire year in one row rather than as period
1, period 2, and so on. You could spread that amount to one period at a time or over an entire year, but you would not perform a one-to-one copy.
Budget Allocation Process
Allocations processing in General Ledger enables you to spread either fixed amounts or a pool of complex pro rata amounts from multiple ChartFields. You can use statistical and monetary accounts from any ledger (or combination of ledgers) as the basis. Allocations provide complete flexibility in mapping ledger amounts across the chart of accounts. You can use allocations to generate large volumes of budget entries quickly and easily. Allocations processing supports top-down budgeting and the dynamic generation of budgets based on any segment of the organization at any given time.
Allocations enable you to spread amounts from any ledger to the budget ledger so that you can devise budgets and forecasts based on the strategic information already stored in your database. Here is an example:
Suppose that your sales manager is preparing next year's monthly sales targets for the eastern sales division, as well as a budget for travel expenses. The sales manager bases the forecast on a number of factors:
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• 2004 revenue should be 128 percent higher than 2003 amounts.
• Because of unusual market fluctuations in 2003, the manager wants the 2004 forecast to reflect the
2002 monthly sales trends.
• The travel expense budget will be 10 percent higher than last year, allocated using the new sales projections as a basis.
First, the sales manager uses the Budget Copy Definition pages to copy 2002 eastern sales region revenue figures from the actuals ledger into the budget ledger for 2004.
The manager uses the Factor (%) field to increase by 128 percent the 1998 actuals amounts. Then the sales manager does the same for the travel expense accounts, increasing them by 10 percent.
Next, the sales manager uses the Budget Allocation process to reallocate revenue amounts according to
2002 sales trends, using the 2002 amounts in the sales revenue account for all departments as the basis. In this way, sales figures for the eastern division are spread according to the general sales trends for 2002.
As the final step, the sales manager uses the new 2003 sales revenue forecast amounts as the basis for allocating the travel expenses.
Related Links
"Understanding Oracle's PeopleSoft Allocations Process (FS_ALLC) (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Maintaining Detail Budgets
You use the Detail Budget Maintenance page, the Data by Year page, and the Data by Period page to make adjustments and perform inquiries on budget ledgers. To access budget ledger data using these pages, the ledger definition must specify the ledger record as LEDGER_BUDG, and the ledger must be unbalanced.
To maintain detail budgets, use the Detail Budget Maintenance component (DEPT_ENTRY).
The Detail Budget Maintenance page is intended for use in making adjustments of existing data and performing inquiries on existing data. It is not intended for adding volumes of data, or, to provide the extensive validation functionality that the Journal Entry page provides. The Journal Entry page is the primary place to enter financial data with full validation functionality.
This section discusses how to:
• Select budget ChartField criteria.
• Adjust budget data by year.
• Adjust budget data by period.
• Use the Budget Calculator feature.
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Chapter 24 Maintaining Standard Budgets in General Ledger
Note: To maintain transactions in different currencies, use allocations or budget journals rather than the
Budgets pages described here.
Pages Used to Maintain Detail Budgets
Page Name Definition Name
Detail Budget Maintenance BE_ENTRY2
Data by Year
Data by Period
BE_ENTRY3A
BE_ENTRY4
Navigation
General Ledger, Maintain
Standard Budgets, Detail
Budget Maintenance, Detail
Budget Maintenance
Usage
Identify the fiscal year and the ChartFields or specific
ChartField values that appear on the Data by Year page and the Data by Period page for the selected business unit and budget ledger.
Click the Query link on the
Detail Budget Maintenance page.
Delete rows for the selected budget data and entered fiscal year and drill down to the
Data by Period page for this specific account.
Click the Account link on the
Data by Year page.
Delete or add rows and maintain budget detail information by period.
Detail Budget Maintenance Page
Use the Detail Budget Maintenance page (BE_ENTRY2) to identify the fiscal year and the ChartFields or specific ChartField values that appear on the Data by Year page and the Data by Period page for the selected business unit and budget ledger.
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Maintaining Standard Budgets in General Ledger Chapter 24
Navigation
General Ledger, Maintain Standard Budgets, Detail Budget Maintenance, Detail Budget Maintenance
Image: Detail Budget Maintenance page
This example illustrates the fields and controls on the Detail Budget Maintenance page. You can find definitions for the fields and controls later on this page.
To use the Detail Budget Maintenance page:
1. Enter the fiscal year that you want to review or modify for the business unit and budget ledger.
2. Enter or select ChartField values.
You can use wildcard characters to narrow your search of ChartFields.
3. Click the Query link at the bottom of the page.
The Data by Year page displays the data for each selected ChartField for the specified year.
Data by Year Page
Use the Data by Year page (BE_ENTRY3A) to delete rows for the selected budget data and entered fiscal year and drill down to the Data by Period page for this specific account.
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Navigation
Click the Query link on the Detail Budget Maintenance page.
Image: Data By Year page
This example illustrates the fields and controls on the Data By Year page. You can find definitions for the fields and controls later on this page.
To use the Data by Year page:
1. Select the Del/Cal (delete/calculate) check box next to the ChartField rows that you want to either recalculate (by clicking the Calculate link) or delete (by clicking the Delete Selected link).
2. To view the Data by Period page and adjust information for an account on a period-by-period basis, click the account value link in the Account field for a specific row.
3. To return to the Detail Budget Maintenance page, click the ChartFields link.
Note: You can enter data for ledgers only if the Ledgers For A Unit - Definition page specifies direct budget ledger updates.
See Using the Budget Calculator Feature.
Related Links
"Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
Data by Period Page
Use the Data by Period page (BE_ENTRY4) to delete or add rows and maintain budget detail information by period.
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Maintaining Standard Budgets in General Ledger Chapter 24
Navigation
Click the Account link on the Data by Year page.
Image: Data By Period page
This example illustrates the fields and controls on the Data By Period page. You can find definitions for the fields and controls later on this page.
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To use the Data by Period page:
1. Modify values, add or delete selected rows of data, or perform calculations on specified periods.
2. Click the Calculator link to access the Budget Calculation page, where you can modify budget calculations for accounts by period.
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Chapter 24 Maintaining Standard Budgets in General Ledger
Using the Budget Calculator Feature
Click the Calculator link on either the Data by Year page or the Data by Period page to access the Budget
Calculation page.
Image: Budget Calculation page
This example illustrates the fields and controls on the Budget Calculation page. You can find definitions for the fields and controls later on this page.
Calculation Type
Select one of the following options to determine how the system spreads the amount across the specified periods:
• Repeat Amount by Period: Select to replace the amount in each successive period with the change value.
• Spread Evenly by Period: Select to divide the amount by the number of periods, distributing it evenly to each period.
•
Adjust by Percent: Select to designate a percentage by which the system increases the amount each period.
• Add by Period: Select to designate a specific amount to add to each period.
Selected From Period and Selected to
Period
Select the period range for which to apply the change.
Note: These fields appear only when you click the Calculate link on Data by Period page.
Change Value
Enter the change value amount based on the selected budget period (either a year or a period).
For example, suppose that you enter 12,000.00 USD to spread evenly over 12 periods, replacing the original budget of 60,000.
00 USD, and you select OK on the Budget Calculation page.
On the Date by Period page, no value appears in the Current field, and 12,000.00 USD appears in the Revised amount field.
The Change field indicates the reduction in the period amounts from 5,000.00 USD to 1,000.00 USD, and the % Change field displays a negative 80.00 as the overall percentage reduction.
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Maintaining Standard Budgets in General Ledger
Note: If the percentage of change is more than 99999.99 percent, it appears as 99999.99%.
Chapter 24
Maintaining Project Budgets
This section discusses how to review and modify project budgets.
To maintain project budgets, use the Detail Project Maintenance component (PROJ_ENTRY).
Pages Used to Maintain Project Budgets
Page Name Definition Name
Detail Project Maintenance
Data by Year
Data by Period
BD_P_ENTRY2
BD_P_ENTRY3A
BD_P_ENTRY4
Navigation
General Ledger, Maintain
Standard Budgets, Detail
Project Maintenance
Usage
Select the fiscal year and the
ChartField values to appear on the Data by Year page.
Click the Query link on the
Detail Project Maintenance page.
View the budget data for all projects that exist in the selected budget ledger for the selected fiscal year.
Click the account number link on the Data by Year page.
View the project budget data for selected projects for each period within the selected fiscal year.
Detail Project Maintenance Page
Use the Detail Project Maintenance page (BD_P_ENTRY2) to select the fiscal year and the ChartField values to appear on the Data by Year page.
Navigation
General Ledger, Maintain Standard Budgets, Detail Project Maintenance
You maintain project budgets in the same way that you maintain standard budgets. Project budgets normally include project detail information, which you can modify.
Related Links
"Understanding Project Cost and Revenue Budgets (PeopleSoft FSCM 9.2: Project Costing)"
Copying Budgets
To copy budgets, use the Budget Copy Definition component (ALLOC_COPY_LEDGER) and the
Budget Copy Group component (ALLOC_GROUP_BD).
This section discusses how to:
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Chapter 24 Maintaining Standard Budgets in General Ledger
• Set up the budget copy definition pool.
• Set up the budget copy definition target.
• Create a budget copy group.
• Initiate budget copy processing.
Pages Used to Copy Budgets
Page Name Definition Name
Budget Copy Definition -
Pool
ALLOC_POOL_BD
Budget Copy Definition -
Target
Budget Copy Records
Amount Map
Budget Copy Group
Request Copy Budget
- Budget Copy Using
Allocations
ALLOC_TARGET_BD
ALLOC_REC_BD_SEC
ALLOC_AMT_BD_SEC
ALLOC_GROUP
ALLOC_REQUEST
Budget Copy Calculation Log RUN_GLS6003
Navigation
General Ledger, Maintain
Standard Budgets, Budget
Copy Definition, Pool
Usage
Specify the pool records, the selection criteria, and the method for the copy. Copy or update an entire ledger or any combination of ChartField values from a source ledger to an unbalanced ledger within the same business unit. Once you set up the pages in the
Budget Copy Definition component, you save and reuse them.
General Ledger, Maintain
Standard Budgets, Budget
Copy Definition, Target
Click the Amount Map link on the Budget Copy
Definition - Target page.
Specify the destination for the copy of the target records and field values.
Click the Records link on the
Budget Copy Definition -
Target page.
View the names of the calculation log record and working record for the target ledger.
View the amount fields for the target budget.
General Ledger, Maintain
Standard Budgets, Budget
Copy Group
General Ledger, Maintain
Standard Budgets, Request
Budget Copy
General Ledger, Maintain
Standard Budgets, Budget
Copy Calculation Log
Create a budget copy group.
Each budget copy definition must belong to a budget copy group. A budget copy group can contain multiple budget copy definitions.
Run the COPY_BUDG process and the allocation process.
View detailed information about the Budget Copy process calculations for a given process step.
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Budget Copy Definition - Pool Page
Use the Budget Copy Definition - Pool page (ALLOC_POOL_BD) to specify the pool records, the selection criteria, and the method for the copy.
Copy or update an entire ledger or any combination of ChartField values from a source ledger to an unbalanced ledger within the same business unit. Once you set up the pages in the Budget Copy
Definition component, you save and reuse them.
Navigation
General Ledger, Maintain Standard Budgets, Budget Copy Definition, Pool
Image: Budget Copy Definition – Pool page
This example illustrates the fields and controls on the Budget Copy Definition – Pool page. You can find definitions for the fields and controls later on this page.
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Pool Record
TimeSpan
Pool factor
Pool Fields
Enter the source budget ledger to copy.
Specify the period (relative to the current fiscal year and accounting period) for which to retrieve the source records.
Enter a single or multiperiod time span to determine the accounting periods used for the copy.
Enter the factor that the system uses to increase or decrease the amounts copied to the target ledger. You can enter positive or negative values. For example, to increase 1,000.00 USD to 1,
100.00 USD (10 percent), enter 10, or you could decrease the amount by 10 percent by entering –10.
Select the field name that the system uses to select pool rows from the pool record for the copy. The pool record name is the
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Chapter 24
How Specified
Selected Detail Values
Selected Tree Nodes
Range of Values
Maintaining Standard Budgets in General Ledger same as the ledger record name that is defined in the ledger template. If the pool record uses a subrecord to define its
ChartFields, the prompt table for the field name does not list these ChartFields. However, you can still enter the ChartFields.
When you save the budget copy definition, the system checks the record to validate the field name that you enter.
Specify individual pool field values, use trees to select
ChartField values from specified levels and nodes, or specify a range of field values.
Note: Use trees whenever possible to reduce maintenance when
ChartField values change.
Select to use detail values. Use the Specify Value/Range of
Values group box to list pool field values, such as specific department or account values.
Select to activate the tree information fields. In the Tree Type field, select Detail to enter a range of detail values for a node.
Select Dynamic to include the range of detail values defined by a table in the database. Enter each tree node. The tree level is optional. If the tree has levels, you can limit prompting in this field to selected levels.
Select to activate the From and To fields to enter the start and end pool field values. If you leave the From field blank, the system selects all pool field values that are less than or equal to the value in the To field. You cannot leave the To field blank. If the field is blank, the system uses the lowest possible value.
Budget Copy Definition - Target Page
Use the Budget Copy Definition - Target page (ALLOC_TARGET_BD) to specify the destination for the copy of the target records and field values.
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Maintaining Standard Budgets in General Ledger Chapter 24
Navigation
General Ledger, Maintain Standard Budgets, Budget Copy Definition, Target
Image: Budget Copy Definition - Target page
This example illustrates the fields and controls on the Budget Copy Definition - Target page. You can find definitions for the fields and controls later on this page.
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Note: Once the copy or update is complete, you can review the results on the ledger inquiry pages, or you can review and modify the new budget using the Detail Budget Maintenance component.
Ledger
Table Output Option
Specify the target ledger to update. The system populates the Specify Field Values scroll area with the target ledger
ChartFields. Changing the value in the Ledger field causes the data in the target fields to be deleted as the new values are populated. To ensure a one-to-one copy, all ChartFields that are common to both the target ledger and the pool ledger must appear in the Specify Field Values scroll area, and the value in the Source field must be Pool.
Select one of the following options:
Update Existing Amounts: If target rows already exist, update these rows with the pool amounts. For example, suppose that a target budget ledger row for account 400000 and department
ID 12000 has an existing amount of 1,500.00 USD. The corresponding pool actuals ledger row contains 2,500.00 USD.
If you select the update option, the system adds the amount
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Chapter 24
TimeSpan
Target TimeSpan Option
Records
Amount Map
Maintaining Standard Budgets in General Ledger in the pool ledger to the target ledger row, resulting in a target amount of 4,000.00 USD.
Replace Existing Amounts: Existing amounts are replaced. In the preceding example, the amount in the target row becomes 2,
500.00 USD.
Both options apply only if target rows that meet the pool criteria already exist. If no target rows exist, the system inserts them regardless of the option that you selected.
Specify the output for accounting periods for the target.
If you select multiple periods in the TimeSpan field for the target, you must specify one of the following options:
Repeat Target Each Period: Repeats the entire target amount for each period defined in the time span.
Divide Target Across Periods: Divides the target amount by the number of periods defined in the TimeSpan field and distributes it equally to each period.
Click to access the Budget Copy Records page, where you can view the names of the calculation log record and working record for the target ledger. Budgets has extra ChartFields, such as
LEDGER_PROJ (for project budget) has BUSINESS_UNIT_
PC, ACTIVITY_ID, RESOURCE_TYPE, ANALYSIS_TYPE,
RESOURCE_CATEGORY, RESOURCE_SUB_CAT, and
BUDGET_PERIOD, and SCENARIO LEDGER_BUDG (for standard budget) has BUDGET_PERIOD and SCENARIO. This means that it is important to specify the correct records.
Click to access the Amount Map page, which displays the amount fields for the target budget. In most cases, you can accept the default values.
Related Links
"TimeSpans (PeopleSoft FSCM 9.2: Application Fundamentals)"
Budget Copy Group Page
Use the Budget Copy Records page (ALLOC_REC_BD_SEC) to view the names of the calculation log record and working record for the target ledger.
Navigation
General Ledger, Maintain Standard Budgets, Budget Copy Definition, Target and click the Records link on the Budget Copy Definition - Target page.
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Maintaining Standard Budgets in General Ledger Chapter 24
Access the Budget Copy Group page (General Ledger, Maintain Standard Budgets, Budget Copy Group).
Image: Budget Copy Group page
This example illustrates the fields and controls on the Budget Copy Group page. You can find definitions for the fields and controls later on this page.
Effective Date
Status
Step
Continue
Enter an Effective Date for this allocation group.
Select Active or Inactive.
Enter the name of a process step to determine the processing order.
Select this check box for a particular step to have the system continue the copy even if the step fails.
Click the Copy Allocation Group button to make a copy of the group.
Click the Rename Allocation Group button to rename the copy group.
Click the Delete Allocation Group button to delete the copy group.
Budget Copy Request Page
Use the Budget Copy Request page (ALLOC_REQUEST) to run the FS_ALLC allocation process.
Navigation
General Ledger, Maintain Standard Budgets, Request Budget Copy, Budget Copy Request
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Chapter 24 Maintaining Standard Budgets in General Ledger
Specify the request parameters and run the Allocation process (FS_ALLC) to copy the budget. If you select the Start Step option, the system starts processing from the last failed step. The Start Step option appears only if the prior step fails.
Importing Budgets from Flat Files
Budget data in General Ledger is stored in ledgers; therefore, you import budgets directly to the Detail
Ledger table (PS_LEDGER_BUDG), which is delivered with General Ledger.
Related Links
"Importing and Exporting Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
Posting Budget Journals
As with other journals, you can create and post budget journals to the ledger that is specified in the journal header. Unlike the other budgeting methods, however, you do not directly update the ledger balances table. Rather, the posting process updates the ledger table and retains the journal entry as an audit item. In this way, you generate an audit trail to record the original budget and subsequent changes.
Related Links
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Chapter 25
Archiving for Ledgers and Journals
Archiving for Ledgers and Journals
These topics provide an overview of archiving for ledgers and journals and discuss how to:
• Archive ledgers and journals.
• Restore archived ledgers and journals.
Understanding Archiving for Ledgers and Journals
This section discusses:
• Archive query.
• History tables.
• Archive objects.
• Preprocesses and postprocesses.
• Archive templates.
• Archive results.
• Performance.
Because archiving procedures are extensions of the PeopleSoft PeopleTools Data Archive Manager functionality and because the general ledger archive procedures are totally dependant on that functionality, it is assumed that you have read the PeopleTools archiving documentation and thoroughly understand the terminology, the functionality, and have developed an archive strategy before reading this documentation and proceeding to archive ledgers and journals.
PeopleSoft General Ledger archiving makes use of queries to provide selection criteria and the prompts for that selection criteria. For example, your query can specify business units and dates for ledger and journal data to be archived when you run the archive process. Archiving also uses preprocesses to enforce certain data conditions before the archive process is run, such as not allowing the archiving of journals with open items or the archiving of ledger data in an open period. You can also use postprocesses to produce such things as a listing of the data archived.
History tables are provided to receive journal and ledger data. Archive objects identify a base record with its associated records and provides for the association of the actual tables with the history tables.
An archive template ties the query, the archive object, and the pre- and postprocess together for use by the
PeopleTools Archive Processor (PSARCHIVE).
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Archiving for Ledgers and Journals Chapter 25
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager."
Archive Query
Archive query definitions define the selection criteria to archive data from ledger and journal tables. Data
Archive Manager uses PeopleSoft Query to define selection criteria and prompts for the base table for the base archive object. For example, you might choose to archive all rows in the LEDGER table where the business unit is FRA01.
Archive queries are defined only for base tables because nonbase tables are archived based on the archived data of the related base table. Refer to Archive Object topic in this topic and to PeopleTools documentation for information on base and nonbase tables as they apply to archiving.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager,"
Managing Archive Objects.
Many possible permutations of prompt and inclusion or exclusion logic exist. Always modify these queries or create new archive queries using the information provided in PeopleTools documentation.
Note: Use the delivered queries as examples and modify them according to your corporate archive strategy. Evaluate and modify the queries, archive templates, preprocess and postprocess as a whole.
The following archive query definitions are delivered as sample system data:
Query Name
GL_ARCH_JRNL
Description of Prompt and Exclusion Logic
The query has these prompts:
• Business Unit From
• Business Unit To
• Ledger Group
• Archive Date Option (Current, Process, and As of Date)
• As of Date
• Retention days
• Archive Begin Date
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Chapter 25 Archiving for Ledgers and Journals
Query Name
GL_ARCH_LEDGER
GL_ARCH_LED_ADB
GL_ARCH_LED_ADB_MTD
GL_ARCH_LED_ADB_QTD
GL_ARCH_LED_ADB_YTD
Description of Prompt and Exclusion Logic
The query has these prompts:
• Business Unit From
• Business Unit To
• Ledger
• Fiscal Year
• Accounting Period To
• Include Closing Adjustments (Yes or No)
• Adjustment Period From
• Adjustment Period To
The query has the same prompt as the above.
The query has the same prompt as the above.
The query has the same prompt as the above.
The query has the same prompt as the above.
Journal Archive Query Parameter Descriptions
This table provides additional information about journal archive query parameters:
Journal Query Parameter
Business Unit To and Business Unit From
Description
Specifies the from and to anchor business units of the journals you want to archive. The anchor business unit is the business unit that is on the journal entry header page.
Ledger Group
Archive Date Option
As Of Date
This is the Ledger Group of the journals to be archived.
Use this option to determine the Archive To Date, which can be:
• Current Date: This is the process running date, or today's date.
• Process Date: This is the Process Date defined on the GL
Business Unit definition.
• As of Date: This is the date specified in the As Of Date prompt.
Use this date as the Archive To Date if the archive date option you selected is As of Date.
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Journal Query Parameter
Retention Days
Archive Begin Date
Description
If non-zero, this number of days is subtracted from the
Archive To Date that you previously determined.
This is optional. If you leave it blank, the preprocessor populates with the first date in the same fiscal year of the
Archive To Date you previously determined.
Ledger Archive Query Parameter Descriptions
This table provides additional information about ledger archive query parameters:
Ledger Query Parameter Description
Business Unit To and Business Unit From Specify the from and to business units of the ledger to be archived.
Ledger
Fiscal Year
Accounting Period To
Include Closing Adjustment
Adjustment Period From and Adjustment Period To
Specifies the name of the ledger to be archived.
Specifies the fiscal year of the ledger to be archived.
Ledger Archive will archive from Period 0 to the Accounting
Period To that you specify.
Select to included closing adjustment period 999 in the ledger archive.
If both of these are non-zero, the system includes the specified range of adjustment periods in the ledger archive process.
History Tables
General Ledger delivers history tables as system data to be used with the delivered archive procedures.
You can change or configure history tables to correspond to any special requirements or configuration of your system by using the PeopleSoft Application Designer and by following the instructions located in the
PeopleTools documentation.
However, history tables are by definition copies of your database tables. To successfully archive and restore records and tables to and from the history tables, the history tables must mirror your specific database tables. This requirement must be considered before reconfiguring or customizing such things as
ChartFields, fields, and tables.
Archiving places copies of ledger and journal records in the history tables, and at that point the data exists in the database and the history tables. You can use the delete and remove from history action available on the archive run control to remove archived information from the database tables and when you no longer need the information, remove the archived data from the history tables.
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Chapter 25 Archiving for Ledgers and Journals
Journal Archive History Tables
The following are the delivered sample system data history tables for journal archive:
Active Database Table
JRNL_HEADER
History Table
JRNL_HDR_H
JRNL_LN
JRNL_VAT
JRNL_CF_BAL_TBL
JRNL_IU_ANCHOR
OPEN_ITEM_GL
JRNL_LN_H
JRNL_VAT_H
JRNL_CF_BAL_H
JRNL_IUAC_H
GL_OITEM_H
Ledger Archive History Tables
The following are the delivered sample system data history tables for ledger archive:
Active Database Table
LEDGER
History Table
LEDGER_H
LEDGER_ADB
LEDGER_ADB_MTD
LEDGER_ADB_QTD
LEDGER_ADB_YTD
LED_ADB_H
LED_ADB_MTD_H
LED_ADB_QTD_H
LED_ADB_YTD_H
Archive Objects
An archive object definition identifies the tables that contain the data to be archived and the history tables that are to be updated for each table.
It is important to understand the base table and nonbase table relationship. PeopleTools documentation explains in detail the concept and relationship of base to nonbase tables.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager,"
Managing Archive Objects.
General Ledger delivers the following archive object definitions as system data:
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Archive Object
GL_JOURNAL
GL_LEDGER
GL_LED_ADB
GL_LED_ADB_MTD
GL_LED_ADB_QTD
GL_LED_ADB_YTD
Description
Archives journal tables:
• JRNL_HEADER
• JRNL_LN
• JRNL_VAT
• JRNL_CF_BAL_TBL
• JRNL_IU_ANCHOR
• OPEN_ITEM_GL
Base Table
JRNL_HEADER
Archives detail ledger table, LEDGER.
LEDGER
Archives detail ADB ledger table,
LEDGER_ADB.
LEDGER_ADB
Archives incremental ADB ledger table,
LEDGER_ADB_MTD.
LEDGER_ADB_MTD
Archives incremental ADB ledger table,
LEDGER_ADB_QTD.
LEDGER_ADB_QTD
Archives incremental ADB ledger table,
LEDGER_ADB_YTD.
LEDGER_ADB_YTD
Preprocesses and Post Processes
This is a list of the pre- and post- Application Engine processes that are delivered as system data and that you can use as is or modify to meet different requirements:
Process Name
Journal Archive Selection Preprocess
Object Name
GLARC_JRL1S
Description
The process validates the journal archive selection and generates warnings or errors:
• An error is generated if a journal selected for archive has open item data not yet closed.
• An error is generated if archive dates fall within an open period.
• A warning is issued if there are journals within archive selection criteria with journal status other than Posted, Unposted, Deleted or Upgraded. Such journals are permitted to be archived but the preprocessor logs a warning message in the process monitor, and the archive process continues to run.
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Chapter 25
Process Name Object Name
Journal Archive Selection Post Process GLARC_JRL2S
Ledger Archive Selection Preprocess GLARC_LED1S
Ledger Archive Selection Post Process GLARC_LED2S
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Archiving for Ledgers and Journals
Description
The process generate statistics for the archived journals in the process monitor.
You can see data statistics recorded in the archive process in the process monitor:
• Archive From Date.
• Archive To Date.
• Ledger Group.
• Business Unit.
• Total Debit Amount.
• Total Credit Amount.
The process validates the ledger archive selection and generates errors if:
• An ADB ledger is selected for archive but no averages were calculated for the fiscal year.
• If archive periods fall within open periods.
• If one of the Adjustment From or
Adjustment To Periods is zero but the other is not zero.
Both must be zero or both non-zero for proper archiving.
The process generate statistics for the archived ledgers in the process monitor.
You can see data statistics recorded in the archive process in the process monitor:
• Business Unit.
• Ledger.
• Fiscal Year.
• Accounting Periods.
• Base Currency.
• Total Base Credit.
• Total Base Debit.
• Total Base Amount.
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Archive Templates
When you archive journals and ledgers, you can select one of the delivered system data templates or, if necessary, create a new archive template definition. Each archive template definition includes one or more archive object definitions and corresponding archive query definitions. You can also specify in the archive template preprocessing and postprocessing application engine processes.
The following archive template definitions are delivered as system data:
Archive Template
GL_JRNL
Archive Object
GL_JOURNAL
Pre- or Postprocesses
GLARC_JRL1S (preprocess)
GLARC_JRL2S (postprocess)
GL_LED GL_LEDGER
GLADB
GLADBMTD
GLADBQTD
GLADBYTD
GL_LEDGER_ADB
GL_LED_ADB_MTD
GL_LED_ADB_QTD
GL_LED_ADB_YTD
GLARC_LED1S (preprocess)
GLARC_LED2S (postprocess)
GLARC_LED1S (preprocess)
GLARC_LED2S (postprocess)
GLARC_LED1S (preprocess)
GLARC_LED2S (postprocess)
GLARC_LED1S (preprocess)
GLARC_LED2S (postprocess)
GLARC_LED1S (preprocess)
GLARC_LED2S (postprocess)
Archive Results
Use the Audit Archive page provided by PeopleTools Data Archive Manager to review archive result.
You can also create your own queries against the history tables to verify archive results.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager."
Performance
Parallel processing can be done by archiving multiple business units in separate ranges in the run controls.
While you can create additional logic in the Archive Queries, it might slow down the performance. Test your queries for performance before implementing them in the archive process.
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Chapter 25 Archiving for Ledgers and Journals
Archiving Ledgers and Journals
To archive ledgers and journals use the Archive Data to History (PSARCHRUNCNTL), Define Query
Bind Variables (PSARCHRUNQRYBND), and Audit Archiving (PSARCHIVEAUDIT) components.
This section provides an overview of the archive process flow and lists the pages used to archive data.
Pages Used to Archive Ledgers and Journals
Page Name
Archive Data to History
Define Query Bind Variables PSARCHRUNQRYBND
Audit Archiving
Definition Name
PSARCHRUNCNTL
PSARCHIVEAUDIT
Navigation
PeopleTools, Data Archive
Manager, Archive Data to
History
Usage
Select an archive template and query and select the action you want to take in the archiving process.
Click the Define Binds link on the Archive Data to History page.
Click the Reset Query Bind
Variables button and enter the values that are used to select the data to be archived.
PeopleTools, Data Archive
Manager, Audit Archiving
View the number of rows selected to be archived for each table for a specific archive run.
Understanding the Archive Process Flow
You use the Data Archive Manager to perform an archive.
Use the same run control page for each step in the process except for auditing the archive selection.
Perform these tasks to archive ledgers and journals for General Ledger.
1. Archive to the history tables by selecting the archive template and query on the Archive Data to
History page for the type of archive procedure that you want to accomplish.
By clicking Reset Query Find Variables on the Define Query Bind Variables page you can reset criteria.
Note: You can run the archive process multiple times to create various what-if scenarios based on the archive date.
2. (Optional) Review the number of rows that were selected for archiving for each table on the Audit
Archiving page.
This page lists the number of rows that were selected for archiving for each archive ID (template), archive batch number, and table combination.
Note: This page displays data only if you select the Audit Row Count check box on the Archive Data to History page.
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3. Delete the archived records and tables from the active database tables for a specific archive ID
(template) and batch number on the Archive Data to History page.
4. (Optional) You can rollback archived data from the history tables for a specific archive ID (template) and batch number using the Archive Data to History page if, for example, you delete data from records and tables from the active database in error.
5. Your DBA off loads data from the history tables to another database or to flat files.
6. Remove data from the history tables for a specific archive ID (template) and batch number using the
Archive Data to History page.
7. If you want to see data in the tables selected to be archive, you can run a query on the history tables.
The data in the history tables is keyed by the archive ID (template) and batch number for each archive run.
Note: If you decide to run the archive selection process again, for example, because you did not select the correct data, you must first use the Data Archive Manager option to remove the previous data from the history tables.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager."
Restoring Archived Ledgers and Journals
PeopleSoft allows you to restore archived ledgers and journals using the Data Archive Manager component (PSARCHRUNCNTL).
This section provides an overview of data restoration and lists the page used to restore data.
Page Used to Restore Archived Ledger and Journal
Page Name Definition Name Navigation
Archive Data to History PSARCHRUNCNTL PeopleTools, Data Archive
Manager, Archive Data to
History
Usage
Select an archive ID ( template) and the batch number for the process run of the data that you want to restore.
Archive Data to History Page
Use the Archive Data to History page (PSARCHRUNCNTL) to restore archived ledgers and journals.
Select an archive ID (template) and the batch number of the process run of the data that you want to restore.
Navigation
PeopleTools, Data Archive Manager, Archive Data to History
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Chapter 25 Archiving for Ledgers and Journals
The Selection option on the Archive Data to History page places a copy of the data located in the active source ledger and journal records and tables into the history tables and the Delete option removes the archived data from the active source database tables. If you delete data from the source tables in error, you can restore the data from the history tables by using the Rollback option on the Archive Data to History page.
You cannot restore selected parts of the data from the history tables because the process restores all data for a specific archive ID (template) and process run. For example, you cannot specify that you want to restore data for a particular transaction to the source tables.
While you can restore data to the source tables from the history tables, the compatible structure of the source and history tables must be maintained over time to successfully restore data.
Note: After you delete data from the history tables, you cannot restore the data to the active source database tables unless you maintain flat files as backup and manually restore the data to the history tables from the flat file and then to the active database tables from the history tables.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager."
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Chapter 26
Using Commitment Control in General
Ledger
Using Commitment Control in General Ledger
These topics provide an overview of the relationship between Oracle's PeopleSoft Commitment Control and General Ledger and discuss how to:
• Enter and process commitment control journal entries in PeopleSoft General Ledger.
• Run check only without posting to LEDGER_KK.
• Enter and process Commitment Control journal entries with entry events in PeopleSoft General
Ledger.
• Review and correct journal entries with budget checking errors.
Understanding Commitment Control and General Ledger Journals
Commitment Control ensures that commitments and expenditures do not exceed total budgets. Set up
Commitment Control budgets and budget ledgers and link them to the actuals ledgers. This enables you to create journal entries in PeopleSoft General Ledger. This section provides an overview of:
• Commitment Control journal entries.
• Commitment Control journal entries with entry events.
• Journal entries with budget checking errors.
Prerequisites
Before you use Commitment Control with General Ledger:
• Read the PeopleSoft Enterprise Commitment Control 9.1 documentation: "Understanding
Commitment Control" topic.
• Set up your system for Commitment Control processing.
• Enable Commitment Control for General Ledger on the Installation Options - Products Page.
• Set up ledger groups specifically for control budgets and link the budget ledgers to the ledgers recording actual transactions (actuals ledgers) using the Ledger For A Unit page.
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• Review the Commitment Control source transaction definition, GL_JOURNAL, which is delivered for PeopleSoft General Ledger.
Do not change this definition.
Related Links
"Understanding Basic Commitment Control Setup (PeopleSoft FSCM 9.2: Commitment Control)"
Commitment Control Journal Entries
The commitment control journal entry that you enter depends on the Commitment Control amount type that you select. When you select:
• Planned.
Updates the Commitment Control planned ledger.
• Actuals and Recognized.
Updates the GL actuals ledger, the Commitment Control expense ledger and the Commitment
Control recognized ledger(s). The budget processor decides which Commitment Control ledgers to update based upon the budget definition rules. For each Commitment Control ledger group that is associated with an actuals ledger group, the budget processor determines by account type where the specific transaction will impact. If impacting the Expenditure ledger group, then the Expense ledger is selected. If impacting the Revenue ledger group, then the Recognized ledger is selected. The journal transaction is recorded in the actuals ledger and the revenue or expenditure commitment control ledger is updated.
• Pre-Encumbrance.
Updates the Commitment Control pre-encumbrance ledger only (expenditure ledger groups only).
• Encumbrance.
Updates the Commitment Control encumbrance ledger only (expenditure ledger groups only).
• Collected Revenue.
Updates the Commitment Control collected ledger only (revenue ledger groups only).
• Actuals, Recognize, Collected Revenue
Updates the GL actuals, the Commitment Control Collected and Commitment Control recognized ledgers, as well as the Commitment Control expense ledgers.
Commitment Control journal entries can be for interunit journals, reversals, allocations, revaluation, and translation journals that are set up for or linked to a Commitment Control ledger group. You process the journal online or through batch processing. Once the journal entries are edited, the Commitment Control budget processor (FS_BP) checks the GL journals against control budgets to ensure that they comply with the rules established for budgets. Budget processor may fail a transaction if it does not comply with the budget rules. Rules control whether or not spending can exceed a budget. It also verifies that you have valid ChartFields based on the budget ledger or ledgers and updates these budget ledgers with the journal amounts. An error is generated for the transaction if there is a problem, which you can correct before you
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Chapter 26 Using Commitment Control in General Ledger continue with your processing. If everything is correct, budget processor updates the budget amounts in the commitment control budget ledgers.
If you selected an actuals commitment control type prior to creating the journal entry, the detail accounting transactions are posted to the actuals ledger, while the budget amounts are updated in the commitment control budget ledgers by the budget processor.
If you selected pre-encumbrance, encumbrance, or collected revenue, the budget processor only updates the budget amounts in the corresponding Commitment Control ledger, and the actuals ledger is not updated. If you want to adjust the specific budget amount and create the appropriate budgetary accounting entry, use entry event on the budget adjustment journal entry. When the Amount Types, pre-encumbrance, encumbrance, collected revenue, and planned are selected, journal edit does not perform the balancing process on the journal, which means that it does not recycle or suspend the journal, even if the journal is not balanced.
See "PeopleSoft Commitment Control Business Processes (PeopleSoft FSCM 9.2: Commitment Control)".
Commitment Control Journal Entries with Entry Events
Use entry events with commitment control journal entries, which use the GLJE entry event process, and commitment control budget adjustment journal entries, which use the GLJEADJ entry event process.
See Understanding Entry Events in General Ledger.
Journal Entries with Budget Checking Errors
Budget checking errors can be corrected by:
• Changing values (ChartFields or amounts) on the Journal Entry - Lines page.
• Increasing or moving budget amounts.
• Updating trees that are used by the budget definition.
After making any of these corrections, you will need to rerun the budget processor to clear the errors and update the Commitment Control ledgers and supporting tables.
Budget Checking Journals Without Posting to LEDGER_KK (Check Only or
Budget Pre-Check)
When you run a budget Check Only process (Budget Pre-Check), the budget processor performs the usual budget checking and edits when a budget journal or general ledger journal is budget checked, but it does so without committing changes (posting) to the LEDGER_KK and other like records. This option allows you to resolve errors before you post your final budgets to the ledgers. When errors are encountered during the Check Only process, they are reported at the budget journal and journal line level and written to the status logs to be accessed through existing commitment control inquiries, just as they are with the regular checking and posting of budgets.
A successful Check Only budget entry has a Budget Status of P (provisionally valid) to indicate a valid budget Check Only. After full processing, a successful budget check is indicated by the Budget Status
V (valid), which indicates a successful budget check and posting to the LEDGER_KK record. A Check
Only that results in logged errors updates the Budget Status to E (errors) and the application links an access to the exception table functions as with normal budget checking and posting. Lines with errors are updated to a status of E (error) and remaining valid lines have a status of N (not checked).
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See "Setting Commitment Control Options (PeopleSoft FSCM 9.2: Commitment Control)".
Related Links
"Understanding the Budget Checking of Source Transactions (PeopleSoft FSCM 9.2: Commitment
Control)"
"Understanding Exception Handling and Notification (PeopleSoft FSCM 9.2: Commitment Control)"
Entering and Processing Commitment Control Journal Entries in
General Ledger
This section discusses how to:
• Enter header information for Commitment Control journal entries.
• Use Commitment Control amount types.
• Enter and process Commitment Control journal lines.
Pages Used to Enter and Process Commitment Control Journal Entries in
General Ledger
Page Name Definition Name Navigation Usage
Journal Entry - Header JOURNAL_ENTRY1 General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Header
Select the appropriate ledger and ledger group to apply to this journal entry.
Commitment Control -
Commitment Control Amount
Types
Journal Entry - Lines
Budget Check Journals
JOURNAL_ENTRY_KK
JOURNAL_ENTRY2_IE
Click the Commitment
Control link on the Journal
Entry - Header page.
Select a commitment control amount type to determine the type of processing required for the journal entry lines.
General Ledger, Journals,
Journal Entry, Create Journal
Entries, Lines
Enter journal lines and
ChartField information to create a journal. You can run the edit and budget check process online.
JOURNAL_BGTCHK_REQ General Ledger, Journals,
Process Journals, Budget
Check Journals
Runs the Commitment
Control Budget Processor to budget check all edit-valid commitment control journals.
Entry Event Journals PST_EE_RUN_REQUEST General Ledger, Journals,
Process Journals, Entry Event
Journals
Run the Entry Event
Processor (FS_EVENTGEN application engine) to process and generate entry event accounting data for journals with entry events codes that have not been processed, such as budget adjustment journals.
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Chapter 26 Using Commitment Control in General Ledger
Page Name
Generate Journals Request
Definition Name
JRNL_GEN_REQUEST
Post Journals JOURNAL_POST_REQ
Navigation Usage
General Ledger, Journals,
Subsystem Journals, Generate
Journals, Generate Journals
Request
Enter data to run Journal
Generator process (FS_
JGEN application engine) to generate journals from subsystems, accounting entries generated by Entry
Event Processor and imported data to post in General
Ledger.
General Ledger, Journals,
Process Journals, Post
Journals
Enter the information for the journals you intend to post.
Runs the PS/GL Journal
Post (GLPPPOST) process to batch post the journals to their appropriate ledgers. When use entry event on the budget adjustment journal entry, you have to post the corresponding budgetary accounting entry created by Journal Generator.
Entering Header Information for Commitment Control Journal Entries
Use the Journal Entry - Header page (JOURNAL_ENTRY1) to select the appropriate ledger and ledger group to apply to this journal entry.
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Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Header
Image: Journal Entry - Header page
This example illustrates the fields and controls on the Journal Entry - Header page.
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708
Note: An actuals ledger refers to a part of the RECORDING Ledger Group shown in the sample data and is used to distinguish the actual transactions ledgers from the commitment control budget ledgers. A
detail ledger refers to ledgers that record actuals, preencumbrances, encumbrances, revenue, and collected revenue amounts at a detail account level rather than at a rolled up or summary account level.
Ledger Group
Ledger
You can enter and post a journal directly against a commitment control ledger by selecting a commitment control expenditure or revenue ledger group.
Select a ledger within the group. If you select a Commitment
Control ledger group, you can create and post journals for the pre-encumbrance, encumbrance, recognize revenue, or collected revenue amounts against only the commitment control ledgers.
However, these amounts are not posted to the actuals ledger. To post any of these amounts in the actuals ledger, you must create the journal entries that post to your actuals ledger.
If you select a specific Commitment Control ledger group and detail ledger, then the selected detail ledger is the only ledger updated. If you select an actuals ledger and then select the option to do a commitment control adjustment, all
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Chapter 26 Using Commitment Control in General Ledger commitment control ledgers associated with this actuals ledger
(the association is done on the Ledgers For A Unit page) are updated if the adjustment applies.
Note: If you are only adjusting one specific commitment control ledger, select the commitment control ledger group and its ledger. This enables you to access the selected commitment control ledgers directly to create your adjustments. You do not have to click the Commitment Control link because the nature of the ledger group and ledger that you selected automatically identifies the type of adjustment. However, if you select commitment control ledger group, you cannot specify entry event on the journal line. This means that you have to manually create the corresponding budgetary accounting entry.
Commitment Control Page
Use the Commitment Control page (JOURNAL_ENTRY_KK) to select a commitment control amount type to determine the type of processing required for the journal entry lines.
Navigation
Click the Commitment Control link on the Journal Entry - Header page.
Image: Commitment Control page
This example illustrates the fields and controls on the Commitment Control page. You can find definitions for the fields and controls later on this page.
The Budget Processor (FS_BP) determines how to update the control budget based on the commitment control amount type that you select.
• You can update the commitment control budget ledgers and also post the journal to the actuals ledger when you select the amount type Actuals and Recognized or Actuals, Recognize and Collect.
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• You must select the commitment control amount type Encumbrance, Pre-Encumbrance, or Collected
Revenue to make commitment control budget adjustments to these ledgers without updating the actuals ledger.
You can use entry events to generate the corresponding budgetary accounting entry and post to the actuals ledger.
• You can also bypass commitment control budget checking or override commitment control budget exceptions by selecting the Commitment Control link and selecting the appropriate check box.
Actuals and Recognized
When you select this option, the journal records the transaction in the actuals ledger and also in the appropriate Commitment
Control ledger (expenditure or revenue) based on the
ChartFields used in the journal line. Selecting this type enables you to select the entry event codes on the journal line that use the GLJE Entry Event Process. Select the commitment control amount type that represents this journal. Budget Processor (FS
_BP) determines which commitment control budget ledger to update.
Encumbrance
An encumbrance is an amount that you are legally obligated to pay based on a contract or a purchase order. You select this option when you want to adjust the Commitment Control encumbrance ledger that affects your budget amounts. After selecting this option, you return to the journal line, select the
BUDJEADJ entry event code, which enables you to select the entry event codes on the journal line that use the GLJEADJ entry event process, which include GL_JENC, GL_JPRNC and GL_JCREV Entry Event source transactions. Enter the adjustments that you want to make to the Commitment
Control budget journal. When you edit and budget check this transaction, the encumbrance amounts is updated in the associated Commitment Control budget journal ledgers. You run the Entry Event Processor for this journal entry in batch mode to generate the accounting lines that you want to update and post in the actuals ledger. Then you run Journal Generator to create the journals and post the journals to the actuals ledger.
See GLJEADJ Entry Event Process.
Note: If you specified a Commitment Control ledger group along with a Commitment Control ledger on the Journal
Header page, the Commitment Control amount type is already determined, and the Commitment Control Amount Type page is not enabled.
Pre-Encumbrance
A pre-encumbrance is the amount that you intend to spend when you create a requisition. You select this option when you want to adjust the Commitment Control pre-encumbrance ledger that affects your budget amounts. After selecting this option, you return to the journal line, select the BUDJEADJ entry event code, which enables you to select the entry event codes on the
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Chapter 26
Collected Revenue
Actuals, Recognize and Collect
Planned
Using Commitment Control in General Ledger journal line that use the GLJEADJ entry event process, which include GL_JENC, GL_JPRNC and GL_JCREV Entry Event source transactions. Enter the adjustments that you want to make to the Commitment Control budget journal. When you edit and budget check this transaction, the pre-encumbrance amount is updated in the associated Commitment Control budget journal ledgers. You run the Entry Event Processor for this journal entry in batch mode to generate the accounting lines that you want update and post in the actuals ledger. Then you run Journal Generator to create the journals and post the journals to the actuals ledger.
Selecting this type enables you to select the entry event codes on the journal line that use the GLJEADJ entry event process,
which includes GL_JENC, GL_JPRNC, and GL_JCREV entry event source transactions.
Note: If you specified a Commitment Control ledger group along with a Commitment Control ledger, the Commitment
Control amount type is already determined, and the
Commitment Control Amount Type page is not enabled.
When you select this option, this journal records the amount of revenue collected based on a previously entered revenue transaction. This updates the Collected Revenue ledger of a
Commitment Control Revenue Budget.
Selecting this type enables you to select the entry event codes on the journal line that use the GLJEADJ entry event process,
which includes GL_JENC, GL_JPRNC, and GL_JCREV entry event source transactions.
When you select this option, this journal records both the amount of revenue booked and the amount of revenue collected,
and updates the Revenue Estimate Commitment Control
Budget.
Selecting this type enables you to select the entry event codes on the journal line that use the GLJE Entry Event Process.
Note: You can select entry event codes for Planned
Commitment Control amount type; however, the Entry Event
Processor will not process this Commitment Control amount type.
Select this type to enable you to select the entry event codes on the journal line that use the GLJEADJ entry event process.
However, the entry event processor does not run for the codes you select on the journal line. Instead, the journal amount that you plan to spend is recorded. This planned amount is only an estimate and is not yet an actual transaction and is updated in
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Using Commitment Control in General Ledger Chapter 26
Bypass Budget Checking
the Planned Commitment Control ledger in the Commitment
Control ledger group.
Select this option to allow the journal to bypass budget checking.
Note: If you select Bypass Budget Checking, the Entry Event
Processor does not create accounting lines for the journal.
Override
Override User ID
Override Date
Select this option to allow the transaction to pass budget checking if any overrideable exceptions exist for this journal,
like the amount of the transaction exceeds the budget amount.
If you selected the Override option and you override the budget for a transaction, the system updates this field with your user ID.
If you override a budget transaction, the system updates this field with the transaction date.
If the journal contains a journal line that has an account value that does not belong in the ledger represented by the selected Commitment Control amount type, the budget processor will not process the line nor update the commitment control ledger data table. For example, if one journal line contains a revenue transaction, and you selected pre-encumbrances as the Commitment Control accounting type, then budget processor will not process this line.
Entering and Processing Commitment Control Journal Lines
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to enter journal lines and ChartField information to create a journal.
You can run the edit and budget check processes online.
Navigation
General Ledger, Journals, Journal Entry, Create Journal Entries, Lines
1. Enter the appropriate accounts, debit and credit amounts, and ChartFields for a commitment control journal.
Note: Depending on how your data is set up, you may be required to enter entry event codes on the journal line.
See Using Entry Events in General Ledger.
2. Save the journal lines.
3. Select Process: Edit.
This process executes both the Edit and the Budget Check processes.
Note: If you are creating a budget adjustment journal, you are required to select an entry event code that is associated with the GLJEADJ entry event process. The processing of this type is different from the processing of GLJE entry event process.
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4. Select Process: Budget Check Journal if you only need to execute the Budget Check process. This process commits the amounts to the budget ledger (LEDGER_KK).
Note: Budget Check only runs if the Journal Header Status is Valid (V). If the Journal Edit process has not yet been run successfully, the budget processor will do nothing.
Note: When you increase the budget or change other budget options so that the journals that failed the budget check now pass, rerun the budget check processing again without changing the journals, or rerun the Journal Edit process . If you change a journal after you run the Journal Edit and Budget
Check processes, you must rerun the Journal Edit and Budget Check processes again to reflect the correct information on the budget.
5. Select Process: Edit / Pre-Check to edit and run the journal through the Budget Processor. However, the Budget Processor will only check the journal and the funds will not be reserved. Commitment
Control amounts will not be posted to LEDGER_KK. This process option is visible only when the Enable Budget Pre-check option is selected for General Ledger on the Installation Options
- Commitment Control page (Set Up Financials/Supply Chain, Install, Installation Options,
Commitment Control).
6. If you delete a journal after you run the budget processor, the system calls the budget processor and reverses the entry to the control budget during the Delete process and cleans up all Commitment
Control records (exceptions and so on).
7. Once budget checking is successful, continue the posting process either online or in batch.
Related Links
"Understanding PeopleSoft Commitment Control (PeopleSoft FSCM 9.2: Commitment Control)"
Enter and Process Commitment Control Journal Entries with
Entry Events in General Ledger
To understand how to use entry events with Commitment Control journal entries:
See Using Entry Events in General Ledger.
Reviewing and Correcting Journal Entries with Budget Checking
Errors
This section discusses how to:
• Review and interpret Commitment Control journal status codes.
• Override journal entry budget checking errors.
• View journal header budget exceptions.
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• View journal line budget exceptions.
Pages Used to Review and Correct Commitment Control Journal Errors
Page Name Definition Name Navigation Usage
Journal Entry - Lines JOURNAL_ENTRY2_IE General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Lines
View the Budget Status code field for a specific commitment control journal at the bottom of this page. This field is available only when the business unit is enabled for commitment control.
Journal Entry - Errors JOURNAL_ENTRY_E_IC
Journal Status - Journal Lines JOURNAL_LINE_FS
GL Journal Exceptions
General Ledger Journal Line
Drill Down
Line Exceptions
KK_XCP_HDR_GL1
KK_DRL_GL1_SEC
KK_XCP_LN_GL1
General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Errors or click the Errors tab on Journal
Entry - Lines page; you can also click the Journal Status
E (errors) code link in the
Journal Status column in the
Totals group box on the Lines page.
View errors that occur using
Header and Lines page.
General Ledger, Journals,
Process Journals, Review
Journal Status, Journal Lines
View the budget status code for commitment control journals.
Click the Budget Status
Code (E) on the journal lines page to access the GL
Journal Exception page, or navigate toCommitment
Control, Review Budget
Check Exception, General
Ledger, Journal.
View budget checking errors or warning messages for general ledger journals.
Override the budget exceptions if you have been granted authority.
Click the View Exception
Details button on the GL
Journal Exceptions page for a specific journal line.
View the General Ledger
Journal transaction line entry.
Commitment Control,
Review Budget Check
Exception, General Ledger,
Journal and select the Line
Exceptions tab to access the
Line Exceptions page.
Use the GL Journal
Exceptions - Line Exceptions page to view individual journal lines in a journal with budget checking errors or warning messages.
Journal Status- Journal Lines Page
You can view the status for a specific journal on the Journal Entry - Lines page or the Journal Status -
Journal Lines page.
Use the Journal Status - Journal Lines page (JOURNAL_LINE_FS) to view the budget status code for commitment control journals.
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Navigation
General Ledger, Journals, Process Journals, Review Journal Status, Journal Lines
Use the Journal Entry - Lines page (JOURNAL_ENTRY2_IE) to view the Budget Status code field for a specific commitment control journal at the bottom of this page.
This field is available only when the business unit is enabled for commitment control.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines
The status of the journal entry can be one of the following:
•
E (error) The journal entry failed to pass budget checking. You must correct the error before you can continue processing.
• N (not checked) Budget Processor (FS_BP) has not processed the journal entry.
• P(provisionally valid budget check) The entry passed budget checking without committing changes to the LEDGER_KK, or other like records.
•
V (valid) The entry passed budget checking and the process updated the control budget ledger.
Note: If you receive a W (warning) error, the budget header status is still valid.
See "Handling Budget Journal Exceptions (PeopleSoft FSCM 9.2: Commitment Control)".
Journal Entry - Errors Page
Use the Journal Entry - Errors page (JOURNAL_ENTRY_E_IC) to view errors that occur using Header and Lines page and override Commitment Control budget journal errors.
Navigation
General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Errors or click the Errors tab on Journal Entry - Lines page; you can also click the Journal Status E (errors) code link in the Journal
Status column in the Totals group box on the Lines page.
You can override commitment control budget journal errors in two locations:
• Journal Entry - Header page.
• GL Journal Budget Exceptions pages.
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Overriding Commitment Control Budget Journal Errors from the GL Journal
Budget Exceptions Page
To override budget journal errors, Access the Journal Entry - Lines page (General Ledger, Journals,
Journal Entry, Create/Update Journal Entries, Lines).
Image: Journal Entry - Lines page (Budget Status Error)
This example illustrates the fields and controls on the Journal Entry - Lines page (Budget Status Error).
You can find definitions for the fields and controls later on this page.
Click the Budget Status field value to open the GL Journal Exceptions page to override the budget transaction in error and view details about the source transaction.
Note: You must have authority to override budget checking.
See "Commitment Control Budget Exceptions Page (PeopleSoft FSCM 9.2: Commitment Control)".
Related Links
"Setting Commitment Control Installation Options (PeopleSoft FSCM 9.2: Commitment Control)"
"Setting Commitment Control Options (PeopleSoft FSCM 9.2: Commitment Control)"
"Setting Up Control Budget Definitions (PeopleSoft FSCM 9.2: Commitment Control)"
GL Journal Exceptions Page
Use the GL Journal Exceptions page (KK_XCP_HDR_GL1) to view budget checking errors or warning messages for general ledger journals.
Override the budget exceptions if you have been granted authority.
Navigation
Click the Budget Status Code (E) on the journal lines page to access the GL Journal Exception page, or navigate toCommitment Control, Review Budget Check Exception, General Ledger, Journal.
To define the GL Journal Exceptions Header information:
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Chapter 26 Using Commitment Control in General Ledger
1. If you have super user security access (if security is not activated, anyone can select this check box), select the Override Transaction check box before or after running a budget check to update the control budget for an entire transaction, even if exception errors exist.
This option is not available if the transaction passed budget checking with only warning exceptions.
2. Click the Advanced Budget Criteria link to open the Refine Inquiry Criteria page where you can restrict rows to specific business unit, ledger group, and account.
Leaving these fields blank returns all values.
3. When you click Search to refresh the scroll area and select More Budgets Exist, the journal has more exceptions than the number you entered in the Maximum Rows field.
To display these additional budgets, modify either the Maximum Rows field to increase the number of budgets with Errors or Warnings.
See "Commitment Control Budget Exceptions Page (PeopleSoft FSCM 9.2: Commitment Control)".
Using the Budget Override Tab
To use the Budget Override tab:
1. Select Override Budget to update the control budget even though the transaction amount exceeds the budget amount.
This field is available only if the budget transaction failed budget checking and you have authority to override a budget entry. It is not available if the source transaction type does not allow overrides and the Budget Header Status is N (Not Checked). When you override the budget exception, the system populates the Override User ID field with the user ID of the person who overrode budget checking and the Override Date field with the date and time of the budget exception override. The journal passes budget checking when you override all the budgets with exceptions, change the budget available amount, or change the journal amount.
2. Click View Related Links to access the Go to Budget Exception link and the Go to Budget Inquiry link.
3. Click the Go to Budget Exception link display the Budget Exception page.
You can view and override additional transactions that have exceptions for the budget. You must be authorized to inquire on the budget and open this page.
4. If you click Go to Budget Inquiry, the Budget Details page opens.
You can view the budget's details, such as the available amount remaining, the attributes, and the amounts used by each ledger (encumbrance, pre-encumbrance, and others) in the budget. You must be authorized to inquire on the budget to open this page.
5. Return to the Budget Override tab and click View Exception Details to drill down to the General
Ledger Journal Line for this budget exception.
See "Commitment Control Budget Exceptions Page (PeopleSoft FSCM 9.2: Commitment Control)".
Reviewing the Budget ChartFields Tab Information
To review the Budget ChartFields:
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1. Select the Budget ChartFields tab on the GL Journal Exception page.
2. Review the ChartFields defined for the budget containing the exception.
Budget ChartFields vary for different budgets.
3. Click View Exception Details to drill down to the General Ledger journal line details for this budget exception.
See "Commitment Control Budget Exceptions Page (PeopleSoft FSCM 9.2: Commitment Control)".
General Ledger Journal Line Drill Down Page
Use the General Ledger Journal Line Drill Down page (KK_DRL_GL1_SEC) to view the General Ledger
Journal transaction line detail entry.
Navigation
Click the View Exception Details button on the GL Journal Exceptions page for a specific journal line.
To drill down to the General Ledger journal line:
1. On the GL Journal Exceptions page: Budget Override tab or the Budget ChartFields tab, click View
Exception Details to open the Exception Details page, which contains the Transaction Header, and the
Budget Exception Details and the Transaction Line information.
2. On the Budget Exception line, click the Drill Down to Transaction Line to review the General Ledger
Journal Line Drill Down page.
3. Review the Transaction Line Identifiers group box information, which describes the source transaction data such as the business unit, ledger group, GL journal ID, journal date, and the journal line number.
4. Review the Transaction Line Details group box information, which describes the detail information for the budget that appear in the journal line such as ChartField name, value, and description.
See "Commitment Control Budget Exceptions Page (PeopleSoft FSCM 9.2: Commitment Control)".
Related Links
"Understanding Source Transaction Type Setup (PeopleSoft FSCM 9.2: Commitment Control)"
"Setting Up Control Budget Definitions (PeopleSoft FSCM 9.2: Commitment Control)"
"Understanding Basic Commitment Control Setup (PeopleSoft FSCM 9.2: Commitment Control)"
GL Journal Exceptions - Line Exceptions Page
Use the GL Journal Exceptions - Line Exceptions page (KK_XCP_LN_GL1) to view individual journal lines in a journal with budget checking errors or warning messages.
Navigation
Commitment Control, Review Budget Check Exception, General Ledger, Journal and select the Line
Exceptions tab to access the Line Exceptions page.
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Chapter 26 Using Commitment Control in General Ledger
Limiting the Number of Budget Line Exceptions
To limit the number of budget line exceptions:
1. Use the Line Status field to limit the rows of budget line exceptions to either Error or Warning exceptions.
2. To view a range of lines, enter the source transaction line numbers in the Line From and Line Thru fields.
The prompt list only displays journal lines with exceptions.
3. When you click Fetch Selection to refresh the scroll area, and the More Lines Exist check box is selected, this means the source transaction has more exceptions than the number you entered in the
Maximum Rows field.
Modify either the Maximum Rows field or the Line From and Line Thru criteria to increase the number of journal lines with error or warning exceptions to display in the Transaction Lines with
Budget Exceptions scroll area.
4. In the Transaction Lines with Budget Exception group box, select the Line Values tab to list and inquire about the journal lines that have budget exceptions for a specific business unit, budget date, and ledger.
5. Select the Line ChartFields tab to list and inquire about journal line ChartField values that have budget exceptions.
The number of ChartFields on a line varies based on the original budget setup.
6. Select the Line Amount tab to list and inquire about the journal line amounts that have budget exceptions.
The Foreign Amount is the amount entered on the journal line in its entered currency. The Monetary
Amount is the amount in the base currency of the ledger. The Quantity is the statistical amount, which may appear, if applicable.
7. Click View Exception Details on each of the tabs to open the Exception Details page.
This page contains the Transaction GL Journal Line Number and Ledger , the Budget Exception
Details and the Budget Items information for this journal line. Select the Budget ChartFields tab to view the ChartFields associated with the journal line's budget. Select the Budget Override tab to override the budget associated with this journal line.
See "Commitment Control Budget Exceptions Page (PeopleSoft FSCM 9.2: Commitment Control)".
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Approving Journal Entry
Approving Journal Entry
These topics provide an overview of the journal entry approval process and discuss how to set up journal entry approval using the Virtual Approver method in Oracle's PeopleSoft Workflow.
Understanding the Journal Entry Approval Process
If you enable the journal approval process in PeopleSoft General Ledger, journal entries are automatically marked to post once they are approved. You can enable specific users to mark a journal to post by granting them access to certain pages in User Security or by approving journals through PeopleSoft
Workflow using the Virtual Approver. Business process maps are useful tools for defining the workflow process.
You can select to use one of two journal approval methods from the Installation Options - General Ledger page (Set Up Financials/Supply Chain, Install, Installation Options, General Ledger):
• Virtual Approver: PeopleSoft (default) workflow approval method used in prior releases.
• Approval Framework: PeopleSoft Enterprise Components Approval Framework (AF) feature provides a configurable framework and page interface to implement workflow approval without using
Application Designer.
See Article ID 1329609.1 on My Oracle Support website for details regarding journal approval using
Approval Framework.
See Understanding Configurable Workflow.
See "Installation Options - General Ledger Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
This section discusses:
• Business process maps and PeopleSoft Workflow.
• Journal entry approvals using PeopleSoft Workflow.
• Journal entry approvals using PeopleSoft system user security.
Business Process Maps and PeopleSoft Workflow
The PeopleSoft system enables you to define graphical, process-based maps to illustrate how a particular task fits into the business process and to quickly navigate to the pages that you need. You can create maps while building workflow into business processes. You can also build business processes to implement workflow even if you do not intend to use the business processes to navigate the system.
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PeopleTools Documentation: Workflow Technology, "Designing PeopleSoft Navigator Maps"
Journal Entry Approvals Using PeopleSoft Workflow
Follow these steps to organize and set up data to approve journal entries using the Virtual Approver workflow method:
1. Define the roles and user profiles.
Specify who performs each activity. Define the roles that people perform in the workflow, as well as information about the people who fill the roles. This information enables the system to route work items to the appropriate users.
2. Define or modify the business process.
Define or modify the process name, description, activities, worklists, business events, and routings.
3. Define or modify the approval rule set.
Define who has authority to approve a journal and the approval limits.
4. Assign approval rules to business units, ledger groups, and journal sources.
You can have as many business processes and approval rules as you want. Assign them to the appropriate business units, ledger groups, and journal sources. If you do not want to use workflow approvals, use the default value, which is Pre-Approved.
Note: When you define approval rules at the source level, they override any approval handling that you specified at the ledger group and business unit levels. Any rules specified at the ledger level override those at the business unit level.
The PeopleSoft system comes with a sample approval rule called JOURNAL_ENTRY_APPROVAL for the Journal Entry Approval business process. You activate this sample rule in PeopleSoft Application
Designer. The JOURNAL_ENTRY_APPROVAL rule is used only by the Virtual Approver workflow method.
Journal Entry Approval Workflow Definition Setup
The business process delivered in the sample data contains the activity APPROVE_DENY_JOURNAL, which comprises four events:
Event Name Map Label Description
Journal Entry Approval Further Approval Required Generates a worklist entry for the next user in the approval hierarchy.
Journal Entry Denial
Journal Entry Recycle
Journal Entry Denied
Journal Entry Recycled
Sends an email to the previous user.
Generates a worklist entry for the previous user.
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Chapter 27 Approving Journal Entry
Event Name
Marked to Post
Map Label
Journal Entry Approved
Description
Indicates that the journal is approved and marked to post. (This event is not tied to the sample approval rule. It exists merely for documentation purposes.)
To approve journal entries through PeopleSoft Workflow, you must configure definitions and rules.
For example, to generate an email and a worklist entry for journal entry denials, modify the activity definition in PeopleSoft Application Designer. To require that two supervisors and a manager approve journals, change the approval rule set in Application Designer. The sample business process that comes with the system is JOURNAL_ENTRY_APPROVAL, and the approval rule set definition is named
JOURNAL_ENTRY_APPROVAL. You can modify these definitions or use them as templates for your own definitions.
Warning! To approve journal entries using PeopleSoft Workflow, you must deselect the Mark Journal(s) to Post check box on the User Preferences - General Ledger page.
Also, restrict access to the Mark Journals for Posting page so that it is available only to those who have the highest authority to approve journals because users of this page can bypass the journal approval process.
You must also hide the Mark Journal(s) to Post option on the Edit Journal Request page by replacing the entire content of JRNL_EDIT_REQ.MARK_POST_OPTN RowInit PeopleCode with the following code:
JRNL_POST_OPTN = "N";
Hide (JRNL_POST_OPTN);
MARK_POST_OPTN = "N";
Hide (MARK_POST_OPTN);
Note: You cannot post an online journal that needs approval.
Note: The aforementioned warning applies to both the Virtual Approver and the Approval Framework workflow methods.
Virtual Approver
The Virtual Approver has three actions associated with journal approvals. When invoked, the Virtual
Approver returns a status based on the action specified and the authority of the user. The status is stored in the Journal Processing Request (JRNL_PROCESS_REQST) field on the journal header table, and appears as the Approval Status field on the Journal - Approval page.
Approval Action Approval Status
Approve Approved to Post(marked to post) or Pending Approval
Denied
Deny
Recycle
Pending Approval
Journal Edit processes all journals—even those marked Denied or Pending Approval. Journal Post posts only those journals that are marked to post (Approved) and marked valid by Journal Edit. Online edits prevent an unedited journal from being approved.
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The sample Journal Entry Approval rule uses a two-step approval process. Members of two roles— supervisors and managers—can approve journals. Supervisors can approve amounts from –1,000.00 to
1,000.00. Managers can approve from –100,000.00 to 100,000.00. Both supervisors and managers must have authority for the journal header business unit and the administrative area defined for the business process.
When you select the Submit Journal option in the process list on the Journal Entry - Lines page, the
Virtual Approver determines whether you are authorized to approve the journal. If you do not select it, the
Virtual Approver prompts you to send the journal into PeopleSoft Workflow. Worklist entries are created for supervisors belonging to the administrative area GL with access to the business unit on the journal header, and the approval status is set to Pending Approval.
If you are a supervisor, the Virtual Approver determines whether you are authorized to approve the amount in the total fields and the business unit. If so, the Virtual Approver returns the status Approved, and the journal is marked to post. If you do not have authority to approve the journal, the Virtual
Approver returns the status Pending Approval, and a worklist entry is generated for managers meeting the administrative area and business unit criteria specified in the approval rule set.
When managers or supervisors select a worklist entry for journal approval or journal recycling, they need to access the Journal Entry - Approval page. Typically, you grant security access to this page only to people who have authority to approve the journal. On this page, you can approve, deny, or recycle the journal. You can also add comments to denial emails.
PeopleTools Documentation: Workflow Technology, "Defining Approval Processes"
Related Links
"Journal Source - Approval Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Ledgers For A Unit - Approval Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Setting Up Approval Process Definitions (Rules)
Journal Entry Approvals Using PeopleSoft System Security
You can use PeopleSoft system security to authorize approvals for users that PeopleTools provides. Using this method, you grant access to key pages and processes to specific users. For example, the key pages for marking a journal to post and posting are the Mark Journals for Posting page, the Edit Journal Request page, and the Post Journals page.
To prevent specific users from marking a journal to post, you do not assign them to a role that has access to these pages. If the user is not permitted to use the Journal Edit Application Engine process
(GL_JEDIT) or the Journal Post COBOL process (GLPPPOST), a message displays informing them that they are not authorized to edit or post a journal using the options on the Journal Entry - Lines pages.
If you employ the user security approach rather than PeopleSoft Workflow for journal approvals, ensure that the Approval Active option in the properties is not selected for the approval rule set
JOURNAL_ENTRY_APPROVAL in PeopleSoft Application Designer. You can remove the Approval
Work page (APPR_WRK_01) and Workflow Functions page (WF_FUNCTIONS_01) from the Journal
Entry component (JOURNAL_ENTRY_IE) in Application Designer because removing these pages decreases the number of cache files that are built when you access the component for the first time.
Removal of these pages, however, is not required.
PeopleTools Documentation: Security Administration, "Understanding PeopleSoft Security"
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Chapter 27 Approving Journal Entry
Note: By default, the Approval Active check box is selected when you receive the approval rule in the sample data.
Setting Up Journal Entry Approval in PeopleSoft Workflow
This section discusses how to:
• Review the current workflow approval setup.
• Modify the workflow approval rule properties.
• Modify the rule step definition properties for a workflow item.
• Define the rules for a journal entry approval workflow item.
• Set up the events for a journal entry approval workflow item.
Pages Used to Set Up Journal Entry Approval in PeopleSoft Workflow
Page Name Definition Name Navigation Usage
Open Definition Not applicable (NA) Access PeopleSoft
Application Designer and click File, Open.
Select Approval Rule Set in the Definition field to display a list of Approval Rule set definitions.
JOURNAL_ENTRY_
APPROVAL
NA
Approval Rule
Approval Rule Step
Definition
Approval Rule Step
Definition - Definition
N/A
NA
NA
Enter JOURNAL_ENTRY
_APPROVAL in the Name field or click this name in the list of Definitions matching the selection criteria box on the Open Definition page, and click the Open button.
The JOURNAL_ENTRY_
APPROVAL (Approval Rule
Set) page displays.
Right-click in the JOURNAL
_ENTRY_APPROVAL page and select Definition
Properties to display the
Approval Rule Properties page.
Select the Approval Active check box on the General Tab page to activate the approval rule that is used by the Virtual
Approver workflow method).
Right-click on one of the icons (Supervisor Approval,
Manager Approval) in the JOURNAL_ENTRY_
APPROVAL page, and select
Item Properties.
Accesses the Approval Rule
Step Definition.
Access the rule step definition by right-clicking one of the icons in the approval rule step and selecting Item Properties.
Set up or modify the approver roles that apply to journal entry approval workflow process as well as the workflow process steps.
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Page Name
Approval Rule Step - Rules
Definition Name
NA
Approval Rule Step - Events NA
Navigation
Click the Rules tab on the Approval Rule Step
Definition page.
Click the Events tab on the Approval Rule Step
Definition page.
Usage
Sets up the minimum and maximum amounts that you can use in selected journal records and fields, as well as the minimum and maximum quantities. Also identifies whether the row-level rules are determined by route control or SQL object.
Use to associate journal approval activities with workflow events.
See also PeopleTools Documentation: Workflow Technology, "Defining Approval Processes”
See also PeopleTools Documentation: PeopleSoft Application Designer Developer's Guide, "Using
PeopleSoft Application Designer"
Reviewing the Current Workflow Approval Setup
Use the Open Definition page (Not applicable (NA)) to select Approval Rule Set in the Definition field to display a list of Approval Rule set definitions.
Navigation
Access PeopleSoft Application Designer and click File, Open.
Use the JOURNAL_ENTRY_APPROVAL page (NA) to the JOURNAL_ENTRY_APPROVAL
(Approval Rule Set) page to review the current workflow approval setup.
Navigation
In PeopleSoft Application Designer, enter JOURNAL_ENTRY_APPROVAL in the Name field or click this name in the list of Definitions matching the selection criteria box on the Open Definition page, and click the Open button.
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Chapter 27 Approving Journal Entry
In PeopleSoft Application Designer, access the JOURNAL_ENTRY_APPROVAL.1900–01–01 approval rule set by selecting File, Open and then clicking the approval rule set name in Open Definition dialog box.
Image: JOURNAL_ENTRY_APPROVAL.1900–01–01 approval rule set
This example illustrates the fields and controls on the JOURNAL_ENTRY_APPROVAL.1900–01–01 approval rule set. You can find definitions for the fields and controls later on this page.
Supervisor Approval and Manager
Approval
These icons represent the workflow for approving a journal entry that is delivered with the sample data. You can click on the items and modify the workflow journal entry approval rule properties or the selected icon's workflow rule step definitions.
Modifying the Workflow Approval Rule Properties
Use the Approval Rule Properties page (N/A) to select the Approval Active check box on the General Tab page to activate the approval rule that is used by the Virtual Approver workflow method).
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Navigation
Right-click in the approval rule set window of the JOURNAL_ENTRY_APPROVAL page and select
Definition Properties to display the Approval Rule Properties page.
Image: Approval Rule Properties page
This example illustrates the fields and controls on the Approval Rule Properties page. You can find definitions for the fields and controls later on this page.
728
Approval Active
Allow Self Approval
Select this check box to activate the journal entry approval process using workflow.
Select to allow the user who enters a journal to approve the journal.
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Chapter 27 Approving Journal Entry
Note: If you define only one approval step in the Approval Rule
Set Definition, the approvers will always be able to self-approve the journals they submit for approval (regardless of who entered the journals), even if the Allow Self Approval check box is selected. This behavior is true for the Virtual Approver's design (the last step's approvers can always self-approve the transactions they submitted for approval regardless of the Allow
Self Approval setting), since there is no further step/approvers to which the Virtual Approver routes the approval request.
Therefore, if your business requirement does not allow the first level approvers (for example supervisors) to approve the journals they submitted for approval, you could add a second approval step (for example manager approval step) to handle those journals' approval requests.
Note: If you select to use the Approval Framework workflow method instead of the Virtual Approver, the aforementioned workaround is not necessary. When using Approval Framework, those journals will be routed to the other approvers (supervisors) available for the same approval step.
See Understanding Configurable Workflow
Modifying the Rule Step Definition Properties for a Workflow Item
Use the Approval Rule Step Definition - Definition page (NA) to set up or modify the approver roles that apply to journal entry approval workflow process as well as the workflow process steps.
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Approving Journal Entry Chapter 27
Navigation
Right-click on one of the icons in the approval rule step (Supervisor Approval, Manager Approval) in the
JOURNAL_ENTRY_APPROVAL page, and select Item Properties.
Image: Rule Step Definition - Definition
This example illustrates the fields and controls on the Rule Step Definition - Definition. You can find definitions for the fields and controls later on this page.
Icon Descr (icon description)
Route to Role
Modify the workflow icon description.
Select a different role to apply to the icon.
Equally Authorize Roles
Modify the current role and click Add to add more than one approver for the role, or click Remove to remove an approver role. For example, you might have two managers approve a journal entry before the supervisor approves it.
See PeopleTools documentation: Workflow Technology
Defining the Rules for a Journal Entry Approval Workflow Item
Use the Approval Rule Step - Rules page (NA) to sets up the minimum and maximum amounts that you can use in selected journal records and fields, as well as the minimum and maximum quantities.
Also identifies whether the row-level rules are determined by route control or SQL object.
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Chapter 27 Approving Journal Entry
Navigation
Click the Rules tab on the Approval Rule Step Definition page.
Image: Rule Step Definition - Rules tab
This example illustrates the fields and controls on the Rule Step Definition - Rules tab. You can find definitions for the fields and controls later on this page.
Amount Rule
Quantity Rule
Row-level Rule
Enter the minimum and maximum amounts for a specific record and field.
Enter the minimum and maximum quantity (for statistical journal entries) for a specific record and field.
Select the appropriate radio button if the row-level activity is based on route control or a SQL object.
If you select Route Control, enter the route control name and its related record and field values.
If you select SQL Object, enter the SQL object name and the related record and field values.
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Setting Up the Events for a Journal Entry Approval Workflow Item
Use the Approval Rule Step - Events page (NA) to use to associate journal approval activities with workflow events.
Navigation
Click the Events tab on the Approval Rule Step Definition page.
Image: Rule Step Definition - Events
This example illustrates the fields and controls on the Rule Step Definition - Events. You can find definitions for the fields and controls later on this page.
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On Pre-Approved
On Deny
On Recycle
Select the activity and event that you want to occur when a journal entry is preapproved.
Select the activity and event that you want to occur when a journal entry is denied approval.
Select the activity and event that you want to occur when a journal entry is recycled for approval.
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Chapter 28
Setting Up and Using Configurable
Workflow
Setting Up and Using Configurable Workflow
This topic provides an overview of configurable workflow for PeopleSoft General Ledger (GL) journal entries and standard budget journal entries based on PeopleSoft Enterprise Components Approval
Framework (AF) and discusses how to:
• Complete the Approval Transaction Registry and Configuration.
• Create or modify notification template definitions.
• Define user lists for approval framework.
• Set up approval process definitions (rules).
• Enable email approval.
• Define approval options at the various levels.
• Approve journals using the GL Journal Approval components.
Note: PeopleSoft General Ledger provides much of the setup for configurable workflow as demo and sample data that will require varying degrees of modification to meet your particular circumstances.
This topic discusses possible modifications to the delivered setup. Oracle recommends that your implementation group also refer to setup information in the following documentation:
Related Links
Approving Journals Using the GL Journal Approval Components
Understanding the Journal Entry Approval Process
Understanding Configurable Workflow
PeopleSoft Enterprise Components Approval Framework (AF) is a feature that provides a configurable framework and page interface to implement workflow approval. PeopleSoft General Ledger uses AF for its header-level actuals journals, standard budget journals, and Commitment Control budget journal approval processes.
PeopleSoft General Ledger 9.1 supports both the Virtual Approver (approval method from prior releases) and the Approval Framework (alternative "configurable workflow" approval method). The default is the
Virtual Approver method.
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Setting Up and Using Configurable Workflow Chapter 28
For information regarding common workflow setup as well as Virtual Approver setup, see PeopleSoft
Enterprise General Ledger 9.1 documentation, Approving Journal Entry.
You select the approval method on the Installation Options - General Ledger page (Set Up Financials/
Supply Chain, Install, Installation Options, General Ledger).
See "Installation Options - General Ledger Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
Note: PeopleSoft General Ledger does not upgrade approval history data from prior functionality to the current AF approval data. Both the Journal Entry Approval Log table (JRNL_APPR_LOG) and the
Journal Approval Worklist Record table (JRNL_APPR_WL) in the prior workflow functionality remain as they are. You must post all approved journals already in the old workflow functionality before you upgrade to AF-based workflow approval.
PeopleSoft General Ledger delivers much of the AF setup, either as system data or demo data. However, some changes are necessary to conform to your workflow requirements and are enterable by means of the
AF components described in this topic.
Note: This functionality does not affect the submitting and approving of journals by means of the Journal
Entry component. You can continue to submit journals for approval using the Journal Entry Lines page and approvers select the approval action (to either approve, deny, or pushback) using the Journal Entry
Approval page. You can also submit journals using the Journal Entry Approval page.
See PeopleSoft FSCM documentation: Approval Framework
See PeopleTools: Workflow Technology
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Chapter 28 Setting Up and Using Configurable Workflow
Analyzing the Delivered AF Setup and Changing or Defining Additional
Setup
This diagram outlines the steps in the inspection and assessment of the delivered setup and the required considerations to set up and implement workflow using the Approval Framework in your particular environment.
Image: Overall General Ledger Actuals and Standard Budget Journals Approval Setup
General Ledger Actuals and Standard Budget Journals Approval Setup
AF requires the inspection of the delivered registration definition, the approval configuration definition, and the approval templates for changes that are necessary for your particular installation.
In addition, you define the GL approval process approver user lists, GL approval process rules, and enable the approvals hierarchy for source, ledgers for a unit, and business unit.
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Submitting Journals for Approval Using WorkFlow Based on the Approval
Framework
The following diagram shows the approval process using AF from submitting a journal entry through the checking of the rules by priority, definition name, and effective date; the checking of criteria for paths and steps; and the routing of approval requests by worklists and email.
Image: Submitting journals through the approval process
Submitting Journals through Approval Process Using Approval Framework
Approval Using WorkFlow Based on the Approval Framework
The PeopleSoft Approval Framework provides for approval of journals using the following methods:
• Configure Approval Framework to approve journals from the Journal Entry component.
• Configure Approval Framework to approve journals from a separate GL Journal Approval component.
For more details. see Article ID 1329609.1 on My Oracle Support website for details regarding journal approval using Approval Framework.
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Chapter 28 Setting Up and Using Configurable Workflow
You can configure the Approval Framework to enable journal approval using the Journal Entry component or using . With this configuration, approvers can access the journal entry for approval through their worklist. You can enable the journal email approval process using Integration Broker and the Email
Collaboration Framework (EMC).
The following diagram shows the approval request routed to approvers by worklist or email using approval framework. This approval process uses the Journal Entry Component:.
Image: Approval flow using the Journal Entry component or email
Approval Flow Using Journal Entry Component or Email
The following diagram shows the approval request routed to approvers by worklist or email using the GL
Journal Approval component (or Manage GL Journal Approval component for mass journal approval):
Image: Approval flow using the GL Journal Approval components or email
Approval Flow Using GL Journal Approval Components or Email
Journal Email Approval Process Using Email Collaboration Framework
General Ledger uses the Email Collaboration Framework (EMC) for the Journal Email Approval process, which also involves the use of Integration Broker.
PeopleSoft FSCM Documentation: Approval Framework
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PeopleTools Documentation: Workflow Technology
Chapter 28
Completing the Approval Transaction Registry and Configuration
This section discusses how to:
• Complete the GL approval transaction registry.
• Complete the GL approval transaction configuration.
Pages Used to Complete the Approval Transaction Registry and
Configuration
Page Name Definition Name Navigation Usage
Register Transactions EOAW_TXN Enterprise Components,
Approvals, Approvals,
Transaction Registry,
Register Transactions
Defines the integration between General Ledger and the Approval Framework (
AF) by process ID and is delivered with system data.
Configure Transactions EOAW_TXN_NOTIFY Enterprise Components,
Approvals, Approvals,
Transaction Configuration,
Configure Transactions
Defines the details of the integration between General
Ledger and the Approval
Framework (AF) by process
ID and is delivered with system data.
Register Transactions Page
Use the Register Transactions page (EOAW_TXN) to manage the integration between General Ledger and the Approval Framework (AF) by process ID, which is delivered with system data.
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Chapter 28 Setting Up and Using Configurable Workflow
Navigation
Enterprise Components, Approvals, Approvals, Transaction Registry, Register Transactions
Image: Register Transactions page (1 of 2)
This example illustrates the fields and controls on the Register Transactions page (1 of 2). You can find definitions for the fields and controls later on this page.
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Image: Register Transactions page (2 of 2)
This example illustrates the fields and controls on the Register Transactions page (2 of 2). You can find definitions for the fields and controls later on this page.
740
The Register Transactions page provides the integration between General Ledger and AF, and is delivered with system data. Most of the fields on this page should not be changed.
However, if you plan to use the GL Journal Approval components rather than the Journal Entry component for approvals, you should replace the following values (on this page and in any other setup pages throughout the topic:
Approval Component
If using GL Journal Approval component rather than the Journal
Entry component, change this value to JOURNAL_APPROVAL.
This enables the approval process for the Journal Approval component instead of the Journal Entry component.
Thread Package
If using GL Journal Approval component rather than the Journal
Entry component, change this value to GL_APPROVAL to control the title display on the Approval Status Monitor.
Thread Class
If using GL Journal Approval component rather than the Journal
Entry component, change this value to Journal.threadDescr to control the title display on the Approval Status Monitor.
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Chapter 28 Setting Up and Using Configurable Workflow
The following page elements in the notification options may also need changing to fit your notification preferences.
Notification Options
Enable Notifications
Notification Strategy
Use Email Approvals
Determine what type of notifications your company will use.
The options include:
Disable Email and Worklist
Email Notification Only
Enable Email and Worklist
Worklist Notification Only
Specify whether to allow email to be processed immediately
(Online Processing) or offline (Offline Processing) through
NEM (Notification and Escalation Manager.)
Click to use email approvals with workflow.
Configure Transactions Page
Use the Configure Transactions page (EOAW_TXN_NOTIFY) to manage the details of the integration between General Ledger and the Approval Framework (AF) by process ID, which is delivered with system data.
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Navigation
Enterprise Components, Approvals, Approvals, Transaction Configuration, Configure Transactions
Image: Configure Transactions page - (Event for final approval)
This example illustrates the fields and controls on the Configure Transactions page - (Event for final approval). You can find definitions for the fields and controls later on this page.
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Chapter 28 Setting Up and Using Configurable Workflow
Image: Configure Transactions page - (Event for final denial)
This example illustrates the fields and controls on the Configure Transactions page - (Event for final denial). You can find definitions for the fields and controls later on this page.
Image: Configure Transactions page - (Event for approval routing)
This example illustrates the fields and controls on the Configure Transactions page - (Event for approval routing). You can find definitions for the fields and controls later on this page.
This definition provides the details of GL integration with AF, and is delivered as system data. However, you can modify certain values on this definition to better meet your approval requirements. For example, you can replace the Approval User Info View, Email Approval User List, and delivery method. You can also add more participants to receive the notification, change the notification channel and priority, replace the template, and add more events to trigger the notification generation.
Approver User Info View
Enter the name of the view that provides the details that the user sees when using the approval monitor.
Note: Data in this view dictates what is displayed in the approver links.
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Email Approval User List
Specify which users are to be allowed to do their approval by using email.
Note: If the user receiving the notification also falls into the email approval user list, then he or she receives an email approval rather than a standard email notification.
Note: This field must be populated; otherwise, no one will receive the approval emails.
Delivery Method
Define whether users are to receive their email approvals as text within the email or as attachments.
Use the Notifications section to define whom to notify and how to notify them in addition to the defaults determined in the Events section of this page.
Participant
Define the user who is notified when this event takes place:
Admin
Approver
A-Delegate: Delegate approver to which the approval was originally assigned.
R-Delegate: Requestor who created the request for someone else.
Dynamic
A-Proxy: Approver who performed the actual approval.
R-Proxy: The person who requested the transaction be created.
Channel
Requester
Reviewers
User List
Defines how the participant will be notified.
Both
None
User
Worklist
Priority
Select High, Medium, or Low.
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Chapter 28
SQL Object Identifier
Setting Up and Using Configurable Workflow
To support the delivered demo notification templates, the SQL
Object GL_JRNL_AF_JRNL_INFO is defined as:
SELECT A.BUSINESS_UNIT
, A.JOURNAL_ID
, %DateOut(A.JOURNAL_DATE)
, A.BUSINESS_UNIT_LN
FROM PS_JRNL_AF_XREF A
WHERE A.BUSINESS_UNIT=:1
AND A.JOURNAL_ID=:2
AND A.JOURNAL_DATE=%DateIn(:3)
AND A.BUSINESS_UNIT_LN=:4
You must keep the delivered journal-related template variables,
unless you create your own SQL objects that are referenced on the configuration definition.
Creating or Modifying Notification Template Definitions
Template definitions provide the email content for approval notifications, and are delivered in PeopleSoft
General Ledger as demo data.
You can modify the verbiage or create your own template definitions. However, you must keep the delivered journal-related template variables, unless you create your own SQL objects that are referenced on the configuration definition. Using AF for General Ledger enables you to:
• Create or modify the journal approval routing template definition.
• Create or modify the journal approved routing template definition.
• Create or modify the journal denied routing template definition.
Page Used to Create or Modify Notification Templates
Page Name Definition Name
Generic Template Definition WL_TEMPLATE_GEN
Navigation Usage
PeopleTools, Workflow,
Notifications, Generic
Templates, Generic Template
Definition
Define or modify approval notification templates that are used in the
Approval Framework (AF)
(configurable workflow) process.
Creating or Modifying the Journal Approval Routing Template Definition
Use the Generic Template Definition page (WL_TEMPLATE_GEN) to define or modify approval notification templates that are used in the Approval Framework (AF) (configurable workflow) process.
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Navigation
PeopleTools, Workflow, Notifications, Generic Templates, Generic Template Definition
Image: Generic Template Definition page - Journal Approval template
This example illustrates the fields and controls on the Generic Template Definition page - Journal
Approval template. You can find definitions for the fields and controls later on this page.
Chapter 28
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Chapter 28 Setting Up and Using Configurable Workflow
Creating or Modifying the Journal Approved Routing Template Definition
Access the Generic Template Definition page - Journal Approved template (PeopleTools, Workflow,
Notifications, Generic Templates, Generic Template Definition).
Image: Generic Template Definition page - Journal Approved template
This example illustrates the fields and controls on the Generic Template Definition page - Journal
Approved template. You can find definitions for the fields and controls later on this page.
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Creating or Modifying the Journal Denied Routing Template Definition
Access the Generic Template Definition page - Journal Denied template (PeopleTools, Workflow,
Notifications, Generic Templates, Generic Template Definition).
Image: Generic Template Definition page - Journal Denied template
This example illustrates the fields and controls on the Generic Template Definition page - Journal Denied template. You can find definitions for the fields and controls later on this page.
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Chapter 28 Setting Up and Using Configurable Workflow
Creating the Journal Pushed Back Routing Template Definition
To add the Pushback action for the journal approval process, add a new Demo Email Notification template. Access the Generic Template Definition page (PeopleTools, Workflow, Notifications, Generic
Templates, Generic Template Definition):
Image: Generic Template Definition page - Journal Pushed Back template
This example illustrates the fields and controls on the Generic Template Definition page - Journal Pushed
Back template. You can find definitions for the fields and controls later on this page.
Defining User Lists for Approval Framework
This section discusses how to define user lists.
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Page Used to Define User Lists
Page Name
User List Definition
Definition Name
EOAW_USER_LIST
Chapter 28
Navigation
Enterprise Components,
Approvals, Approvals,
User List Setup, User List
Definition
Usage
Define user sources for use in the AF approval process ( rules).
User List Definition Page
Use the User List Definition page (EOAW_USER_LIST) to define user sources for the Approval
Framework approval process (rules).
Navigation
Enterprise Components, Approvals, Approvals, User List Setup, User List Definition
Image: User List Definition page: Journal Approvers by Query
This example illustrates the fields and controls on the User List Definition page: Journal Approvers by
Query. You can find definitions for the fields and controls later on this page.
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The approval user list defines user sources for use with steps in the approval processes (rules). PeopleSoft
General Ledger delivers a demo user list that uses a PS Query to combine the route controls on the
Administrative Area of the General Ledger and business unit that matches the current delivered General
Ledger approval routing rule. You must create your own user lists based on your own business structure.
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Chapter 28 Setting Up and Using Configurable Workflow
As an example, the sample query GL_APPROVAL_USERLIST is defined as:
Image: Sample Query
This example illustrates the fields and controls on the Sample Query. You can find definitions for the fields and controls later on this page.
The following example shows the User List Supervisor by User ID that is used in General Ledger demo rule definitions.
Image: User List Definition page - Supervisor by User ID
This example illustrates the fields and controls on the User List Definition page - Supervisor by User ID.
You can find definitions for the fields and controls later on this page.
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In the preceding example, the SQL Object EOAW_SUPERVISOR_BY_OPRID was defined as:
SELECT A.ROLEUSER
FROM PS_ROLEXLATOPR A
WHERE A.ROLEUSER = (
SELECT B.ROLEUSER_SUPR
FROM PS_ROLEXLATOPR B
WHERE B.ORPID = :1)
See also PeopleTools: PeopleCode Developer's Guide
Chapter 28
Setting Up Approval Process Definitions (Rules)
To set up approval processes, use the Approval Process Setup component.
This section discusses how to:
• Define approval processes.
• Define approval criteria.
• Define paths for approval processes.
• Define steps for approval processes.
Pages Used to Define Approval Process Rules
Page Name Definition Name Navigation
Setup Process Definitions EOAW_PRCS_MAIN Enterprise Components,
Approvals, Approvals,
Approval Process Setup,
Setup Process Definitions
Criteria Definition EOAW_CRITERIA
Approval Path Definition
Approval Step Definition
EOAW_PATH_SEC
EOAW_STEP_SEC
Enterprise Components,
Approvals, Approvals,
Approval Process Setup,
Setup Process Definitions,
Definition Criteria, Criteria
Definition
Click the Details link within the Paths group box of the
Setup Process Definitions page.
Click the Details icon within the Steps group box of the
Setup Process Definitions page.
Usage
Define the stages, paths and steps of the approval definition process.
Define field and monetary criteria to be used in the approval process.
Define approval path details, such as time-related escalation options and reassignment.
Define approval step details,
such as approvers and approver requirements.
Defining Approval Processes
Use the Setup Process Definitions page (EOAW_PRCS_MAIN) to define the stages, paths and steps of the approval definition process.
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Chapter 28 Setting Up and Using Configurable Workflow
Navigation
Enterprise Components, Approvals, Approvals, Approval Process Setup, Setup Process Definitions
Image: Setup Process Definitions page
This example illustrates the fields and controls on the Setup Process Definitions page. You can find definitions for the fields and controls later on this page.
Business analysts use this page to define approval definition processes. The process is made up of stages and their paths and steps.
The approval steps that you place on the approval path represent the approval levels that are required for a transaction.
The approval process definition provides the details of application approval rules. General Ledger delivers three demo definitions for:
1. Actuals
2. Standard Budget
3. Default
You can modify the delivered demo definitions, or create your own process definitions.
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Note: If a journal meets the definition criteria of more than one approval process, only the first definition selected by AF is used to process this journal. The selection is done using an AF SQL object,
EOAWDEFN_SEARCH_SQL, which is ordered by priority, definition ID, and effective date.
Defining Approval Criteria
Use the Criteria Definition page (EOAW_CRITERIA) to define field and monetary criteria to be used in the approval process.
Navigation
Enterprise Components, Approvals, Approvals, Approval Process Setup, Setup Process Definitions,
Definition Criteria, Criteria Definition
Image: Criteria Definition page
This example illustrates the fields and controls on the Criteria Definition page. You can find definitions for the fields and controls later on this page.
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Criteria entered on this page determines which definition ID is to be used to process the approval.
Field Criteria
Record
Select the record to be used to define the field criteria. Select from the following:
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Chapter 28
Field Name
Setting Up and Using Configurable Workflow
• JRNL_AF_HFLD_VW: use this delivered view to define the criteria for journal header fields.
• JRNL_AF_LFLD_VW: use this delivered view to define the criteria for journal line fields.
• JRNL_AF_ACCT_VW: use this delivered view to define the criteria on related account property fields, such as Account
Type, Open Item Account, Statistical Account, and Balance
Sheet Indicator.
Note: To use other journal header, line and account-related fields that are not included in the delivered views (JRNL_AF
_HFLD_VW, JRNL_AF_LFLD_VW and JRNL_AF_ACCT
_VW), you can add those fields to the corresponding view via
Application Designer and rebuild the views.
Note: For line and account field criteria, since the approval was set to the header lever (as long as one line meets the criteria), the whole journal is subject to approve.
Select the field from the selected record for which to define the field criteria.
Monetary Criteria
Amount Record
Amount Field
Select the record to be used to define the monetary criteria.
Select the amount field to be used to define the monetary criteria.
Note: The value in the Amount Field is first converted from the currency code in the Currency Field to the currency code that is entered in the Currency Code field by the rate type that is entered. The result is then used to compare with the value entered in the Amount Field. Also, the amount is summarized before the currency conversion, so journal line amount criteria cannot be used there because the majority of GL journals are balanced.
Defining Paths for Approval Processes
Use the Approval Path Definition page (EOAW_PATH_SEC) to define approval path details, such as time-related escalation options and reassignment.
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Navigation
Enterprise Components, Approvals, Approvals, Approval Process Setup. Click the Details link within the
Paths group box of the Setup Process Definitions page.
Image: Approval Path Definition page
This example illustrates the fields and controls on the Approval Path Definition page. You can find definitions for the fields and controls later on this page.
After adding a path (or paths) on the Setup Process Definitions page, use this page to set up additional parameters that determine how the system processes this approval path. Use the Escalate Options to define time elements to be used when an approver requires too much time to approve or deny a pending request.
See For the usage details, see PeopleSoft Enterprise FSCM documentation: Approval Framework
Defining Steps for Approval Processes
Use the Approval Step Definition page (EOAW_STEP_SEC) to define approval step details, such as approvers and approver requirements.
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Chapter 28 Setting Up and Using Configurable Workflow
Navigation
Enterprise Components, Approvals, Approvals, Approval Process Setup. Click the Details icon within the
Steps group box of the Setup Process Definitions page.
Image: Approval Step Definition page
This example illustrates the fields and controls on the Approval Step Definition page. You can find definitions for the fields and controls later on this page.
After adding a step (or steps) on the Setup Process Definitions page, use this page to set up additional parameters that determine how the system processes this approval step.
See PeopleSoft Enterprise Components documentation; Approval Framework.
Enabling Email Approval
PeopleSoft General Ledger uses Enterprise Components email collaboration framework for journal email approval. For you to use this feature, the PeopleSoft Integration Broker must be configured to run, the email collaboration framework must be configured, and all the following General Ledger-related
Integration Broker objects must be activated:
• Service operation JRNL_AF_EM_APPROVAL
• Service operation JRNL_AF_EM_APPROVAL handler
• Service operation JRNL_AF_EM_APPROVAL routing
Perform the following setup steps to enable email approval:
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1. Activate the aforementioned service operations (PeopleTools, Integration Broker, Integration Setup,
Service Operations).
2. Set the Integration Broker queue, GL_EM_APPROVAL, to run (PeopleTools, Integration Broker,
Integration Setup, Queues).
3. Select the Use Email Approvals check box on the Register Transactions page.
4. Provide the Email Approval User List on the Configure Transaction page.
See PeopleSoft Enterprise Components documentation, Email Collaboration Framework.
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Chapter 28 Setting Up and Using Configurable Workflow
The following is an example of an approval request email:
Image: GL Journal Approval email
This example illustrates the fields and controls on the GL Journal Approval email. You can find definitions for the fields and controls later on this page.
Defining Approval Options at the Various Levels
When you define approval options at the source level, they override any approval handling that you specify at the ledger-group and business-unit levels. Any rules specified at the ledger level override those at the business-unit level.
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You can define approval options at the:
• Source level using the SOURCE component.
• Ledger level using the BUSINESS_UNIT_LED component.
• Business unit level using the BUS_UNIT_TBL_GL component.
See "Journal Source - Approval Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
See "Ledgers For A Unit - Approval Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
See Defining Approval Options for a Business Unit.
Approving Journals Using the GL Journal Approval Components
In PeopleSoft General Ledger, an approved journal is one that is marked to post (the approval process automatically marks the journal for posting upon approval). You cannot post a journal that still requires approval.
To provide a more targeted and functional journal approval experience, PeopleSoft delivers a GL Journal
Approval component (JOURNAL_APPROVAL) and a Manage GL Journal Approval component for approving journals in mass (JOURNAL_APPROVAL_M). Use these components to:
• Approve, deny, push back, or place on hold, individual or multiple journals at once.
• Add comments for any approval action.
• Add attachments and adhoc approvers as part of the workflow.
• Link to the Journal Entry component for additional details within the approval process.
• Display only journals that are assigned to a specific user.
• Display information related to a specific Line Business Unit only.
See Article ID 1329609.1 on My Oracle Support website for details regarding journal approval using
Approval Framework.
Pages Used to Approve Journals
Page Name Definition Name Navigation
Manage GL Journal Approval JOURNAL_APPROVAL_M General Ledger, Journals,
Journal Entry, Manage
Journal Approval, Manage
GL Journal Approval
Usage
Use this page to approve,
deny, or pushback multiple journals at once.
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Chapter 28 Setting Up and Using Configurable Workflow
Page Name
GL Journal Approval
Approval Attachments
Definition Name
JOURNAL_APPROVAL
Navigation
Worklist, Worklist. OR
General Ledger, Journals,
Journal Entry, Manage
Journal Approval, Manage
GL Journal Approval. Click the Journal ID link.
Usage
This page is only accessible to authorized users.
Use this page to approve,
deny, or push back, or place on hold, a journal entry. For interunit journals, you can limit access by specific line business unit.
JOURNAL_APPR_ATT_SEC Click the Attachments link from the GL Journal Approval page.
Use this page to view and add attachments for journals for which you have approval rights. The attachments are only visible if the Show to
Approver option has been selected on the Attachments page of the journal entry.
Approval Attachments (view only)
JOURNAL_APPR2_ATT_
SEC
Approval Flow GL_APPR_MONITOR
Click the Attachments link from the Manage GL Journal
Approval page.
Use this page to view attachments for journals for which you have approval rights. The attachments are only visible if the Show to
Approver option has been selected on the Attachments page of the journal entry
Click the View Approval
Flow icon on the Journals grid.
Launch this modal window to view the display-only approval flow graphic. Access the individual GL Journal
Approval page to add adhoc approvers.
Manage GL Journal Approval Page
Use the Manage GL Journal Approval page (JOURNAL_APPROVAL_M) to approve, deny, or pushback multiple journals at once.
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Navigation
General Ledger, Journals, Journal Entry, Manage Journal Approval, Manage GL Journal Approval
Image: Manage GL Journal Approval page
This example illustrates the fields and controls on the Manage GL Journal Approval page. You can find definitions for the fields and controls later on this page.
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Supply the desired criteria and click the Search button. This action returns only those journals for which the current user is one of the approvers and that have not yet been posted or unposted. Click the Clear button to clear the search criteria.
Line Business Unit
Specify the Line Business Unit for your search. The user is limited to only those business units for which they have access.
The default value is the user’s specified business unit from the
User Preferences - Overall Preferences page.
Approval Status
Select the approval step status related to the current approver:
Pending, Approved, Denied, or Pushed Back. This is a required field.
Comments
Expand the Comments group box to add a common comment for the selected journals. Enter a common comment for the selected journals at once and click the Add Comments button when finished entering. If you select only one journal, the comment applies only to that journal when you click the Add Comments button. If you enter comments before clicking any of the three action buttons, the comments will be saved to those journals’ approval process.
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Journal Overview
Select All / Deselect All
Select
Journal ID
Select all or deselect all journals by clicking the Select All /
Deselect All link. Click once to select all and click again to deselect all (toggle link).
Click to select one or several journals for which to apply the actions of Approve, Deny, Pushback, or Add Comments.
Click this link to access the individual GL Journal Approval page.
Displays the anchor business unit of the journal entry.
Unit
Line Unit
Displays the line business unit of the journal entry. This unit can be different from the anchor business unit for interunit journals.
An entry does not appear for a line unit for which an approver does not have access.
Click the View Approval Flow icon, which opens up a modal page (GL_APPR_MONITOR).
View Approval Flow
Attachment
Select to view attachments (if present) for the journal. This opens a modal window displaying the JRNL_APPR2_ATT
_SEC page. The page is display-only. To add additional attachments, you must access the individual GL Journal
Approval page.
See Article ID 1329609.1 on My Oracle Support website for more details.
Specifying Journal Entry Approval Actions
The following examples show an interunit journal as it progresses thorough the approval process involving two business units, US007 and CAN02, with the approvals required by each business unit. The examples assume prior workflow setup, which will require the journal to be submitted for approvals. Such journals, which have not yet been approved, cannot be posted.
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Access the Journal Entry - Lines page (General Ledger, Journals, Journal Entry, Create/Update Journal
Entries, Lines).
Image: Journal Entry - Lines page (interunit example)
This example illustrates the fields and controls on the Journal Entry - Lines page (interunit example).
The preceding example shows the journal involving business units US007 and CAN02, which are subject to different approval rules.
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The following examples show the sequence of approvals for the interunit journal and the two business units. Access the Journal Entry - Approval page (General Ledger, Journals, Journal Entry, Create/Update
Journal Entries, Approval)
Image: Approval status and history for business unit CAN02 pending any approvals
This example illustrates the fields and controls on the Approval status and history for business unit
CAN02 pending any approvals. You can find definitions for the fields and controls later on this page.
Image: Approval status and history for business unit CAN02 after initial approval GLS2
This example illustrates the fields and controls on the Approval status and history for business unit
CAN02 after initial approval GLS2. You can find definitions for the fields and controls later on this page.
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Image: Approval status and history for business unit CAN02 after second approval by MGR2
This example illustrates the fields and controls on the Approval status and history for business unit
CAN02 after second approval by MGR2. You can find definitions for the fields and controls later on this page.
Image: Approval status and history for business unit CAN02 after final approval VP2
This example illustrates the fields and controls on the Approval status and history for business unit
CAN02 after final approval VP2. You can find definitions for the fields and controls later on this page.
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Business unit US007 had a similar approval history, but it bypasses an optional alternate additional approver (GLS3) in the business units US007 approval path. Because both GLS2 and GLS3 are granted
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Chapter 28 Setting Up and Using Configurable Workflow the ability to approve the journal, however, the approval rule is set to require only one approver for this step (so that whoever approves the journal first stamped while other approvers bypassed).
Image: Approval status and history for business unit US007 pending approvals
This example illustrates the fields and controls on the Approval status and history for business unit US007 pending approvals. You can find definitions for the fields and controls later on this page.
Image: Approval status and history for business unit US007 showing the bypass for GLS3 and final approval by VP2
This example illustrates the fields and controls on the Approval status and history for business unit US007 showing the bypass for GLS3 and final approval by VP2. You can find definitions for the fields and controls later on this page.
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Approval Status
The Approval Check Active field indicates, by displaying the value Y, that an approval workflow process is required for the business unit in the journal. If no approval workflow is required for the business unit in the journal, the value displayed is N and no steps or history are displayed.
If approval check is active and displaying Y, the current approval status for the journal is shown by these values:
Denied
Pending Approval
Journal approval is denied.
Journal is waiting for approval.
Approved to Post
None
Not applicable.
In the Approval Action list box, the current approver selects the appropriate action for this journal:
Approve
Journal is approved. When part of an interunit journal (a business unit) reaches the Approved to Post status, all the worklist items related to that part are marked worked.
Deny
Journal is approved for posting. If you have the authority to approve the journal, the system saves it as usual. If you don't have the authority, nothing happens to the journal.
Journal is not approved for posting. If you change the action to deny, the system sends an email (when email notification is set up) to the previous user with a list of the journal identifiers.
Pushback
Journal is sent back to the previous step. The system sends an email (when email notification is set up) to the previous user with a list of the journal identifiers.
Approval History
The Approval History grid lists the step and path, with the status and applicable date-time stamp and user
ID for the various activities in the approval process.
See PeopleTools documentation: Security Administration, "Understanding PeopleSoft Security"
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Chapter 29
Setting Up and Using PeopleSoft Mobile
Applications in General Ledger
Understanding Mobile Approvals in General Ledger
This topic presents an overview of PeopleSoft Mobile Approvals for PeopleSoft General Ledger, prerequisites, and discusses how to:
• Configure General Ledger for PeopleSoft Mobile Approvals.
• Access and approve pending journals using mobile devices.
• Approve multiple journals using Mobile Approvals.
• View attachments using Mobile Approvals.
PeopleSoft Mobile Approval Framework allows approvers the flexibility to approve transactions on the go. For example, you can access the PeopleSoft system from a mobile device, such as a tablet or smart phone, and approve journals that are pending your approval. Once you have enabled your system for
PeopleSoft Mobile Approvals, you can
• Approve, deny, or push back pending journals at the header level from a mobile device.
• Preview a graphical representation of the transaction approval flow, view other approvals, and see comments that previous approvers have entered.
• Select and view attachments, and add comments to pending journals.
• Perform mass journal approvals using a mobile device.
Prerequisites
You should meet the following prerequisites In order to use PeopleSoft Mobile Approvals:
1. PeopleTools 8.52 is the minimum requirement for PeopleSoft Mobile Applications.
2. PeopleSoft Mobile Applications have been tested for the following mobile devices:
• Android Phone (Samsung Galaxy SIII
• Apple iPhone 4 & 4S (iOS 5.1)
• Apple iPad 2 and iPad 3 (iOS 5.1)
• Google Nexus Tablet (Android Jelly Bean)
• Samsung Galaxy Tablet 10.1 (Android Honeycomb)
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3. PeopleSoft supports the Google Chrome browser (version 21 or above) for PeopleSoft Mobile
Applications.
Note: For Android phone and tablet devices, it is recommended that you use the latest Google
Chrome browser instead of the default device browser.
Related Links
Approving Journals Using the GL Journal Approval Components
Configuring General Ledger for PeopleSoft Mobile Approvals
To implement PeopleSoft Mobile Approvals for General Ledger, you must
1. You must first configure PeopleSoft Approval Framework for General Ledger. See Understanding
2. Configure system-wide setup of Mobile Approval Framework.
See "Configuring PeopleSoft Mobile Applications (PeopleSoft FSCM 9.2: Application
Fundamentals)".
3. Set up mobile approval options specific to General Ledger. Use the Installation Options - General
Ledger page.
See "Installation Options - General Ledger Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
4. Grant security access to users for PeopleSoft Mobile Approvals. PeopleSoft delivers two permission lists (EOAW2000 and EOAW2100) for use with PeopleSoft Mobile Approvals. See "Granting
Security Access to Users for PeopleSoft Mobile Approvals (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Both delivered permission lists grant user access to the iScript functions in the WEBLIB_FIN_MBL record in order to access the application. Be sure to assign these permission lists to roles according to your organization’s requirements for administrator and user access.
For more information on granting security, see PeopleTools Security Administration.
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Chapter 29 Setting Up and Using PeopleSoft Mobile Applications in General Ledger
Accessing and Approving Pending Journals Using Mobile Devices
When using a mobile tablet, (iPad), you can launch the Approvals homepage: From there, when you select the Journal Entry button, you access the Approvals page:
Image: Approvals - Transaction List page - (tablet view)
This example illustrates the fields and controls on the Approvals - Transaction List page. You can find definitions for the fields and controls later on this page.
The Approval page displays the journals that are pending approval of the user who is logged in for a given user ID. When you select a journal entry from the list (left side), the corresponding Summary, Lines, and
Pending Actions for the selected journal are displayed (right side). You can approve, deny, or push back
(if eligible) the selected journal entry using the action buttons at the bottom of the page.
Note: The Push Back button does not display if the journal is not eligible for push back. The Hold action is not available for Mobile Approvals. You must use the desktop application to use the Hold action.
Mass Approval
Filter
Select the Mass Approval button to select multiple journals (or just one journal) to approve.
Select the Filter button to specify criteria that limits your result set:
• By Priority - Journals are set to Medium priority, which is the Mobile Approval Framework default.
• By Transaction - Select one of the following transaction types: Expense Report, Journal Entry, Purchase Order,
Requisition, or Voucher.
• By Date - select one of the following values: Less Than 7 days, Less Than 30 days, More than 30 days.
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Once you have selected your filter value, click the Apply button.
Journal Entry
The left side of the screen is the Journal Header list, sorted by total debit amount in descending order.
(Journal header data)
The left column lists journals (bold print) by Journal
Description. Directly underneath are the following details:
Anchor Business Unit, Journal ID, Journal Date, and Line
Business Unit.
(Amount)
(Priority indicator)
The right column displays the journal total debit amount and currency code in bold print. Directly underneath is the Pending
Since date.
Priority indicators are:
• High
• Medium
• Low
Note: All journals are assigned a Medium priority (this is the default value for Mobile Approvals).
Summary
You can select a journal and view the Summary section, which displays the same information from the highlighted or selected journal and additionally includes the ledger group, the fiscal year and period of the journal, the name of the person who entered the journal, and the date on which it was entered.
Select the Attachments button to view any attachments to the journal entry. The number of attachments
displays on the button in paratheses. See Viewing Attachments Using Mobile Approvals
Lines
The Lines section displays only the primary ledger journal lines. Displays:
• Line Number and Description fields.
• Base amount with currency code.
• ChartFields 1 through 9 (depending upon which ChartFields that you selected to display on theInstallation Options - General Ledger page. (PeopleSoft FSCM 9.2: Application Fundamentals)
Pending Actions
The Pending Actions section displays the approval flow diagram. Select the link to access the Approval
Detail page for the selected journal. Expand the Comments section to view comments from approvers.
"Accessing PeopleSoft Mobile Approvals (PeopleSoft FSCM 9.2: Application Fundamentals)"
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Chapter 29 Setting Up and Using PeopleSoft Mobile Applications in General Ledger
Approving Multiple Transactions Using Mobile Approvals
See "Approving Multiple Transactions Using Mobile Approvals (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Viewing Attachments Using Mobile Approvals
You can view attachments using a mobile device if you enabled attachments by selecting the Display
Attachments check box from the Mobile Approval Options page when configuring Mobile Approvals.
See "Mobile Approval Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
Click the Attachments button from the Summary section of the Approvals transaction list page:
Image: Approval Detail page
This example illustrates the fields and controls on the Approval Detail page. You can find definitions for the fields and controls later on this page.
When presented with the Approval Detail page, expand the Attachments section to view attachments, if enabled. Select the arrow button that is associated with the attachment that you would like to view or download. You are presented with a new window to view or save the file.
Note: Attachment display support is limited by attachment type and mobile device used.
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Chapter 30
Using Entry Events in General Ledger
Using Entry Events in General Ledger
These topics provide an overview of entry events in Oracle's PeopleSoft General Ledger and discuss how to:
• Use the GLJE Entry Event process.
• Use the GLJEADJ Entry Event process.
• Correct entry event journal errors.
Understanding Entry Events in General Ledger
Use entry events in PeopleSoft General Ledger to post additional debit and credit accounting entries. In addition, federal agencies can update budgetary as well as proprietary accounts in a single transaction or update the budgetary ledgers without posting to the actuals ledger.
This section lists prerequisites and discusses:
• General Ledger entry event transactions.
• Entry event source definitions, processes, steps and codes.
• GLJE Entry Event process.
• GLJEADJ Entry Event process.
• Multibook ledgers using entry events.
• Intra/Interunit journal entries using entry events.
• Allocations using entry events.
• Standard journal entries using entry events.
• Separate debit and credit journal entries using entry events.
• Flat file journal imports using entry events.
• Spreadsheet journal imports using entry events.
• Copy entry event journals.
• Entry event journal errors.
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Prerequisites
Before using entry events in General Ledger, you must:
1. Perform the normal setup activities for General Ledger and the Commitment Control feature.
2. For General Ledger, in the Entry Event field on the Installation Options - Entry Event page, select either Optional or Required.
3. Only for GLJEADJ - Commitment Control Adjustment Journals, enable the Commitment Control feature for General Ledger in the Enable Commitment Control group box on the Installation Options -
Installed Products page.
4. Select Allow GL Entry Event Bypass for selected users on the User Preferences - General Ledger page, if desired.
This option enables specific users to bypass selecting entry event codes that are identified as required for General Ledger on the Installation Options - Entry Event page.
5. Select Skip Entry Event Processing in the Budget Post Options group box for selected users on the
User Preferences - General Ledger page, if desired.
This option enables specific users to post a budget without running the Entry Event Processor
Application Engine process (FS_EVENTGEN).
6. Verify that the ledger group for entering journal entries with entry events (normally the actuals ledger group, which is named the Recording ledger group in the predefined data) is associated with the standard ledger group type.
This is the only ledger group type that you can use to enter entry events for General Ledger journal entries.
Note: If you plan to create multibook journals with entry events, make sure that all of the multibook ledgers are set up, that the ledger group type is set to standard, and that you select the Keep Ledgers in
Sync check box on the Ledger Groups - Definition page.
7. Refer to the documentation regarding the setup of the entry event codes for an organization based on the entry event source transactions and processes that are predefined for General Ledger.
See "Understanding Entry Events (PeopleSoft FSCM 9.2: Application Fundamentals)".
Note: You can create your own entry event codes that use the predefined source transactions and processes; however, do not modify the predefined data.
Related Links
"Setting Up Entry Events (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Entry Event Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
"User Preferences - Overall Preferences Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
General Ledger Entry Event Transactions
General Ledger enables you to enter, process, copy, and correct entry event transactions using:
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Chapter 30 Using Entry Events in General Ledger
• Online journal entries.
• Batch journal entries.
• Commitment Control budget adjustment journal entries.
• Multibook journal entries.
• Allocations.
• Interunit and intraunit journal entries.
• Standard journal entries.
• Separate debit and credit journal entries.
• Imported flat file journals.
• Imported spreadsheet journals.
Note: Do not associate entry event codes with open item accounts for use in open item entries. Also, do not associate entry event codes with value-added tax (VAT) or VAT-applicable accounts. The entry event code definition does not allow the selection of VAT-applicable accounts for entry event processing. If a journal comes from an external source (such as a flat file or spreadsheet), the appropriate account from the entry event code definition overwrites any accounts specified on the entry event lines that are subject to the GLJE Entry Event process.
Entry Event Source Definitions, Processes, Steps, and Codes
General Ledger provides sample data with a set of predefined entry event codes. You can use these predefined codes as examples for defining your own codes. The system has predefined entry event source definitions and specific entry event processes that you must not change. The source definitions identify the source and target records that the system updates when the Entry Event Processor runs. The predefined source definitions for General Ledger are:
• GL_JCREV - GL Adjustment Journal Collected Revenue.
• GL_JENC - GL Adjustment Journal Encumbrance.
• GL_JOURNAL - GL Journal.
• GL_JPRNC - GL Adjustment Journal Pre-encumbrance.
• GL_JRNLIU - GL Journal IU Transactions.
Entry event source definitions, processes, and steps determine the way in which the entry event codes are processed. The processing procedures for creating journal entries with entry events and creating budget adjustment journal entries are unique due to the specific entry event source transactions and entry event processes and steps that are linked to each entry event code. Multiple entry event source transactions, such as GL_JOURNAL and GL_JRNLIU (for interunit transactions), can be associated with one entry event process, such as the GLJE Entry Event process or the GLJEADJ Entry Event process. Subsequently, the Entry Event Processor can generate journal lines for a normal journal entry, an interunit journal entry, or a standard journal entry, depending on the source transaction associated with the entry event process.
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GLJE Entry Event Process
The GLJE Entry Event process is used for most types of entry event journal entries. When an entry event code is associated with the GLJE Entry Event process, you can generate additional debit and credit entries
—beyond the entries that the user entered by the Journal Edit process—for accounting.
Note: In a journal that uses the GLJE Entry Event process, the account from the entry event code appears by default in the first journal line unless the entry event code is set up for IU processing as well. When you run the Journal Edit process (GL_JEDIT), the Entry Event Processor runs automatically during the edit process, generating the additional entry event lines.
• Run the Journal Edit process.
The Journal Edit process runs the Entry Event Processor.
• Run the Budget Processor if commitment control is enabled for the business unit and ledger group.
• Post to the General Ledger actuals ledger.
GLJEADJ Entry Event Process
You associate the GLJEADJ Entry Event process with an entry event code to make Commitment Control budget adjustments for encumbrances, pre-encumbrances, and collected revenue budgets, as well as to generate and post the appropriate budgetary accounting entries to the actuals ledger. The GLJE Entry
Event process and the GLJEADJ Entry Event process function differently.
After you enter the debit and credit lines, select an entry event code for each line, and finish Journal Edit:
• Run Budget Processor to update the appropriate Commitment Control budget ledger table and adjust either the pre-encumbrance, encumbrance, or collect revenue amount of the budget.
• Run the Entry Event Processor to generate the budgetary accounting entries that need be posted to the actuals ledger.
• Run the Journal Generator Application Engine process (FS_JGEN) to create the budgetary accounting journal from the budgetary accounting entries.
• Post the budgetary accounting journals to the appropriate actuals ledger.
When you enter the budget adjustment journal entries and select an entry event code that is set up with the GLJEADJ Entry Event process, you must enter the debit and credit entries. This is because the
Journal Edit process does not run the Entry Event Processor to generate the remaining journal lines, as it does for the GLJE Entry Event process. After journal edit processes, you run the Budget Processor to update the appropriate Commitment Control budget ledger table and adjust the specific control budget's ledger amount. After the journal lines are successfully edited and budget-checked either online or in batch, you must run the Entry Event Processor (using the Process Journals menu) to generate the budgetary accounting entries, based on the accounts that you set up for the selected entry event code.
After processing the entry events, you run the Journal Generator process to generate the budgetary accounting journal and post this journal to the appropriate actuals ledger.
Note: In General Ledger, the entry event source definitions, entry event processes and steps, and entry event codes are predefined. Do not change them.
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Chapter 30 Using Entry Events in General Ledger
Related Links
"Understanding Entering and Posting Commitment Control Budget Journals (PeopleSoft FSCM 9.2:
Commitment Control)"
"Understanding Commitment Control Budget Closing and Withdrawal Without Closing (PeopleSoft
FSCM 9.2: Commitment Control)"
Multibook Ledgers Using Entry Events
To enter entry events for multibook journals:
1. Enter one side of the journal entry by selecting an entry event code for a ledger group that contains multiple ledgers and for which the Keep Ledgers in Sync check box is selected.
2. Run the Journal Edit process.
When you enter the journal line, you typically enter only one side of the journal if you are using entry events for the GLJE Entry Event process. The Journal Edit process generates the additional entry event lines for the primary ledger. It also matches journal lines for all secondary ledgers within the ledger group using the same entry event code. This is a multibook journal entry.
Note: If the journal is from an external source and does not already have secondary ledger lines,
Journal Edit process creates the secondary ledger lines and calls the Entry Event Processor to create the entry event lines.
3. Continue to process and post the multibook journal.
Related Links
"Setting Up and Using Multibook Ledgers (PeopleSoft FSCM 9.2: Application Fundamentals)"
Using Multicurrency Processing in a Multibook Environment
Interunit Journal Entries Using Entry Events
When you run the Journal Edit process on an interunit or intraunit journal entry with entry events, it processes all of the journal header and journal lines associated with the interunit or intraunit journal lines first.
The Entry Event Processor process creates accounting entries from the interunit and intraunit entries created by the Journal Edit process. To enable this functionality, the entry event code must have the
GLJE Entry Event process included in the setup, as well as the steps required by the transaction such as
GLJEIUINP for interunit payables journal entries. It is possible to set up an entry event code to process regular journal entries and interunit and intraunit entries. If an entry event code has been set up with both the regular process step and the interunit and intraunit process steps, this logic is applied to the journal:
• If no interunit or intraunit lines are created in the journal, the entry event lines are created using the regular process step.
• If interunit or intraunit lines are created within the journal, the entry event lines are created using the interunit and intraunit process steps only.
• If the journal has both interunit and intraunit lines and non interunit or intraunit lines, then inter/ intraunit process steps are used for entry events only.
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The PeopleSoft system comes with a separate entry event source definition to enable you to use entry events with interunit and intraunit journal entry transactions:
Entry event source transaction: GL_JRNLIU.
Source record: EE_JRNL_LN_IUVW.
Target record: JRNL_LN.
Temporary record: EE_JRNL_TMP.
Four predefined process steps are used to process receivable and payable interunit and intraunit journal entry transactions:
• GLJEIUINP - Jrnl InterUnit Payable.
• GLJEIUINR - Jrnl InterUnit Receivable.
• GLJEIUIUP - Jrnl IntraUnit Payable.
• GLJEIUIUR - Jrnl IntraUnit Receivable.
Entry event processing for General Ledger interunit and intraunit transactions is slightly different from regular (predefined process step GLJE) journal processing for entry events. By design, interunit and intraunit lines are always balanced. In turn, entry events create balanced DR/CR pairs from the generated interunit and intraunit lines. If there is a need to create additional DR/CR pairs from interunit and intraunit transactions, you can establish only interunit payables, only interunit receivables, or both. The same is true for intraunit payables and intraunit receivables. One or both transactions can be set up to generate balanced DR/CR pairs.
Note: If the interunit/intraunit journal does not have an anchor business unit line, the system-generated anchor business unit line will not have an entry event code, which means that the system will not generate extra debit/credit (DR/CR) lines.
Related Links
Understanding Inter/Intraunit Processing in General Ledger
"Running the Centralized Interunit and Intraunit Processor (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Allocation Journals Using Entry Events
To create allocation journals using entry events:
1. Specify the entry event field on the Define Allocation Step - Target page.
Note: Although you can also specify Entry Event as a field value on the Offset page, do not do so for regular journal processing because you normally generate a one-sided journal entry from allocations when you use entry events in this situation. The Entry Event Processor creates the other side of the journal entry.
2. Add a line to the Specify Field Values group box.
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Chapter 30 Using Entry Events in General Ledger
3. Select Entry Event as the field name, Value as the source, and an entry event code as a value to create output journals.
4. Save the allocation step.
5. Select Request Allocation to create the allocation output journals.
Related Links
"Understanding Oracle's PeopleSoft Allocations Process (FS_ALLC) (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Standard Journal Entries Using Entry Events
Standard journal entries are sometimes referred to as template or recurring journals. When you create standard journals, the system copies the entry event source lines, as well as any non entry event lines, and the entry event status of the header and lines is set to N (not generated). This means that you must run the
Journal Edit process for these journals to regenerate the entry event lines.
Related Links
Creating Standard Journal Entries (SJEs)
Separate Debit and Credit Journal Entries Using Entry Events
If you select the Separate DR/CR Amount Fields check box on the Ledgers for a Unit - Definition page for a ledger, the Entry Event Processor process determines whether this is a normal journal entry or a journal entry reversal based on information on the journal line. For example, if you enter a negative amount in the DR column, you indicate a reversal of a debit to the system. The Entry Event Processor process generates the appropriate debit or credit journal lines.
Related Links
"Ledgers For A Unit - Journal Post Options Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Flat File Journal Imports Using Entry Events
When you load journals containing entry events into General Ledger by selecting Import Journals,
External Flat Files and running the Flat File Journal Import process, this process sets the entry event status of header and any lines with an entry event code to N (not generated). If there is a mismatch between the entry event code and the account uploaded, the account is overwritten by the default account when the Journal Edit process and the Entry Event Processor process are run.
Related Links
Using the Flat File Journal Import Process
Spreadsheet Journal Imports Using Entry Events
To import and run spreadsheet journals containing entry events:
1. Select Import Journals, Spreadsheet Journals to load spreadsheet files that contain entry events.
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2. Run the Spreadsheet Journal Import process.
This process sets the entry event status of header and each line with an entry event code to N(not generated). Consequently, you must run the Journal Edit process for these journals.
Related Links
Understanding Spreadsheet Journal Import
Copy Entry Event Journals
When you select Journal Entry, Copy Journals to copy journals using entry events, the Journal Copy process copies only the entry event source lines and the non entry event lines.
This process sets the new journal entry event status of header and each line with an entry event code to N
(not generated), which means that you must run the Journal Edit process that automatically runs the Entry
Event Processor process.
Related Links
Entry Event Journal Errors
When you create journals with entry events and an error occurs during the processing, you can drill down to the transaction line to correct the entry event error and continue processing. When you run the journal edit batch process that has errors, the process generates a report that contains errors that apply to both the journal entries and the entry events.
Creating and Processing Journal Entries with Entry Events
This section discusses how to:
• Create and process entry event journals using the GLJE Entry Event process.
• Create and process entry event journals using the GLJEADJ Entry Event process.
The GLJE Entry Event process enables you to create journals that post to the actuals ledger.
• GL_JOURNAL - GL Journal.
• GL_JRNLIU - GL Journal Interunit Transactions.
You can modify the delivered entry event codes or set up your own.
Note: Do not modify entry event source definitions or processes and steps.
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Pages Used to Create and Process Journal Entries with Entry Events
Page Name Definition Name Navigation Usage
Create Journal Entries -
Header
JOURNAL_ENTRY1 General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Header
Enter the journal header information for entry event journal entries.
Commitment Control -
Commitment Control Amount
Types
JOURNAL_ENTRY_KK
Create Journal Entries - Lines JOURNAL_ENTRY2_IE
Edit Journals Request
Budget Check Journals
Request
Click the Commitment
Control link on the Create
Journal Entries - Header page.
For a Commitment Control budget adjustment journal entry, select the appropriate
Commitment Control amount type.
General Ledger, Journals,
Journal Entry, Create Journal
Entries
Select the Lines tab.
Enter the journal line
ChartFields and select the appropriate entry event codes for processing.
JOURNAL_EDIT_REQ General Ledger, Journals,
Process Journals, Edit
Journals, Edit Journals
Request
JOURNAL_BGTCHK_REQ General Ledger, Journals,
Process Journals, Budget
Check Journals, Budget
Check Journals Request
Edit the regular journals and journals using the GLJE and GLJEADJ Entry Event processes.
Budget-check regular journals and journals using the GLJE and GLJEADJ Entry Event processes.
Entry Event Journals PST_EE_RUN_REQUEST
Generate Journals Request
Mark Journals for Posting
Post Journal Request
JRNL_GEN_REQUEST
JOURNAL_POST_MARK
JOURNAL_POST_REQ
General Ledger, Journals,
Process Journals, Entry
Event Journals, Entry Event
Journals
Run the Entry Event
Processor for Commitment
Control budget adjustment journals using the GLJEADJ
Entry Event process.
General Ledger, Journals,
Subsystem Journals, Generate
Journals, Generate Journals
Request
Run the Journal Generator process to generate journals for any journal entries not created online in General
Ledger and for Commitment
Control budget adjustment journal entries with entry events using the GLJEADJ
Entry Event process.
Specify which journals to post.
General Ledger, Journals,
Process Journals, Mark
Journals for Posting
General Ledger, Journals,
Process Journals, Post
Journals, Post Journal
Request
Enter the information for the journals that you intend to post. Run the PS/GL Journal
Post process (GLPPPOST) to post the journals to their appropriate ledgers.
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Related Links
Understanding Entry Events in General Ledger
Creating and Processing Entry Event Journals Using GLJE Entry Event
Process
To create and process an entry event journal:
Note: These steps use the JRNL1 entry event code.
1. Access the Create Journal Entries - Header page.
2. Select an actuals ledger group that may or may not linked to Commitment Control ledgers, and enter any other information relevant to the journal entry transactions.
The ledger group in the predefined data is Recording.
3. Click the Commitment Control link.
4. Select one of the following Commitment Control amount types, and then click OK:
• Actuals and Recognized.
• Actuals, Recognize and Collected.
See Understanding Commitment Control and General Ledger Journals.
5. Access the Create Journal Entries - Lines page, and select the entry event code.
The account and alternate account values appear by default (after a server trip) in journal line 1 from the values set up for the entry event code (for example, JRNL1) on the Entry Event Code Definition page if the entry event code contains regular process step GLJE.
6. Enter any other relevant data in the journal line.
Note: If you change either of these accounts, the system overwrites it with the default DR/CR account or alternate account when you edit the journal if the entry event code contains regular process step
GLJE.
7. Select Edit Journal to save and edit the journal entry as well as initiate the Budget Processor if commitment control is enabled.
Journal Edit process (GL_JEDIT) creates any missing lines before calling the Entry Event Processor process.
The Entry Event Processor process generates the additional journal lines based on the set up for the selected entry event code.
The Budget Processor process runs to verify that a Commitment Control budget is associated with the transaction and that the amounts are not greater than the budget amounts.
8. Select Post Journal to post the journal entries to the actuals ledger.
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See Correcting Entry Event Journal Errors.
Note: If these are subsystem journals with entry events, the Journal Edit process bypasses the entry event processes for these journals because they have already been through the entry event process in the subsystem.
Creating Budget Adjustment Journal Entries Using the GLJEADJ Entry
Event Process
To create and process an entry event journal that adjusts the Commitment Control budget:
1. Access the Create Journal Entries - Header page.
2. Select an actuals ledger group that linked to Commitment Control ledgers, and enter any other information relevant to the journal entry transactions.
The ledger group in the predefined data is Recording.
3. Click the Commitment Control link.
4. Select one of the following Commitment Control amount types, and then click OK:
• Encumbrance
• Pre-Encumbrance
• Collected Revenue
5. Access the Create Journal Entries- Lines page, and select the entry event code for the adjustment that you want to make.
Only the adjustment entry event codes are available for selection.
6. Enter values for Account, Alt. Acct., Amount, and other relevant fields in the journal line.
If the journal is a Commitment Control budget adjustment journal, the account and alternate account, if applicable, do not appear by default. You must enter the values.
7. Select Edit Journal to save and edit the journal entry as well as initiate the Budget Processor if commitment control is enabled.
Note: The Journal Edit process does not run the Entry Event Processor for budget adjustment journals. You must run the Entry Event Processor separately after running the Budget Processor.
8. Correct any existing entry event journal errors.
See Correcting Entry Event Journal Errors.
9. Run the Entry Event processor from the Process Journals - Entry Event Journals page.
The processor updates or creates the accounting lines in the Adjustment Journal Accounting Line record.
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Note: Budget adjustment journals are processed using the same model as accounts payable, purchasing, and accounts receivable, where the entry event accounting transactions are written to a separate accounting line record and the journal is generated later. If a budget adjustment journal has been processed by the Entry Event Processor and subsequent changes are made to the journal, adjusting entries are created.
10. Select Subsystem Journals, Generate Journals to create budgetary accounting journals from the adjustment journal accounting line record.
11. Select Process Journals, Edit Journals, Mark Journals for Posting, and Post Journals to post the journals to their appropriate ledgers.
Warning! If you change the Commitment Control amount type on the journal, the entry event lines are reversed for the previous amount type. For example, suppose that you select the Commitment Control amount type Actuals and Recognized to create a journal and run the Journal Edit process to generate the entry event lines and then you realize that you intended to create a budget adjustment journal for an encumbrance instead. If you attempt to select the Commitment Control amount type Encumbrance, this message appears:
The CC Amount Type has been changed from 'Actuals and Recognized' to 'Encumbrance'.
Because you changed the Commitment Control amount type, the entry event information that you entered is no longer appropriate. If you select Cancel, the Commitment Control amount type remains Actuals and Recognized. If you select OK to accept the change, the original journal entry's entry event codes are wiped out. When you enter the data and run the Journal Edit process for the new journal entry, any generated obsolete entry event lines are also deleted. Regardless of the Commitment Control amount type that you select, the original entry event codes are wiped out when you select OK.
Correcting Entry Event Journal Errors
When you correct an entry events journal, the effect on the entry event lines depends on the type of error that occurs.
This section discusses how to:
• Correct journal entry errors containing entry events with suspense option off.
• Correct journal entry errors containing entry events with suspense option on.
Correcting Journal Entry Errors Containing Entry Events with Suspense
Option Off
To correct an error in a journal line when the journal amount or ChartField is incorrect and the entry event was processed successfully:
1. Correct the error, such as an incorrect amount or ChartField selection, in the journal line.
2. Run the Journal Edit process.
The Journal Edit process edits the journal line; however, the Entry Event Processor does not run again.
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Correcting Journal Entry Errors Containing Entry Events with Suspense
Option On
To correct errors for journals with entry events using suspense journal option, make sure that you indicate on the Journal Source - Journal Options page, the Ledgers For A Unit - Journal Edit Options page, or the
General Ledger - Journal Options page that you want the system to generate a suspense journal line for each journal line with errors that can be suspended as well as the out-of-balance situation.
When you enter transactions with entry events that are set up to use suspense journals, if the original entry event journal line contains an error, its amount is set to 0 and the system creates a suspense line that inherits the entry event code to support intra/interunit entry event process steps. However, Entry Event
Processor skips to process the original entry event journal line as well as its edit suspense line. For nonintra/interunit journal, since the original entry event journal is out-of-balance, the system also creates a balance suspense line. When a journal line with entry event goes to suspense, the entry event has no effect on this line.
The entry event field is a display-only field on the Journal Suspense Correction page. When you correct the suspense journal using this page, be sure to correct the amount or ChartField error on the lines with entry event codes, and put the entry event offset account and other ChartFields on the balance suspense line that doesn't have the entry event code. When you run the Journal Edit process on the correction journal, the Entry Event Processor does not run for this correction journal.
Note: If the error occurs when the Entry Event Processor runs, the journal header status indicates that an error occurred. This prevents journal processing until you resolve the entry event problem.
Related Links
Understanding Journal Processing
"Defining Common Journal Definitions (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Linking Ledgers to a Ledger Group (PeopleSoft FSCM 9.2: Application Fundamentals)"
Reviewing Entry Event Accounting
Drilling Down to Entry Event Accounting
You can:
• Drill down to the entry event budget line details.
• Drill down to the entry event general ledger adjustment accounting line details.
Related Links
"Journal Generator Template - Defaults Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Reviewing Entry Event Accounting
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Chapter 31
Using OLAP Tools to Analyze General
Ledger Data
Using OLAP Tools to Analyze General Ledger Data
This topic provides an overview of online analytical processing (OLAP) cubes and discuss how to:
• Plan the OLAP database.
• Prepare trees and queries.
• Define and build the Essbase cube.
Understanding OLAP Cubes
When you analyze PeopleSoft General Ledger data, you can look at it from several perspectives: by company, division or business unit, product line, or time. If you use the columns or rows on a typical spreadsheet to analyze PeopleSoft data, it is difficult to represent more than two dimensions (or attributes) at a time.
PeopleSoft provides the tools to build Essbase cubes using PeopleTools Cube Builder, with which you can use different combinations of dimensions to slice and dice the data. For example, you could examine ledger balances for all travel and expense accounts in the training department of the western region for the entire year. You could slice off part of the cube or dice it to access an individual cell or perhaps to view a single business unit. These multidimensional views of financial data can provide valuable information for effective data analysis, decision making, and forecasting.
PeopleSoft integrates Hyperion Essbase (three-dimensional reporting tool) with the PeopleSoft metadata using PeopleTools Cube Builder and leveraging Cube Builder features. PeopleSoft General Ledger also provides the ability to perform incremental updates of the transaction data in the Essbase ledger cube.
This makes it possible to recognize material transactions in the cube results without having to build the cube from scratch.
Before you set up General Ledger for OLAP tools, you should be familiar with general OLAP concepts and terminology, as well as the use of PeopleSoft Query, Tree Manager, and Cube Builder.
See PeopleSoft PeopleTools documentation: PeopleSoft Cube Builder.
See also PeopleSoft PeopleTools documentation: PeopleSoft Cube Builder, Integrating with Oracle Smart
View.
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Note: All OLAP objects that are delivered with General Ledger are for demonstration purpose only. This includes queries, trees, dimensions, and other cube definitions. You must design your OLAP objects according to your business needs and should use the delivered sample objects only as a reference.
Planning the OLAP Database
Integrating OLAP tools with General Ledger data begins with a careful examination of the data that you want to report on and analyze by using OLAP. You must define specific goals and determine the results that you need from online data analysis.
The following describes the process flow when building Essbase cubes using PeopleTools Cube Builder:
• Load initial and incremental cube metadata using trees and dimension queries.
• Load incremental transaction data, adding appropriate criteria (date time stamp) in the query.
See Preparing Trees and Queries.
See also, PeopleTools PeopleBook: Designing Cube Metadata.
Preparing Trees and Queries
After defining goals, you must design the PeopleSoft trees and queries that are appropriate for creating both the structure and data of the Essbase cube that you plan to build.
You define queries to extract the data from the PeopleSoft database and load it to the cube.
General Ledger delivers sample queries and trees that you can use to design your own that adequately define the parameters for loading desired data to the Essbase cube:
General Ledger Queries
OLAP_LEDGER_ACT_01
OLAP_LEDGER_BUDG_01
General Ledger Trees
OLAP_LEDGER_02
OLAP_ACCOUNT_FLIPSIGN
OLAP_ACCTREE_FLIPSIGN
ACCTROLLUP
PRODUCT
DEPARTMENTS
ACCOUNTING PERIOD
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Chapter 31 Using OLAP Tools to Analyze General Ledger Data
Note: For an incremental load, the queries must be based upon the GL_ESS_QRY_VW view to ensure that the ledger rows are selected correctly. Use the query, GL_ESS_LOAD_LEDGER, as a starting point and adjust or update it according to your specific requirements.
Defining and Building the Essbase Cube
This section provides an overview of the process for defining and building an Essbase cube and discusses how to:
• Define the Essbase load setup options.
• Running the Essbase load process.
Understanding the Process for Defining and Building the Essbase Cube
The following diagram illustrates the high-level Cube Builder process flow:
Image: Building the Essbase Cube Process Flow
Building the Essbase Cube Process Flow
Note: Oracle Essbase, Smart View, and other Oracle Hyperion tools are not delivered as part of the
PeopleSoft application; therefore, the PeopleSoft Cube Builder documentation does not include information regarding how to use Oracle Hyperion applications. It does, however, include a reference to the appropriate documentation.
After you define the queries and trees (metadata) to use with the cube, define the basic structure of the cube itself.
Use PeopleTools Cube Builder to build the initial Essbase cubes:
• Load cube metadata using Trees and dimension queries.
• Load incremental metadata from updated Trees and dimension queries.
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• Load transaction data.
• Load incremental transaction data, adding appropriate criteria (DateTime stamp) in the query.
For more information, see PeopleTools: PeopleSoft Cube Builder, Cube Builder Implementation.
PeopleSoft General Ledger provides the following for loading subsequent or incremental data for Essbase cubes:
• Essbase Load Setup Options page to define parameters for loading transaction data.
• Incremental transaction data load through the regular Journal Posting process.
• Essbase Load Request page to load transaction data incrementally or reload transactions.
• Recurring process can be scheduled for incremental load using parameters from the Essbase Load
Setup page and log file.
The Post Journals Request page includes an option to skip Essbase incremental load, if needed.
Pages Used to Load Subsequent Data for Essbase Cubes
Page Name Definition Name Navigation Usage
Essbase Load Setup Options GL_ESSBASE_SETUP General Ledger, General
Reports, Essbase Load Setup,
Essbase Load Setup Options
Specify the Outline Name,
Essbase Connection ID,
and other parameters of the
Essbase cube for subsequent or incremental loading of cube data.
Essbase Load Request GL_ESS_LOAD_REQ General Ledger, General
Reports, Essbase Load
Request, Essbase Load
Request
Run the Essbase Load process for either incremental load or period load of ledger data to an Essbase cube.
After you have defined the queries and trees (metadata) to use with the cube, define the basic structure of the cube itself and build the cube by using PeopleSoft Cube Builder.
PeopleSoft Cube Builder links the data source (a query or tree) and the dimensions of the OLAP cube that you are creating. You use PeopleSoft Cube Builder to specify how dimension data should roll up by using queries, trees, or both queries and trees. As needed, you can reuse and easily modify the design of the dimensions, cube definition, and cube instance definitions.
To define the cube:
1. Define the connectivity information (Owner ID - General Ledger). Access the Connections page
(PeopleTools, Cube Builder, Connections, Connections):
See PeopleTools: PeopleSoft Cube Builder, Defining Essbase Cube Builder Connections.
2. Define the dimensions of the cube. Access the Dimensions component (PeopleTools, Cube Builder,
Dimensions, Dimension):
Use the Dimension component to build the structure of each dimension that comprises the cube.
You define the dimension type, object owner, and dimension structure (sources of data such as trees,
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Chapter 31 Using OLAP Tools to Analyze General Ledger Data queries, (or both trees and queries), and other settings for dimension data. You do not define any data for the cube at this point. You must create one entry for each dimension in the cube.
Note: PeopleSoft does not support duplicate member names when defining blank members. When assigning blank members in the dimension, the member name should be unique (not the same as the parent name), otherwise the data for the blank member is not loaded into the Essbase cubes.
Note: Use caution when setting up Essbase using the default value for invalid members. Once information is loaded into the default values, it cannot be backed out from the GL load process once the invalid members are added in Essbase. This is because ledger data is loaded into cubes using the
Replace aggregation option. This option only updates corresponding rows or inserts new rows in the cube. Once the invalid members are corrected, ledger data will be loaded into the cube and will not be able to replace the information in the default member. To correct this, you must manually reset the default member value.
Review some of the PeopleSoft delivered sample dimensions before creating your own, such as:
• GL_ESS_BUSUNIT
• GL_ESS_LEDGER
• GL_ESS_ACCOUNTS
• GL_ESS_DEPARTMENT
• GL_ESS_FC_PER
• GL_ESS_CURRENCY
Note: Be aware of set ID’s when loading metadata and comparing between business units in Essbase.
A ChartField value may be the same but if it has a different setID, it is not a match.
See PeopleTools: PeopleSoft Cube Builder, Creating Dimensions for Essbase Cubes.
3. Create a cube outline that defines the basic structure of the cube. Access the Cube Outline component
(PeopleTools, Cube Builder, Outlines, Cube Outline):
Select the dimensions and measures that make up the cube and the data source queries that populate the members and cube cells with data. Like dimensions, cube outlines are platform independent and can be reused.
PeopleSoft delivers the sample cube outline GL_ESS_LEDGER to review as a model for building your own outline.
See PeopleTools: PeopleSoft Cube Builder, Defining Essbase Cube Outlines.
Defining the Essbase Load Setup Options
PeopleSoft delivers the Essbase Load Setup Options component to register the GL Essbase setup that stores the relationships between PeopleTools Cube Builder and General Ledger when loading data. Only one measure is supported by PeopleTools Cube Builder; therefore, cube outlines may be defined for the base amount measure and another cube outline for foreign amounts, if needed.
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Essbase Load Setup Options Page
Use the Essbase Load Setup Options page (GL_ESSBASE_SETUP) to register the GL Essbase setup that stores the relationships between PeopleTools Cube Builder and General Ledger when loading data. Specify the Outline Name, Essbase Connection ID, and other parameters of the Essbase cube for subsequent or incremental loading of cube data.
Navigation
General Ledger, General Reports, Essbase Load Setup, Essbase Load Setup Options
Image: Essbase Load Setup Options page
This example illustrates the fields and controls on the Essbase Load Setup Options page. You can find definitions for the fields and controls later on this page.
794
Outline Name
Essbase Connection ID
Application Name
Database Name
Select the Essbase Cube Outline ID that you want to use for the data load. The outline defines the basic structure of the cube,
including dimensions and data queries.
Select the Connection ID that you have established.
Essbase application name where cube resides.
Essbase database name to be used where cube resides.
BU Ledger Setup
Incremental Load
Select this check box to load data incrementally. Deselect the check box for period load.
Note: For the incremental load, queries must be based upon the
GL_ESS_QRY_VW view to ensure that the ledger rows are selected correctly.
The query that is used when loading ledger data for the Fiscal Year and Accounting Period (when the
Incremental Load check box is deselected) can be used to load initial ledger data as well as reloading data for the specified period.
Since requirements vary in every organization, you can use the provided sample query as a basis to build your own requirements.
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Chapter 31 Using OLAP Tools to Analyze General Ledger Data
Running the Essbase Load Process
The Essbase Load process performs either incremental load or period load of ledger data. This initiates a separate Create Cube process for every outline name in your Selection Criteria using parameter values from the run control as well as the Essbase Load Setup Options page.
You can also call this process from the Post Journals Request page for incremental load.
Essbase Load Request Page
Use the Essbase Load Request page (GL_ESS_LOAD_REQ) to run the Essbase Load process for either incremental load or period load of ledger data to an Essbase cube.
Navigation
General Ledger, General Reports, Essbase Load Request, Essbase Load Request
Image: Essbase Load Request page
This example illustrates the fields and controls on the Essbase Load Request page. You can find definitions for the fields and controls later on this page.
Incremental Load
Log level
Load from Essbase Load Setup
Select to process an incremental load.
Deselect to process a period load.
Enter the level of logging to be used while the build cube process is running. The default value is 1 for basic logging.
Load all rows that are defined in the Essbase Load Setup
Options page.
Incremental Load (check box selected)
For incremental load, the DateTime stamp at the start and end of the Journal Post process is logged for every business unit and ledger group of every corresponding business unit and ledger that is defined on the Essbase Load Setup Options page and designated as incremental. These DateTime values are used during incremental load to select the rows in the Ledger table. Succeeding incremental loads look at the earliest unprocessed DateTime in the Journal Post log to discern whether to process certain instances where Essbase Incremental load had been previously skipped during journal posting.
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Period Load (Incremental Load check box deselected)
For period load, all rows in the Ledger table are loaded for the specified business unit, ledger and accounting period in the request. Because the Replace Aggregation load option in the PeopleTools Cube
Builder is utilized, previous rows loaded for the same Essbase dimensions are overwritten.
Selection Criteria
Request Number
Business Unit and Ledger
Outline Name
Fiscal Year
Accounting Period
This value is used when initiating the process to create cubes.
Select a business unit and Ledger for processing. Only defined business unit values and defined combinations of ledger and business units from the Essbase Load Setup Options page are allowed.
Select the Essbase Cube outline. Only defined outline names from the Essbase Load Setup Options page are allowed.
This field appears only when the Incremental Load check box is deselected. Select the fiscal year for which to load data. This is used only for period load.
This field appears only when the Incremental Load check box is deselected. Select the accounting period for which to load data. If blank, all accounting periods for the specified fiscal year are included. This is used only for period load. Prompting for this field includes detail periods, adjustment periods that are defined in the calendar, and periods 0 and 999 (used in the year end closing process).
Note: Be sure to run the period load first for all open periods to serve as the starting point for incremental loads. Use the GL Process request so that the DateTime stamp is logged correctly.
The following options can be used to load ledger data into Essbase cubes depending on your requirements or resources:
• Period load only and no incremental load, using the Essbase Load request page - A period load
Essbase request can be scheduled daily, weekly, monthly, and so on.
• Incremental load only using the Essbase Load request page but run only once daily, weekly and/or monthly - Period load option is required to load initial data not covered when Journal Posting starts creating the logs .Because of the Cube Builder Replace Aggregation load option, the date and time covered can overlap between incremental and period load and the process always selects the latest update from the Ledger table.
• Incremental load only through Journal Posting - Period load option is required to load initial data not loaded from previous Journal Posting when Essbase incremental was first set up.
• Combination of incremental load and period load - Incremental load for certain business unit and ledger combinations when data needs to be current most of the time; and do period load for other business unit and ledger combinations that do not have the same immediate need and can wait until another period load request is initiated and processed either on demand or through a scheduled recurring process.
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Note: Use the log file that was generated during the Create Cubes process to determine if ledger data was not loaded due to missing dimension members. You must update that metadata.
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Chapter 32
Setting Up and Using Governmentwide
Treasury Account Symbol (GTAS) Adjusted
Trial Balance System
Understanding the GTAS Adjusted Trial Balance System
The Governmentwide Treasury Account Symbol Adjusted Trial Balance System (GTAS) replaces the functionality of FACTS I, FACTS II, IFCS, and IRAS trial balance reporting systems as the primary means of reporting agency trial balance data. A single data collection system improves the quality of financial data by combining budgetary and proprietary trial balance reporting, enforcing the USSGL, and implementing new edits and validations. Additionally, GTAS paves the way for more consistent and complete financial data and allows for better analytical reporting.
GTAS accepts only bulk file transmission for the full budgetary and proprietary trial balance data and:
• Interfaces daily with GWA Central Accounting System for balance and transaction data.
• Is available for agency use 24 hours per day, seven days per week.
• Will produce the USSGL Treasury Financial Manual (TFM) starting in 2014. The 2014 TFM will include more detailed information, including the allowable domain values for each attribute-to-
USSGL account relationship, new sections for validations and edits, SMAF, and bulk file format.
• Only accepts the component TAS, a 6-digit USSGL account, and a 3-digit Agency ID.
Related Links
Defining Component TAS and BETC Elements in Compliance with Federal Reporting Requirements
Understanding Federal Government and Statutory Reports
"Defining Agency Location Codes (PeopleSoft FSCM 9.2: Application Fundamentals)"
Common Terminology for Federal Reporting
This section provides a glossary of common terminology and a process flow of the setup and execution of the PeopleSoft federal government reporting.
Term
ATB
Definition
The Adjusted Trial Balance system replaces the FACTS I, FACTS II, IFCS, and IRAS trial balance reporting functionality.
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CARS
CGAC
FR
GFRS
GTAS
GWA
MAF
MAX
SID
SMAF
TAS
USSGL
Term
BETC
OMB
SAM
USSGL accounts versus (GL) agency accounts
Definition
Business Event Type Code. An eight-character code used in GWA Systems to indicate the type of activity being reported, such as payments, collections, borrowings, etc. This code must accompany the TAS and the dollar amounts in order to classify the transaction against the Fund Balance With
Treasury. The BETC in effect replaces the transaction codes and standard subclasses.
Treasury’s Central Accounting Reporting System
Common Government-wide Accounting Classification structure now known as FADS.
Financial Report of the U.S. Government
Governmentwide Financial Report System. An application that captures each agency's closing package information; links the agencies' comparative, audited consolidated, department-level financial statements to the FR; and resolves material deficiencies that are identified by the
Government Accountability Office (GAO).
The Governmentwide TAS ATB System is a system used by agencies to report budget execution information and proprietary financial reporting information to the Department of the Treasury.
Governmentwide Accounting
Master Appropriation File
MAX is an integrated database for the collection, retrieval, manipulation, presentation, and publication of budget formulation and budget execution data, as well as other related data. GTAS data is to be provided to the Office of Management and Budget for use in MAX at least four times a year.
Office of Management and Budget
SAM is the Shared Accounting Module that verifies the TAS/BETC information attached to a
Collection, Disbursement or IPAC transaction by the FPA is valid per GWA’s Master Enterprise
Reference TAS/BETC data.
United States Standard General Ledger Interactive Database
Super Master Account File (combination of FACTS I and II MAF files). Contains the valid TAS balances and TAS attributes that are used for budgetary and proprietary ATB submissions.
Treasury Account Symbol
The U.S. Standard General Ledger provides a uniform Chart of Accounts and technical guidance that is used in standardizing Federal agency accounting and improves the quality and consistency of data reported by agencies.
USSGL accounts are the Treasury 6-digit required accounts used for reporting. The agency accounts are those accounts posted in the General Ledger that are translated to the USSGL accounts for
Treasury reporting.
PeopleSoft Solution for Supporting GTAS Requirements
PeopleSoft General Ledger provides a configurable solution to accommodate the valid combinations of TAS and BETC. These combinations are downloaded from the Treasury SAM website. PeopleSoft’s solution includes the following high-level steps for GTAS compliance:
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
• Configure the GTAS ChartField data: Accounts, Funds, Budget Reference, ChartField Attributes,
Trees, GTAS Attribute Assignment table, Attribute Exceptions, ChartField Preferences, and optionally, Validations and Edits.
• Enter transactions with GTAS attributes.
• Run GTAS Accumulation program to extract ledger data, associate it with attributes, and load the data to GTAS Workbench.
• Review data in the GTAS Workbench.
• (Optional) Run the GTAS Validation program, which runs against the GTAS Workbench table to perform specified Treasury or agency GTAS edits and validations. The Validation program runs a list of user-defined queries. The user-defined queries should include the GTAS Staging tables (although, you are able to include any table for the process).
• Run the GTAS Bulk File Creation program to create the GTAS bulk file which can then be submitted to Treasury.
Configuring the GTAS ChartField Data
This topic discusses the steps involved in configuring GTAS ChartField data:
1. Verify setup of the General Ledger business units.
2. (Optional) Implement the Separate Debit/Credit feature.
3. Verify the GTAS ChartField attributes.
4. Set up or modify accounts for USSGL rollup and link associated attributes.
5. Set up GTAS Fund Codes, Budget References, or other ChartFields and link associated attributes.
You can use the FUND_CF component interface to load data into the tables for the Fund Code component and the ACCOUNT_CF component interface to load data into the tables for the Account component.
For information on how to use the Microsoft Excel Spreadsheet to PeopleSoft Components Interface to enter ChartField data into PeopleSoft databases, see PeopleTools: PeopleSoft Component Interfaces.
Note: If you plan to configure your ChartFields (activating, inactivating, or renaming ChartFields using the ChartField Configuration component (PeopleSoft FSCM 9.2: Application Fundamentals)) after establishing your GTAS ChartField data, you should analyze your GTAS setup to determine if there may be any impact to the ChartField Preferences setup, ChartField Attributes setup, or ChartField Exceptions setup. PeopleSoft delivers system data for GTAS attributes with standard ChartFields as default mapping.
If you have renamed a ChartField, please check that the field name in the GTAS_ELEMENT_CF record is updated accordingly.
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Pages Used to Set Up GTAS ChartField Data
Page Name
ChartField Attribute
Definition Name
CF_ATTRIBUTES
Navigation Usage
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields,
Configure, Attributes,
ChartField Attribute
Enter the ChartField attributes and attribute values as required by the U.S. Treasury.
Account GL_ACCOUNT
Fund Code
Budget Reference
ChartField Attributes
FUND_DEFINITION
BUDREF_PNL
CF_ATTRIB_VALUES
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Account
Add the required accounts ( or use the ACCOUNT_CF component interface to load all accounts at once.)
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Fund Code
Access the Fund Code
ChartField that you want to associate with selected FUND
_CODE ChartField attributes.
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Budget Reference
Access the Budget Reference
ChartField that you want to associate with selected
Budget Reference ChartField attributes.
Click the Attributes link on the Account, Fund Code, or other ChartField value page.
Select ChartField attributes and attribute values to associate with the selected
Fund Code, Account value,
Budget Reference, or other
ChartField value.
Verifying the Setup of the General Ledger Business Units
Verify that all of the PeopleSoft General Ledger business units and corresponding subsystem business units are established before proceeding with GTAS setup. Also, verify the Ledgers For A Unit component for each Business Unit and Ledger Group combination that you will be using.
See Defining General Ledger Business Units
See "Defining Ledgers for a Business Unit (PeopleSoft FSCM 9.2: Application Fundamentals)"
(Optional) Implementing the Separate Debit and Credit Feature
GTAS does not require the use of the Separate Debit/Credit feature; however, you can still use the feature with GTAS if your organization requires it for other regulatory reporting.
For more information, see Using Separate Debit and Credit.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Verifying the GTAS ChartField Attributes
Each required USSGL account must be associated with the attributes as defined by the U.S. Treasury.
PeopleSoft delivers GTAS attributes in a sample data script as an attachment to My Oracle Support
Article ID 1504697.1.
Note: : PeopleSoft does not support any changes made to the required GTAS attributes. The delivered sample data script contains the Treasury attributes as of the time of this publication. Treasury attributes can change over time and each agency is responsible for keeping up with those changes.
ChartField Attribute Page
Use the ChartField Attribute page (CF_ATTRIBUTES) to add or modify the ChartField attributes and attribute values as required by the U.S. Treasury.
Navigation
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Configure, Attributes,
ChartField Attribute
Image: ChartField Attribute page
This example illustrates the fields and controls on the ChartField Attribute page.
Field Name
Attribute
Select the ChartField to which the attribute should be assigned.
Enter a meaningful name for the attribute.
Description
Enter a description of the attribute. You can also add a detailed description of the purpose of this attribute.
Allow Multiple Values per Attr (allow multiple values per attribute)
Select if multiple values for the attribute are allowed for a unique ChartField value. (This is deselected for most of the attributes).
ChartField Attribute Value
Enter the domain values for the attribute as defined by Treasury.
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Description
Enter a description of the domain values.
Chapter 32
ChartField Attributes Table
The ChartField Attributes table below designates how each attribute is defined in PeopleSoft (ChartField
Attribute, Attribute Exception, Ledger Attribute, or Tree translation).:
You can use the delivered sample data scripts that PeopleSoft provides as a guide to set up your
ChartField attributes and link them to your agency's accounts and fund codes.
Note: In the sample data, the GTAS Attributes are located under the FEDRL setID.
The ChartField Attributes table below lists the ChartField attributes that are required for GTAS at the time of this publication:
ChartField
ACCOUNT
ACCOUNT
Attribute
(Attribute Name)
BUDG_PROP
(Budgetary
Proprietary)
BUDG_IMPACT
(Budgetary Impact
Indicator)
Description
Indicates the type of
USSGL account being reported.
Allow Multiple
Values per Attr
Note: This check box should NOT be selected.
Indicates whether there is a budgetary impact..
Note: This check box should NOT be selected.
ChartField Attribute
Value / Description
B -Budgetary
P -Proprietary
A - Both
D -Budgetary
E - Non Budgetary
ACCOUNT P - Assigned to Programs
Q - Not assigned to
Programs
ACCOUNT
ACCOUNT
PROG_IND
(Program Indicator)
ANTICIPATED
(Anticipated)
The amount of cost or revenue directly or indirectly traceable to programs.
Indicates that the transaction is anticipated to occur in the current fiscal year.
Note: This check box should NOT be selected.
Note: This check box should NOT be selected.
BEGIN_END
(Begin End Indicator)
Indicates whether the balance or an USSGL account/attribute combination is at the start of the fiscal year or at the end of a period.
Note: This check box should NOT be selected.
Y - Yes
N - No
B - Report Beginning
Balance to Treasury
E - Report Ending
Balance to Treasury
Y - Report both
Beginning and Ending
Balances to Treasury
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Chapter 32
ChartField
ACCOUNT
ACCOUNT
ACCOUNT
ACCOUNT
Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Attribute
(Attribute Name)
AVAIL_TIME
(Availability Time
Indicator)
EXCHANGE
(Exchange
Nonexchange Code)
CUSTODIAL
(Custodial Activity
Indicator)
PY_ADJUST
(Prior Year
Adjustment Code)
Description Allow Multiple
Values per Attr
Indicates whether a budgetary resource is available for new obligations in the current period, or in a subsequent period within the current fiscal year or after being reapportioned in a future fiscal year.
Note: This check box should NOT be selected.
Indicates whether the gains or losses being reported are exchange revenue, nonexchange revenue, or exchange revenue with little or no associated costs.
Note: This check box should NOT be selected.
Indicates whether the reported balance is custodial or noncustodial and reported by the agency in a Statement of
Custodial Activity (
SCA) or in a separate footnote. Noncustodial amounts are not reported on the SCA or on the custodial footnote.
Note: This check box should NOT be selected.
Changes to obligated or unobligated balances that occurred in the previous fiscal year but were not recorded in the appropriate TAFS as of October 1 of the current fiscal year.
Exclude upward and downward adjustments to current-year or prioryear obligations and most reclassifications from clearing accounts.
Note: This check box should NOT be selected.
ChartField Attribute
Value / Description
A - Available in the current period
S - Available in the subsequent period
X - Exchange Rev
T - Nonexchange Rev
E - Exchange rev without associated costs
S - Custodial
A - Noncustodial
B - Adjustments to prioryear reporting backdated in Treasury's Central
Accounting system.
P - Adjustments to prior-year reporting not backdated in Treasury's
Central Accounting system.
X - Not an adjustment to prior-year reporting.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
ChartField
ACCOUNT
FUND_CODE
Note: (See note 1 below)
FUND_CODE or
BUDGET_REF
(These are recommended
ChartFields but not mandated)
(See note 1 below)
FUND_CODE
(See note 1 below)
Attribute
(Attribute Name)
AUTHORITY
(Authority Type
Code)
CATEGORY
(Apportionment
Category)
YEAR_OF_BA
(Year of Budget
Authority)
Description
Used to distinguish among the types of budgetary resources,
where it is not possible to do so by the USSGL account number.
For example, the
USSGL rescission accounts (USSGL accounts 4392 and
4393) do not distinguish between rescissions of appropriations or contract authority.
Allow Multiple
Values per Attr
Note: This check box should NOT be selected.
Identifies OMB apportionments by quarters (Category A) or by other specified time periods, programs,
activities, projects, objects, or combinations of these (Category
B), or are not subject to apportionment (
Category E).
Note: This check box should NOT be selected.
Identifies whether outlays are from new budget authority (NEW) or from budgetary authority carried forward from the prior year (BAL). Used for expenditure TAS that are not credit financing
TAS.
Note: This check box should NOT be selected.
ChartField Attribute
Value / Description
B - Borrowing Authority
C - Contract Authority
D - Advance
Appropriation
E - Appropriations available in prior period
F - Appropriations available from subsequent years
P - Appropriation excluding advance funding
R - Re-appropropriation
S -Spending from
Offsetting Collections
A - Category A, quarterly apportionments
B - Category B,
apportionments other than quarterly
E - Category E -Exempt from apportionment
BAL - Outlay from balances that are brought forward from previous year
NEW - Outlays from new
Budget Authority
BEA
(Budget Enforcement
Act)
Indicates whether the
Budget Enforcement
Act (BEA) category is mandatory or discretionary.
Note: This check box should NOT be selected.
D - Discretionary
M - Mandatory
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
ChartField
FUND_CODE
(See note 1 below)
FUND_CODE
(See note 1 below)
Attribute
(Attribute Name)
BORROW
(Fund Borrowing
Source)
REIMBURSE
(Reimbursable
Indicator)
Description
Indicates whether borrowing took place from the public,
Treasury, or a federal financing bank.
Required if authority type code is B ( borrowing).
Allow Multiple
Values per Attr
Note: This check box should NOT be selected.
Indicates whether amounts for goods or services and joint projects are financed by offsetting collections.
Note: This check box should NOT be selected.
ChartField Attribute
Value / Description
P - Public
T - Treasury
F - Federal Financing
Bank
D - Direct Authority
R - Reimbursable
Authority
Note: 1 - Use a tree to determine the funds that require these values.
Ledger Attributes
This table lists the Ledger Attributes that are assigned at the transaction level for the ChartField that you select on the Attribute Assignment page.
ChartField ChartField Attribute
Value / Description
(Assign to ChartField on the Attribute
Assignment page.)
Note: See Note 2 below.
Attribute
(Attribute Name)
COHORTYR
(Credit Cohort Year)
Note: Use a tree to translate ChartField value to Treasury value.
Description Allow Multiple
Values per Attr
Fiscal year when direct loans are obligated or guarantees committed by a program, even if disbursements occur in subsequent fiscal years.
Note: This check box should NOT be selected.
Define as a Ledger
Attribute.
Get value from Cohort
Year field that is specified on the GTAS
Ledger Attributes page.
(Assign to ChartField on the Attribute
Assignment page.)
Note: See Note 2 below.
GTAS_CATB_CD
(Apportionment
Category B Program
Code)
Can share the same
ChartField as Program
Report Category (like
Fed Non Fed, Trading
Partner, and Main
Account)
Identifies the code representing the Category B program used on the apportionment.
Apportionment
Category B Program
Code is a number from
00-99 that is required if Apportionment
Category Code = B.
Category B program is subject to the Anti-
Deficiency Act.
Note: This check box should NOT be selected.
Define as a Ledger
Attribute.
Get value from
Apportionment Category
B Program Code field that is specified on the
GTAS Ledger Attributes page.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
ChartField
(Assign to ChartField on the Attribute
Assignment page.)
Note: See Note 2 below.
(Assign to ChartField on the Attribute
Assignment page.)
Note: See Note 2 below.
(Assign to ChartField on the Attribute
Assignment page.)
Note: See Note 2 below.
Attribute
(Attribute Name)
GTAS_PROG_CD
(Program Report
Category Code)
Description Allow Multiple
Values per Attr
Identifies a program report category that agencies use when reporting their obligations in detailed financial information.
Agencies may use this code when reporting either Category
A or Category B obligations. Unlike the Apportionment
Category B Program
Code, this code is NOT subject to the Anti-
Deficiency Act.
Note: This check box should NOT be selected.
FED_NONFED
(Federal Non Federal
Code)
Indicates the type of entity involved in transactions with the reporting entity:
F - other Federal entities
N - non-Federal entities such as private/local/ state/tribal/foreign governments
E - exceptions for other non-Federal partners
Note: This check box should NOT be selected.
TRAD_PARTNER
(Trading Partner
Agency Identifier)
Represents the agency identifier of the other department, agency, or establishment of the US government involved in transactions with the reporting entity.
Required if the Fed/
Non-Federal Indicator =
F.
Note: This check box should NOT be selected.
ChartField Attribute
Value / Description
Define as a Ledger
Attribute.
Get value from Program
Reporting Category field that is specified on the
GTAS Ledger Attributes page.
Define as a Ledger
Attribute.
Define as a Ledger
Attribute.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
ChartField
(Assign to ChartField on the Attribute
Assignment page.)
Note: See Note 2 below.
Attribute
(Attribute Name)
Description Allow Multiple
Values per Attr
MAIN_ACCOUNT
(Trading Partner Main
Account Identifier)
Represents the treasury main account code of the other department, agency, or establishment of the US government involved in transactions with the reporting entity.
Required if the Fed/
Non-Federal Indicator =
F.
Note: This check box should NOT be selected.
ChartField Attribute
Value / Description
Define as a Ledger
Attribute.
Note: 2 - Use a tree to translate the ledger value to the GTAS value.
Setting Up or Modifying Accounts for USSGL Rollup and Linking
Associated Attributes
Use the Account page (GL_ACCOUNT) to set up or modify accounts to use as required by the U. S.
Treasury. You can access a complete listing of the accounts required for GTAS reporting along with their required attributes as defined by Treasury on the Treasury’s website.
PeopleSoft provides a translation account tree to enable agencies to record transactions using their agency
GL accounts and report to GTAS using 6-digit GTAS USSGL accounts. Attributes are required for the accounts that are included in this tree for translation.
See Using Trees to Control Rollup of ChartField Data and Creating the GTAS Account Rollup Tree.
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Navigation
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField
Values, Account
Image: Account page
This example illustrates the fields and controls on the Account page. You can find definitions for the fields and controls later on this page.
Attributes
Click this link to associate the ChartField attributes that you set up for GTAS with the appropriate Account value (or Fund Code
ChartField value on the Fund Code page or Budget Reference
ChartField value on the Budget Reference page) that is required for GTAS reporting.
See "Adding and Mapping Accounts and Alternate Accounts (PeopleSoft FSCM 9.2: Application
Fundamentals)".
For more information on setting up ChartFields (Accounts, Fund Codes, and so on), see "Understanding
PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)".
Selecting ChartField Attributes
Use the ChartField Attributes page (CF_ATTRIB_VALUES) to select ChartField attributes and attribute values to associate with the selected Fund Code, Account value, Budget Reference, or other ChartField value.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
From the Account page (or other ChartField entry page), click the Attributes link.
Image: ChartField Attributes page
This example illustrates the fields and controls on the ChartField Attributes page.
After clicking the Attributes link from the Account page, you are directed to the ChartField Attributes page for this ChartField value (Account 5310 in this example). You can click the Attributes link from any ChartField value page (Fund Code, for example) and associate Attributes and Attribute values to the
ChartField value.
ChartField Attribute
Select the appropriate ChartField attribute(s) for this ChartField
Value.
ChartField Attribute Value
Select the ChartField attribute domain value to be associated with the ChartField. This value is the default and can be overridden by values on the GTAS Attribute Exceptions page.
Note: If the attribute has values on the GTAS Attribute Exceptions page, the value specified on the
ChartField Assignment page is a default and will be overridden for ChartField combinations that are specified on the Attribute Exceptions page.
Setting up GTAS Fund Codes, Budget References, or Other ChartFields and
Linking Associated Attributes
Use the Fund Code page (FUND_DEFINITION) to define values for all types of funds. Associate the
Funds Codes with selected ChartField attributes.
Navigation
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField
Values, Fund Code
Image: Fund Code page
This example illustrates the fields and controls on the Fund Code page.
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Add the necessary Fund Codes. Click the Attributes link to associate attributes and values with the Fund
Code.
You can also use the FUND_CF component interface to load data into the tables for the Fund Code component
See "Fund Code Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
For more information on setting up ChartFields (Accounts, Fund Codes, and so on), see "Entering and
Maintaining ChartField Values (PeopleSoft FSCM 9.2: Application Fundamentals)".
Setting Up GTAS Trees
This topic presents an overview of the required trees and discusses how to create them.
Pages Used to Set Up GTAS Trees
Page Name Definition Name
Tree Definition and Properties PSTREEDEFN
Tree Manager PSTREEMGR
Navigation Usage
Tree Manager, Tree
Manager, Create New Tree,
Tree Definition and Properties
Enter a tree name and click the Add button.
Create a new tree, beginning with the tree definition to identify the tree name, related structure ID, setID, and any other rules or characteristics of the tree. Upon clicking
OK, you are directed to the
Enter Root Node for Tree page where you define levels and root node. Once done, the
OK button directs you to the
Tree Manager page to build your tree.
Tree Manager, Tree
Manager, Find an Existing
Tree
Access an existing tree with options that enable you to access and modify the tree definition and properties,
print, and configure tree display options.
Creating the Required GTAS Trees
This section discusses the tree setup needed to facilitate GTAS processing. Each of the listed trees must also be selected on the GTAS Attribute Trees page:
• Using Trees to Control rollup of ChartField data.
• Create the GTAS Account Rollup tree.
• Create the GTAS Accounts Requiring Attributes tree.
• Create the GTAS Program Reporting Category tree.
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• Create the GTAS Apportionment Category B Program Code tree.
• Create a GTAS Credit Cohort Year tree.
• Create the GTAS Fed Non Fed Code tree.
• Create the GTAS Trading Partner tree.
• Create a GTAS Main Account tree.
Using Trees to Control Rollup of GTAS ChartField Data
Your organization’s Account or other ChartField values may not match those specified by U.S. Treasury for reporting purposes. To accommodate these mandates, you must create trees that contain nodes representing the account or other ChartField values that are required by the U.S. Treasury for GTAS reporting. Under these nodes, you specify the actual detail values that are used in your ledgers, which roll up into the U.S. Treasury values for reporting. The GTAS Accumulation process looks for the GTAS trees (as specified on the GTAS Attribute Trees page) and finds the tree node names when it accumulates reporting data. The process then uses these names when it creates the reporting files. In general, the tree node names should follow the field specifications of the U.S. Treasury file.
The GTAS Account Rollup Tree translates your GL accounts to the 6-digit USSGL accounts that are
required by Treasury for GTAS reporting as well as identifies GL accounts that will be reported for
GTAS. Use PeopleSoft Tree Manager to create all trees. You can use the tree names, level names, and structure IDs that appear in the examples that follow, or you can create your own.
You can copy an existing tree structure or create a new one. For information on how to create PeopleSoft trees, see PeopleTools: PeopleSoft Tree Manager.
Creating the GTAS Account Rollup Tree
Before you create this tree, you must define your Account ChartField values and determine your detail structure. The GTAS Account Rollup tree stores the hierarchical relationship between USSGL accounts that you report to the U.S. Treasury for GTAS and your agency's posting accounts. It identifies the posting accounts to be selected from the ledger by the GTAS Accumulation process for GTAS reporting. The
GTAS Accumulation process also uses this tree to roll up the posting account ChartField values into the
USSGL account
Each agency may have a different combination of lower-level posting accounts that roll up to a USSGL account structure that is mandated by the U.S. Treasury for GTAS reporting. Determine the lowest level of detail that you need for your Account ChartField structure to capture all possible combinations of
USSGL accounts and GTAS attributes, as well as additional agency-specific posting detail.
Use the Tree Manager page to create or update the GTAS Account Rollup tree.
Navigation
Tree Manager, Tree Manager, Create New Tree, Tree Definition and Properties
Enter the tree name, (GTAS_ACCT_ROLLUP, in this example) and click the Add button.
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When adding a new tree, you are presented with the Tree Definition and Properties page. Be sure that this tree is based on the Account ChartField (select Structure ID = ACCOUNT):
Image: GTAS Account Rollup Tree - Tree Definition and Properties page
This example illustrates the fields and controls on the GTAS Account Rollup Tree - Tree Definition and
Properties page. You can find definitions for the fields and controls later on this page.
814
Once you have completed the definition and properties, you can build the tree, providing root node and levels. The nodes are the USSGL accounts and the detail values assigned to those nodes are the agency accounts that roll up to the corresponding USSGL account:
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Sample GTAS Account Rollup Tree
Image: Sample GTAS Account Rollup Tree
This example illustrates the fields and controls on the Sample GTAS Account Rollup Tree:
Your agency can use any tree and level names as long as you specify these names on the GTAS Attribute
Trees page. You must create the GTAS Account Rollup Tree to run the Accumulate GTAS Data process even if your agency uses the 6-digit USSGL accounts as the process uses this tree to determine which GL accounts are subject to GTAS reporting.
Creating the GTAS Accounts Requiring Attributes Tree
This tree denotes the agency accounts that are required for all attributes which are assigned by Fund,
Ledger, or ChartField other than Account. The node names must match the attribute names exactly as defined on the GTAS Attribute Assignment page. All agency accounts (in General Ledger) that require the attributes must be included under the attribute node name in the tree. The following node names must be defined for this tree:
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Tree Node
FED_NONFED
TRAD_PARTNER
MAIN_ACCOUNT
GTAS_PROG_CD
GTAS_CATB_CD
CATEGORY
YEAR_OF_BA
BEA
BORROW
REIMBURSE
COHORTYR
Tree Node Description
Fed Non Fed Code - List each USSGL account that requires a
Fed Non Fed Code.
Trading Partner - List each USSGL account that requires a
Trading Partner value.
Main Account - List each USSGL account that requires a Main
Account value.
Program Report Category
Apportionment Category B Program
Apportionment Category
Year of Budget Authority
BEA Category
Borrowing Source
Reimbursable Indicator
Credit Cohort Year
Use the Tree Manager page to create or update the Accounts Requiring Attributes tree.
Navigation
Tree Manager, Tree Manager, Create New Tree, Tree Definition and Properties
Enter the tree name, (GTAS_ATTRIBUTES, in this example) and click the Add button.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Enter a tree name and click the Add button. When adding a new tree, you are presented with the Tree
Definition and Properties page: Be sure that this tree is based on the Account ChartField (select Structure
ID = ACCOUNT) and select to allow duplicate detail values. Complete the page as follows:
Image: Sample GTAS_ATTRIBUTES - Tree Definition and Properties page
This example illustrates the fields and controls on the Sample GTAS_ATTRIBUTES - Tree Definition and Properties page. You can find definitions for the fields and controls later on this page.
The following presents an example of the Accounts Requiring Attributes tree:
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Sample Accounts Requiring Attributes Tree
Image: Sample Accounts Requiring Attributes Tree
This example illustrates the fields and controls on the Sample Accounts Requiring Attributes Tree.
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The Accounts Requiring Attributes tree stores the relationship between the ChartField attributes that are required for GTAS processing and their associated USSGL accounts.
This tree filters out the attributes for accounts that do not require certain attributes to be reported. After the GTAS Accumulation process accumulates all the attribute data, it checks the accumulated attributes against this tree to determine whether they are required to be reported. If the attribute is not required, it is removed from the staging table and is not included in the GTAS file. To determine the attributes to be reported for any given account, the program takes the agency account from the ledger (such as 4119) and searches for the account in the GTAS_ATTRIBUTES tree. The account may appear under numerous nodes depending on which attributes are required for that specific agency account. Wherever the program finds the agency account in the tree, the attribute is considered as required for reporting. If the program has previously accumulated an attribute value for the account, but is unable to locate the account under that respective attribute's node, the accumulated attribute value will be excluded from the GTAS file.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Note: The U.S. Treasury's USSGL Account Attributes Required for GTAS Reporting of Detailed
Financial Information defines these rules. This information is available at the U.S. Treasury Department's website. Build this tree using agency accounts (not necessarily USSGL accounts).
Creating the GTAS Program Reporting Category Tree
The purpose of this tree is to translate the Program Reporting Code values (as indicated on the GTAS
Attribute Assignment page) to the values required by Treasury. The PRC is a Ledger Attribute that is associated with a ChartField from which to determine its value using the GTAS Attribute Assignment page.
The Office of Management and Budgets (OMB) supplies and requires the input of Program Reporting
Categories for apportioned funds when a USSGL account contains a Y in the Program Rpt Code
(program reporting code) column of the Fiscal 20XX USSGL Account Attributes Required Table (http:// www.fms.treas.gov/gtas/bulk-file.html). The OMB provides valid Program Reporting Categories from which Federal Program Agencies (FPAs) can choose. The OMB list of Program Reporting Categories serves as a control table or as a reference table for GTAS reporting. FPAs cannot use the OMB-supplied program reporting numbers with the FPA titles. The FPA is also restricted by GTAS from using the default program number and description, 99 All Programs, with other OMB program codes and descriptions or the custom program codes and descriptions of the FPA.
If OMB does not provide specific program reporting categories, then the FPA can use the default program reporting number (99) and description (All Programs). While an FPA can use numbers and descriptions for program reporting categories in addition to those that are supplied by the OMB, they cannot use the
99 All Programs program reporting category with any other codes. If the FPA attempts to add the 99 All
Programs category to existing program reporting categories for obligation activity, the GTAS rejects that input because the 99 All Programs category can only be used by itself.
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You can use any tree name and level name as long as you specify the desired tree name and level name on
the GTAS Attribute Trees page. This tree is required for the Accumulate GTAS Data process (GLS8302).
Following is an example of the GTAS Program Reporting Category tree:
Image: GTAS Program Reporting Category tree
This example illustrates the fields and controls on the GTAS Program Reporting Category tree.
Click the Tree Definition link to access the Trees Definition and Properties page. Verify that the Structure
ID is the value you specify on the GTAS Attribute Assignment page.
Note: Be sure you set up all the necessary Program ChartField values before creating the GTAS Program
Reporting Category tree. For information on setting up ChartFields such as Accounts, Programs and so on, see "Entering and Maintaining ChartField Values (PeopleSoft FSCM 9.2: Application
Fundamentals)".
Creating the GTAS Apportionment Category B Program Code Tree
The GTAS Apportionment Category B Program Code tree translates the ChartField that is associated with the Category B Program Code to the GTAS required value for the Category B Program Code.
The following is an example of the GTAS Category B Code Translation tree.
Access the Tree Definition and Properties page. The Structure ID in this example is PROGRAM and is the ChartField that is selected on the GTAS Attribute Assignment page.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
Tree Manager, Tree Manager, Create New Tree, Tree Definition and Properties
Enter the tree name, (GTAS_ATTRIBUTES, in this example) and click the Add button (if adding the tree).
Image: GTAS Apportionment Category B Program Code Tree - Tree Definition and Properties page
This example illustrates the fields and controls on the GTAS Apportionment Category B Program Code
Tree - Tree Definition and Properties page.
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Sample GTAS Apportionment Category B Program Code Tree
The following tree is delivered in sample data:
Image: GTAS Apportionment Category B Program Code Tree
This example illustrates the fields and controls on the GTAS Apportionment Category B Program Code
Tree.
Creating the GTAS Credit Cohort Year Tree
Assignment page) to the values required by Treasury. The Cohort Year is a Ledger Attribute that is
associated with a ChartField from which to determine its value using the GTAS Attribute Assignment page.
The following is an example of the GTAS Credit Cohort Year Tree. The Structure ID in this example is
CLASS_DTL since the Class Field was selected on the GTAS Attribute Assignment page.
Note: Be sure that you have set up all the required ChartField values before you create this tree.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Sample GTAS Credit Cohort Year Tree
Create a Cohort Year tree with the nodes for each cohort year based on the reporting needs of your agency. Enter the appropriate detail values that identify which ChartField values (loans) roll up to a particular cohort year. The GTAS bulk file requires a four-character Cohort Year.
Image: Sample GTAS Credit Cohort Year Tree
This example illustrates the fields and controls on the Sample GTAS Credit Cohort Year Tree.
The Accumulate GTAS Data process uses this tree to identify ChartField values that represent loans associated with a cohort year for the production of the GTAS Treasury input file. You may also use a different configurable ChartField besides CLASS for this purpose. Because an agency may have projects that are not loans and are not associated with a cohort year, this tree is used to distinguish between the two types of project ChartField values. Each agency should determine the ChartField structure that it needs to satisfy its cohort year requirements.
Note: If your agency does not use Cohort Year, do not create this tree and leave the tree name and level
blank on the GTAS Attribute Trees page. See GTAS Attribute Trees page.
Creating the GTAS Fed Non Fed Code Tree
The purpose of this tree is to map the values in the field defined for Fed Non Fed Code (specified on the
GTAS Attribute Assignment page) to the values required for GTAS reporting for Fed Non Fed Code. The
Fed Non Fed Code is a Ledger Attribute that is associated with a ChartField from which to determine its value using the GTAS Attribute Assignment page.
Note: This tree does not denote which accounts require Federal Non Federal Code as this is contained in
the Accounts Requiring Attributes tree.
The following is a partial example of a GTAS Fed Non Fed Code tree. For this example, this tree is based on the Product ChartField (Structure ID = PRODUCT on the Tree Definition and Properties page:
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Sample GTAS Fed Non Fed Code Tree
Image: Sample GTAS Fed Non Fed Code Tree
This example illustrates the fields and controls on the Sample GTAS Fed Non Fed Code Tree.
Chapter 32
This tree translates Product into the appropriate Fed Non Fed Code for use on the GTAS bulk file. The
ChartField used for Fed Non Fed Code can be the same as Trading Partner and Main Account. See
Configuring GTAS Attribute Assignments.
Creating the GTAS Trading Partner Tree
Assignment page to the values required for GTAS reporting for Trading Partner. Trading Partner is a
Ledger Attribute that is associated with a ChartField from which to determine its value using the GTAS
Attribute Assignment page.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Note: This tree does not denote which accounts require Trading Partner as this is contained in the
Accounts Requiring Attributes tree
Image: Sample GTAS Trading Partner Tree
This example illustrates the fields and controls on the Sample GTAS Trading Partner Tree.
Since the PeopleSoft ChartField that is designated for Trading Partner is the Product field in this example
(as defined on the Attribute Assignment page), this tree is based on the Product ChartField for this example. Make sure that the Structure ID on the Tree Definition and Properties page is PRODUCT (or whatever ChartField that you defined on the Attribute Assignment page for the Trading Partner).
Creating the GTAS Main Account Tree
The Main Account is a Ledger Attribute that is associated with a ChartField from which to determine its value using the GTAS Attribute Assignment page. It can be based on the same ChartField as the Fed Non
Fed Code and Trading Partner.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Note: This tree does not denote which accounts require Main Account as this is contained in the Accounts
Requiring Attributes tree.
Image: Sample GTAS Main Account Tree
This example illustrates the fields and controls on the Sample GTAS Main Account Tree.
Since the PeopleSoft ChartField designated for Main Account is the Product field for this example (as
defined on the GTAS Attribute Assignment page), this tree should be based on the Product ChartField.
For this example make sure that the Structure ID on the Tree Definition and Properties page is
PRODUCT.
Note: If your agency is not using the Main Account (for example, in the first year), do not create this tree
Configuring GTAS Attribute Data
This topic discusses the following configuration steps for GTAS attribute data:
• Configure GTAS attribute assignments.
• Configure TableSet Controls for GTAS processing.
• Configure TableSet Controls record group data for GTAS processing.
• Configure TableSet Control trees for GTAS processing.
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• Configure GTAS attribute trees.
• Set up GTAS attribute exceptions.
• Set up GTAS validations and edits.
• Set up GTAS ChartField preferences.
Pages Used to Configure GTAS Attribute Data
Page Name Definition Name Navigation
GTAS Attribute Assignment GTAS_ATTR_XREF General Ledger, Federal
Reports, GTAS Definition,
Attribute Assignment, GTAS
Attribute Assignment
Usage
Map a GTAS attribute to a
PeopleSoft ChartField for those attributes defined as
Ledger attributes as well as for attributes that could be associated with multiple
ChartFields, such as Year of
Budget Authority Indicator.
Assign default values and change attribute names.
TableSet Control - Record
Group
TableSet Control - Tree
GTAS Attribute Trees
GTAS Attribute Exceptions
SET_CNTRL_TABLE1
SET_CNTRL_TABLE2
GTAS_ATTR_ASSIGN
GTAS_CF_EXCEP
PeopleTools, Utilities,
Administration, TableSet
Control, Record Group
PeopleTools, Utilities,
Administration, TableSet
Control, Tree
General Ledger, Federal
Reports, GTAS Definition,
Attribute Trees, GTAS
Attribute Trees
General Ledger, Federal
Reports, GTAS Definition,
Attribute Exception, GTAS
Attribute Exceptions
Defines all the record groups based on a specific Set
Control Value and their associated setIDs. Also identifies the default setID of the PeopleSoft General
Ledger business unit.
Add your GTAS trees on this page if the Default SetID for your business unit (Set
Control Value) does not match your tree setID; otherwise,
the trees are not available for selection within the GTAS setup pages.
Define translation trees for ledger attributes as well as derivation trees for USSGL accounts.
Use this page to define exceptions to the default values that you established on the ChartField Attribute page.
The attribute value that you assign here will override the default value for applicable transactions.
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Page Name
GTAS Edits Setup
Definition Name
GTAS_EDITS
GTAS ChartField Preferences GTAS_STG_DTL_CF
Navigation Usage
General Ledger, Federal
Reports, GTAS Definition,
Validation Edits, GTAS Edits
Setup
Configure the GTAS Edits
Setup page to run queries in support of the GTAS edits.
PeopleSoft delivers eight sample queries.
General Ledger, Federal
Reports, GTAS Definition,
GTAS ChartField Preferences
Select the ChartFields to be included in the GTAS staging table (Workbench).
Configuring GTAS Attribute Assignments
The GTAS Attribute Assignments page provides the ability to:
• Map a GTAS attribute to a PeopleSoft ChartField for those attributes that are defined as Ledger attributes as well as for attributes that could be associated with multiple ChartFields, such as Year of
Budget Authority Indicator.
• Associate an attribute name with a PeopleSoft attribute.
• Use the page as a reference to determine how each attribute is mapped since it contains all attributes, even if the assigned ChartField is not editable. Specify the ChartField name for all editable attribute rows.
• Assign default values and change attribute names.
GTAS Attribute Assignment Page
Use the GTAS Attribute Assignment page (GTAS_ATTR_XREF) to map a GTAS attribute to a
PeopleSoft ChartField for those attributes that are defined as Ledger attributes as well as for attributes that could be associated with multiple ChartFields, such as Year of Budget Authority Indicator
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
General Ledger, Federal Reports, GTAS Definition, Attribute Assignment, GTAS Attribute Assignment
Image: GTAS Attribute Assignment page
This example illustrates the fields and controls on the GTAS Attribute Assignment page. You can find definitions for the fields and controls later on this page.
Description
ChartField
Description of the GTAS attribute (data element).
Select a configurable ChartField to associate with each Ledger
Attribute Type (only available for select ChartFields). See
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
ChartField Attribute
Attribute Type
Chapter 32
Predefined attributes that GTAS collects as requirements of the U.S. Treasury. You may change the editable ChartField
Attributes, if needed
Denotes whether the attribute is assigned via a ChartField or
Ledger.
Configuring TableSet Controls for GTAS Processing
Carefully choose the setIDs to be used for the GTAS data, trees and processing. Configure the TableSet
Control setIDs accordingly. Incorrect configuration could result in the unavailability of tree names in prompt lists on pages, or the inability of the GTAS process to retrieve data.
If your organization has only one business unit and you use only one setID to set up your ChartFields and trees, then your TableSet Control setIDs should all be the same and do not need changing. (PeopleSoft sample data uses FEDRL setID.) Also, if you use more than one business unit that uses the same default setID, then the Control Tables should not need to be modified. However, check the TableSet Control pages for each business unit and setID, using their values as the Set Control Values, to ensure that all tables and trees are using the same setID. Note that all GTAS-related tables (pages) are in the GL_15
Federal Reports Record Group in the TableSet Control Record Group page.
Be sure to follow these steps when configuring your TableSet Controls for GTAS processing:
1. Set up your GTAS ChartFields and trees using the FEDRL SetID.
2. Configure the TableSet Control Record Group for GTAS.
3. Configure TableSet Tree Controls.
4. If you run GTAS processing on multiple business units, repeat these steps for each business unit.
TableSet Control - Record Group Page
Use the Record Group page (SET_CNTRL_TABLE1) to properly configure the TableSet Controls for
GTAS processing.(PeopleTools, Utilities, Administration, TableSet Control, Record Group). Identify the general ledger business unit (for example, FED01) that you want to use for GTAS processing. For this example, enter FED01 for the Set Control Value:
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
PeopleTools, Utilities, Administration, TableSet Control, Record Group
Image: TableSet Control - Record Group page
This example illustrates the fields and controls on the TableSet Control - Record Group page. You can find definitions for the fields and controls later on this page.
Set Control Value
To run the GTAS processes, you must enter a business unit.
Select the Set Control Value that is the same as the business unit that you intend to use for processing.
Default SetID
This is the default setID for the general ledger business unit that you intend to use for processing GTAS.
Record Group ID and Description
Find the GL_15 Federal Reports record group ID. This record group contains the GTAS related tables.
SetID
Select a setID for this record group that matches the setID that you use to configure your GTAS data. In this example, the value should be FEDRL.
Note: You do not need to change anything on either of the TableSet Control pages if you use only one setID as the default for the business unit that you intend to use for GTAS processing and for setting up your GTAS ChartFields and trees.
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TableSet Control - Tree Page
Use the TableSet Control - Tree page (SET_CNTRL_TABLE2) to add your GTAS trees on this table if the Default SetID for your business unit (Set Control Value) does not match your tree setID. If your tree setID does not match the default setID for the business unit and you do not add the trees on this page, they will not show up on the prompt list for selection in the GTAS setup pages.
Navigation
PeopleTools, Utilities, Administration, TableSet Control, Tree
Image: TableSet Control - Tree page
This example illustrates the fields and controls on the TableSet Control - Tree page for the business unit,
FED01 (Set Control Value):
832
Add your GTAS trees to this page so that they are available for selection for GTAS setup if the Default
SetID for the Set Control Value is different than the setID that was used to create the trees. This enables you to access the GTAS trees for selection on such pages as the GTAS Attribute Trees page and
Accumulate GTAS Data page for processing.
In this example, since the Default SetID in the FED01 Set Control Value is SHARE, you must enter each
GTAS tree on this page because all of the GTAS trees have a setID of FEDRL.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Note: When adding new trees to this page, you must enter the setID field first, and then place the cursor in the Tree Name field to select the tree. Otherwise, the prompt list uses a blank setID by default and you will not see your tree in the list for selection.
GTAS Attribute Trees Page
Use GTAS Attribute Trees page (GTAS_ATTR_ASSIGN) to define translation trees for ledger attributes as well as derivation trees for USSGL accounts. The tree level that you select should be the level of the values to be reported to the U.S. Treasury.
Navigation
General Ledger, Federal Reports, GTAS Definition, Attribute Trees, GTAS Attribute Trees
Image: GTAS Attribute Trees page
This example illustrates the fields and controls on the GTAS Attribute Trees page. You can find definitions for the fields and controls later on this page.
GTAS Derivation Trees
The GTAS derivation trees are used to derive the required USSGL accounts for reporting and identify which USSGL accounts require attributes not assigned as PeopleSoft Account attributes (for example,
Fund Attributes).
Account Rollup Tree and Account
Tree Level
Accts Req Attributes Tree and Accts
Req Attrib Tree Level
Select the GTAS Account Rollup Tree and Account Tree Level of the rollup nodes that you created for your organization.
This enables agencies to continue to use 4-digit (or other length) accounts while translating them into the 6-digit USSGL accounts.
Select the GTAS Accounts Required for Attributes tree and associated Tree Level of the rollup nodes that you created for your organization.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Note: If you have not performed the Tree TableSet Control steps, you may not be able to see your trees in
the prompt list. See Configuring TableSet Controls for GTAS Processing.
GTAS Translation Trees
The GTAS Ledger Attributes ChartFields are similar to the FACTS Miscellaneous ChartFields.
(GTAS translation trees and associated tree levels)
Associate the appropriate tree names and the tree levels that you created for your organization with each of the GTAS attribute tree names. Note that the associated ChartField is derived from
the GTAS Attribute Assignment page.
Note: If you will not report one of the attributes listed on this page, leave the tree name and level blank.
GTAS Attribute Exceptions Page
Use the GTAS Attribute Exceptions page (GTAS_CF_EXCEP) to derive attribute values by ChartField combination for the specified Account and Attribute. Define exceptions to the default values that you established on the GTAS ChartField Attribute page for Account, Fund, and Budget Reference. The values specified here will override the defaults during processing as of the effective date. You can also use this page to override Ledger-assigned attributes.
Navigation
General Ledger, Federal Reports, GTAS Definition, Attribute Exception, GTAS Attribute Exceptions
Image: GTAS Attribute Exceptions page
This example illustrates the fields and controls on the GTAS Attribute Exceptions page. You can find definitions for the fields and controls later on this page.
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Business Unit
From the Add/Search page, select the GL business unit for which GTAS is run within the ledger. This value determines the available prompt values from the corresponding TableSet
Controls that are defined for the business unit (Set Control
Value) for the ChartFields in the grid.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Account
Attribute
ChartField Attribute Value
Effective Date
Priority
Status
From the Add/Search page, select the agency account for which to associate the attributes and mapping.
Select the Attribute for which to define the exceptions. All attributes that are defined on the Attribute Assignment page appear in this list.
Select the attribute value for which the mapping in the grid applies. For ChartField attributes, only attribute values set up in
ChartField attribute configuration appear in the list. However,
you may manually enter other attribute values in the field and save, even if they are not in the prompt list for selection.
Select a date for which the exception is effective for processing.
The GTAS Accumulation process compares this date to the last day of the From Period on the GTAS Accumulation run control to see if the exception applies. The effective-dating logic allows both FACTS and GTAS to be implemented simultaneously.
List the priority order in which the program should assign attributes. This ordering applies to all ChartField combinations in the grid as well as to all values for the attribute.
Indicates whether the effective dated row is Active or Inactive
GTAS Attribute Exceptions
Select the ChartField values that define the exception for this attribute value. You can enter a partial value using a wildcard (F1%, for Fund Code example) or leave the field blank to denote all values are selected.
The rows with the least amount of ChartFields are processed first, progressing to the most number of
ChartFields (general to specific). The more specific rows override the more general rows. All attributes are available in the Attribute drop down list.
GTAS runs for one GL Business Unit at a time (specified on the run control) and as such will be used as part of the search key along with the Account for this page. The reason that GL Business Unit must be part of the key to this page is that each GL Business Unit could have different Set IDs for each of the
ChartFields in the grid. The setIDs defined in TableSet Control for the GL Business Unit are used to drive
The key fields are GL Business Unit, Account, Attribute, Effective Date, Status, and Attribute Value.
When adding a new account on this page, you are prompted first for GL business unit, the selection of which will determine the setID for Account as well as the other ChartFields in the grid based on TableSet
Control.
Setting Up GTAS Validations and Edits
Data validations verify the integrity of the data file and that all attributes are submitted according to the attributes and domain value rules and exceptions as defined by the USSGL. In the Treasury’s GTAS system, each validation has a corresponding error message that is displayed if the validation fails upon upload. The Treasury GTAS system will not run the accounting edits until the data passes all data
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32 validations. Any changes required to the file must be made by the preparer offline; there is no online data entry module in the Treasury GTAS system. All validations are run against an individual TAS.
Data validations are always Fatal in the Treasury GTAS system. The user cannot proceed until the data has been fixed on the bulk file and the validations have been passed.
Once the bulk file data has passed all data validations, the Treasury GTAS system automatically begins running the accounting edits against the bulk file. Edits are used to ensure the rules of accounting are followed. For example, an edit would check to confirm that a canceled TAS does not have a balance other than zero for USSGL account 101000, "Fund Balance with Treasury."
Use the GTAS Edits Setup page to include agency-defined queries in support of GTAS validations and edits. PeopleSoft delivers sample queries for this purpose but each agency is responsible for developing their own queries to support the desired GTAS edits and validations. The queries should be based on the
GTAS Staging table and each TAS is run separately for each query by the GTAS validation process.
For more information regarding creating PeopleSoft queries, see PeopleTools: PeopleSoft Query.
Each edit or validation should be developed as a separate query with the results displaying staging table rows that are in error of the edit and validation that is being tested. You can create queries as desired for these edits and validations, configuring the PeopleSoft GTAS Edits Setup page to run them accordingly.
The list of required validations and edits can be found on Treasury’s website at Financial Management
Service: GTAS Edits and Validations.
Note: Each query must have prompts for Business Unit, Report ID, and TAS.
GTAS Edits Setup Page
Use the GTAS Edits Setup page (GTAS_EDITS) to configure the GTAS Edits for running queries in support of the GTAS edits. PeopleSoft delivers eight sample queries.
Navigation
General Ledger, Federal Reports, GTAS Definition, Validation Edits, GTAS Edits Setup
Image: GTAS Edits Setup page
This example illustrates the fields and controls on the GTAS Edits Setup page. You can find definitions for the fields and controls later on this page.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Business Unit (GL)
Edit #
Query Name
Category
Status
From the Add/Search page, select the General Ledger business unit for which to associate the entered edits and validations.
Automatically assigned sequential number.
Select the name of the query that is associated with the edit or validation.
Select whether the edit is required by Treasury or by Agency ( translate values).
Indicates whether the edit is Active or Inactive.
If the edit is inactive, the GTAS Validate Data process does not run the edit.
Error Message
Enter a free form text error message to display on the error report.
Description
Enter a description of the edit or validation.
Click to add a new row or delete the existing row.
or
Query Manager
Click this link to edit the query in Query Manager.
The following are tips for creating queries for edits and validations:
• Queries should include the GTAS Staging Detail record.
• Each query must prompt for fields on the run control record (Business Unit, Report ID, and GWA
TAS).
• Query results should display the errors.
• Queries may be written to determine if accounts are missing required attributes assigned to the
Account ChartField.
Sample Query GTAS_ACCTS_MISSING_BORROW
The following presents a sample query, GTAS_ACCTS_MISSING_BORROW. The A record is
GTAS_STG_DTL:
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
Reporting Tools, Query, Query Manager
Search for the GTAS_ACCTS_MISSING_BORROW query and select the Fields tab.
Image: Sample Query GTAS_ACCTS_MISSING_BORROW
This example illustrates the fields and controls on the Sample Query
GTAS_ACCTS_MISSING_BORROW.
Chapter 32
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
The sample query uses the GTAS_STG_DETAIL record, which contains the fields as pictured. Select the
Criteria tab to view the selection criteria for the query:
Image: Sample GTAS_ACCTS_MISSING_BORROW Query - Criteria
This example illustrates the fields and controls on the Sample GTAS_ACCTS_MISSING_BORROW
Query - Criteria.
Subquery/Union Navigation
The following presents the Subquery for Account for the GTAS_ACCTS_MISSING_BORROW query.
The subquery includes additional records (B and C) that are joined to the main record for the query for additional field selection.
Navigation
Click this link to access the delivered subquery (or create one) to join additional records for field selection. Select Subquery for
Account.
Click the Subquery/Union Navigation link from the Query and select Subquery for Account.
Image: Sample GTAS_ACCTS_MISSING_BORROW - Subquery for the Account field
This example illustrates the fields and controls on the Sample GTAS_ACCTS_MISSING_BORROW -
Subquery for the Account field.
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Click the Fields tab to view the field that was added from the joined record(s) for the subquery:
Image: Sample GTAS_ACCTS_MISSING_BORROW - Subquery for the Account field - Fields page
This example illustrates the additional record (record C) and fieldname (RANGE_FROM) and controls on the Sample GTAS_ACCTS_MISSING_BORROW - Subquery for the Account field - Fields page.
Image: Sample GTAS_ACCTS_MISSING_BORROW - Subquery for the Account field - Criteria page
This example illustrates the joined fields and controls on the Sample
GTAS_ACCTS_MISSING_BORROW - Subquery for the Account - Criteria page. View or edit the subquery criteria as needed:
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Click the Run tab to run the query and supply the required parameters for the prompts:
Image: Sample Query - prompt upon clicking the Run tab
This example illustrates the fields and controls on the Sample Query - prompt upon clicking the Run tab.
Supply the prompt values and click OK for the query results:
Image: GTAS Sample Query Result
This example illustrates the fields and controls on the GTAS Sample Query Result.
GTAS ChartField Preferences Page
The GTAS ChartField Preferences page stores an agency’s preferences that determine which ChartFields are populated on the GTAS Staging Detail Table when the GTAS Accumulation process is run.
Use the GTAS ChartField Preferences page (GTAS_STG_DTL_CF) select the ChartFields to be included in the GTAS staging table (Workbench).
Navigation
General Ledger, Federal Reports, GTAS Definition, GTAS ChartField Preferences
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
The ChartField Configuration processes (Standard and Advanced) affect the ChartFields that appear on this page.
Image: GTAS ChartField Preferences page
This example illustrates the fields and controls on the GTAS ChartField Preferences page. You can find definitions for the fields and controls later on this page.
842
The ChartFields that you have defined within the GTAS Attribute Assignment page are automatically
selected and inactivated (required) on the GTAS ChartField Preferences page. Use this page to select any additional ChartFields to be populated in the GTAS staging detail table during the GTAS Accumulation process.
SetID
This is the setID that is associated with the GTAS ChartField
Configuration preferences. This field appears on the search pages with a magnifying glass to facilitate searching.
Field Name
Include in GTAS Staging
ChartFields that can optionally be populated on the GTAS staging detail table during the GTAS Accumulation process.
Select this check box to indicate that the ChartField should be populated on the GTAS Staging Detail table.
and
Use to add and remove ChartFields for this page. This feature is useful after running ChartField Configuration since this page is not updated based on that process.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Defining Component TAS and BETC Elements in Compliance with
Federal Reporting Requirements
To define component TAS and BETC elements for U. S. Federal government reporting and IPAC transactions, use the Define Agency Identifier component (TAS_AGENCY_ID), the Define Main
Account component (TAS_MAIN_ACCT_DFN), and the Treasury Account Symbol Definition component (TAS_DEFN).
This section provides an overview of the TAS and BETC requirements and discusses how to:
• Define agency identifiers.
• Define main accounts.
• Define Treasury Account Symbols (TAS).
• Associate attributes to the Treasury Account Symbol (TAS).
Pages Used to Define TAS and BETC Component Elements
Page Name Definition Name Navigation Usage
Define Agency Identifier TAS_AGENCY_ID General Ledger, Federal
Reports, TAS/BETC, Define
Agency ID, Define Agency
Identifier
Enter the three-digit
Agency Identifier code and description.
Define Main Account TAS_MAIN_ACCOUNT
Treasury Account Symbol
Definition
Business Event Type Code
Fund Code
TAS_DEFN
BETC_DEFN
FUND_CODE_DEFN
General Ledger, Federal
Reports, TAS/BETC, Define
Main Accounts, Define Main
Account
Enter the Main Account and description.
General Ledger, Federal
Reports, TAS/BETC, Define
TAS, Treasury Account
Symbol Definition
Define the Treasury Account
Symbol (TAS), which is identified by selecting its component key field values,
Agency Identifier and
Main Account. Associate its components and attributes,
such as BETC, Fund Code,
and TAS Formats.
Select the Attributes tab from the Treasury Account Symbol
Definition page and click the
BETC link.
Enter associated BETC codes and related information for the
Treasury Account Symbol.
Select the Attributes tab from the Treasury Account Symbol
Definition page and click the
Fund Code link.
Enter associated Fund Codes by setID for the Treasury
Account Symbol.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Page Name
TAS Formats
Definition Name
TAS_FORMAT_DEFN
Navigation Usage
Select the Attributes tab from the Treasury Account Symbol
Definition page and click the
TAS Formats link.
Displays the various derived
TAS formats that are used as follows: String, GWA TAS,
and Partial 224.
Understanding TAS and BETC Requirements
Federal agencies are required to use valid combinations of the current Treasury Account Symbols (TAS) and Business Event Type Codes (BETC) as published by the U. S. Department of Treasury for cash transactions when entering and reporting IPAC transactions. The Treasury has adopted a componentized
TAS and BETC.
Federal Agencies are required to begin using new formats for the Treasury Account Symbol (TAS) when reporting cash transactions through the FMS 224 Reports and IPAC transactions. Component TAS elements provide federal agencies and Treasury the ability to sort, filter, and analyze data based on each independent piece of the component TAS.
PeopleSoft GL provides a configurable solution to accommodate the valid combinations of TAS and
BETC for reporting and when entering and reporting IPAC transactions to the Department of Treasury.
This configuration also anticipates the handling of valid TAS and BETC combinations to be downloaded from the Treasury SAM website when the U S Treasury makes the information available.
PeopleSoft Financials supports the following for IPAC transactions:
• CGAC (Common Government-wide Accounting Classification)-compliant Sender TAS for GWA reporters.
• CGAC-compliant Receiver TAS for GWA reporters.
• Sender BETC default.
• Receiver BETC default.
The system also supports STAR string TAS for non-GWA Reporters.
See also "Defining Agency Location Codes (PeopleSoft FSCM 9.2: Application Fundamentals)"
Define Agency Identifier Page
Use the Define Agency Identifier page (TAS_AGENCY_ID) to enter the three-digit Agency Identifier code and description.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
General Ledger, Federal Reports, TAS/BETC, Define Agency ID, Define Agency Identifier
Image: Define Agency Identifier
This example illustrates the fields and controls on the Define Agency Identifier. You can find definitions for the fields and controls later on this page.
Agency Identifier and Description
Enter an agency identifier (three-digit numeric value) and description. This is one of two key fields (along with the Main
Account) that identifies the Treasury Account Symbol (TAS).
Valid values are 000 through 999. If you enter fewer than three digits, the system supplies leading zeros (left). This value populates the TAS_AGENCY record.
Define Main Accounts Page
Use the Define Main Account page (TAS_MAIN_ACCOUNT) to enter the Main Account and description.
Navigation
General Ledger, Federal Reports, TAS/BETC, Define Main Accounts, Define Main Account
Image: Define Main Account page
This example illustrates the fields and controls on the Define Main Account page. You can find definitions for the fields and controls later on this page.
Main Account and Description
Enter a main account (four-digit numeric value) and description.
This is one of two key fields (along with the Agency Identifier) that identifies the Treasury Account Symbol (TAS).
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Valid values are 0000 through 9999 and you must enter all four digits. This value populates the TAS_MAIN_ACCT record.
Treasury Account Symbol Definition Page
Use the Treasury Account Symbol Definition page (TAS_DEFN) to define the Treasury Account Symbol
(TAS), which is identified by selecting its component key field values, Agency Identifier and Main
Account. Associate its components and attributes, such as BETC, Fund Code, and TAS Formats.
Navigation
General Ledger, Federal Reports, TAS/BETC, Define TAS, Treasury Account Symbol Definition
Image: Define TAS search page
This example illustrates the fields and controls on the Define TAS search page. You can find definitions for the fields and controls later on this page.
To find an existing value or add a new Treasury Account Symbol, select an Agency Identifier and a Main
Account TAS that serve as key fields to identify the TAS.
Click to add a new TAS after selecting the agency identifier and main account. Upon adding, or after searching for an existing value, you are directed to the Components tab.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Access the Treasury Account Symbol Definition page - Component tab (click the Add button on the
Define TAS search page).
Image: Treasury Account Symbol Definition page - Component tab
This example illustrates the fields and controls on the Treasury Account Symbol Definition page -
Component tab. You can find definitions for the fields and controls later on this page.
Supply components information for the Treasury Account Symbol.
Sub Class (government online accounting link system file type)
Enter a two-digit numeric sub class value or leave blank if not applicable. Valid values are 00 through 99.
Sub-level Prefix
Enter a two-digit numeric sub-level prefix value or leave blank if not applicable. Valid values are 00 through 99.
Allocation Transfer Agency
(government online accounting link system file type)
Enter a three-digit numeric allocation transfer agency identifier value or leave blank if not applicable. Valid values are 000 through 999. You can enter only one digit and the system fills in leading zeros.
Begin Period of Availability and End
Period of Availability
Enter a four-digit year for beginning and ending availability.
Availability Type
Select the availability type value if you do not select a period of availability. Values are:
• A - treasury central summary general ledger account.
Sub Account
Start Date and End Date
Internal TAS (internal Treasury
Account Symbol)
• F - clearing or suspense account.
• M - merged surplus account.
• X - no year account.
•
(blank) - annual or multiyear account.
If you select this check box, you must configure an associated
Fund Code for the TAS.
Select a start and end date for future use.
If you select this check box, you must configure an associated
Fund Code for the TAS. This field is required for IPAC transactions.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Associating Treasury Account Symbol Attributes
Access the Treasury Account Symbol Definition page - Attributes tab.
Image: Treasury Account Symbol Definition page - Attributes tab
This example illustrates the fields and controls on the Treasury Account Symbol Definition page -
Attributes tab. You can find definitions for the fields and controls later on this page.
Chapter 32
Treasury Account Symbol
Description
BETC (business event type code)
Fund Code
TAS Formats
Enter up to a sixty-character componentized TAS description.
Click this link to access the BETC page where you associate
BETC codes with the TAS.
Click this link to access the Fund Code page where you associate fund codes with the TAS.
Click this link to access the Fund Code page where you associate fund codes with the TAS.
Business Event Type Code Page
Use the Business Event Type Code page (BETC_DEFN) to enter associated BETC codes and related information for the Treasury Account Symbol.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
Select the Attributes tab from the Treasury Account Symbol Definition page and click the BETC link.
Image: Business Event Type Code page
This example illustrates the fields and controls on the Business Event Type Code page. You can find definitions for the fields and controls later on this page.
Use this page to configure the Business Event Type Code information associated with the componentized
TAS.
BETC (business event type code)
Enter up to an eight-character BETC code. The selected TAS determines the available BETC codes. Most TAS will have the following four BETC codes:
• DISB = Payables disbursement.
• DISBAJ = Payables disbursement adjustment.
• COLL = Receivables collection.
• COLLAJ = Receivables collection adjustment.
Description
Payment Or Collection
Adjustment
Active/Inactive
Enter up to a 50-character description of the BETC code.
Select either Payment or Collection to designate the nature of the associated business event type code.
Select this check box to designate this BETC code as an adjustment.
Select Active or Inactive to indicate whether this BETC code is currently applicable.
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Fund Code Page
Use the Fund Code page (FUND_CODE_DEFN) to enter associated Fund Codes by setID for the
Treasury Account Symbol.
Navigation
Select the Attributes tab from the Treasury Account Symbol Definition page and click the Fund Code link.
Image: Fund Code page
This example illustrates the fields and controls on the Fund Code page. You can find definitions for the fields and controls later on this page.
850
Use this page to associate fund codes for the componentized internal TAS. Select a Fund Code by SetID.
Note: You can link more than one Fund Code to each componentized TAS (provided each Fund Code has a different setID); however, a Fund Code can be related to only one componentized TAS. You will receive the following error messages if your setup is incorrect: "Set ID xxxx has been entered" or "Fund Code xxxx has already been used".
TAS Formats Page
Use the TAS Formats page (TAS_FORMAT_DEFN) to displays the various derived TAS formats that are used as follows: String, GWA TAS, and Partial 224.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
Select the Attributes tab from the Treasury Account Symbol Definition page and click the TAS Formats link.
Image: TAS Formats page
This example illustrates the fields and controls on the TAS Formats page. You can find definitions for the fields and controls later on this page.
This page displays the various TAS formats that are required to accommodate the U.S. Treasury's componentized TAS. This allows for the reporting of the TAS that is required when reporting cash transactions, using valid combinations of TAS/BETC that the Department of Treasury publishes when entering and reporting IPAC transactions.
String
Displays the TAS format that is required for the current
FMS 224 report. The TAS/BETC setup allows only one componentized TAS to be defined for a unique setID and Fund
Code combination, which comprises the string.
GWA TAS (Governmentwide
Accounting and Reporting
Modernization Project)
Partial 224
Displays the component-based GWA TAS representing the agency appropriation in GWA.
Displays the expanded 27 character concatenated string format that is required for Partial 224 reporting.
Processing and Generating a GTAS Bulk File
This section discusses how to:
• Load and review the Super Master Account File (SMAF) data.
• Run the Ledger with GTAS Attributes report.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
• Run the Federal Transaction Register report.
• Accumulate GTAS data.
• Review GTAS Workbench.
• Validate GTAS data.
• Set up and generate a GTAS bulk file.
Pages Used to Process and Generate a GTAS Bulk FIle
Page Name
Load SMAF Data
Review GTAS SMAF Data
Definition Name
GTAS_RUN_SMAF
GTAS_SMAF_REVIEW
Ledger with GTAS Attributes
Report
GTAS_RUN_LEDRPT
Navigation
General Ledger, Federal
Reports, GTAS Processes,
Load SMAF Data, Load
SMAF Data
Usage
Run the process that loads
SMAF data from U.S.
Treasury to PeopleSoft GL.
Data contains the valid
Treasury Account Symbol balances and attributes for each TAS used for budgetary and proprietary adjusted trial balance submissions.
General Ledger, Federal
Reports, GTAS Review,
Review SMAF Data, Review
GTAS SMAF Data
Review the SMAF data from
Treasury that was loaded using the Load SMAF Data process. The Review SMAF
Data page is display-only.
Search for and view resulting data by GWA TAS before running the Accumulate
GTAS Data process.
General Ledger, Federal
Reports, GTAS Review,
Ledger with GTAS Attr
Report, Ledger with GTAS
Attributes Report
OR
Click the Ledger With
Attributes Report link from the GTAS Staging Header page.
Run this report to show GTAS data that will be selected for processing along with associated attributes prior to running the Accumulate
GTAS data process. You should run this report throughout the month to correct errors.
Federal Transaction Register RUN_GLS8501 General Ledger, Federal
Reports, Federal Transaction
Register
Run this SQR report that displays values at the fund,
department, and TAS levels for each accounting period.
It also displays attributes and attributes values for each
ChartField.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Page Name
Accumulate GTAS Data
GTAS Workbench - Header
GTAS Workbench - Detail
GTAS Workbench -
ChartField Attributes
Validate GTAS Data
Create GTAS File
Definition Name
GTAS_RUN_EXTRACT
GTAS_STG_HDR
GTAS_STG_DTL
GTAS_STG_DTL_ATTR
GTAS_RUN_EDITS
GTAS_CREATE_FILE
Navigation
General Ledger, Federal
Reports, GTAS Processes,
Accumulate GTAS Data,
Accumulate GTAS Data
Usage
Run the process that combines data from the Ledger with
Attributes and populates this data to a workbench ( staging) table for review before creating the GTAS bulk file.
Review the staged GTAS data.
Search by GL Business Unit,
GWA TAS, and/or Report ID.
General Ledger, Federal
Reports, GTAS Review,
Workbench, Header
General Ledger, Federal
Reports, GTAS Review,
Workbench, Detail
General Ledger, Federal
Reports, GTAS Review,
Workbench, Detail
Click the Attributes button.
Review the staged GTAS data by selected ledger line balances detail.
Review the assigned attributes and attribute values associated with specific ChartFields based on the criteria entered on the GTAS Workbench
Header page.
General Ledger, Federal
Reports, GTAS Processes,
Validate GTAS Data, Validate
GTAS Data
Runs edits against the accumulated data. The program calls each query that is identified on the GTAS
Edits and Validations page in the order specified and runs once for each TAS.
General Ledger, Federal
Reports, GTAS Processes,
Create GTAS Bulk FIle,
Create GTAS File
Select the criteria necessary for PeopleSoft to generate the
GTAS bulk file to upload to the U.S. Treasury.
Loading and Reviewing SMAF Data
The Super Master Account File (SMAF) is supplied by Treasury daily and contains the valid Treasury
Account Symbol balances and attributes for each TAS used for budgetary and proprietary adjusted trial balance submissions. Changes made in Treasury’s Central Accounting and Reporting System (CARS) will be reflected in the SMAF after the daily update from CARS.
Data in the SMAF file can be used to validate and edit trial balances in PeopleSoft. PeopleSoft will also load and display the file. The keys to the PeopleSoft SMAF table are the componentized TAS, so each time the SMAF Load is run, the data will be overlaid. The .csv file format should be used.
Load SMAF Data Page
Use the Load SMAF Data page (GTAS_RUN_SMAF) to run the process that loads SMAF data from U.S.
Treasury to PeopleSoft GL. Data contains the valid Treasury Account Symbol balances and attributes for each TAS used for budgetary and proprietary adjusted trial balance submissions.
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Navigation
General Ledger, Federal Reports, GTAS Processes, Load SMAF Data, Load SMAF Data
Image: Load SMAF Data page
This example illustrates the fields and controls on the Load SMAF Data page. You can find definitions for the fields and controls later on this page.
Attached File
Run
Displays the location and file name of the SMAF file after you click the Add Attachment button; or enter the location of the selected file, for example: C:\temp\<filename>. This file is sent by the U.S. Treasury to PeopleSoft General Ledger. This data is loaded into database tables for later use when you run the validation. These files are available for download from the U.S.
Treasury.
Click the Add Attachment button to attach the SMAF file that you want to load.
Click to delete the attached file in the Attached File field. This action deletes only the file attachment. If you have already clicked this button to upload the file, clicking this button does not delete the data from the database table.
Click to open and review the contents of an attached SMAF file.
Select to access the Process Scheduler Request page and run the
GTAS_SMAF Application Engine load process.
Review GTAS SMAF Data Page
Use the Review GTAS SMAF Data page (GTAS_SMAF_ REVIEW) to review the resulting SMAF data from Treasury that was loaded using the Load SMAF Data process. This page provides read-only access to the SMAF data by TAS.
Search for and view resulting data by GWA TAS before running the Accumulate GTAS Data process.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
General Ledger, Federal Reports, GTAS Review, Review SMAF Data, Review GTAS SMAF Data
Image: Review GTAS SMAF Data page
This example illustrates the fields and controls on the Review GTAS SMAF Data page. You can find definitions for the fields and controls later on this page.
The SMAF Load process writes the Treasury data to the SMAF record. Use this page to review the data that is stored in the SMAF record. The PeopleSoft SMAF table holds one row for each TAS. Search by GWA TAS to view the details of each row. Each time you run the SMAF Load process, the data is replaced for each TAS that is contained in the file. To update the GWA TAS field, the TAS must be set up in the Treasury Account Symbol Definition page. If the GWA TAS is missing, you must first set up the
TAS and then rerun the SMAF Load process.
Note: The SMAF record includes the GWA TAS field so that when you create validation and edit queries against it, there is only one field to join to the TAS_FUND_CD_TBL to retrieve the Fund.
Running the Ledger with GTAS Attributes Report
The purpose of the Ledger with GTAS Attributes Report is to show GTAS data that will be selected for processing, along with associated attributes prior to running the Accumulate GTAS data process.
Agencies can run this report throughout the month to correct errors.
Ledger with GTAS Attributes Report
Use the Ledger with GTAS Attributes report (GTAS_RUN_LEDRPT) to run the report for GTAS data that will be selected for processing along with associated attributes prior to running the Accumulate
GTAS data process.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Navigation
General Ledger, Federal Reports, GTAS Review, Ledger with GTAS Attr Report, Ledger with GTAS
Attributes Report
OR
Click the Ledger With Attributes Report link from the GTAS Workbench - Header page.
Image: Ledger with GTAS Attributes Report run control page
This example illustrates the fields and controls on the Ledger with GTAS Attributes Report run control page. You can find definitions for the fields and controls later on this page.
856
Supply the Report Request Parameters and run the report. Like GTAS, this report reflects the data from the primary ledger of the ledger group that is associated with the selected business unit. Click the Process
Monitor link to view the process status. Click the Report Manager link to view the completed report.
Supply only one GWA TAS in the Treasury Account Symbol section to improve report performance.
Show Journal Detail
Select this check box to create the General Ledger Activity with Attributes report with Journal Details. If this check box is deselected, the process generates the summary version of the report.
Run
Click to generate the Ledger Activity report (GLX7017) containing the specified business unit ledger's fund and account attributes for the specified fiscal year and period range. This
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System report can include journal detail and follows the same logic for deriving attributes as the Accumulation process.
The fields on the resulting report reflect the fields as they are in the GTAS Workbench record.
Image: General Ledger Activity with Attributes - Journal Details
This example illustrates the Journal Details version of the General Ledger Activity with Attributes report:
(General Ledger Activity with Attributes - Journal Details):
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
The following illustrates an example of the summary version of the General Ledger Activity with
Attributes report:
Image: General Ledger Activity with Attributes - Summarized report
This example illustrates the output of the General Ledger Activity with Attributes - Summarized report.
858
The following table lists the attribute abbreviations that appear on the report along with the corresponding attribute:
EX
CU
AU
CAT
Attribute Abbreviation
DC
BP
AN
BE
Attribute
DR/CR
BUDG_PROP
ANTICIPATED
BEGIN_END
EXCHANGE
CUSTODIAL
AUTHORITY
CATEGORY
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
FED
TP
MA
PRC
CBP
CY
BI
PI
PA
RE
Attribute Abbreviation
YR
AV
BEA
BR
Attribute
YEAR_OF_BA
AVAIL_TIME
BEA
BORROW
PY_ADJUST
REIMBURSE
BUDG_IMPACT
PROG_IND
FED_NONFED
TRAD_PARTNER
MAIN_ACCOUNT
GTAS_PROG_CD
GTAS_CATB_CD
COHORTYR
Running the Federal Transaction Register Report
Note: The Federal Transaction Register SQR report is not yet available for GTAS data. It is currently only
and Processing and Generating a FACTS II Flat File.
Run the Federal Transaction Register SQR report (RUN_GLS8501) that displays values at the fund, department, and TAS levels for each accounting period. It also displays attributes and attributes values for each ChartField. The Federal Transaction Register displays the FACTS data on a transaction by transaction basis (by Journal ID)
This differs from the Ledger with Attributes report, which must be run by TAS and displays data by
Account. The Ledger with Attributes report more closely mirrors the output of the GTAS Bulk file.
Navigation
General Ledger, Federal Reports, Federal Transaction Register
Accumulating GTAS Data
The Accumulate GTAS Data program combines data from the ledger with associated attributes and populates this data to a workbench table where you can review before creating the GTAS bulk file.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Accumulate GTAS Data Page
Use the Accumulate GTAS Data page(GTAS_RUN_EXTRACT) to run the process that combines data from the Ledger with Attributes and populates this data to a workbench (staging) table for review before creating the GTAS bulk file.
Navigation
General Ledger, Federal Reports, GTAS Processes, Accumulate GTAS Data, Accumulate GTAS Data
Image: Accumulate GTAS Data Page
This example illustrates the fields and controls on the Accumulate GTAS Data Page. You can find definitions for the fields and controls later on this page.
860
Language
Business Unit
Report ID
Select the language for this GTAS report (only if the language is other than English).
Select the business unit for which to run the Accumulate GTAS
Data process.
Select a free form Report ID to identify the dataset for the program run.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Reporting Year and Reporting
Month
Fiscal Year
GTAS Attribute Group
From Period and To Period
Trial Balance
Includes $0 Balances
Log Attribute Exceptions
Include Adjustment Periods -
Accounting Period
Treasury Account Symbol - GWA
TAS
Note: The Report ID is a unique identifier and as such, when the
Accumulate process is run with the same Report ID, any prior data with a previously used Report ID is overwritten.
Enter the reporting year and reporting month of this report which will be reported on the bulk file.
Enter the fiscal year that applies to this report for selecting data from the Ledger.
Select the GTAS Attribute Group for GTAS attributes and tree derivation.
Enter the begin and end accounting period range that applies to this report for selecting data from the Ledger. These fields are required.
Select whether to include closing adjustments and balances in the GTAS data:
• Closing - reflects balances after the close of the fiscal year.
Includes adjustment period 999.
•
Pre-Closing - reflects remaining appropriation balances prior to the close of the fiscal year.
• Pre-Closing, Adjustments Only - reflects remaining appropriation balances that are recorded in the selected adjustment periods only. These are the balances prior to the close of the fiscal year.
Select to include accounts with zero balances in the GTAS
Workbench (staging table).
Select to create a log that details the attributes that were assigned by exception rules
Note: The ChartField Exception report does not dynamically address affects of the ChartField Configuration process. The report template and definition may be impacted if you have configured ChartFields. Make changes accordingly.
Select the adjustment periods to include in the output file. You can add more than one row. In order for the correct adjustment periods to be available for selection, you must set up your User
Preferences - Overall Preferences page (PeopleSoft FSCM 9.2:
Application Fundamentals) with the corresponding General
Ledger business unit and setID as that of the Open Period
Update page where the adjustment periods are defined for a ledger and business unit).
Select the GWA String TAS(s) that are associated with the funds that you want to report for GTAS.
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See Defining Component TAS and BETC Elements in
Compliance with Federal Reporting Requirements.
Chapter 32
Reviewing the GTAS Workbench
The GTAS Workbench component pages (Header, Details, and Attributes pages) are updated during the
GTAS Accumulation program. Use this component (GTAS_WORKBENCH) to review the results of the
Accumulation program prior to running validations and edits or creating the GTAS bulk file.
GTAS Workbench - Header Page
Use the GTAS Workbench - Header page (GTAS_STG_HDR) to review the staged GTAS data. Search by
GL Business Unit, GWA TAS, and/or Report ID.
Navigation
General Ledger, Federal Reports, GTAS Review, Workbench, Header
Image: GTAS Workbench - Header page
This example illustrates the fields and controls on the GTAS Workbench - Header page. You can find definitions for the fields and controls later on this page.
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Business Unit
GWA TAS
Report ID
Select the GL Business Unit for which the Accumulation program was run.
Select the GWA TAS for which the Accumulation program was run.
Select the Report ID for which the Accumulation program was run.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Additional Requirements
The Validate and Create programs run for the entire business unit and TAS that you specify for the report.
Validate
Create
Ledger with Attributes Report
Select to run the Validate GTAS Data process using the parameters that you specified within the GTAS Workbench.
Select to run the Create the GTAS Bulk File process using the parameters that you specified within the GTAS Workbench.
Select to run the Ledger With Attributes Report. You are prompted to supply required parameters on the run control page.
Additional Infomation
This section within the Workbench displays the parameters that were last used in the Accumulation process.
GTAS Workbench - Detail Page
Use the GTAS Workbench - Detail page (GTAS_STG_DTL) to review the staged GTAS data by selected ledger line balances detail.
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Navigation
General Ledger, Federal Reports, GTAS Review, Workbench, Detail
Image: GTAS Workbench - Detail page
This example illustrates the fields and controls on the GTAS Workbench - Detail page. You can find definitions for the fields and controls later on this page.
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Note: It is recommended that you provide some criteria for the Account ChartField, at least, to avoid potential performance issues from excessive data volume.
From Period
To Period
Include Closing Adjustments
Include Beginning Balances
Enter the accounting period FROM which you’d like to display staging data. Valid values are 1-12.
Enter the accounting period TO which you’d like to display staging data. Valid values are 1-12.
Select this option to include closing adjustments (period 999) along with the current open period amounts.
Select this option to include beginning balances (period 0) along with the current open period amounts.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Max Ledger Rows
Search
Clear
ChartField Value
ChartField Value Set
Update/New
Value Required
Adjustments - Sel
Adjustments - Period
You can override the default of 50 with any number <=300 rows of data that you can display in a scroll area.
Click to display the Staging Detail results.
Select to clear the criteria and enter new criteria.
Select a ChartField value for one or more ChartFields to review specific data in a ledger. Only ChartFields that are selected on the GTAS ChartField Preferences page are available for selection. Other ChartFields should be unavailable.
Select a predefined set of selection criteria for a given
ChartField.
Click this link to update an existing ChartField value set or create a new ChartField value set.
Select this check box to filter out ChartFields with blank values.
Select specific adjustment periods by selecting its check box from the list of adjustment periods that are available based on the selected Ledger associated with the Report ID and Fiscal
Year. Only adjustment periods that are applicable to the fiscal year are available.
Adjustment periods are displayed based on those available for the selected ledger associated with the Report ID and fiscal year.
For example, depending on the periods set up for the fiscal year,
there might be 901 through 912 or if set up, 913. You can also use the common adjustment period 998.
Note: User Preferences – Overall Preferences page must be set to the correct Business Unit to display
Adjustment Periods.
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GTAS Workbench Detail - Search Results
Supply the values shown in the above table and click the Search button:
Image: GTAS Workbench Detail - Search Results
This example illustrates the fields and controls on the GTAS Workbench - Staging Details Results page.
You can find definitions for the fields and controls later on this page.
The fields that appear on the Workbench details layout represent the fields as they are in the GTAS
Workbench record layout. You can download this page to an Excel spreadsheet by clicking the Download
(to Excel) button. You can also customize the columns that appear by clicking the Personalize link.
Attributes
Click to access the ChartField Attributes modal page to view the attributes associated with each line balance.
GTAS Workbench – ChartField Attributes Page
Use the GTAS Workbench - ChartField Attributes page to review the assigned attributes and attribute values associated with specific ChartFields based on the criteria entered on the GTAS Staging Header page. All fields on this modal page are display only.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Navigation
General Ledger, Federal Reports, GTAS Review, Workbench, Detail
Click the Attributes button.
Image: GTAS Staging Detail – ChartField Attributes page
This example illustrates the fields and controls on the GTAS Staging Detail – ChartField Attributes page.
You can find definitions for the fields and controls later on this page.
Validating the GTAS Data
The Validate GTAS Data program runs edits against the accumulated data. The program calls each query that is identified on the GTAS Edits and Validations page in the order specified and runs once for each
TAS. If any query returns results (results are considered errors), an Excel file is created for each query along with the resulting output report Access the Process Monitor for the Excel file. Access the Report
Manager for the error output report.
Validate GTAS Data Page
Use the Validate GTAS Data page to runs edits against the accumulated data. The program calls each query that is identified on the GTAS Edits and Validations page in the order specified and runs once for each TAS.
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Navigation
General Ledger, Federal Reports, GTAS Processes, Validate GTAS Data, Validate GTAS Data
Image: Validate GTAS Data page
This example illustrates the fields and controls on the Validate GTAS Data page. You can find definitions for the fields and controls later on this page.
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Business Unit
Report ID
GWA TAS
Report Manager
Process Monitor
Select the GL business unit for which to run the Validate GTAS
Data process. This GL business unit is used to run each query.
Enter the Report ID that you created when accumulating the
GTAS data.
Select the GWA String TAS that is associated with the funds that are being reported for GTAS. The combination must be valid on the TAS/BETC table and the corresponding funds are retrieved and passed as a parameter to each query. Each query runs separately for each combination of Agency Identifier and Main Account TAS for each GWA TAS. The validation process performs edits against the account balances that are generated by the accumulation process and generates a report that indicates a pass or fail for each edit. If this field is blank,
the process runs for all TAS.
Click to check status of process and to retrieve the generated
Edit and Validations error report.
Click to retrieve generated .csv error reports from each query in error.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
The following is a sample of the resulting report:
Image: Sample of the GTAS Edits and Validations Report
This example illustrates the fields and controls on the Sample of the GTAS Edits and Validations Report.
You can find definitions for the fields and controls later on this page.
Create GTAS File Page
Use the Create GTAS File page to select the criteria necessary for PeopleSoft to generate the GTAS bulk file to upload to the U.S. Treasury.
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Navigation
General Ledger, Federal Reports, GTAS Processes, Create GTAS Bulk FIle, Create GTAS File
Image: Create GTAS File page
This example illustrates the fields and controls on the Create GTAS File page. You can find definitions for the fields and controls later on this page.
Business Unit
Report ID
Include $0 Balances
GTAS File Name
GWA TAS (Government-wide
Accounting Treasury Account
Symbol)
Process Monitor
Report Manager
Select the GL Business Unit for which to run the Create GTAS
File process.
Select the Report ID created during the Accumulate GTAS Data process.
Select to include $0 balances in the GTAS file. Treasury does not require $0 balances to be reported; however, if they are reported, the attributes must be included and correct.
Enter the name for the GTAS flat file. You must use a .TXT file extension. Do not enter a path.
Select the GWA String TAS that is associated with the funds being reported for GTAS. If GWA TAS is not specified, this process runs for all TAS within the specified Business Unit/
Report ID.
Click to check the status of a process.
Click to retrieve generated GTAS bulk file to be used for submission to the Treasury.
Setting Up Attribute Exceptions with Varying Complexity
This topic presents the following examples of Attribute Exceptions ranging from simple to complex:
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
1. Simple attribute exception.
2. Processing priority.
3. Treasury validation 13 exception.
4. Complex attribute exception.
Example 1: Simple Attribute Exception
This example shows account 5310 where a default value of T is set on the EXCHANGE ChartField
Attribute and a simple exception overrides the default.
Access the Account page for account 5310. Click the Attributes link to access the associated ChartField
Attributes page.
Image: Account page - Account 5310
For detailed information about fields on the Account page, see "Adding Account Values (PeopleSoft
FSCM 9.2: Application Fundamentals)".
Click the Attributes link to access the associated ChartField Attributes page:
Image: ChartField Attributes page - Account 5310
This example illustrates the fields and controls on the ChartField Attribute Values page - Account 5310.
Notice that T is the default value for the Exchange attribute for account 5310 on the corresponding
Chartfield Attributes page.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Use the GTAS Attributes Exceptions page to set up the following exceptions:
Image: GTAS Attributes Exceptions page - Account 5310 - Exchange Attribute
This example illustrates the fields and controls on the GTAS Attributes Exceptions page - Account 5310 -
Exchange Attribute.
The GTAS Attribute Exceptions page for Account 5310 (above) is set up for the following exception: For all transactions with a transaction date of 1/1/2011 and beyond and an account of 5310, Budget Reference of B2011, and ChartField1 of A100, the default Exchange attribute of T will be overridden with an X value.
Example 2: Processing Priority
This example shows an exception with multiple ChartField combinations in the Exceptions grid for account 5310 and the attribute, EXCHANGE. Access the Account page for account 5310 and click the
Attributes link:
Image: Chartfield Attributes page - Account 5310
This example illustrates the fields and controls on the Chartfield Attributes page - Account 5310.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Similar to Example 1, T is the default value for the EXCHANGE attribute for account 5310. The default value of T is overridden for transactions that meet the criteria below:
Image: GTAS Attribute Exceptions page - Account 5310 - EXCHANGE Attribute - Priority 1
This example illustrates the fields and controls on the GTAS Attribute Exceptions page - Account 5310 -
Exchange Attribute - Priority 1.
When processing these exceptions, the program first processes rows 1 and 2 since they have the least number of ChartFields. Then the program processes row 3. This exception is given priority over the other exceptions for the Account 5310 and the EXCHANGE attribute since the Priority = 1.
The following exceptions for Account 5310 and the EXCHANGE attribute are given a priority of 2.
Transactions that meet the criteria for this attribute value (E) AND the attribute value (X) shown above will be assigned the attribute value of X due to the Priority Order.
Image: GTAS Attribute Exceptions page - Account 5310 - EXCHANGE Attribute - Priority 2
This example illustrates the fields and controls on the GTAS Attribute Exceptions page - Account 5310 -
Exchange Attribute - Priority 2.
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Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System Chapter 32
Example 3 - Treasury Validation 13 Exception
The default for Availability Time Indicator for account 46200 is ‘A.’ The Treasury Validation 13
Exception states “If Begin End Indicator is B (beginning) for USSGL 462000, then the Availability Time
Indicator must be null. If the Begin End Indicator is E (ending) for USSGL 462000, then Availability
Time Indicator is ‘A.
Access the Account page for account 4620 (since Account 4620 rolls up to USSGL 462000):
Image: Account 4620
This example illustrates the fields and controls on the Account 4620.
Click the Attributes link . The following are the attribute values for account 4620:
Image: ChartField Attribute Values page - Account 4620
This example illustrates the fields and controls on the ChartField Attribute Values page - Account 4620.
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The default for the Availability Time Indicator is set to null for Account 4620 on the Account Attributes page. This covers the statement that all transactions with account 4620 and Begin End Indicator of ‘B’ have AVAIL_TIME equal to null.
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Chapter 32 Setting Up and Using Governmentwide Treasury Account Symbol (GTAS) Adjusted Trial Balance System
Also, for all transactions with account of 4620 and a Begin End Indicator of ‘E,’ the default
AVAIL_TIME attribute is A. For this, set up the GTAS Attribute Exceptions page for Account 4620,
Attribute AVAIL_TIME as follows:
Image: GTAS Attribute Exceptions page - Account 4620- AVAIL_TIME Attribute
This example illustrates the fields and controls on the GTAS Attribute Exceptions page - Account 4620-
AVAIL_TIME Attribute.
Note: When a value is entered in the Begin End exception field, the Accumulation process creates two rows on the Staging Table if both beginning and ending balances must be reported to accommodate the differing attributes. Additionally, only 1 row with a value in the Begin End exception field should be entered for each Attribute/Attribute Value combination.
Example 4 - Complex Exception
The attribute value of Non-Exchange (T) is the default for all accounts except the two listed below. The following USSGL accounts will report the attribute value of exchange (X) representing the sale of Federal assets for a gain or loss:
• 7110 Gains on Disposition of Assets - Other
• 7210 Losses on Disposition of Assets – Other
If the USSGL accounts listed below include balances for Funds 007, 119, or 127, report the attribute of
Exchange (X), aggregated by TAS, by Fund and then by USSGL. If the USSGL accounts listed below include balances for regular type Federal Funds, other than Funds 007, 119, or 127, report the attribute of
Non-Exchange (T), aggregated by TAS, by Federal Fund and then by USSGL.
• USSGL 5310 Interest Revenue - Other
• USSGL 5900 Other Revenue
• USSGL 5909 Contra Revenue for Other Revenue
• USSGL 7190 Other Gains
• USSGL 7290 Other Losses
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First the attribute value of T ’ is established as a default on the ChartField Attribute Assignment page for accounts 5310, 5900, 5909, 7190, and 7290. Click the Attributes link from the Account page (only account 5310 is shown):
Image: Chartfield Attributes page - Account 5310
This example illustrates the fields and controls on the Chartfield Attributes page - Account 5310.
Then accounts 7110 and 7210 are given the ‘X’ exchange default: (only the Account 7110 Attribute value shown below):
Image: ChartField Attribute Values page - Account 7110
This example illustrates the fields and controls on the ChartField Attribute Values page - Account 7110.
Next, the attribute exceptions are set up for accounts 5310, 5900, 5909, 7190, and 7290 and funds 007,
119, and 127.
Image: GTAS Attribute Exceptions page (Account 5310 as example)
This example illustrates the fields and controls on the GTAS Attribute Exceptions page (only Account
5310 is shown):
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These exceptions override the defaults set on the ChartField Attribute Assignments page.
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Chapter 33
Setting Up and Generating Federal
Government and Statutory Reports
Setting Up and Generating Federal Government and Statutory
Reports
These topics provide an overview of federal government and statutory reports and discuss how to:
• Set up FACTS I data.
• Set up FACTS I trees.
• Process and generate a FACTS I flat file.
• Set up FACTS II data.
• Create FACTS II trees.
• Process and generate a FACTS II flat file.
• Defining component TAS and BETC elements in compliance with reporting requirements.
• Define, generate, create, and print SF224, SF1219, and SF1220 reports.
• Define and generate the Fund Balance Reconciliation report.
• Configure the FUND_STATUS.xnv PeopleSoft/nVision Report.
• Set up federal reimbursable agreement accounts in general ledger.
• Use PS/nVision for statutory reporting.
Understanding Federal Government and Statutory Reports
This section discusses:
• PeopleSoft federal government reporting.
• PeopleSoft solution for Treasury Account Symbol (TAS) format transition.
• PeopleSoft statutory reporting.
PeopleSoft Federal Government Reporting
Federal agencies can produce these reports:
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
• FACTS I reports
• FACTS I Validation Report - GLS8310
This report is generated when you run the FACTS I Validation process. It describes any outstanding issues for each FACTS I edit that is run for your FACTS I accumulated data.
• FACTS I Online Trial Balance - GLS8311
This report displays the status of the general ledger account balances along with the corresponding
USSGL account attributes based on each treasury symbol. The data for this report is based on the
FACTS I staging tables.
• FACTS II reports
• FACTS II Validation Report - GLS8303
This report is generated when you run the FACTS II Validation process. It describes any outstanding issues for each FACTS II edit that is run for your FACTS II accumulated data.
• Ledger with Attributes report - GLS7017
Use this report to verify the ledger activity for a specific business unit, ledger, fiscal year, period range, adjustment period information, and FACTS tree group.
• FACTS II Online Trial Balance - GLS8312
This report enables you to view the status of the general ledger account balances along with the corresponding USSGL account attributes for a specific accounting period. The data for this report is based on the FACTS II staging tables.
• Federal Transaction Register - GLS8501
This online report displays values at the fund, department, and TAS/TAFS levels for each accounting period. It also displays attributes and attribute values for each ChartField.
• Federal Trial Balance - GLS8500
This summary trial balance report displays a beginning balance, the total amount of debits and credits, and an ending balance. The data is generated for the specified ChartField combination for the fiscal year, accounting periods, and adjustment periods.
• Reconciliation by Source Report - FIN5001
• Reconciliation by ChartField - FIN5005
• Fund Balance Reconciliation Report - GLS9500
Run this report following the Fund Balance Reconciliation process, which compares account activity and trial balance data imported from the U.S. Treasury to a federal agency's cash activity. It contains the differences between the federal agency data and the U.S. Treasury data.
• SF224 - Statement of Cash Transactions report
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
This monthly report sent to the U.S. Treasury identifies the dollar amounts of confirmed U.S.
disbursements and collections for an agency by agency location code and fiscal month. This report is used to ensure agreement between the agency's records of disbursement and collections and those of the U.S. Treasury.
• SF224 - Statement of Cash Transaction Detail report
This report includes the detail transactions that make up the totals on the SF224 - Statement of Cash
Transactions and the Partial 224 report, and may be used internally for reconciliation purposes.
• Partial 224 report - Statement of Cash Transactions report
The Partial 224 report is part of a project of the U.S. Treasury to ultimately phase out the SF224 report over the next several years by having agencies report collection and disbursement activity using the Business Event Type Code (BETC). The Partial 224 report functionality accommodates the implementation of the BETC by excluding disbursements and collections activity that includes the
BETC code. When an agency reports cash activity by the BETC codes, the agency will report only non-BETC-coded cash activity and cash reclassifications using the Partial 224 report.
Note: The Partial 224 report will not be available for use until the U.S. Treasury implements BETC.
Contact the U.S. Treasury Financial Management Service (FMS) for its schedule for implementation of the BETC. Until such time as the BETC is implemented by the FMS, continue to produce the
SF224 - Statement of Cash Transactions report.
Note: The U.S. Treasury is requiring federal agencies to begin using new formats for the Treasury
Account Symbol (TAS) when reporting cash transactions through the FMS 224 Reports and IPAC transactions.
See PeopleSoft Statutory Reporting.
See Generate Reconciliation Report Page.
• SF1219 - Statement of Accountability report
This report is used to determine the accountability of disbursing officers for funds that are held outside the Department of Treasury (cash on hand) by U.S. Treasury Regional Finance Centers
(RFCs) and other nonmilitary agencies that do not do their own disbursing.
• SF1220 - Statement of Transactions According to Appropriations, Funds, and Receipt Amounts
This report provides the U.S. Treasury with a monthly statement of payments and collections that are performed by departments and agencies that do their own disbursing.
• SF132 Apportionment and Reapportionment Schedule Report
This report defines the apportionment and reapportionment of each appropriation or fund account that is subject to apportionment. The PeopleSoft application provides a template that enables government to design PS/nVision reports that adhere to the guidelines for this report. This report can be prepared and printed for submission to the Office of Management and Budget (OMB).
• SF133 Quarterly Report on Budget Execution and Budgetary Resources
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This report defines whether the budgetary resources are available for obligations, whether the budgetary resources have been obligated and, if obligated, whether the obligated amounts have been spent. The PeopleSoft application provides a template that enables government to design PS/nVision reports that adhere to the guidelines for these reports. This report is available in hard copy.
• Federal Agency Financial Statements
Federal agencies must submit the following financial statements to the U.S. Congress and the OMB.
The PeopleSoft-designed templates work with PS/nVision and can be modified to create these financial statements based on your agency's requirements.
• Balance Sheet presents, as of a specific time, the amounts of future economic benefits that are owned or managed by the reporting entity exclusive of items that are subject to stewardship reporting (assets), amounts owed by the entity (liabilities), and amounts that comprise the difference (net position).
• Statement of Net Cost reports the gross cost that is incurred by the reporting agency less any exchange revenue earned from its activities.
• Statement of Changes in Net Position reports the changes in net position for the reporting period.
Net position is affected by changes in two components, cumulative results of operations and unexpended appropriations.
• Statement of Budgetary Resources reports how budgetary resources were made available, as well as their status at the end of the period.
• Statement of Financing reports the relationship between net obligations that are derived from an entity's budgetary accounts and net cost of operations that are derived from an entity's proprietary accounts by identifying and explaining key differences between the two accounts.
• Statement of Custodial Activity is required for agencies that collect non-exchange revenue for the
General Fund of the Treasury, a trust fund, or other recipient activities. The collecting agencies do not recognize as revenue those collections that have been or should be transferred as revenue to others. Rather, they account for sources and disposition of the collections as custodial activity on this statement.
• FUND_STATUS PeopleSoft/nVision Report
The U. S. federal government must comply with the Antideficiency Act, which prohibits any federal employee from entering into contracts that exceed the enacted appropriations for the year or purchasing services and merchandise before appropriations are enacted. This report provides funding information for informed management decisions. This nVision template can be modified for your agency's requirements.
See Configuring the FUND_STATUS PS/nVision Report.
• Federal Reimbursable Agreements
Federal agencies and the Department of Defense (DoD) often use reimbursable funding to perform work on behalf of others and then are reimbursed for the work. A reimbursement ID is created based upon an agreement between agencies or an outside organization. This agreement is negotiated before acceptance. Agencies may bill back only the prenegotiated reimbursable amount, which makes it imperative that they can track reimbursable agreements separately from other types of funding, as
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports well as access the current status of the reimbursable amount, billing limit, amount expended against the agreement, and the amounts collected against the agreement.
Note: Navigation paths, descriptions, and examples of most of these reports are in Oracle's PeopleSoft
General Ledger Reports A to Z.
PeopleSoft Solution for Treasury Account Symbol (TAS) Format Transition
Federal Agencies are required to begin using new formats for the Treasury Account Symbol (TAS) when reporting cash transactions through the FMS 224 Reports and IPAC transactions. Component TAS elements will provide federal agencies and Treasury the ability to sort, filter, and analyze data based on each independent piece of the component TAS. The Treasury has adopted a phased approach to the transition from 20-character to 28- character componentized TAS and Business Event Type Codes
(BETC).
PeopleSoft GL provides a configurable solution to accommodate the valid combinations of TAS and
BETC for FMS 224 reports and when entering and reporting IPAC transactions to the Department of
Treasury. This configuration also anticipates the handling of valid TAS and BETC combinations to be downloaded in the future from the Treasury SAM website when the U S Treasury is ready to make the information available.
See Generate Reconciliation Report Page.
PeopleSoft Statutory Reporting
Government Accounting Standards Board (GASB) statements 34 and 35 require state and local governments and public colleges and universities to submit basic financial statements. The PeopleSoft application provides a template that enables local and state governments and public colleges and universities to design PS/nVision reports that adhere to GASB 34/35 guidelines.
Setting Up FACTS I Data
To set up FACTS I data, use the following components:
• ChartField Attributes (CF_ATTRIBUTES)
• Account (GL_ACCOUNT)
• Fund Code (FUND_DEFINITION)
• Miscellaneous ChartFields (F2_ELEMENT_CF)
Use the FUND_CF component interface to load data into the tables for the Fund Code component. Use the ACCOUNT_CF component interface to load data into the tables for the Account component.
This section provides an overview of FACTS I reporting, lists prerequisites, and discusses how to:
• Set up FACTS I ChartField attributes.
• Set up miscellaneous ChartFields for FACTS I.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Note: The setup of miscellaneous ChartFields applies to both FACTS I and FACTS II.
Pages Used to Set Up FACTS I Data
Page Name
ChartField Attribute
Account
Fund Code
ChartField Attributes
Miscellaneous ChartFields
Definition Name
CF_ATTRIBUTES
GL_ACCOUNT
FUND_DEFINITION
CF_ATTRIB_VALUES
F2_ELEMENT_CF1
Navigation
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields,
Configure, Attributes,
ChartField Attribute
Usage
Enter the ChartField attributes and attribute values that are listed in the Attributes table.
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Account
Access the Account
ChartField that you want to associate with selected
ACCOUNT ChartField attributes on the ChartField
Attributes page.
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Fund Code
Access the Fund Code
ChartField that you want to associate with selected FUND
_CODE ChartField attributes.
Click the Attributes link on the Account or Fund Code
ChartField pages.
Select a ChartField attribute and attribute value that applies to either the selected Fund
Group or selected Account
ChartField.
General Ledger, Federal
Reports, FACTS II Definition,
Miscellaneous ChartFields
Set up ChartFields for Federal or NonFederal Partner, and
Transfer Agency.
See PeopleTools documentation: PeopleSoft Tree Manager, "Using PeopleSoft Tree Manager"
Understanding FACTS I Reporting
FACTS I is a federal government electronic reporting feature that federal government agencies use to report the proprietary account balances of the agency, including assets, liabilities, net position, revenues, and expenses in a pre-closing Adjusted Trial Balance (ATB) format. Agencies submit this data to the
U.S. Treasury in flat file format for preparation of U.S. Audited Consolidated Financial Statements. The
ATB is a list of Standard General Ledger (SGL) accounts in numerical order with pre-closing adjusted balances that are prepared on a specified date and are transmitted by fund group. The total sum of the debit balances must equal the total sum of the credit balances in an ATB. These account balances may include both governmental and nongovernmental totals and are normally stated separately.
Overview of FACTS I Setup
After you set up your U.S. SGL Account ChartFields, Fund Code ChartFields, and any other ChartFields that are used by your agency, FACTS I requires that you set up and associate the following ChartField attributes with your accounts and fund codes, as well as miscellaneous ChartFields:
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• Exchange ChartField Attribute - Account ChartField.
• Custodial ChartField Attribute - Account ChartField.
• Budget Subfunction Attribute - Fund Code ChartField.
The FACTS I ChartFields are determined during implementation.
Overview of FACTS I Trees
You also must set up FACTS I trees. These trees determine how the posting level ChartField values roll up to the detail values that are mandated by the U.S. Treasury for FACTS I reporting. After you set up your FACTS I trees, you add them to a FACTS tree group. When you are ready to process your FACTS I data, you identify this FACTS tree group on the Generate FACTS I, Validation Report, and Trial Balance page. The FACTS I trees are:
• Transfer Agency Tree (Common to FACTS I and FACTS II).
This tree consists of transfer agency levels that contain associated Transfer Agency ChartField ranges where the sum of the accounts roll up into a total amount for each transfer agency to report. Note that the Transfer Agency ChartField is specified on the Miscellaneous ChartFields page under FACTS II
Definition. The totals for each transfer agency can also roll up into a total for all the agencies and their associated accounts at a summary level for reporting purposes. The level that appears for this tree on the FACTS Tree Group page indicates the level that will be used for reporting.
• Bureau tree.
This tree consists of a hierarchy of bureau levels with the ledger values that roll up into them. The level that appears for this tree on the FACTS Tree Group page indicates the level that will be used for reporting.
• Department tree.
This tree consists of a hierarchy of department levels with the ledger values that roll up into them. The level that appears for this tree on the FACTS Tree Group page indicates the level that will be used for reporting.
• Fund Group tree.
This tree consists of Fund Group levels with the fund ChartField values that roll up into them. All of these fund group levels and associated fund values roll up to a summary level for reporting purposes.
The level that appears for this tree on the FACTS Tree Group page indicates the level that will be used for reporting.
• Account tree.
This tree consists of levels of Account Types (Assets, Liabilities, and so on) where the totals of associated Account ChartField values roll up into one total for each level, which in turn can roll up into a larger total. The level that appears for this tree on the FACTS Tree Group page indicates the level that will be used for reporting.
• Exchange/Account tree.
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This tree is used to perform the FACTS I validation edits 30 through 33. The tree identifies accounts that require the Exchange attribute value.
• Custodial/Account tree.
This tree is used to perform the FACTS I validation edits 40 through 43. The tree identifies accounts that require the Custodial attribute value.
• Budget SubFunction/Account tree.
This tree is used to perform the FACTS I validation edits 52 and 53. The tree identifies accounts that require the Budget Subfunction attribute value.
• FACTS I Transaction Partner tree.
This tree has levels that represent the categories of transaction partners (federal (F) and non-federal
(N) and the breakdown of those categories, such as X for Non-Federal and E for Non-Federal
Exception. The level that appears for this tree on the FACTS Tree Group page indicates the level that will be used for reporting.
• Transaction Partner/Account tree.
This tree is used to perform the FACTS I validation edits 20 through 23. The tree identifies accounts that require the Transaction Partner attribute value.
• Accts. Req. Attributes (accounts requiring attributes) tree.
The levels of this tree indicate the U.S. Treasury attributes that are required for FACTS I and their associated accounts.
Note: The use of the FACTS I Trading Partner tree is basically equivalent to the use of the FACTS II
Transfer Agency tree.
Overview of FACTS I Processing
After you set up your data and trees, perform these steps to load the Master Appropriation File (MAF) data and generate a FACTS I flat file to send to the U.S. Treasury.
1. Import the U.S. Treasury MAF, FACTS I SGL account, and Trading Partner data.
2. Run the GL_FACTS I application engine to:
• Generate and store the FACTS I data.
• Validate the generated FACTS I data and note any errors.
• Create the FACTS I flat file, provided the validation is free of errors.
3. Print the FACTS I Validation report.
4. If necessary, correct any validation errors and repeat the cycle until the validation is error-free.
See Processing and Generating a FACTS I Flat File.
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Prerequisites
Before setting up FACTS I data or regulatory reporting data, complete these procedures:
• Set up FACTS I business units.
• Set up FACTS I SGL accounts.
• Define ChartFields.
Related Links
"Defining and Using Account Types and Attributes (PeopleSoft FSCM 9.2: Application Fundamentals)"
Setting Up FACTS I ChartField Attributes
The following table describes two account attributes and one fund code attribute. You can use the predefined data that the PeopleSoft application provides in the sample database as a guide to set up your
ChartField attributes and link them to your agency's appropriate accounts and fund codes.
Access the ChartField Attribute page (Set Up Financials/Supply Chain, Common Definitions, Design
ChartFields, Configure, Attributes, ChartField Attribute).
Note: In the sample data, these Attributes are located under the FEDRL setID.
Field Name
ACCOUNT
ACCOUNT
FUND_CODE
ChartField Attribute
Name
Description
EXCHANGE
Allow Multiple
Values per Attr
Indicates whether the revenue balance that is reported is exchange revenue or non-exchange revenue.
Warning! This check box should NOT be selected.
CUSTODIAL Indicates whether the reported balance is custodial or noncustodial and reported by the agency in a Statement of
Custodial Activity or in a separate footnote of a custodial activity.
Warning! This check box should NOT be selected.
BUDGET_ SUBFUNC Subfunctions used in the classification of data according to major purpose served
(for example, income,
security, or national defense).
Warning! This check box should NOT be selected.
ChartField Attribute
Value (Description)
X (Exchange Revenue)
T (Nonexchange
Revenue)
S (Custodial)
A (Noncustodial)
Three-digit budget functional classification subfunction. Each
3-digit budget subfunction code that is contained in the
MAF represents a subfunction that is grouped under one of
19 functions.
See also PeopleTools: PeopleSoft Tree Manager, "Creating Trees"
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Related Links
"Understanding ChartField Summarization with Trees (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Setting Up Miscellaneous ChartFields for FACTS I
The two fields that you set up for FACTS I in Miscellaneous ChartFields are Federal or Non Federal
Partner and Transfer Agency. The setup of these two fields applies to both FACTS I and FACTS II.
You can change delivered ChartField specifications to any configurable ChartField. For example, you can associate the FACTS I Data Element Transfer Agency with ChartField 2 or any of the configurable
ChartFields.
Access the Miscellaneous ChartField page (General Ledger, Federal Reports, FACTS II Definition,
Miscellaneous ChartFields).
See Specifying Miscellaneous ChartFields.
Setting Up FACTS I Trees
To set up FACTS I trees, use the following components:
• Tree Manager (PSTREEMGR)
• FACTS Tree Group (FACTS_TREE_GRP)
• TableSet Control (SET_CNTRL_TABLE1)
This section discusses how to:
• Set up a FACTS I (FACTS II) Transfer Agency tree.
• Set up a FACTS I Bureau tree.
• Set up a FACTS I Fund Group tree.
• Set up a FACTS I Department tree.
• Set up a FACTS I Account tree.
• Set up a FACTS I Exchange/Acct. (account) tree.
• Set up a FACTS I Custodial/Acct. (account) tree.
• Set up a FACTS I Budget Subfunction/Acct. (account) tree.
• Set up a FACTS I (FACTS II) Transaction Partner tree.
• Set up a FACTS I Transaction Partner/Acct. (account) tree.
• Set up a FACTS I accounts requiring attributes tree.
• Set up a FACTS I (FACTS II) Tree Group.
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• Configure TableSet Controls for FACTS I processing.
• Configure TableSet Controls record group data for FACTS I.
• Configure TableSet Control trees for FACTS I.
Pages Used to Set Up FACTS I Trees
Page Name Definition Name
Tree Definition and Properties PSTREEDEFN
Tree Manager
FACTS Tree Group
TableSet Control - Record
Group
TableSet Control - Tree
PSTREEMGR
FACTS_TREE_GRP
SET_CNTRL_TABLE1
SET_CNTRL_TABLE2
Navigation Usage
Tree Manager, Tree Manager,
Create New Tree, Tree
Definition and Properties
Enter a tree name and click the Add button.
Create a new tree, beginning with the tree definition to identify the tree name, related structure ID, setID, and any other rules or characteristics of the tree. Upon clicking
OK, you are directed to the
Enter Root Node for Tree page where you define levels and root node. Once done, the
OK button directs you to the
Tree Manager page to build your tree.
Tree Manager, Tree Manager,
Find an Existing Tree
Access an existing tree with options that enable you to access and modify the tree definition and properties,
print, and configure tree display options.
General Ledger, Federal
Reports, Define FACTS Tree
Group, FACTS Tree Group
Contains all of the FACTS
I trees and the rollup level.
This page is identified on the run control page for FACTS I reporting and processing.
PeopleTools, Utilities,
Administration, TableSet
Control, Record Group
Defines all the record groups based on a specific Set
Control Value and their associated setIDs. Also identifies the default setID of the PeopleSoft General
Ledger business unit.
PeopleTools, Utilities,
Administration, TableSet
Control, Tree
Set up tree values on this table if your setID for your business units do not match your default setID.
Setting Up a FACTS I (FACTS II) Transfer Agency Tree
Use the Tree Definition and Properties page (PSTREEDEFN) to create a new tree, beginning with the tree definition to identify the tree name, related structure ID, setID, and any other rules or characteristics of the tree.
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Upon clicking OK, you are directed to the Enter Root Node for Tree page where you define levels and root node. Once done, the OK button directs you to the Tree Manager page to build your tree.
Navigation
Tree Manager, Tree Manager, Create New Tree, Tree Definition and Properties
Enter a tree name and click the Add button.
Use the Tree Manager page (PSTREEMGR) to access an existing tree with options that enable you to access and modify the tree definition and properties, print, and configure tree display options.
Navigation
Tree Manager, Tree Manager, Find an Existing Tree
Create the Transfer Agency tree using PeopleSoft Tree Manager based on the following example.
This tree contains nodes for each of the transfer agencies and is used by both FACTS I and FACTS II. If you have decided to use the same ChartField for both Transfer Agency and Transfer Account, then the values in your ledger for that ChartField will represent both Transfer Agency and Transfer Account at the same time. The tree will allow the program to translate the combination Transfer Agency/Account value of the ledger to the Transfer Agency value that is required by U.S. Treasury.
Image: FACTS Transfer Agency tree - Tree Manager page
This example illustrates the fields and controls on the FACTS Transfer Agency tree - Tree Manager page.
You can find definitions for the fields and controls later on this page.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Setting Up a FACTS I Bureau Tree
Using PeopleSoft Tree Manager, set up a FACTS I Bureau tree similar to this example for your organization.
Image: FACTS I Bureau Tree Manager page
This example illustrates the fields and controls on the FACTS I Bureau Tree Manager page. You can find definitions for the fields and controls later on this page.
The node values at one level of the tree represent the values that the U.S. Treasury is expecting in the
FACTS I flat file. You select this level on the FACTS Tree Group page.
See also PeopleTools documentation: PeopleSoft Tree Manager, "Introduction to PeopleSoft Tree
Manager"
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Setting Up a FACTS I Fund Group Tree
Using PeopleSoft Tree Manager, set up a Fund Group tree similar to this example for your organization.
Image: Tree Manager page - FACTS I Fund Group tree
This example illustrates the fields and controls on the Tree Manager page - FACTS I Fund Group tree.
You can find definitions for the fields and controls later on this page.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Setting Up a FACTS I Department Tree
Using PeopleSoft Tree Manager, set up a Department tree similar to this example for your organization.
Image: FACTS I Department Tree page
This example illustrates the fields and controls on the FACTS I Department Tree page. You can find definitions for the fields and controls later on this page.
This tree consists of a hierarchy of department levels with the ledger values that roll up into them. The level that appears for this tree on the FACTS Tree Group page indicates the level that will be used for reporting.
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Setting Up a FACTS I Account Tree
Using PeopleSoft Tree Manager, set up an Account tree similar to this example for your organization.
Image: Tree Manager page - FACTS I Account tree
This example illustrates the fields and controls on the Tree Manager page - FACTS I Account tree. You can find definitions for the fields and controls later on this page.
For FACTS I reporting, the Account value is four characters; the node value is 1000 at the
ACCDT_TYPE level in the FACTS_ACCOUNT tree.
Note: To display tree levels on the tree, click the Display Options link and select the Display Levels check box. Click the Update button.
Setting Up a FACTS I Exchange / Acct Tree
Using PeopleSoft Tree Manager, set up an Exchange/Account tree similar to this example.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Note: The FACTS I Exchange / Acct tree requires three nodes: T, X, and X OR T. The node names must be named exactly as specified.
Image: Tree Manager page - FACTS I Exchange Account tree
This example illustrates the fields and controls on the Tree Manager page - FACTS I Exchange Account tree. You can find definitions for the fields and controls later on this page.
Setting Up a FACTS I Custodial / Acct Tree
Using PeopleSoft Tree Manager, set up a Custodial/Acct tree similar to this example.
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Note: The FACTS I Custodial / Acct tree requires three nodes: S, A, and S OR A. The node names must be named exactly as specified.
Image: Tree Manager page - FACTS I Custodial/Acct tree
This example illustrates the fields and controls on the Tree Manager page - FACTS I Custodial/Acct tree.
You can find definitions for the fields and controls later on this page.
Setting Up a FACTS I Budget Subfunction / Acct Tree
Using PeopleSoft Tree Manager, set up a Budget Subfunction tree similar to this example.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Note: The FACTS I Budget Sunfunction / Acct tree requires no specific node name. This tree has to list only those accounts that require this attribute to be reported.
Image: Tree Manager page - FACTS I Budget Subfunction / Account tree
This example illustrates the fields and controls on the Tree Manager page - FACTS I Budget
Subfunction / Account tree. You can find definitions for the fields and controls later on this page.
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Setting Up a FACTS I (FACTS II) Transaction Partner Tree
Using PeopleSoft Tree Manager, set up a FACTS I Tran Partner tree similar to this example.
Image: FACTS I/II Transaction Partner Tree Manager page
This example illustrates the fields and controls on the FACTS I/II Transaction Partner Tree Manager page.
You can find definitions for the fields and controls later on this page.
Setting Up a FACTS I Transaction Partner / Acct Tree
Using PeopleSoft Tree Manager, set up a Transaction Partner / Acct. tree similar to this example.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Note: The FACTS I Transaction Partner / Acct tree requires three nodes: N, F, and N OR F. The node names must be named exactly as specified.
Image: FACTS I Transaction Partner/Acct Tree Manager page
This example illustrates the fields and controls on the FACTS I Transaction Partner/Acct Tree Manager page. You can find definitions for the fields and controls later on this page.
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Setting Up a FACTS I Accounts Requiring Attributes Tree
Using PeopleSoft Tree Manager, set up a FACTS I Accounts Req Attributes tree similar to this example.
Image: Tree Manager page - FACTS I Accounts Req Attributes (accounts requiring attributes)
This example illustrates the fields and controls on the Tree Manager page - FACTS I Accounts Req
Attributes (accounts requiring attributes) . You can find definitions for the fields and controls later on this page.
Note: The FACTS I Account Req Attributes tree differs from the FACTS II tree of the same name in that it requires only three nodes: TRADING_ PARTNER, FED_NONFED, and BUDGET_SUBFUNC. The node names must be named exactly as specified.
FACTS Tree Group Page
Use the FACTS Tree Group page (FACTS_TREE_GRP) to associate all of the FACTS I trees and the rollup levels for processing.
This page is identified on the run control page for FACTS I reporting and processing.
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Navigation
General Ledger, Federal Reports, Define FACTS Tree Group, FACTS Tree Group
Image: FACTS Tree Group page (1 of 2)
This example illustrates the fields and controls on the FACTS Tree Group page (1 of 2). You can find definitions for the fields and controls later on this page.
Image: FACTS Tree Group page (2 of 2)
This example illustrates the fields and controls on the FACTS Tree Group page (2 of 2). You can find definitions for the fields and controls later on this page.
Common Trees and Tree Levels
Select the Transfer Agency Tree name and the Tree Level that you created for your organization. This tree is used by both
FACTS I and FACTS II.
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FACTS I Trees and Tree Levels
FACTS II Trees and Tree Levels
Chapter 33
Associate the appropriate tree names and the tree levels that you created for your organization with each of the PeopleSoft tree names. These are FACTS I trees only.
Associate the appropriate tree names and the tree levels that you created for your organization with each of the PeopleSoft tree names. These are FACTS II trees only.
Configuring TableSet Controls for FACTS I Processing
Carefully choose the setIDs to be used for the FACTS Tree Group and the FACTS I Trees and configure the TableSet Control setIDs accordingly. Incorrect configuration could result in the unavailability of tree group names or tree names in prompt lists on pages, or in the inability of the FACTS I process to retrieve data.
If your organization has only one business unit and you use only one setID to set up your ChartFields, trees, and tree groups, then your TablesSet Control setIDs should all be the same and do not need changing. Also, if you use more than one business unit that uses the same default setID, then the Control
Tables should not need to be modified. However, check the TableSet Control pages for each business unit and setID, using their values as the Set Control Values, to ensure that all tables and trees are using the same setID. Note that the Tree Group table is in the GL_15 Federal Reports Record Group in the TableSet
Control Record Group page.
If you use more than one SetID in your organization for setting up your ChartFields, trees, and tree groups, then you must make sure that each setID that you use is set up correctly in TableSet Controls. The setIDs used in the following steps are only examples:
1. Set up your FACTS I ChartFields, trees, and tree group using the FEDRL SetID.
2. Identify the general ledger business unit (for example, FED01) that you want to use for FACTS I processing.
Access the SetControl Value (FED01) in TableSet Control - Record Group page. The Default SetID designated at the top of this page is the default setID that you set up for the general ledger business unit.
3. Find the GL_15 Federal Reports Record Group and select the setID (FEDRL) for GL_15 to match the setID (FEDRL) that you used to create your tree group.
The FACTS Tree Group table is a part of the GL_15 Record Group and must have the same setID.
This selection enables the Tree Group list box to appear on the Accumulate FACTS I Data page so that you can select a FACTS Tree Group to process.
4. Verify whether the Default SetID (SHARE) on the TableSet Control Record Group page is the same
(YES) or not the same (NO) as the setID that you used to set up your trees.
The FACTS I processes normally refer to the Default SetID in the TableSet Control Record Group page and uses the default setIDs to retrieve the FACTS I tree.
5. If YES, save and exit TableSet Control.
6. If NO, you must enter each tree on the TableSet Control - Tree page that has a setID that is different from the Default SetID on the TableSet Control - Record Group page.
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7. If you run FACTS I processing on multiple business units, repeat these steps.
TableSet Control - Record Group Page
Use the TableSet Control - Record Group page (SET_CNTRL_TABLE1) to defines all the record groups based on a specific Set Control Value and their associated setIDs.
Also identifies the default setID of the PeopleSoft General Ledger business unit.
Navigation
PeopleTools, Utilities, Administration, TableSet Control, Record Group
Image: TableSet Control - Record Group page
This example illustrates the fields and controls on the TableSet Control - Record Group page. You can find definitions for the fields and controls later on this page.
Set Control Value
To run the FACTS I Accumulation and Validation processes,
you must enter a business unit. The business unit that you use is the set control value that you select to ensure that the FACTS I tree group and trees are accessible during FACTS I processing.
Default SetID
This is the default setID for the general ledger business unit that you intend to use for processing FACTS I.
Record Group ID and Description
Find the GL_15 Federal Reports record group ID. This record group contains the FACTS Tree Group table.
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SetID
Chapter 33
Select a setID for this record group that matches the setID that you used to set up the FACTS Tree Group to use in the
Accumulate FACTS I Data process.
The selected setID enables you to display a list of FACTS Tree
Groups and to select the Tree Group name on the Accumulate
FACTS Data page that you want the FACTS I process to access.
Note: You do not need to change anything on either of the
TableSet Control pages if you use only one setID as the default for the business unit that you intend to use for FACTS I processing and for setting up your FACTS I ChartFields, trees,
and tree group.
Configuring TableSet Control Trees for FACTS I
Use the TableSet Control - Tree page (SET_CNTRL_TABLE2) to set up tree values on this table if your setID for your business units do not match your default setID.
Navigation
PeopleTools, Utilities, Administration, TableSet Control, Tree
Image: TableSet Control - Tree page
This example illustrates the fields and controls on the TableSet Control - Tree page. You can find definitions for the fields and controls later on this page.
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Note: PeopleSoft General Ledger uses the Default SetID on the TableSet Controls page to determine which trees a business unit can access. If a business unit's Default SetID is different from the SetID under which a tree is built, you must list each of those trees separately on this page so that they are accessible by the business unit for processing and reporting.
Processing and Generating a FACTS I Flat File
This section discusses how to:
• Load MAF and FACTS I Data.
• Review FACTS I MAF data.
• Set up and generate a FACTS I flat file.
Pages Used to Process and Generate a FACTS I Flat File
Page Name
Load Facts I Data
Review FACTS I MAF
Generate FACTS I File,
Validation Report and Trial
Balance
Definition Name
RUN_FACTSI_MAF
REVIEW_FACTSI_MAF
RUN_CNTL_FACTSI
Navigation
General Ledger, Federal
Reports, FACTS I, Load
Facts I Data
Usage
Loads MAF data, SGL
Accounts, or Trading Partner data into the PeopleSoft
General Ledger databases.
Review data for a selected
ATB Treasury MAF file.
General Ledger, Federal
Reports, FACTS I, Review
FACTS I MAF
General Ledger, Federal
Reports, Generate FACTS
I, Generate FACTS I File,
Validation Report and Trial
Balance
Select the criteria that are necessary for PeopleSoft
Application Engine to generate a FACTS I flat file to upload to the U.S.
Treasury's Government
Online Accounting Link
System (GOALS) and run a
FACTS I Validation Report and a FACTS I Trial Balance.
Load FACTS I Data Page
Use the Load Facts I Data page (RUN_FACTSI_MAF) to loads MAF data, SGL Accounts, or Trading
Partner data into the PeopleSoft General Ledger databases.
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Navigation
General Ledger, Federal Reports, FACTS I, Load Facts I Data
Image: Load FACTS I Data page
This example illustrates the fields and controls on the Load FACTS I Data page. You can find definitions for the fields and controls later on this page.
FACTS I MAF, SGL Accounts, and
Trading Partners
Attached File
Select one of these options to load the FACTS I MAF, SGL
Accounts, or Trading Partner data from a file sent by the U.S.
Treasury to general ledger. This data is loaded into database tables for later use when you run the validation. These files are available for download from the U.S. Treasury.
Enter the location of the selected file, for example: C:\temp
\<filename>.
Click to attach the FACTS I file that you want to load.
Run
Click to delete the attached file in the Attached File field. This action deletes only the file attachment. If you have already clicked this button to upload the file, clicking this button does not delete the data from the database table.
Click to open and review the contents of an attached FACTS I file.
Select to access the Process Scheduler Request page and run the
GL_FACTSIMAF Application Engine process.
Review FACTS I MAF Page
Use the Review FACTS I MAF page (REVIEW_FACTSI_MAF) to review data for a selected ATB
Treasury MAF file.
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Navigation
General Ledger, Federal Reports, FACTS I, Review FACTS I MAF
Image: Review FACTS I MAF page
This example illustrates the fields and controls on the Review FACTS I MAF page. You can find definitions for the fields and controls later on this page.
ATB Code
Department
Bureau
Fund Group
Change Status
Review Status
Select a U.S. Treasury code that is associated with a MAF file.
Select if you want to narrow your search to MAF data for a specific department.
Select if you want to narrow your search to MAF data for a specific bureau.
Select if you want to narrow your search to MAF data for a specific fund group.
Select one of these values:
•
Add
•
Change
•
Delete
•
No Change
Select one of these values:
•
Disapprove
•
In Process
•
Review
•
Submitted
Click this button after you enter the FACTS I MAF criteria.
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Generate FACTS I File Page
Use the Generate FACTS I File, Validation Report and Trial Balance page (RUN_CNTL_FACTSI) to select the criteria that are necessary to generate a FACTS I flat file to upload to the U. S. Treasury's
Government Online Accounting Link System (GOALS) and run a FACTS I Validation Report and a
FACTS I Trial Balance.
Navigation
General Ledger, Federal Reports, Generate FACTS I, Generate FACTS I File, Validation Report and
Trial Balance
Image: Generate FACTS I File, Validation Report and Trial Balance page
This example illustrates the fields and controls on the Generate FACTS I File, Validation Report and Trial
Balance page. You can find definitions for the fields and controls later on this page.
906
Language
Business Unit
Ledger
Fiscal Year
From Period and To Period
Select the language for this FACTS I report (only if the language is other than English).
Select the business unit.
Select the ledger that applies to this report and is associated with this business unit.
Enter the fiscal year that applies to this FACTS I report.
Enter the begin and end accounting period range that applies to this FACTS I report. These fields are required.
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Chapter 33
FACTS Tree Group
Adjustment Period
Include Adjustments
Balance Forward
Trial Balance
Treasury Symbol Attribute
Setting Up and Generating Federal Government and Statutory Reports
Select the FACTS tree group that is associated with your
FACTS I trees and tree levels.
Select the adjustment periods to include in the output file and select the Include Adjustments check box. You can add more than one row.
Select to include adjustment amounts in the output file.
Select to include beginning balances in the output file.
• Closing - reflects balances after the close of the fiscal year.
•
Pre-Closing - reflects remaining appropriation balances prior to the close of the fiscal year.
• Pre-Closing, Adjustments Only - reflects remaining appropriation balances prior to the close of the fiscal year,
but includes adjusting entries.
Select the Treasury Symbol attributes to include in the output file.
Setting Up FACTS II Data
To set up FACTS II data, use the following components:
• Contact Information (F2_CONTACT)
• ChartField Attributes (CF_ATTRIBUTES)
• Fund Code (FUND_DEFINITION)
• Account (GL_ACCOUNT)
• Miscellaneous ChartFields (F2_ELEMENT_CF)
• FACTS II Attribute Cross Reference (F2_ATTRIB_XREF)
• Treasury Symbol Cross Ref (F2_TSYM_XREF)
Use the FUND_CF component interface to load data into the tables for the Fund Code component. Use the ACCOUNT_CF component interface to load data into the tables for the Account component.
This section provides an overview of FACTS II reporting, lists prerequisites, and discusses how to:
• Enter FACTS II contact information.
• Create the preparer file.
• Set up ChartField attributes.
• Link attributes ChartFields.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
• Select ChartField attributes.
• Link account attributes and values to account ChartFields.
• Specify miscellaneous ChartFields.
• Maintain program reporting category (PRC) codes.
• Set up ChartField attribute cross-references.
• Select attribute cross-references for FACTS II accounting edits.
• Load MAF data.
• Review MAF file.
• Set up the FACTS II Treasury Symbol cross-references.
Pages Used to Set Up FACTS II Data
Page Name Definition Name
FACTS II Contact
Information
F2_CONTACT_INFO
Create Preparer File
Attributes - ChartField
Attribute
Fund Code
F2_RUN_CONTACT
CF_ATTRIBUTES
FUND_DEFINITION
Navigation Usage
General Ledger, Federal
Reports, FACTS II
Definition, FACTS II Contact
Information, FACTS II
Contact Information
Contains contact information about the person or persons who are responsible for preparing and certifying
FACTS II data for each of the appropriations and sending it to the U.S. Treasury in the
Preparer file. Only preparers may change an appropriation symbol's SGL accounts or other related information.
General Ledger, Federal
Reports, FACTS II Creation,
Create Preparer File
Runs the Application
Engine GL_F2 CONTACT,
which creates the Contact
Information Record and
Contact Information Record
Trailer (Input) record in the indicated input file and creates an output flat file to send to the U.S. Treasury.
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields,
Configure, Attributes,
ChartField Attributes,
ChartField Attribute
Enter the Fund Code and
Account ChartField attributes and attribute values.
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Fund Code
Access the Fund Code
ChartField to associate with
FUND_CODE ChartField attributes.
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Chapter 33
Page Name
Account
ChartField Attributes
Miscellaneous ChartFields
Program Reporting Category
Attribute Cross Reference
Accounting Edits
Load MAF Data (load master account file data)
Review MAF Data
Definition Name
GL_ACCOUNT
CF_ATTRIB_VALUES
F2_ELEMENT_CF1
F2_PROG_RPT_CAT
F2_ATTR_XREF
F2_ATTR_XREF_EDIT
F2_RUN_MAF
F2_MAF_INQUIRY
Setting Up and Generating Federal Government and Statutory Reports
Navigation Usage
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Define
Values, ChartField Values,
Account
Access the Account
ChartField to associate with
ACCOUNT ChartField attributes.
Click the Attributes link on an Account or Fund Code page to access the ChartField
Attributes page.
Select the ChartField attributes to associate with the selected ChartField value.
General Ledger, Federal
Reports, FACTS II
Definition, Miscellaneous
ChartFields, Miscellaneous
ChartFields
Select ChartFields to use for recording Program Reporting
Category, Cohort Year,
Transfer Agency, Transfer
Account, and Transaction
Partner information.
General Ledger, Federal
Reports, FACTS II
Definition, Program
Reporting Category, Program
Reporting Category
Maintain PRC codes by MAF
Treasury Symbol. Identify the origin of the PRCs as either resulting from user-defined values or values downloaded from a MAF file.
General Ledger, Federal
Reports, FACTS II
Definition, Attribute Cross
Reference, Attribute Cross
Reference
Click the Accounting Edits tab on the Attributes Cross
Reference page.
Enables each agency to decide on the names of the fund and account attributes to be used in FACTS II processing. Each agency can either create its own names or use the names that are presented in this documentation.
Specify the ChartField
Attributes and Attribute values that are applicable to the accounting edits.
General Ledger, Federal
Reports, FACTS II Creation,
Load MAF Data
Load the MAF data from a file that is sent by the
U.S. Treasury to the government agency to review in PeopleSoft General Ledger.
General Ledger, Federal
Reports, FACTS II Review,
Review MAF Data
Review the MAF data that is sent by the U.S. Treasury based on a selected MAF
Treasury Symbol. Add,
review, and MAF data.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Page Name
Review FACTS II Data -
Header Information
Definition Name
F2_STAGE_HDR
Review FACTS II Data -
Detail Balances
F2_STAGE_DTL1
Review FACTS II Data -
Detail Attributes
F2_STAGE_DTL2
Review FACTS II Data -
Footnotes
F2_STAGE_FTNT
Treasury Symbol Cross
Reference
F2_TSYM_XREF
Navigation Usage
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data
Click the Header Information tab if the page does not appear.
Enter the criteria to display the appropriate FACTS II data on the remaining pages for review.
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data
Click the Detail Balances tab.
Displays the FACTS II detail account balances based on the selected business unit and the criteria that is entered on the
Header Information page.
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data
Click the Detail Attributes tab.
Displays the ChartField attributes associated with specific ChartFields based on the criteria that is entered on the Header Information page.
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data
Click the Footnotes tab.
Displays the FACTS II footnote information that is associated with the selected business unit and the criteria that is specified on the Header
Information page.
General Ledger, Federal
Reports, FACTS II
Definition, Treasury Symbol
Cross Ref, Treasury Symbol
Cross Reference
Select the Treasury Symbol attribute that corresponds to the Treasury Symbol that is included in the MAF.
Understanding FACTS II Reporting
FACTS II is a federal government electronic reporting of budgetary account data that is used for quarterly reporting to the U.S. Treasury. It must:
• Record financial transactions with the required attributes.
• Import data from the U.S. Treasury MAF for use in FACTS II processing.
• Accumulate fund, account, and other relevant data.
• Perform accounting edits on the FACTS II input files.
• Produce a FACTS II Accounting Edit Validation report.
• Generate a FACTS II flat file to send to the U.S. Treasury as input to GOALS.
Note: FACTS I is a separate feature that produces proprietary accounting data in the FACTS I file format for the U.S. Treasury.
See PeopleSoft Federal Government Reporting.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Overview of FACTS II Setup
To set up FACTS II data:
1. Enter the FACTS II contact data.
2. Create the preparer file and send it to the U.S. Treasury.
3. Set up the Account and Fund Code ChartField attributes and attribute values.
4. Associate the appropriate attribute values with the Fund Code and Account ChartField values.
5. Specify the Miscellaneous ChartFields for PRC, Cohort Year, Federal or Non-Federal Partner,
Transfer Account, and Transfer Agency.
6. Set up the attribute cross-reference data.
7. Review your ChartField attributes for accuracy.
8. Load the MAF data that was obtained from the U.S. Treasury with any associated PRC codes.
9. Review the MAF data containing Treasury Symbols.
10. Set up the Treasury Symbol cross-reference data.
11. Review and maintain the PRC codes.
Overview of FACTS II Trees
You must set up these FACTS II trees and a FACTS tree group:
1. FACTS II Acct Rollup tree.
This tree enables an agency's posting accounts to roll up to the SGL account structure that is required for FACTS II reporting.
2. FACTS II Cohort Year tree.
This tree enables any agency's cohort year ChartField values to roll up to a cohort year structure for
FACTS II reporting.
3. FACTS II Category A tree.
This tree represents the Category Program ChartField values, the three-digit program sequence number, and the Category A program descriptions that are required by the FACTS II Treasury input file.
4. FACTS II Category B tree.
This tree represents the Category Program ChartField values, the three-digit program sequence number, and the Category B program descriptions that are required by the FACTS II Treasury input file.
5. Accounts Requiring Attributes tree.
This tree represents the U.S. Treasury attributes and their associated accounts.
6. Transfer Agency tree.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
This tree represents the U.S. Treasury department's three-digit federal transfer agency codes and the ledger values that are translated to these codes.
7. Transfer Account tree.
This tree represents the Treasury department's four-digit federal transfer account codes and the ledger values that are translated to these codes.
8. Transaction Partner tree.
This tree represents the three types of transaction partners—Federal, Non Federal, and Non Federal
Exceptions—that are translated to these codes.
9. Set up the FACTS tree group using the appropriate tree names and levels for the trees listed previously.
Overview of FACTS II Processing
To generate and process FACTS II data:
1. Run the GLS8302 process to accumulate the FACTS II data.
2. Review the accumulated FACTS II data for accuracy.
3. Run the GLS8303 process to validate the FACTS II data.
4. Review the validation results and, if necessary, correct configuration or other data, and repeat steps 1 through 3.
5. Create the FACTS II flat file to send to the U.S. Treasury.
6. Run GLS7017 Ledger with Attributes Report to verify the accuracy of the data.
7. Send FACTS II file to the U.S. Treasury.
Note: These rules are defined in the U.S. Treasury's SGL Account Attributes Required for FACTS II
Reporting of Detailed Financial Information on the U.S. Treasury's website.
Prerequisites
Before setting up FACTS II data or regulatory reporting data, complete these procedures:
• Set up FACTS II business units.
• Set up FACTS II SGL accounts.
• Define ChartFields.
Related Links
"Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Entering FACTS II Contact Information
Use the FACTS II Contact Information page (F2_CONTACT_INFO) to contains contact information about the person or persons who are responsible for preparing and certifying FACTS II data for each of the appropriations and sending it to the U. S. Treasury in the Preparer file. Only preparers may change an appropriation symbol's SGL accounts or other related information.
Navigation
General Ledger, Federal Reports, FACTS II Definition, FACTS II Contact Information, FACTS II Contact
Information
Image: FACTS II Contact Information page
This example illustrates the fields and controls on the FACTS II Contact Information page . You can find definitions for the fields and controls later on this page.
Contact ID
First Name and Last Name
Phone Number, Phone Ext, Fax
Number, and Email Address
Mother's Maiden Name
Supervisor Name, Supervisor's phone number, and Supervisor's
Phone Ext.
Enter a U.S. Treasury ID number to add or modify information about your agency's FACTS II contact personnel.
Enter the first and last names of the FACTS II preparer.
Enter the telephone number, phone extension, fax number, and email address of the preparer.
For security purposes, enter the maiden name of the preparer's mother.
Enter the name, phone number, and phone extension of the preparer's supervisor.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Agency Name
Bureau Name
Address Line 1, Address Line 2,
City, State, Country, and Postal
Code
Last Update Date/Time
Enter the name of the agency that is responsible for submitting
FACTS II data.
If the FACTS II data represents a bureau or division of the agency, enter that name.
Enter the agency's street address (the second line is for information such as building or suite number), city, state,
country, and postal code.
Each time you save this record, this field is updated.
Creating the Preparer File
Use the Create Preparer File page (F2_RUN_CONTACT) to runs the Application Engine GL_F2
CONTACT, which creates the Contact Information Record and Contact Information Record Trailer
(Input) record in the indicated input file and creates an output flat file to send to the U. S. Treasury.
Navigation
General Ledger, Federal Reports, FACTS II Creation, Create Preparer File
Image: FACTS II - Create Preparer File page
This example illustrates the fields and controls on the FACTS II - Create Preparer File page. You can find definitions for the fields and controls later on this page.
914
Contact File
Reporting Year and Reporting
Month
Preparer Identification
Enter a contact file name with a .TXT extension. Do not enter the entire path.
Enter the year and month for this FACT II submission.
Select the preparer's identification number. You can select more than one.
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Chapter 33
Run
Setting Up and Generating Federal Government and Statutory Reports
Click to access the Process Scheduler Request page to run the
Create FACTS Preparer File process (GL_F2CONTACT).
Setting Up ChartField Attributes
Use the Attributes - ChartField Attribute page (CF_ATTRIBUTES) to enter the Fund Code and Account
ChartField attributes and attribute values.
Navigation
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Configure, Attributes,
ChartField Attributes, ChartField Attribute
Note: You can also use ChartField Attributes for non-FACTS II purposes.
Image: Attributes - ChartField Attribute page
This example illustrates the fields and controls on the Attributes - ChartField Attribute page. You can find definitions for the fields and controls later on this page.
Most field values on this page are based on the ChartField Attributes table that follows the field descriptions for this page.
Important! FACTS I and FACTS II rely on only one attribute being associated with each respective
ChartField. The option to allow multiple values per attribute should not be used with FACTS I and
FACTS II attributes.
SetID
Field Name
Displays the setID that is set up for your FACTS II data.
ChartField attributes are based on a setID so that they can be associated with more than one ChartField.
Enter the type of ChartField that each ChartField attribute applies to. Values are FUND_CODE and ACCOUNT and are based on the ChartField Attribute table.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Attribute
Enter a ChartField attribute from the ChartField table or define your own attribute names for your organization. These names and values are associated with the ChartField names and values that are required by the U.S. Treasury on the Attribute Cross
Reference page.
Description
Enter the description of this ChartField attribute from the
ChartField Attributes table or create your own description.
Allow Multiple Values per Attr (allow multiple values per attribute)
Warning! Do not select this check box for FACTS I or FACTS
II ChartField attributes.
ChartField Attribute Value
Description
Enter each attribute value from the ChartField Attributes table or define your own values.
Enter the description of each attribute value from the ChartField
Attributes table or create your own description.
ChartField Attributes Table
The ChartField Attributes table lists the ChartField attributes that you must set up for FACTS II:
Field Name Attribute Description
FUND_CODE BEA Budget Enforcement
Act
Allow Multiple
Values
ChartField Attribute
Value (Description)
This check box should
NOT be selected.
D (Discretionary)
M (Mandatory)
Note: These are
Treasury values.
FUND_CODE BORROW Fund borrowing source This check box should
NOT be selected.
P (Public)
T (Treasury)
F (Federal Financing
Bank)
Note: These are
Treasury values.
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Field Name
FUND_CODE
FUND_CODE
Attribute
CATEGORY
FUND_CODE REIMBURSE
FUND_CODE
BUDGET_REF
EX_UNEXP
TSYMBOL
YR_OF_BA
Setting Up and Generating Federal Government and Statutory Reports
Description
Apportionment category code
Expired or unexpired authority
This check box should
NOT be selected.
E (Expired Authority)
U (Unexpired
Authority)
Note: These are
Treasury values.
Funding authority indicator
Allow Multiple
Values
ChartField Attribute
Value (Description)
This check box should
NOT be selected.
A (Category A)
B (Category B)
C (Category C
- Not subject to apportionment.)
Note: These are
Treasury values.
Treasury Symbol
Year of Budget
Authority
This check box should
NOT be selected.
D (Direct Authority)
R (Reimbursable
Authority)
Note: These are
Treasury values.
This check box should
NOT be selected.
Each agency enters its own Treasury Symbol values and descriptions.
Example:
19X0192 (No Year
Revolving Fund)
19X0202 (No-Year
Fund)
This check box should
NOT be selected.
BAL (Outlay from balances that are brought forward from previous year.)
NEW (Outlays from new Budget Authority.)
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Setting Up and Generating Federal Government and Statutory Reports
Field Name
ACCOUNT
ACCOUNT
ACCOUNT
ACCOUNT
ACCOUNT
ACCOUNT
Attribute
ADV_FLAG
AUTHORITY
AVAIL_TIME
BEGIN_END
DEB_CRED
DEF_INDEF
Chapter 33
Description
Advance Flag
Authority type
Allow Multiple
Values
ChartField Attribute
Value (Description)
This check box should
NOT be selected.
F (Advance in Future
Year)
P (Advance in Prior
Year)
X (Not Applicable)
This check box should
NOT be selected.
B (Borrowing
Authority)
C (Contract Authority)
P (Appropriation)
S (Spending from
Offsetting Collections)
D (Advance
Appropriation)
L (Proceeds of Loan
Asset Sales with
Recourse)
Budget resource availability
Begin or end balance code
This check box should
NOT be selected.
A (Available in the current period.)
E (Available in the subsequent period.)
This check box should
NOT be selected.
B (Report Beginning
Balance to Treasury)
E (Report Ending
Balance to Treasury)
Y (Report both
Beginning and Ending
Balances to Treasury.)
Debit/Credit indicator This check box should
NOT be selected.
CR (Normal Credit
Balance)
DR (Normal Debit
Balance)
Definite/Indefinite flag This check box should
NOT be selected.
D (Definite)
I (Indefinite)
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Chapter 33
Field Name
ACCOUNT
ACCOUNT
ACCOUNT
ACCOUNT
Attribute
FACTSII
FUNCTION
IGN_ON_EXP
RT7
Setting Up and Generating Federal Government and Statutory Reports
Description Allow Multiple
Values
ChartField Attribute
Value (Description)
FACTS II SGL account indicator
This check box should
NOT be selected.
Y (FACTS II Account)
OMB Function Code This check box should
NOT be selected.
D (Defense)
NND (Non-Defense)
Ignore on expiration.
This check box should
NOT be selected.
Y (Yes, ignore on expiration.)
N (No, do not ignore on expiration.)
Record type 7
This attribute indicates the RT7 value for a specific account.
This edit is used in the processing logic for the PreEdit and
Edit 6 in the FACTS II
Validation process.
This check box
SHOULD BE selected.
911 (Discount on
Investments)
921 (Imprest Fund)
941 (Contract
Authority)
951 (Authority to
Borrow from Treasury)
961 (Exchange
Stabilization Fund)
962 (Authority to
Borrow from the
Public)
971 (Investments in
Public Debt Securities)
972 (Investments in
Agency Securities)
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Field Name
ACCOUNT
ACCOUNT
Attribute
PRE-EDIT
EDIT1
Chapter 33
Description Allow Multiple
Values
ChartField Attribute
Value (Description)
Pre-edit
Identifies the valid RT7 values for a specific account. Some accounts may have multiple RT7 values.
This check box should
NOT be selected.
911 (Discount on
Investments)
921 (Imprest Fund)
941 (Contract
Authority)
951 (Authority to
Borrow from Treasury)
961 (Exchange
Stabilization Fund)
962 (Authority to
Borrow from the
Public)
971 (Investments in
Public Debt Securities)
972 (Investments in
Agency Securities)
Edit 1
Validates that the ending DR balances of budgetary accounts within a fund equal the ending CR balance of budgetary accounts within a fund.
This check box should
NOT be selected.
EXCLUDE (Exclude form Accounting Edit 1
DR-CR Valuation.)
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Chapter 33
Field Name
ACCOUNT
Attribute
EDIT2
ACCOUNT EDIT3
Setting Up and Generating Federal Government and Statutory Reports
Description Allow Multiple
Values
ChartField Attribute
Value (Description)
Status of Funds and
Total Resources
Balances.
This edit simulates the calculation of Lines 7 and 11 from SF133.
This check box should
NOT be selected.
ST_BEGIN (Status of Funds, Beginning
Balance)
ST_CURRENT (Status of Funds, Current
Indicator)
ST_ENDING (Status of
Funds, Ending Balance)
ST_CR_TO_DR (4060,
4070, 4210, and 4310,
ST or TO Indicator)
TO_BEGIN (Total
Resources, Beginning
Balance)
TO_CURRENT (Total
Resources, Current
Balance)
TO_ENDING (Total
Resources, Ending
Balance)
Resources ChartField less Obligation
ChartField
Resources ChartField less Obligation
ChartField. This edit validates that the beginning balance budgetary debits equal the beginning balance credits.
This check box should
NOT be selected.
S1 (Resources
Carried Forward less
Obligations Carried
Forward)
S2 (Equal Unobligated
Status Carried Forward)
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Setting Up and Generating Federal Government and Statutory Reports
Field Name
ACCOUNT
ACCOUNT
ACCOUNT
Attribute
EDIT4
EDIT5
EDIT6
Chapter 33
Description Allow Multiple
Values
ChartField Attribute
Value (Description)
Zero balance by
Quarter 4 for accounts
Budgetary accounts that are related to anticipated items are not allowed to have balances at the end of the 4th quarter. This edit checks that each of the accounts with an EDIT4 account attribute have a balance that is equal to zero.
This check box should
NOT be selected.
ZEROBYQ4 (Zero
Balance by the Fourth
Quarter for Anticipated
Accounts)
Fund Equity and Fund
Resources Balances
This edit checks that the sum of the fund resources accounts must equal the sum of the equity accounts for each appropriation symbol.
This check box should
NOT be selected.
FE_END (Fund Equity,
Ending Balance)
FR_BEGIN (Fund
Resources, Beginning
Balance)
FR_END (Fund
Resources, Ending
Balance)
FR_END_BC (Fund
Resources, Ending
Balance, Authority B or
C)
Beginning and Ending
Balances
This edit will find the sum of either the beginning or ending balance for each account that has a like RT7 value and compare it with the preclosing balance from the Treasury MAF.
This check box should
NOT be selected.
BEGIN (Beginning
Balance)
END (Ending Balance)
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Chapter 33
Field Name
ACCOUNT
Attribute
EDIT7
Setting Up and Generating Federal Government and Statutory Reports
Description Allow Multiple
Values
ChartField Attribute
Value (Description)
Edit fund balance with
Treasury calculation.
This edit compares the ending balance of accounts 1010, 4350,
and 4391 for each non-RT7 appropriation symbol with the preclosing balance on the
MAF file.
This check box should
NOT be selected.
FBWT_CALC (Fund
Balance with. Treasury)
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Setting Up and Generating Federal Government and Statutory Reports
Field Name
ACCOUNT
Attribute
EDIT8
Chapter 33
Description Allow Multiple
Values
Perform balance checks of disbursements versus collections as determined by an outlay formula and the disbursement and collections reported in the SF-133 Report on
Budget Execution.
Y
An account can have multiple EDIT8 attribute values based on the formula.
ChartField Attribute
Value (Description)
L12_1 (Line 12 Beg
Bal)
L12_2 (Line 12 Beg
Bal, Gov Code E/F)
L13_1 (Line 13 End
Bal)
L13_2 (Line 13 End
Bal, Gov Code E)
L14A_1 (Line 14A End
Bal)
L14A_2 (Line 14A End
Bal, Gov Code E)
L14A_3 (Line 14A End
Bal, Gov Code E/F)
L14B_1 (Line 14B End
Bal, Gov Code E)
L14B_2 (Line 14B End
Bal, Gov Code E/F)
L14C_1 (Line 14C End
Bal)
L14D_1 (Line 14D End
Bal)
L15A_1 (Line 15A End
Bal)
L15A_2 (Line 15A
Beg/End Bal)
L15B_1 (Line 15B End
Bal)
L15B_2 (Line 15B
Beg/End Bal)
L3A1_1 (Line 3A1 End
Bal)
L3A2_1 (Line 3A2
Beg/End Bal)
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Field Name Attribute
ACCOUNT, continued EDIT8, continued
Description Allow Multiple
Values
Perform balance checks of disbursements versus collections as determined by an outlay formula and the disbursement and collections reported in the SF-133 Report on
Budget Execution.
Y
An account can have multiple EDIT8 attribute values based on the formula.
ChartField Attribute
Value (Description)
L3A2_2 (Line 3A2
Beg/End Bal, Gov
Code E/F)
L3B1_1 (Line 3B1
Beg/End Bal)
L3B2_1 (Line 3B2
Beg/End Bal, Gov
Code E/F)
L3D1_1 (Line 3D1 End
Bal)
L3D2_1 (Line 3D2 End
Bal)
L3D2_2 (Line 3D2
Beg/End Bal)
L4A_1 (Line 4A End
Bal)
L8A1_1 (Line 8A1 End
Bal, Reimb D, Cat A)
L8A1_2 (Line 8A1
Beg/End Bal, Reimb D,
Cat A)
L8A2_1 (Line 8A2 End
Bal, Reimb D, Cat B)
L8A2_2 (Line 8A2
Beg/End Bal, Reimb D,
Cat B)
L8A3_1 (Line 8A3 End
Bal, Reimb D, Cat C)
L8A3_2 (Line 8A3
Beg/End Bal, Reimb D,
Cat C)
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Field Name Attribute
ACCOUNT ,continued EDIT8, continued
ACCOUNT EDIT10
Description Allow Multiple
Values
Perform balance checks of disbursements versus collections as determined by an outlay formula and the disbursement and collections reported in the SF-133 Report on
Budget Execution.
Y
An account can have multiple EDIT8 attribute values based on the formula.
ChartField Attribute
Value (Description)
L8B1_1 (Line 8B1 End
Bal, Reimb R, Cat A)
L8B1_2 (Line 8B1
Beg/End Bal, Reimb R,
Cat A)
L8B2_1 (Line 8B2 End
Bal, Reimb R, Cat B)
L8B2_2 (Line 8B2
Beg/End Bal, Reimb R,
Cat B)
L8B3_1 (Line 8B3 End
Bal, Reimb R, Cat C)
L8B3_2 (Line 8B3
Beg/End Bal, Reimb R,
Cat C)
Cancellation Edit
This edit is used for all cancelling Treasury
Appropriation/
Fund Symbols (
TAFS). It checks for zero balances in reimbursable orders, receivables,
obligations, payables,
and unobligated balances. A footnote is required if any of the columns 7, 8, 9, 10, or
11 are negative.
This check box should
NOT be selected.
GROUP1 (Group 1
[2108 Column 7] must be 0)
GROUP2 (Group 2
[2108 Column 9] must be 0)
GROUP3 (Group 3
[2108 Column 10] must be 0)
GROUP4 (Group 4
[2108 Column 11] must be 0.)
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Field Name
ACCOUNT
ACCOUNT
Attribute
EDIT11
EDIT12
Description Allow Multiple
Values
ChartField Attribute
Value (Description)
This edit validates that the sum of certain accounts has a normal
Debit or Credit balance.
This check box should
NOT be selected.
GROUP1 (Group
1 [2108 Column 7]
Normal DR Balance)
GROUP2 (Group
2 [2108 Column 9]
Normal DR Balance)
GROUP3 (Group 3
[2108 Column 10]
Normal CR Balance)
GROUP4 (Group 4
[2108 Column 11]
Normal CR Balance )
GROUP5 (Footnote is always required.)
Collections and
Disbursements
Accounts ( Outlay Edit)
This check box should
NOT be selected.
This edit compares the sum of the EDIT12 accounts for the from and to period that is specified on the
Accumulate FACTS
II Data run control panel, with the Treasury supplied Outlay
Amount.
COLLECTIONS (
Collections Account)
DISBURSEMENTS
(Disbursements
Account)
Linking Attributes ChartFields
Use a ChartField such as Account, Fund Code, or Budget Reference that requires attributes.
Use the Account page (GL_ACCOUNT), for example, to access the Account ChartField to associate with
ACCOUNT ChartField attributes.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Navigation
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField
Values, Account
Image: ChartField Values - Account page
This example illustrates the fields and controls on the ChartField Values - Account page. You can find definitions for the fields and controls later on this page.
Attributes
Click this link to associate the ChartField attributes that you set up for FACTS II with the appropriate Account value (or
Fund Code ChartField value on the Fund Code page or Budget
Reference ChartField value on the Budget Reference page) that is required for FACTS II reporting.
Selecting ChartField Attributes
Use the ChartField Attributes page (CF_ATTRIB_VALUES) to select the ChartField attributes to associate with the selected ChartField value.
Navigation
Click the Attributes link on an Account or Fund Code page to access the ChartField Attributes page.
Image: ChartField Attributes page
This example illustrates the fields and controls on the ChartField Attributes page. You can find definitions for the fields and controls later on this page.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
After selecting the Attributes link, a row that contains values for SetID, ChartField Value, Effective
Date, and Field Name appears.
ChartField Attribute
Select the appropriate ChartField attribute for this ChartField
Value.
ChartField Attribute Value
Select the ChartField attribute value for this ChartField attribute.
You can add as many rows as needed of ChartField attributes and ChartField attribute values for the selected ChartField value
(in this example, Account 4042).
Related Links
"Fund Code Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
Specifying Miscellaneous ChartFields
Use the Miscellaneous ChartFields page (F2_ELEMENT_CF1) to select ChartFields to use for recording
Program Reporting Category, Cohort Year, Transfer Agency, Transfer Account, and Transaction Partner information.
Navigation
General Ledger, Federal Reports, FACTS II Definition, Miscellaneous ChartFields, Miscellaneous
ChartFields
Image: Miscellaneous ChartFields page
This example illustrates the fields and controls on the Miscellaneous ChartFields page. You can find definitions for the fields and controls later on this page.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Note: You can change the delivered ChartField specifications to any configurable ChartField. For example, the FACTS II Data Element FED_NONFED is associated with Transaction Partner. You can change this to any other configurable ChartField. However, you must use different ChartFields for each of the FACTS II Data Elements. The exceptions to this rule are the ChartFields for Transfer Account and
Transfer Agency. They can use the same configurable ChartField or two different ChartFields. In this example, Trading Partner is associated with both of these FACTS II Data Elements. Your decision to use either a single ChartField for Transfer Agency and Transfer Account or separate ChartFields has an effect on how you will enter data into your ledger. Some of these ChartField names are the result of a ChartField configuration.
Description
ChartField Name
The PeopleSoft application predefines theProgram Reporting
Category Cohort year, Federal or Non Federal Partner,
Transfer Account, and Transfer Agency data elements and descriptions.
Select a configurable ChartField for each FACTS II Data
Element. Because Transfer Agency and Transfer Account are related, you can assign the same configurable ChartField to them, if you want, or set them up with separate configurable
ChartFields. All other FACTS II data elements must be associated with different configurable ChartFields.
Related Links
"Fund Code Page (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Adding Account Values (PeopleSoft FSCM 9.2: Application Fundamentals)"
Maintaining PRC Codes
Use the Program Reporting Category page (F2_PROG_RPT_CAT) to maintain PRC codes by MAF
Treasury Symbol.
Identify the origin of the PRCs as either resulting from user-defined values or values downloaded from a
MAF file.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Navigation
General Ledger, Federal Reports, FACTS II Definition, Program Reporting Category, Program
Reporting Category
Image: Program Reporting Category page
This example illustrates the fields and controls on the Program Reporting Category page. You can find definitions for the fields and controls later on this page.
Maintain PRC codes by MAF Treasury Symbol.
Enter a MAF Treasury Symbol and view its existing PRC codes and the descriptions that you downloaded from a MAF or that you manually entered using this page.
Category
Valid PRC values are 001 to 999.
Description
Source
Last Updated By Operator ID
The description can vary for a Category depending on the MAF
Treasury Symbol.
Identifies the origin of a FACTS II Program Reporting Category as user-defined values or as values downloaded from a MAF file.
Identifies the operator ID that last manually entered or modified a PRC code value or description.
Setting Up ChartField Attribute Cross-References
Use the Attribute Cross Reference page (F2_ATTR_XREF) to enables each agency to decide on the names of the fund and account attributes to be used in FACTS II processing.
Each agency can either create its own names or use the names that are presented in this documentation.
Navigation
General Ledger, Federal Reports, FACTS II Definition, Attribute Cross Reference, Attribute Cross
Reference
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Note: Existing customers who are implementing this enhancement should reopen the Attribute Cross
Reference and Accounting Edits pages and enter the ChartField Attribute names for the new data elements that are introduced by this enhancement.
Image: FACTS II - Attribute Cross Reference page
This example illustrates the fields and controls on the FACTS II - Attribute Cross Reference page. You can find definitions for the fields and controls later on this page.
Description
These are the predefined attributes that the FACTS II processes requirements of the U.S. Treasury.
ChartField
The PeopleSoft application predefines the Field Name for
ACCOUNT, FUND_CODE. and BUDGET_REF.
ChartField Attribute and ChartField
Attribute Value
Select the ChartField attributes and attribute values that you defined as cross-references to each data element.
Note: The values selected are only examples.
Selecting Attribute Cross-References for FACTS II Accounting Edits
Use the Accounting Edits page (F2_ATTR_XREF_EDIT) to specify the ChartField Attributes and
Attribute values that are applicable to the accounting edits.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Navigation
Click the Accounting Edits tab on the Attributes Cross Reference page.
Image: Accounting Edits page
This example illustrates the fields and controls on the Accounting Edits page. You can find definitions for the fields and controls later on this page.
ChartField Attribute and ChartField
Attribute Value
Select the attributes and attribute values that you defined to cross-reference each of the predefined data elements that is listed on this page.
Note: Refer to Review FACT II Data, Detail Attributes to review attributes for each ChartField value for a selected business unit and period.
Loading MAF Data
Use the Load MAF Data (load master account file data) page (F2_RUN_MAF) to load the MAF data from a file that is sent by the U.
S. Treasury to the government agency to review in PeopleSoft General Ledger.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Navigation
General Ledger, Federal Reports, FACTS II Creation, Load MAF Data
Image: Load MAF Data page
This example illustrates the fields and controls on the Load MAF Data page. You can find definitions for the fields and controls later on this page.
Run
Click the Add Attachment button and type the path and file name, or click the Browse button to navigate to the MAF location. Click the Upload button to store the file as an attachment. The file name appears in the Attached File field.
At the beginning of each fiscal year, the U.S. Treasury sends a MAF containing the U.S. Treasury account fund symbols (
TAFS) for a specific agency along with the preparer and certifier
IDs for each symbol.
With this data, the U.S. Treasury sends a spreadsheet containing the attributes for each SGL account. You can use this spreadsheet to validate that your data is set up correctly.
Click to upload the file using the PS/GL MAF Load (F2_MAF_
LOAD) process. This process loads the date from the file to the appropriate database table.
Note: The Add, Delete, and View Attachment buttons work the same way as they do for FACTS I.
Reviewing the MAF File
Use the Review MAF Data page (F2_MAF_INQUIRY) to review the MAF data that is sent by the U. S.
Treasury based on a selected MAF Treasury Symbol. Add, review, and MAF data.
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Navigation
General Ledger, Federal Reports, FACTS II Review, Review MAF Data
Image: Review MAF Data page
This example illustrates the fields and controls on the Review MAF Data page. You can find definitions for the fields and controls later on this page.
MAF T.Symbol (master accounting file treasury symbol)
MAF Seq Num (master accounting file sequence number)
Stores the Treasury Symbol in the format that is defined by the
U.S. Treasury for FACTS II processing. This Treasury Symbol is different from the Treasury Symbol format that is required by most other U.S. Treasury reporting.
The U.S. Treasury supplies this number. If the U.S. Treasury sends the agency a new MAF file, this number is increased incrementally.
Record Type 7 TAS (record type 7 treasury appropriation fund symbol)
The application displays a three-digit numeric code that is attached to the end of the Treasury Appropriation Fund Symbol.
This code identifies the type of fund resources, such as Fund
Held Outside of the Treasury, Authority to Borrow from the
Treasury, and Unrealized Discounts.
Dept Reg (department regular)
Displays a regular (versus a transfer) department number that is associated with this MAF Treasury Symbol.
Dept Trans (department transfer)
Displays a transfer (versus a regular) department number that is associated with this MAF Treasury Symbol.
Fiscal Year TAS (fiscal year treasury appropriation fund symbol)
Displays the funding period of the appropriation that applies to this MAF Treasury Symbol.
Main Acct (main account)
Sub Acct (sub account)
Displays the main account that is used for this MAF Treasury
Symbol.
Displays a sub account that is used for this MAF Treasury
Symbol.
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Acct Split Seq (account split sequence)
Pre-closing Balance
Net Outlays
Master Preparer Ind (master preparer indicator)
Acct Split Alloc Ind (account split allocation indicator)
Preparer Identification
Chapter
GOALS Flag (Government Online
Accounting Link System flag)
Appropriation Flag
Certify Flag
Borrow Flag
Bulk/Non-Bulk Flag
FMS Source Indicator (Financial
Management Services source indicator)
OMB Source Indicator (Office of
Management and Budget source indicator)
Displays the account split that is provided by the Office of
Management and Budget interface file. Any number that is greater than 000 is an account split.
Displays the remaining appropriation balance for this department prior to the close of the fiscal year.
Displays the net collections and disbursements that are reported to date to the U.S. Treasury by this department for the current fiscal year.
Identifies whether a master preparer is required. This value is only necessary if an account split applies to this account.
Indicates whether the master preparer divided the account balance among the members of an account split.
Displays the FACTS II preparer's name for this department.
Displays the chapter number that is used in the U.S. Treasury's
Annual Report.
Indicates that the FACTS II file can be imported to the
Government Online Accounting Link System (GOALS).
Indicates that an appropriation is associated with this MAF
Treasury Symbol.
Indicates whether this MAF Treasury Symbol is required by the
Budget Reports Branch of the Financial Management Service.
Indicates whether a borrowing source is required for this MAF
Treasury Symbol.
Y indicates that you want to send the FACTS II information in a bulk transfer file. N indicates that you want to send the FACTS
II information in a non-bulk transfer file.
The FMS interface indicator.
The OMB interface indicator.
Setting Up the FACTS II Treasury Symbol Cross-References
Use the Treasury Symbol Cross Reference page (F2_TSYM_XREF) to select the Treasury Symbol attribute that corresponds to the Treasury Symbol that is included in the MAF.
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Navigation
General Ledger, Federal Reports, FACTS II Definition, Treasury Symbol Cross Ref, Treasury Symbol
Cross Reference
Image: Treasury Symbol Cross Reference page
This example illustrates the fields and controls on the Treasury Symbol Cross Reference page. You can find definitions for the fields and controls later on this page.
SetID
Treasury Symbol Attribute
MAF Treasury Symbol (master accounting file treasury symbol)
Cancelling Year
After Expiration Year
Select the setID that applies to the FACTS II reporting data.
Select the attribute that corresponds to the MAF Treasury
Symbol.
Select the MAF Treasury Symbol, which is imported from the
U.S. Treasury MAF file.
Select this option if the Treasury Symbol is beyond the cancelling year. FACTS II determines the cancelling year by adding six years to the last year of availability. You must select this option to enable Edit 10 to process.
Select this option if this Treasury Symbol expired. If a Treasury
Symbol expires, zero-balanced rows cannot be reported to the FACTS II Import file. To identify the accounts that are associated with an expired Treasury Symbol, you must select the
Ignore on Expiration (IGN_ON_EXP) attribute and select Y for the attribute value on the Attribute Xref page.
Creating FACTS II Trees
Note: This functionality is replaced by Government-wide Treasury Account Symbol Adjusted Trial
Balance System. See
To set up FACTS II trees, use the following components:
• Tree Manager (PSTREEMGR)
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
• FACTS Tree Group (FACTS_TREE_GRP)
• TableSet Control (SET_CNTRL_TABLE1)
This section discusses how to:
• Use trees to control the rollup of ChartField data.
• Create a FACTS II Account Roll-up tree.
• Create a Cohort Year tree.
• Create a Category A tree.
• Create a Category B tree.
• Create the Accounts Requiring Fund Attributes tree.
• Create the Transfer Agency tree.
• Create the Transfer Account tree.
• Create the Transaction Partner tree.
• Create a tree group for FACTS II.
• Configure TableSet Control for FACTS II processing.
• Configure the TableSet Control Record Group page.
• Configure the TableSet Control Tree page.
Pages Used to Create FACTS II Trees
Page Name Definition Name
Tree Definition and Properties PSTREEDEFN
Tree Manager
FACTS Tree Group
PSTREEMGR
FACTS_TREE_GRP
Navigation Usage
Tree Manager, Tree Manager,
Create New Tree, Tree
Definition and Properties
Create a new tree to identify the tree name, related structure ID, setID, and any other rules or characteristics of the tree.
Tree Manager, Tree Manager,
Find an Existing Tree, Tree
Manager.
Access an existing tree with options that enable you to access and modify the tree definition and properties,
and print and configure tree display options.
General Ledger, Federal
Reports, Define FACTS Tree
Group, FACTS Tree Group
Contains all of the FACTS
II trees and the rollup level.
This page is identified on most of the run control pages for FACTS II reporting and processing.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Page Name
TableSet Control - Record
Group
Definition Name
SET_CNTRL_TABLE1
TableSet Control - Tree SET_CNTRL_TABLE2
Navigation
PeopleTools, Utilities,
Administration, TableSet
Control, Record Group
Tools, Administration,
TableSet Control, Tree
Usage
Defines all the record groups based on a specific set control value and their associated setIDs. Also identifies the default setID of the general ledger business unit.
Set up tree values on this table if your setID for your business units do not match your default setID.
Using Trees to Control Roll-Up of ChartField Data
Your Account, Fund Code, or other ChartField values may not match those specified by U.S. Treasury for reporting purposes. To accommodate these mandates, you must create trees that contain nodes representing the account or other ChartField values required by the U.S. Treasury for FACTS reporting.
Under these nodes, you specify the actual detail values that are used in your ledgers, which roll up into the
U.S. Treasury values for reporting. The FACTS II process finds the tree node names when it accumulates reporting data and uses these names when it creates the reporting files. In general, the tree node names should follow the field specifications of the U.S. Treasury file.
You use the PeopleSoft Tree Manager to create all trees. You can use the tree names, level names, and structure IDs that appear in the following examples, or you can create your own.
Use the Tree Definition and Properties page (PSTREEDEFN) to create a new tree to identify the tree name, related structure ID, setID, and any other rules or characteristics of the tree.
Navigation
Tree Manager, Tree Manager, Create New Tree, Tree Definition and Properties
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
You can copy an existing tree structure or create a new one.
Image: Example of a FACTS II Account Rollup tree definition
This example illustrates the fields and controls on the Example of a FACTS II Account Rollup tree definition.
"Using Trees to Summarize ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
Creating a FACTS II Account Roll-up Tree
Use the Tree Manager page (PSTREEMGR) to access an existing tree with options that enable you to access and modify the tree definition and properties, and print and configure tree display options.
Navigation
Tree Manager, Tree Manager, Find an Existing Tree, Tree Manager.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Create a FACTS II Account Roll-up tree in PeopleSoft Tree Manager similar to this example. Before you create this tree, you must define your Account ChartField values and determine your detail structure.
Image: Example of a FACTS II Account Roll-up Tree
This example illustrates the fields and controls on the Example of a FACTS II Account Roll-up Tree. You can find definitions for the fields and controls later on this page.
The FACTS II Account Roll-up Tree stores the hierarchical relationship between SGL accounts that you report to the U.S. Treasury for FACTS II and an agency's posting accounts. The FACTS II Accumulation process uses this tree to roll up the posting level account ChartField values into the SGL accounts. Each agency may have a different combination of lower-level posting accounts that roll up to an SGL account structure that is mandated by the U.S. Treasury for FACTS II reporting. Determine the lowest level of detail that you need for your Account ChartField structure to capture all possible combinations of USSGL accounts and FACTS II attributes, as well as additional agency-specific posting detail.
Your agency can use any tree and level names as long as you specify these names on the FACTS II Tree
Group. You must create the FACTS II Account Roll-up Tree to run the Accumulate FACTS II Data process.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Creating a Cohort Year Tree
Create a Cohort Year tree similar to this example:
Image: FACTS II Cohort Year Tree Manager page
This example illustrates the fields and controls on the FACTS II Cohort Year Tree Manager page. You can find definitions for the fields and controls later on this page.
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Create a Cohort Year tree at the COHORTYEAR tree level for each cohort year based on the reporting needs of your agency. Enter the appropriate detail values that identify which ChartField values (loans) roll up to a particular cohort year.
The Cohort Year tree is the exception to the rule that the FACTS II tree node names should always match the values that are required by US Treasury. In this instance, Cohort Year values in the FACTS II file are only two positions. However, the tree is set up with four character node names to keep it consistent with the Cohort Year tree in earlier releases, as well as with the way the program derives the Cohort Year values. The program will take the third and fourth character of the node name to derive the FACTS II file
Cohort Year values, for example, 2005 becomes 05 in the FACTS II file.
The Accumulate FACTS II Data process uses this tree to identify ChartField values that represent loans associated with a cohort year for the production of the FACTS II Treasury input file. In this example, the loan numbers roll up to the COHORTYEAR tree level, which contains the cohort year information that is required for FACTS II reporting. You may also use a different configurable ChartField for this purpose.
Because an agency may have projects that are not loans and are not associated with a cohort year, this tree is used to distinguish between the two types of project ChartField values. Each agency should determine the ChartField structure that it needs to satisfy its cohort year requirements.
Note: You must set up the ChartField values before you create this tree.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Creating a Category A Tree
Create a Category A tree in PeopleSoft Tree Manager based on this example:
Image: FACTS Category A Tree Manager page
This example illustrates the fields and controls on the FACTS Category A Tree Manager page. You can find definitions for the fields and controls later on this page.
The Accumulate FACTS II Data process uses this tree to identify category A programs and to extract the three-digit program sequence number and category A program description that is needed for the production of the FACTS II Treasury Input file. Your agency may have programs that are both category
A and non-category A programs. This tree is useful to distinguish between the two. Each agency should determine the ChartField structure that satisfies its category A and non-category A reporting requirements. The tree level that is specified on the FACTS Tree Group page identifies the node values and node descriptions that contain the three-digit sequence number and category A program description, respectively.
The OMB supplies and requires the input of Program Reporting Categories for Category A apportioned funds when an SGL account contains a Y in the Program Rpt Code (program reporting code) column of the Fiscal 200X USSGL Account Attributes Required Table. The OMB provides valid Program
Reporting Categories from which Federal Program Agencies (FPAs) can choose. The OMB list of
Program Reporting Categories serves as a control table or as a reference table for FACTS II reporting.
FPAs cannot use the OMB-supplied program reporting numbers with the FPA titles. The FPA is also restricted by FACTS II from using the default program number and description, 99 All Programs, with other OMB program codes and descriptions or the custom program codes and descriptions of the FPA.
If OMB does not provide specific program reporting categories, then the FPA can use the default program reporting number (99) and description (All Programs).
While an FPA can use numbers and descriptions for program reporting categories in addition to those that are supplied by the OMB , they cannot use the 99 All Programs program reporting category with any other codes. If the FPA attempts to add the 99 All Programs category to existing program reporting
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33 categories for obligation activity, the FACTS II rejects that input because the 99 All Programs category can only be used by itself.
You can use any tree name and level name as long as you specify the desired tree name and level name on the Accumulate FACTS II Data page. This tree is required for the Accumulate FACTS II Data process
(GLS8302).
Note: You must set up Program ChartField values before creating the Category A tree.
Creating a Category B Tree
Create a Category B tree in PeopleSoft Tree Manager based on this example:
Image: FACTS Category B Tree Manager page
This example illustrates the fields and controls on the FACTS Category B Tree Manager page. You can find definitions for the fields and controls later on this page.
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The Accumulate FACTS II Data process uses this tree to identify category B programs and to extract the three-digit program sequence number and category B program description that is needed for the production of the FACTS II Treasury Input file. Your agency may have programs that are both category
B and non-category B programs. This tree is useful to distinguish between these two types of programs.
Each agency should determine the ChartField structure that satisfies its category B and non-category
B reporting requirements. The tree level that is specified on the FACTS Tree Group page identifies the node values and node descriptions that contain the three-digit sequence number and category B program description, respectively.
You can use any tree name and level name as long as you specify the tree name and level name that you want on the Accumulate FACTS II Data page. This tree is required for the Accumulate FACTS II Data process (GLS8302).
Note: You must set up Program ChartField values before you create the Category B tree.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Creating the Accounts Requiring Fund Attributes Tree
Create an Accounts Requiring Fund Attributes tree using PeopleSoft Tree Manager based on this example:
Image: FACTS II Account Requiring Fund Attributes Tree Manager page
This example illustrates the fields and controls on the FACTS II Account Requiring Fund Attributes Tree
Manager page. You can find definitions for the fields and controls later on this page.
The FACTS II Accounts Requiring Attributes tree stores the relationship between the ChartField attributes that are required for FACTS II processing and their associated SGL accounts.
This tree filters out the attributes for accounts that do not require certain attributes to be reported.
After the FACTS II Accumulation process accumulates all the attribute data, it checks the accumulated attributes against this tree to determine whether they are required to be reported. If the attribute is not required, it is removed from the staging table and is not included in the FACTS II file. To determine the attributes to be reported for any given account, the program takes the account from the ledger (such as
4119) and searches for the account in the FACTSII_ATTRIBUTES tree. The account may appear under numerous nodes depending on which attributes are required for that specific account. Wherever the program finds the account in the tree, the attribute is considered as required for reporting. If the program has previously accumulated an attribute value for the account, but is unable to locate the account under that respective attribute's node, the accumulated attribute value will be excluded from the FACTS II file.
The F2_REQ_ATTR_ACCTS Tree and ACCOUNT Level are examples of values that the FACTS II processes can use. You can create your own tree name and level name, as long as you specify the tree name and level name on the FACTS Tree Group page. You must set up this tree to run the Accumulate
FACTS II Data process (GLS8302) and the GL Activity with Attributes Report (GLS7017).
Make sure that this tree consists of all accounts that are required by the U.S. Treasury for each attribute.
If your agency does not use an account that the U.S. Treasury requires, then the agency does not have
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33 to define the account on this tree. The fund code and account ChartField attributes are predefined and delivered in the PeopleSoft sample data.
Four node names must be named exactly as specified:
• PUBLIC_LAW
• FED_NONFED
• TRF_AGENCY
• TRF_ACCT
All other nodes must be named exactly the same as the attributes that are listed on the Attribute Xref page. For example, if the user has called their Authority Type attribute AUTH instead of AUTHORITY, then the node name must be AUTH.
These attribute nodes are not required on the Accounts requiring Attributes tree:
• The Normal Balance, Debit and Credit, and Begin End attributes because they are always required to process FACTS II. The program does not check against this tree for these attributes.
• The TAFS status attribute because it is not required in the FACTS II flat file.
• The Transfer To/From and Deficiency Flag because these values will be derived by the U.S. Treasury.
Note: The U.S. Treasury's SGL Account Attributes Required for FACTS II Reporting of Detailed
Financial Information defines these rules. This information is available at the U.S. Treasury Department's website.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Creating the Transfer Agency Tree
Create the Transfer Agency tree using PeopleSoft Tree Manager based on this example.
Image: FACTS Transfer Agency Tree Manager page
This example illustrates the fields and controls on the FACTS Transfer Agency Tree Manager page. You can find definitions for the fields and controls later on this page.
This tree contains nodes for each of the transfer agencies. If you have decided to use the same ChartField for both Transfer Agency and Transfer Account, then the values in your ledger for that ChartField will represent both Transfer Agency and Transfer Account at the same time. The tree will allow the program to translate the combination Transfer Agency/Account value of the ledger to the Transfer Agency value that is required by the U.S. Treasury.
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Creating the Transfer Account Tree
Access Tree Manager to create the FACTS II Transfer Account tree.
Image: FACTS II Transfer Account Tree Manager page
This example illustrates the fields and controls on the FACTS II Transfer Account Tree Manager page.
You can find definitions for the fields and controls later on this page.
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This tree contains nodes for all the U.S. Treasury transfer accounts. The leaves are made up of ChartField values from your ledger representing Transfer Accounts. If you decide to use the same ChartField for both
Transfer Agency and Transfer Account, then the values in your ledger for that ChartField will represent both Transfer Agency and Transfer Account at the same time. The tree allows the program to translate the combination Transfer Agency/Account value of the ledger to the Transfer Account value that is required by U.S. Treasury.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Creating the Transaction Partner Tree
Access Tree Manager to create the FACTS Transaction Partner tree.
Image: FACTS Transaction Partner Tree Manager page
This example illustrates the fields and controls on the FACTS Transaction Partner Tree Manager page.
You can find definitions for the fields and controls later on this page.
The three nodes on this tree represent the three types of Transaction Partners: Non-Federal, Federal, and
Non-Federal Exception. The leaves represent all the detail transaction partner ledger data that roll up into each type of Transaction Partner for FACTS II processing.
Before this release update, you had to set up variations of account numbers to indicate whether the account used in any particular transaction pertained to another federal organization. You did this by adding suffixes to account numbers. For example, the suffix G was added to account 1610 to create account 1610G. Also, the XPARTNER attribute was only capable of indicating one attribute value at a time. Now, the PeopleSoft system enables you to use one of the configurable ChartFields to record the Transaction Partner attribute. This means that the Transaction Partner attribute is independent of the
Account ChartField, which eliminates the need to create and use variations of the same account.
If you are an existing customer, you can use the new separate ChartField approach or you can continue to use the multiple account approach. If you have used the multiple account approach in the current year, you must continue to use this approach until you get to the end of the year because all of your existing year-to-date data uses this method.
If you are using the older method, your Transaction Partner tree is designed differently and should be based on the following example:
Node ALL - All Transaction Partners
• Node E - NonFederal Exception
• 1010 E
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Setting Up and Generating Federal Government and Statutory Reports
• 1020E
• Node F - Federal
• 1010G
• 1020G
• Node X - Non Federal
• 1010X
• 1020X
Chapter 33
Creating a Tree Group for FACTS II
Use the FACTS Tree Group page (FACTS_TREE_GRP) to define all of the FACTS II trees and the rollup level.
This page is identified on most of the run control pages for FACTS II reporting and processing.
Navigation
General Ledger, Federal Reports, Define FACTS Tree Group, FACTS Tree Group
FACTS II Trees and Tree Levels
The FACTS Tree Group page lists all of the tree names that are required for FACTS II processing. Select the name of your
FACTS II tree that represents the listed Tree Name. Select the tree level to be used for summarizing your FACTS II data.
Configuring TableSet Control for FACTS II Processing
Configuring TableSet Controls for FACTS II processing is the same as described for FACTS I.
Use the TableSet Control - Record Group page (SET_CNTRL_TABLE1) to define all the record groups based on a specific set control value and their associated setIDs.
This page also identifies the default setID of the general ledger business unit.
Navigation
PeopleTools, Utilities, Administration, TableSet Control, Record Group
Use the TableSet Control - Tree page (SET_CNTRL_TABLE2) to set up tree values if the setID for your business units do not match your default setID.
Navigation
Tools, Administration, TableSet Control, Tree
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
See Configuring TableSet Controls for FACTS I Processing.
Processing and Generating a FACTS II Flat File
This section discusses how to:
• Review the FACTS II data setup.
• Accumulate the FACTS II data.
• Review the FACTS II header information.
• Review the FACTS II detail balances.
• Review the FACTS II detail attributes.
• Review and modify FACTS II footnotes.
• Validate the FACTS II data.
• Create the FACTS II file.
• Run the Ledger with Attributes report.
Note: Make sure you have completed all the preceding FACTS II tasks before you start the tasks in this section.
Pages Used to Process and Generate a FACTS II Flat File
Page Name Definition Name
Review ChartField Attributes ATTR_INQ
Navigation Usage
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Review,
Review ChartField Attributes
Enables you to review the attributes for FACTS II processing before running the
FACTS II Accumulation (
GLS8302) process.
Accumulate FACTS II Data F2_RUN_GLS8302
Header Information
Detail - Balances
F2_STAGE_HDR
F2_STAGE_DTL1
General Ledger, Federal
Reports, FACTS II Creation,
Accumulate FACTS II Data
Accumulate FACTS II data and load it into staging tables.
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data,
Header Information
Select data to set up the
Staging Header information; enter the net period outlay that is to apply to the FACTS II file.
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data,
Detail - Balances
Review all of your FACTS
II ACCOUNT and FUND
CODE detail balances,
including other ChartField details that apply.
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Page Name
Detail - Attributes
Footnotes
Validate FACTS II Data
Create FACTS II File
Definition Name
F2_STAGE_DTL2
F2_STAGE_FTNT
F2_RUN_GLS8303
F2_CREATE_FILE
Ledger with Attributes Report RUN_GLS7017
Navigation
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data,
Detail - Attributes
Usage
Review the assigned attributes and attribute values for each
FACTS II ACCOUNT and
FUND_CODE. Displays the ChartField attributes associated with specific
ChartFields based on the criteria entered on the Header
Information page.
General Ledger, Federal
Reports, FACTS II Review,
Review FACTS II Data,
Footnotes
Enter footnotes for each
FACTS II account and fund code where applicable.
General Ledger, Federal
Reports, FACTS II Review,
Validate FACTS II Data,
Validate FACTS II Data
Validate the accumulated data and create a report that indicates whether the
Accounting Edit processes passed or failed and describes the reason that the edit passed or failed.
General Ledger, Federal
Reports, FACTS II Creation,
Create FACTS II File
Create the FACTS II flat file to send to the U.S. Treasury to upload to GOALS.
General Ledger, Federal
Reports, FACTS II Reports,
Ledger with Attributes Report
Generate a FACTS II report for a specific business unit,
ledger, fiscal year, period range, adjustment period information, and FACTS II
Cohort and Acct Req Fund attributes tree-level data.
You can also indicate that the numeric field can be 23 integers and 3 decimal places.
Review ChartField Attributes Page
Use the Review ChartField Attributes page (ATTR_INQ) to review the attributes for FACTS II processing before running the FACTS II Accumulation (GLS8302) process.
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Navigation
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Review, Review
ChartField Attributes
Image: Review ChartField Attributes page
This example illustrates the fields and controls on the Review ChartField Attributes page. You can find definitions for the fields and controls later on this page.
SetID, ChartField, Attribute,
Attribute Value, and As Of Date
Select the appropriate criteria for a query that enables you to verify that your attributes are set up correctly before you run the
Accumulate (GLS8302) process.
Accumulate FACTS II Data Page
Use the Accumulate FACTS II Data page (F2_RUN_GLS8302) to accumulate FACTS II data and load it into staging tables.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Navigation
General Ledger, Federal Reports, FACTS II Creation, Accumulate FACTS II Data
Image: Accumulate FACTS II Data page
This example illustrates the fields and controls on the Accumulate FACTS II Data page. You can find definitions for the fields and controls later on this page.
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Unit
Report ID
Reporting Year and Reporting
Month
Fiscal Year
FACTS Tree Group
From Period and To Period
Trial Balance
Select the business unit for this FACTS II data.
Enter the FACTS II report identification for your agency.
Enter the reporting year and month for this FACTS II file.
Enter the fiscal year for this FACTS II data.
Select the FACTS tree group for FACTS II processing.
Enter the accounting periods for this accumulated data for the previously entered fiscal year.
Select whether to include closing adjustments and balances in your FACTS II data:
• Closing - reflects balances after the close of the fiscal year.
• Pre-Closing - reflects remaining appropriation balances prior to the close of the fiscal year.
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Chapter 33
Adjustment Period
Treasury Symbol Attribute
Preparer ID and Certifier ID
Setting Up and Generating Federal Government and Statutory Reports
• Pre-Closing, Adjustments Only - reflects remaining appropriation balances prior to the close of the fiscal year,
but includes adjusting entries.
Select the adjustment periods that you want to include in the accumulation of this FACTS II data. You have one or more rows.
Select the Treasury Symbol attribute that is associated with the funds that you are using in your FACTS II data.
Select the ID of the preparer of the data for this Treasury
Symbol attribute and the ID of the person who certified this preparer's FACTS II data.
Review FACTS II Data - Header Information Page
Use the Review FACTS II Data -Header Information page (F2_STAGE_HDR) to set up the Staging
Header information; enter the net period outlay that is to apply to the FACTS II file.
Navigation
General Ledger, Federal Reports, FACTS II Review, Review FACTS II Data, Header Information
Image: Review FACTS II Data - Header Information page
This example illustrates the fields and controls on the Review FACTS II Data - Header Information page .
You can find definitions for the fields and controls later on this page.
Review FACTS II Data - Detail Balances
Use the Review FACTS II Data - Detail - Balances page (F2_STAGE_DTL1) to review all of your
FACTS II ACCOUNT and FUND CODE detail balances, including other ChartField details that apply.
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Navigation
General Ledger, Federal Reports, FACTS II Review, Review FACTS II Data, Detail - Balances
Image: Detail - Balances page
This example illustrates the fields and controls on the Detail - Balances page. You can find definitions for the fields and controls later on this page.
This page contains all of the detail information for a specific fund code and its associated general ledger and FACTS II accounts.
Review FACTS II Data - Detail Attributes Page
Use the Review FACTS II Data - Detail Attributes page (F2_STAGE_DTL2) to review the assigned attributes and attribute values for each FACTS II ACCOUNT and FUND_CODE.
Displays the ChartField attributes associated with specific ChartFields based on the criteria entered on the
Header Information page.
Navigation
General Ledger, Federal Reports, FACTS II Review, Review FACTS II Data, Detail - Attributes
You can review the attribute values that are assigned to each FACTS II fund code and account.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Review FACTS II Data - Footnotes Page
Use the Review FACTS II Data - Footnotes page (F2_STAGE_FTNT) to enter footnotes for each FACTS
II account and fund code where applicable.
Navigation
General Ledger, Federal Reports, FACTS II Review, Review FACTS II Data, Footnotes
Image: Footnotes page
This example illustrates the fields and controls on the Footnotes page. You can find definitions for the fields and controls later on this page.
Enter necessary footnotes based on your organization's data.
Note: Review this information thoroughly before continuing with your FACTS II processing.
Validate FACTS II Data Page
Use the Validate FACTS II Data page (F2_RUN_GLS8303) to validate the accumulated data and create a report that indicates whether the Accounting Edit processes passed or failed and describes the reason that the edit passed or failed.
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Navigation
General Ledger, Federal Reports, FACTS II Review, Validate FACTS II Data, Validate FACTS II Data
Image: Validate FACTS II Data page
This example illustrates the fields and controls on the Validate FACTS II Data page. You can find definitions for the fields and controls later on this page.
Unit
Report ID
FACTS Tree Group
Display Full Numeric Field
Select the business unit for this FACTS II reporting.
Enter the Report ID that you entered to accumulate the FACTS
II data.
Select to validate FACTS II data for a particular FACTS Tree
Group.
If you report amounts larger than 15 integers and 2 decimal places, select this option to display full numeric fields consisting of 23 integers and 3 decimal places on the Validation report.
The validation process performs edits against the account balances that are generated by the accumulation process. It compares the current period net outlay amount entered with the amount that was extracted in edit 12 and generates a report that indicates a pass or fail for each edit.
Create FACTS II File Page
Use the Create FACTS II File page (F2_CREATE_FILE) to create the FACTS II flat file to send to the U.
S. Treasury to upload to GOALS.
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Navigation
General Ledger, Federal Reports, FACTS II Creation, Create FACTS II File
Image: Create FACTS II File page
This example illustrates the fields and controls on the Create FACTS II File page. You can find definitions for the fields and controls later on this page.
Report ID
Business Unit
SGL Acct File (SGL account file)
Treasury Symbol Attribute
Enter the accumulated and validated FACTS II report ID.
Select the business unit for this FACTS II data.
Enter the name of the FACTS II flat file. You must use a .TXT
file extension. Do not enter a path.
Select one or more Treasury Symbol attributes for this FACTS
II data.
Ledger with Attributes Report Page
Use the Ledger with Attributes Report page (RUN_GLS7017) to generate a FACTS II report for a specific business unit, ledger, fiscal year, period range, adjustment period information, and FACTS II
Cohort and Acct Req Fund attributes tree-level data.
You can also indicate that the numeric field can be 23 integers and 3 decimal places.
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Navigation
General Ledger, Federal Reports, FACTS II Reports, Ledger with Attributes Report
Image: Ledger with Attributes Report page
This example illustrates the fields and controls on the Ledger with Attributes Report page. You can find definitions for the fields and controls later on this page.
Run
Display Full Numeric Field
Click to generate the Ledger Activity report (GLS7017) containing the specified business unit ledger's fund and account attributes for the specified fiscal year and period range. This report can include journal detail and draws its data from the
Cohort Year tree and level and the Accts Req Fund attributes tree and level.
Select if you report amounts larger than 15 integers and 2 decimal places. Full numeric fields consisting of 23 integers and
3 decimal places will appear on the report.
Defining Component TAS and BETC Elements in Compliance with
Federal Reporting Requirements
To define component TAS and BETC elements for U. S. Federal government reporting and IPAC transactions, use the Define Agency Identifier component (TAS_AGENCY_ID), the Define Main
Account component (TAS_MAIN_ACCT_DFN), and the Treasury Account Symbol Definition component (TAS_DEFN).
This section provides an overview of the TAS and BETC requirements and discusses how to:
• Define agency identifiers.
• Define main accounts.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
• Define Treasury Account Symbols (TAS).
• Associate attributes to the Treasury Account Symbol (TAS).
Pages Used to Define TAS and BETC Component Elements
Page Name Definition Name Navigation Usage
Define Agency Identifier TAS_AGENCY_ID General Ledger, Federal
Reports, TAS/BETC, Define
Agency ID, Define Agency
Identifier
Enter the three-digit
Agency Identifier code and description.
Define Main Account TAS_MAIN_ACCOUNT
Treasury Account Symbol
Definition
Business Event Type Code
Fund Code
TAS Formats
TAS_DEFN
BETC_DEFN
FUND_CODE_DEFN
TAS_FORMAT_DEFN
General Ledger, Federal
Reports, TAS/BETC, Define
Main Accounts, Define Main
Account
Enter the Main Account and description.
General Ledger, Federal
Reports, TAS/BETC, Define
TAS, Treasury Account
Symbol Definition
Define the Treasury Account
Symbol (TAS), which is identified by selecting its component key field values,
Agency Identifier and
Main Account. Associate its components and attributes,
such as BETC, Fund Code,
and TAS Formats.
Select the Attributes tab from the Treasury Account Symbol
Definition page and click the
BETC link.
Enter associated BETC codes and related information for the
Treasury Account Symbol.
Select the Attributes tab from the Treasury Account Symbol
Definition page and click the
Fund Code link.
Enter associated Fund Codes by setID for the Treasury
Account Symbol.
Select the Attributes tab from the Treasury Account Symbol
Definition page and click the
TAS Formats link.
Displays the various derived
TAS formats that are used as follows: String, GWA TAS,
and Partial 224.
Understanding TAS and BETC Requirements
Federal agencies are required to use valid combinations of the current Treasury Account Symbols (TAS) and Business Event Type Codes (BETC) as published by the U. S. Department of Treasury for cash transactions when entering and reporting IPAC transactions. The Treasury has adopted a componentized
TAS and BETC.
Federal Agencies are required to begin using new formats for the Treasury Account Symbol (TAS) when reporting cash transactions through the FMS 224 Reports and IPAC transactions. Component TAS elements provide federal agencies and Treasury the ability to sort, filter, and analyze data based on each independent piece of the component TAS.
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PeopleSoft GL provides a configurable solution to accommodate the valid combinations of TAS and
BETC for reporting and when entering and reporting IPAC transactions to the Department of Treasury.
This configuration also anticipates the handling of valid TAS and BETC combinations to be downloaded from the Treasury SAM website when the U S Treasury makes the information available.
PeopleSoft Financials supports the following for IPAC transactions:
• CGAC (Common Government-wide Accounting Classification)-compliant Sender TAS for GWA reporters.
• CGAC-compliant Receiver TAS for GWA reporters.
• Sender BETC default.
• Receiver BETC default.
The system also supports STAR string TAS for non-GWA Reporters.
See also "Defining Agency Location Codes (PeopleSoft FSCM 9.2: Application Fundamentals)"
Define Agency Identifier Page
Use the Define Agency Identifier page (TAS_AGENCY_ID) to enter the three-digit Agency Identifier code and description.
Navigation
General Ledger, Federal Reports, TAS/BETC, Define Agency ID, Define Agency Identifier
Image: Define Agency Identifier
This example illustrates the fields and controls on the Define Agency Identifier. You can find definitions for the fields and controls later on this page.
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Agency Identifier and Description
Enter an agency identifier (three-digit numeric value) and description. This is one of two key fields (along with the Main
Account) that identifies the Treasury Account Symbol (TAS).
Valid values are 000 through 999. If you enter fewer than three digits, the system supplies leading zeros (left). This value populates the TAS_AGENCY record.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Define Main Accounts Page
Use the Define Main Account page (TAS_MAIN_ACCOUNT) to enter the Main Account and description.
Navigation
General Ledger, Federal Reports, TAS/BETC, Define Main Accounts, Define Main Account
Image: Define Main Account page
This example illustrates the fields and controls on the Define Main Account page. You can find definitions for the fields and controls later on this page.
Main Account and Description
Enter a main account (four-digit numeric value) and description.
This is one of two key fields (along with the Agency Identifier) that identifies the Treasury Account Symbol (TAS).
Valid values are 0000 through 9999 and you must enter all four digits. This value populates the TAS_MAIN_ACCT record.
Treasury Account Symbol Definition Page
Use the Treasury Account Symbol Definition page (TAS_DEFN) to define the Treasury Account Symbol
(TAS), which is identified by selecting its component key field values, Agency Identifier and Main
Account. Associate its components and attributes, such as BETC, Fund Code, and TAS Formats.
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Navigation
General Ledger, Federal Reports, TAS/BETC, Define TAS, Treasury Account Symbol Definition
Image: Define TAS search page
This example illustrates the fields and controls on the Define TAS search page. You can find definitions for the fields and controls later on this page.
To find an existing value or add a new Treasury Account Symbol, select an Agency Identifier and a Main
Account TAS that serve as key fields to identify the TAS.
Click to add a new TAS after selecting the agency identifier and main account. Upon adding, or after searching for an existing value, you are directed to the Components tab.
Access the Treasury Account Symbol Definition page - Component tab (click the Add button on the
Define TAS search page).
Image: Treasury Account Symbol Definition page - Component tab
This example illustrates the fields and controls on the Treasury Account Symbol Definition page -
Component tab. You can find definitions for the fields and controls later on this page.
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Supply components information for the Treasury Account Symbol.
Sub Class (government online accounting link system file type)
Enter a two-digit numeric sub class value or leave blank if not applicable. Valid values are 00 through 99.
Sub-level Prefix
Enter a two-digit numeric sub-level prefix value or leave blank if not applicable. Valid values are 00 through 99.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Allocation Transfer Agency
(government online accounting link system file type)
Enter a three-digit numeric allocation transfer agency identifier value or leave blank if not applicable. Valid values are 000 through 999. You can enter only one digit and the system fills in leading zeros.
Begin Period of Availability and End
Period of Availability
Enter a four-digit year for beginning and ending availability.
Availability Type
Select the availability type value if you do not select a period of availability. Values are:
•
A - treasury central summary general ledger account.
• F - clearing or suspense account.
Sub Account
Start Date and End Date
Internal TAS (internal Treasury
Account Symbol)
• M - merged surplus account.
• X - no year account.
• (blank) - annual or multiyear account.
If you select this check box, you must configure an associated
Fund Code for the TAS.
Select a start and end date for future use.
If you select this check box, you must configure an associated
Fund Code for the TAS. This field is required for IPAC transactions.
Associating Treasury Account Symbol Attributes
Access the Treasury Account Symbol Definition page - Attributes tab.
Image: Treasury Account Symbol Definition page - Attributes tab
This example illustrates the fields and controls on the Treasury Account Symbol Definition page -
Attributes tab. You can find definitions for the fields and controls later on this page.
Treasury Account Symbol
Description
BETC (business event type code)
Enter up to a sixty-character componentized TAS description.
Click this link to access the BETC page where you associate
BETC codes with the TAS.
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Fund Code
TAS Formats
Click this link to access the Fund Code page where you associate fund codes with the TAS.
Click this link to access the Fund Code page where you associate fund codes with the TAS.
Business Event Type Code Page
Use the Business Event Type Code page (BETC_DEFN) to enter associated BETC codes and related information for the Treasury Account Symbol.
Navigation
Select the Attributes tab from the Treasury Account Symbol Definition page and click the BETC link.
Image: Business Event Type Code page
This example illustrates the fields and controls on the Business Event Type Code page. You can find definitions for the fields and controls later on this page.
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Use this page to configure the Business Event Type Code information associated with the componentized
TAS.
BETC (business event type code)
Enter up to an eight-character BETC code. The selected TAS determines the available BETC codes. Most TAS will have the following four BETC codes:
•
DISB = Payables disbursement.
• DISBAJ = Payables disbursement adjustment.
•
COLL = Receivables collection.
• COLLAJ = Receivables collection adjustment.
Description
Enter up to a 50-character description of the BETC code.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Payment Or Collection
Adjustment
Active/Inactive
Select either Payment or Collection to designate the nature of the associated business event type code.
Select this check box to designate this BETC code as an adjustment.
Select Active or Inactive to indicate whether this BETC code is currently applicable.
Fund Code Page
Use the Fund Code page (FUND_CODE_DEFN) to enter associated Fund Codes by setID for the
Treasury Account Symbol.
Navigation
Select the Attributes tab from the Treasury Account Symbol Definition page and click the Fund Code link.
Image: Fund Code page
This example illustrates the fields and controls on the Fund Code page. You can find definitions for the fields and controls later on this page.
Use this page to associate fund codes for the componentized internal TAS. Select a Fund Code by SetID.
Note: You can link more than one Fund Code to each componentized TAS (provided each Fund Code has a different setID); however, a Fund Code can be related to only one componentized TAS. You will receive the following error messages if your setup is incorrect: "Set ID xxxx has been entered" or "Fund Code xxxx has already been used".
TAS Formats Page
Use the TAS Formats page (TAS_FORMAT_DEFN) to displays the various derived TAS formats that are used as follows: String, GWA TAS, and Partial 224.
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Navigation
Select the Attributes tab from the Treasury Account Symbol Definition page and click the TAS Formats link.
Image: TAS Formats page
This example illustrates the fields and controls on the TAS Formats page. You can find definitions for the fields and controls later on this page.
This page displays the various TAS formats that are required to accommodate the U.S. Treasury's componentized TAS. This allows for the reporting of the TAS that is required when reporting cash transactions, using valid combinations of TAS/BETC that the Department of Treasury publishes when entering and reporting IPAC transactions.
String
Displays the TAS format that is required for the current
FMS 224 report. The TAS/BETC setup allows only one componentized TAS to be defined for a unique setID and Fund
Code combination, which comprises the string.
GWA TAS (Governmentwide
Accounting and Reporting
Modernization Project)
Partial 224
Displays the component-based GWA TAS representing the agency appropriation in GWA.
Displays the expanded 27 character concatenated string format that is required for Partial 224 reporting.
Defining, Generating, Creating, and Printing SF224, SF1219, and
SF1220 Reports
To set up agency location codes (ALCs) and Government-wide Accounting and Reporting (GWA) options for reporting, use the Agency Location component (AGENCY_LOC_CD).
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
To create SF224, Partial SF224, SF1219, and SF1220 reports, use the SF1219 Report
Definition component (SF1219_DEFN) and the SF224/ SF1220 Report Definition component
(SF224_SF1220_DEFN).
This section provides an overview of SF224/1220, Partial SF224, and SF1219 reporting and discusses how to:
• Define agency location codes.
• Define GWA reporting options.
• Define the SF224/SF1220 report accounts.
• Define the SF224/SF1220 entry events.
• Define SF224/1220 undeposited accounts.
• Generate the SF224/SF1220 report data.
• Print the SF224 report and create the flat file.
• Define the SF1219 report.
• Print the SF1219 report.
• Print the SF1220 report.
• Create the SF1219/1220 flat file.
Pages Used to Create SF224, SF1219, and SF1220 Reports
Page Name Definition Name Navigation Usage
Agency Location Code AGENCY_LOC_CD Set Up Financials/Supply
Chain, Common Definitions,
Agency Location Codes,
Agency Location, Agency
Location Code
Define agency location codes by set ID for federal payment schedules and reporting purposes and provides for
ALC name, location, address,
and telephone information.
See "Agency Location Code
Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
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Page Name
GWA Reporting Options
Accounts
Entry Events
Undeposited Accts ( undeposited accounts)
Generate SF224 / 1220 Data
Definition Name
AGENCY_LOC_CD2
SF224_SF1220_DEFN1
SF224_SF1220_DEFN2
SF224_UNDEP_ACC
RUN_SF224_SF1220
Run SF224 Report/Create File RUN_SF224_SF1220
SF1219 Report Definition
Print SF1219 Report
SF1219_DEFN
RUN_SF1219
Chapter 33
Navigation
Set Up Financials/Supply
Chain, Common Definitions,
Agency Location Codes,
Agency Location, Agency
Location Code, GWA
Reporting Options
Usage
Assign a Business Activity and one or more effective dated Reporter Categories to an Agency Location Code.
When an agency system is ready to pass the BETC code to the U.S. Treasury,
the agency will select the appropriate Reporter Category so that the data can be excluded from the SF224 report.
See "Agency Location Code
- GWA Reporting Options
Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
General Ledger, Federal
Reports, SF224/ 1219/
1220, SF224/1220 Report
Definition, Accounts
Add the range of accounts to access and use for this report.
See "IPAC Fields Page
(PeopleSoft FSCM 9.2:
Application Fundamentals)".
General Ledger, Federal
Reports, SF224/ 1219/
1220, SF224/1220 Reports
Definition, Entry Events
General Ledger, Federal
Reports, SF224/ 1219/
1220, SF224/1220 Reports
Definition, Undeposited
Accounts
Add the source transactions and entry events, and indicate whether this transaction is a collection or disbursement for this report.
Identifies a range of undeposited accounts to use for reports.
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
Generate SF224/1220 Data
Runs the GLSF224G SQR process to update the staging tables.
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
Run SF224 Report/Create File
Runs GLSF224P SQR to print the report. Also runs GL_224
_1220 Application Engine to create a SF224 flat file.
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
SF1219 Report Definition,
SF1219 Report Definition
Set up report lines for each account, its associated entry event source transaction, and associated entry event.
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
Run SF1219 Report, Print
SF1219 Report
Runs the GLSF1219 SQR
Report process to print the SF1219 Statement of
Accountability report.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Page Name
Run SF1220 Report
Definition Name
RUN_SF224_SF1220
Create SF1219 Report/Create
File
RUN_SF1219
Navigation Usage
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
Run SF1220 Report
Runs the GLSF224P SQR
Report process to print the
SF1220 report.
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
Create SF1219 Report/Create
File, Create SF1219 Report/
Create File
Runs the GL1219PR SQR report and the GL_1219_1220
Application Engine to create a flat file.
Understanding SF224/1220 and SF1219 Reporting
Using the ALC field on the Journal Header page, agencies can record cash transactions by journal entry directly to the general ledger. The journal header ALC field can be used by the system to select cash entries that were entered directly to the general ledger for reporting through the SF224 and Partial
SF224 reports. Journal entries made directly to the general ledger are usually made for the recording of undeposited cash, or collections.
Undeposited collections are amounts received by an agency that have yet to be deposited with the U.S.
Treasury. Some agencies receive small amounts of money that they deposit once a week. Agencies book these amounts to an undeposited collections account until they are officially deposited with the U.S.
Treasury.
The Financial Systems Integration Office (FSIO) has issued Core Systems Requirements that affect the
SF224 and the electronic interface that is used to report cash receipt and cash disbursement activity by
ALC to the U.S. Treasury. The FSIO Core System Requirements are based on new GWA Partial 224
Business Rules . The GWA business rules set the stage for ultimately phasing out the SF224 report over the next several years to be replaced by the Partial SF224 report. The new GWA Business Rules dictate how specific activity is to be excluded from SF224 reporting as the U.S. Treasury systems are modified in the future. When agencies can finally report cash activity by the BETC codes, the agencies will report only non-BETC coded cash activity and cash reclassifications using the Partial SF224 report.
The U. S. Treasury will be implementing the BETC for federal agencies to use to identify and report specific information about cash receipt and disbursement transactions in lieu of that provided by the SF224 report. The BETC is being implemented by the U.S. Treasury for IPAC (collections and payments), Cashlink II (collections), Electronic Certification System (payments), and for the Treasury
Disbursement Office (TDO) systems.
Agency financial systems will be modified so that the BETC code can be specified for all cash transactions. The evolution of the BETC drives the need for agency financial systems in the short term to be configurable so as to identify those interfaces (IPAC, CA$HLINK, TDO Payments) as they are modified to pass BETC with the associated cash activity to the U.S. Treasury.
GWA rules requires that the new Partial 224 business rules include business activity and reporter category codes for classifying ALCs. The Partial 224 business rules identify how to report cash activity based on these new codes.
The GWA Business Activity that you specify for each ALC drives the following functionality related to the SF224 report:
• Identifies the type of cash activity that is applicable for the ALC for reporting to the U.S. Treasury.
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• Limits the data extracted for the SF224 report based on the specific Business Activity code defined for the ALC.
• Drives the Business Exception Activity report so actual data that is not applicable for a particular
ALC is presented on the exception report to be identified and corrected by the Agency.
The GWA Reporter Category code is specified to identify those interfaces, such as IPAC, CA$HLINK and TDO Payments, that have been modified to interface the Business Event Type Code (BETC) to cash activity with the U.S. Treasury.
Both the GWA Business Activity and the Reporter Category codes can be setup in anticipation of the delivery by the U.S. Treasury of the BETC codes.
When an agency system is finally ready to pass cash information to the U.S. Treasury using the BETC codes, the agency will select the appropriate Reporter Category so that the transaction data for the ALC can be excluded from the SF224 report. BETC implementation by an Agency goes hand in hand with the
GWA Reporter Category.
The GWA Reporter code that you define for each ALC drives functionality in the software related to the
SF 224 that:
• Identifies which agency systems and ALC are ready to interface the BETC with its cash activity to the
US Treasury.
• Limits the data extracted for the Partial 224 based on the specific GWA Reporter Category code defined for the ALC.
• Determines whether cash reclassification from one Treasury Symbol to another needs to be reported on the Partial 224.
After setting up your system, you can define and generate the balance reports in either an electronic or printed format based on transactions that include associated entry events that flow from PeopleSoft
Payables, Purchasing, and Receivables into PeopleSoft General Ledger.
These reports include:
• SF224 Statement of Cash Transactions report and the Partial SF224 report can be printed or submitted electronically to the U.S. Treasury.
Note: The Partial 224 report will not be available for use until the U.S. Treasury implements BETC.
Contact the U.S. Treasury Financial Management Service (FMS) for its schedule for implementation of the BETC. Until such time as the BETC is implemented by the FMS, you must continue to produce the full SF224 - Statement of Cash Transactions report.
• SF1220 Statement of Transactions According to Appropriations, Funds, and Receipt Accounts report can be printed separately or combined with the SF1219 report and submitted electronically.
• SF1219 Statement of Accountability report can be printed separately or combined with the SF1220 report and submitted electronically.
The following internal reports can be used to assist in the preparation of the submitted reports:
• SF224 Transaction Detail Report (GLS8400) displays the detail transactions that make up the totals on the SF224 - Statement of Cash Transactions and the Partial SF224 report, and can be used internally for reconciliation purposes.
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• SF224 Business Activity Exception Report (GLS8410) displays transactions that should not be recorded for a particular Agency Location Code (ALC) based on the Business Activity Type code for that ALC.
The report reflects data from PeopleSoft Accounts Receivable and Accounts Payable. PeopleSoft
General Ledger journal entry activity is not included in the report.
• ALC GWA Reporting Options Report (GLS8411) displays Agency Location Codes by setID and prints the ALC, agency Name, Business Activity Type, and all related GWA Reporter Category Codes by descending effective date and status.
Note: The SF224 Statement of Cash Transactions and the SF224 Transaction Detail reports can be generated as full or partial reports based on the GWA Reporter Category for the ALC.
SF224/1220 Report Definition - Accounts page
Use the Accounts page (SF224_SF1220_DEFN1) to add the range of accounts to access and use for this report.
Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, SF224/1220 Report Definition, Accounts
Image: SF224/1220 Report Definition - Accounts page
This example illustrates the fields and controls on the SF224/1220 Report Definition - Accounts page.
You can find definitions for the fields and controls later on this page.
Effective Date
Status
Range
Displays the system date, which you can change.
Select Active.
Click to enter a range of values in the From Account and To
Account fields to identify the range of accounts to use for this report and save the page. If Range is not selected, you can enter a From Account value as a single instance. The page also
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Related Links
Setting Up ChartField Attributes
SF224/1220 Definition - Entry Events Page
Use the SF224/1220 Definition - Entry Events page (SF224_SF1220_DEFN2) to add the source transactions and entry events, and indicate whether this transaction is a collection or disbursement for this report.
Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, SF224/1220 Reports Definition, Entry Events
Image: SF224/1220 Definition - Entry Events page
This example illustrates the fields and controls on the SF224/1220 Definition - Entry Events page. You can find definitions for the fields and controls later on this page.
Source Tran (source transaction),
Entry Event, and Collect/Disburs
(collection/disbursement)
Select the source transactions, their associated entry event, and whether each transaction is a collection or a disbursement for this report, and save the page.
SF224/SF1220 Reports Definition - Undeposited Accts Page
Use the Undeposited Accts (undeposited accounts) page (SF224_UNDEP_ACC) to identifies a range of undeposited accounts to use for reports.
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Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, SF224/1220 Reports Definition, Undeposited
Accounts
Image: SF224/SF1220 Definition - Undeposited Accts page
This example illustrates the fields and controls on the SF224/SF1220 Definition - Undeposited Accts page. You can find definitions for the fields and controls later on this page.
From Account and To Account
Enter a range of undeposited accounts to use on the report. Add as many rows as necessary to set up the accounts.
Undeposited collections are amounts received by an agency that have yet to be deposited with the U.S. Treasury. Agencies typically receive small amounts of money that they deposit once a week. The agencies book these amounts to an undeposited collections account until they are officially deposited with the U.
S. Treasury.
Because these amounts are typically entered in the general ledger by manual journal entry, the ALC field on the journal header can be used to identify undeposited amounts on the
SF224 and Partial SF224 reports.
Generate SF224/SF1220 Data Page
Use the Generate SF224 / 1220 Data page (RUN_SF224_SF1220) to run the GLSF224G SQR process to update the staging tables.
Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, Generate SF224/1220 Data
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Note: This option generates the data and moves it to a table.
Image: Generate SF224 / 1220 Data page
This example illustrates the fields and controls on the Generate SF224 / 1220 Data page. You can find definitions for the fields and controls later on this page.
Standard Form
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Business Unit
Agency Location Code
Calendar ID
Fiscal Year
Accounting Period
Accounting Close Date
Select SF224, SF224 Partial, or SF1220 to generate the data.
Note: The SF224 option only selects an ALC if the GWA
Reporter Category is Non-Reporter. In addition, the SF224
Partial option only selects those ALC for which the GWA
Reporter Category is other than Non-Reporter.
Select the business unit for the organization that is submitting this report.
Select an ALC for the reporting agency or leave the field blank and all ALCs for the setID derived from the business unit are processed. Leaving the ALC field blank is only a valid option for SF224 or SF224 Partial.
Select the appropriate calendar to apply to this selected report.
Select the fiscal year to apply to the selected report.
Select the accounting period that applies to the selected report.
Enter or select the close date of the accounting period.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Disbursing Officer
Supplemental Number
Run
For SF1220 reports only, select the ID of the disbursing officer.
Use this field to track monthly submission counts. The default value is 0. You must modify this number manually if you submit a subsequent adjustment 224 report during the same accounting month.
Save the page and click this button to run the SF224/SF1220
SQR Report Generate process to update the report staging tables.
Note: You can print the SF224 and Partial SF224 report and create a flat file by selecting the Run SF224/
Create file. You can print the SF1220 report by selecting Run SF1220 Report.
Run SF224 Report/Create File Page
Use the Run SF224 Report/Create File page (RUN_SF224_SF1220) to run the GLSF224P SQR and print the report.
Also runs the GL_224_1220 Application Engine process to create a SF224 flat file.
Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, Run SF224 Report/Create File
This page is identical to the Generate SF224/SF1220 Data page with the exception that you can only print and create a flat file for the SF224 and Partial SF224 reports.
Note: When choosing the value for theStandard Form field, the SF224 option only selects an ALC if the
GWA Reporter Category is Non-Reporter. The SF224 Partial option only selects those ALCs for which the GWA Reporter Category is other than Non-Reporter.
Related Links
Generate SF224/SF1220 Data Page
General Ledger Reports: A to Z
SF1219 Report Definition Page
Use the SF1219 Report Definition page (SF1219_DEFN) to set up report lines for each account, its associated entry event source transaction, and associated entry event.
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Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, SF1219 Report Definition, SF1219 Report
Definition
Image: SF1219 Report Definition page
This example illustrates the fields and controls on the SF1219 Report Definition page. You can find definitions for the fields and controls later on this page.
Report Line, Account, Entry Event
Source Transaction, and Entry
Event
Select the values that you want to apply to this report based on each report line that you add and select.
SF1219 Report Page
Use the Print SF1219 Report page (RUN_SF1219) to run the GLSF1219 SQR report process to print the
SF1219 Statement of Accountability report.
Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, Run SF1219 Report, Print SF1219 Report
This page requires the same information as the SF224/SF1220 Generate page. However, the disbursing officer name is not required and does not appear on the page, and you can print only the SF1219 report.
After submitting FMS Forms 1219 and 1220, the disbursing officer may submit a supplemental report to adjust data. You can use the Supplemental Number field on the run control page to manually increment the number of reports that were submitted within a given period.
Related Links
Generate SF224/SF1220 Data Page
Run SF1220 Report Page
Use the Run SF1220 Report page (RUN_SF224_SF1220) to run the GLSF224P SQR Report process and print the SF1220 report.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, Run SF1220 Report
This page requires the same information as the SF224/SF1220 Generate page with the exception that you can print only the SF1220 report.
Related Links
Generate SF224/SF1220 Data Page
Run SF1219 Report/Create File Page
Use the Create SF1219 Report/Create File page (RUN_SF1219) to run the GL1219PR SQR report and the GL_1219_1220 Application Engine to create a flat file.
Navigation
General Ledger, Federal Reports, SF224/ 1219/ 1220, Create SF1219 Report/Create File, Create
SF1219 Report/Create File
This run control allows you to run the GL1219PR SQR report (print the SF1219 report) and the
GL_1219_1220 Application Engine to create a flat file of both reports.
This page requires the same information as the SF224/SF1220 Generate page, including the name of the disbursing officer and this officer's phone number.
Related Links
Generate SF224/SF1220 Data Page
Defining and Generating the Fund Balance Reconciliation Report
To define and generate a Fund Balance Reconciliation report, use the Reconciliation Rpt Definition component (FUNDBL_RCN_DEFN).
This section provides an overview of fund balance reconciliation reporting and discusses how to:
• Define the general ledger accounts to reconcile.
• Define entry events to reconcile.
• Import the U.S. Treasury data.
• Generate the Fund Balance Reconciliation report.
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Pages Used to Define and Generate a Fund Balance Reconciliation Report
Page Name Definition Name Navigation Usage
Fund Balance Reconciliation -
Account Definition
FUNDBL_RCN_DEFN1 General Ledger, Federal
Reports, Fund Balance
Reconciliation, Define
Report Definition, Account
Definition
Enter the General Ledger accounts that you want to reconcile with the U.S.
Treasury data.
Fund Balance Reconciliation -
Entry Event Definition
FUNDBL_RCN_DEFN2
Fund Balance Reconciliation -
Import Treasury Files
LOAD_FUNDBL_REQ
Generate Reconciliation
Report
RUN_FBRECON_RPT
General Ledger, Federal
Reports, Fund Balance
Reconciliation, Define Report
Definition, Entry Event
Definition
Enter the Entry Event codes and select whether they are a collection or disbursement to reconcile with the U.S.
Treasury data.
General Ledger, Federal
Reports, Fund Balance
Reconciliation, Import
Treasury Files
General Ledger, Federal
Reports, Fund Balance
Reconciliation, Generate
Reconciliation Report
Select the GOALS file type and attach the file containing the U.S. Treasury data.
Enter the data to run the reconciliation process and generate the Fund Balance
Reconciliation report.
Understanding Fund Balance Reconciliation Reporting
Federal agencies use the Fund Balance with Treasury (FBWT) account to reconcile with U.S. Treasury's
Financial Management Service (FMS) records. This reconciliation is essential to enhancing internal controls, improving the integrity of various U.S. government financial reports, and providing a more accurate measurement of budget results.
The PeopleSoft Fund Balance Reconciliation processes enable you to:
• Import the monthly account activity and trial balances, which includes the banking system and any warrant activity, from the U.S. Treasury and compare it with your agency's general ledger cash activity.
• Define a reconciliation report that compares your agency's general ledger accounts and entry events that are required by the reconciliation process with the U.S. Treasury data.
• Generate a Reconciliation Report (GLS9500) that lists any differences between your agency's data and the U.S. Treasury's data by Fiscal Year, Accounting Period, and TSYMBOL.
See Generate Reconciliation Report Page.
Fund Balance Reconciliation - Account Definition Page
Use the Fund Balance Reconciliation - Account Definition page (FUNDBL_RCN_DEFN1) to enter the
General Ledger accounts that you want to reconcile with the U. S. Treasury data.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Navigation
General Ledger, Federal Reports, Fund Balance Reconciliation, Define Report Definition, Account
Definition
Image: Fund Balance Reconciliation - Account Definition page
This example illustrates the fields and controls on the Fund Balance Reconciliation - Account Definition page. You can find definitions for the fields and controls later on this page.
From Account and To Account
Enter one account or a range of accounts that you want to reconcile with the U.S. Treasury data. Add rows as needed and save the page.
Fund Balance Reconciliation - Entry Event Definition Page
Use the Fund Balance Reconciliation - Entry Event Definition page (FUNDBL_RCN_DEFN2) to enter the Entry Event codes and select whether they are a collection or disbursement to reconcile with the U. S.
Treasury data.
Navigation
General Ledger, Federal Reports, Fund Balance Reconciliation, Define Report Definition, Entry Event
Definition
Image: Fund Balance Reconciliation - Entry Event Definition page
This example illustrates the fields and controls on the Fund Balance Reconciliation - Entry Event
Definition page. You can find definitions for the fields and controls later on this page.
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Entry Event and Collection or
Disbursement
Chapter 33
Select the entry event code that applies to this reconciliation,
and select whether it is a collection or a disbursement. Add entry rows as needed and save the page.
Fund Balance Reconciliation - Import Treasury Files Page
Use the Fund Balance Reconciliation - Import Treasury Files page (LOAD_FUNDBL_REQ) to select the
GOALS file type and attach the file containing the U. S. Treasury data.
Navigation
General Ledger, Federal Reports, Fund Balance Reconciliation, Import Treasury Files
Image: Fund Balance Reconciliation - Import Treasury Files page
This example illustrates the fields and controls on the Fund Balance Reconciliation - Import Treasury
Files page. You can find definitions for the fields and controls later on this page.
982
GOALS File Type (government online accounting link system file type)
Attached File
Select the type of file that you are importing from the U.S.
Treasury GOALS. Values are:
•
Receipt Account Ledger
•
Receipt Account Trial Balance
• Und Appropriation Acct Ledger (undisbursed appropriation account ledger)
•
Und Appropriation Acct TB (undisbursed appropriation account trial balance)
Save the page.
Click the Add icon to attach the file in the field.
Click the Delete icon to detach the file. This action does not delete the file from your server.
Click the View icon to open and display the contents of the file.
You must attach the file before you can view it.
Save the page.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Important! Files must be entered in logical pairs. Account
Ledger Activity and Account Trial Balance must be selected for the same data type. Data type is either Undisbursed
Appropriations or Receipts.
Note: These buttons work the same as the buttons on the Load FACTS I Data page.
Generate Reconciliation Report Page
Use the Generate Reconciliation Report page (RUN_FBRECON_RPT) to run the reconciliation process and generate the Fund Balance Reconciliation report.
Navigation
General Ledger, Federal Reports, Fund Balance Reconciliation, Generate Reconciliation Report
Image: Generate Reconciliation Report page
This example illustrates the fields and controls on the Generate Reconciliation Report page. You can find definitions for the fields and controls later on this page.
Report Request Parameters
Enter the parameters and click the Run button to run the Fund
Balance with Treasury Recn (fund balance with treasury reconciliation) process, GLS9500 SQR Report to compare the data that you defined for this reconciliation with the U.S.
Treasury data and produce a report that defines any differences in the data.
Related Links
General Ledger Reports: A to Z
Configuring the FUND_STATUS PS/nVision Report
Federal government agencies require one or more available funds reports for each TAFS/TAS that is subject to FACTS II reporting requirements.
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To configure the FUND_STATUS PS/nVision report, use the Tree Manager component (PSTREEMGR).
This section discusses how to:
• Maintain the FED_RC02_ACCOUNTS tree.
• Define the FUND_BALANCE nVision report layout.
• Request and distribute the FUND_BALANCE report.
Pages Used to Configure the FUND_STATUS PS/nVision Report
Page Name Definition Name Navigation Usage
Tree Manager PSTREEMGR Tree Manager, Tree Manager,
Tree Manager
Review an existing tree, tree levels, or a tree definition.
Scope Definition NVS_SCOPE_DEFN nVision Report Request NVS_REPORT_RQST
Reporting Tools, PS/nVision,
Define Scope, Scope
Definition
Defines the scope for generating a PS/nVision report.
Reporting Tools, PS/nVision,
Define Report Request, nVision Report Request
Enter the data that is necessary to run a PS/nVision report.
Maintaining the FED_RC02_Accounts Tree
Use the Tree Manager page (PSTREEMGR) to review the FED_RC02_ACCOUNTS tree (existing tree, tree levels, and tree definition).
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Navigation
Tree Manager, Tree Manager, Tree Manager
Image: FED_RC02_ACCOUNTS Account Rollup tree
This example illustrates the fields and controls on the FED_RC02_ACCOUNTS Account Rollup tree.
You can find definitions for the fields and controls later on this page.
Account tree FED_RC02_ACCOUNTS is delivered specifically for Fund Status reporting. Changes to the tree, including node description, account hierarchy, and so on, are reflected when you run the nVision report.
See PeopleTools documentation: PeopleSoft Tree Manager.
Defining the FUND_BALANCE nVision Report Layout
Use the Scope Definition page (NVS_SCOPE_DEFN) to define or access the scope (FUND_STAT) for generating a PS/nVision report.
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Navigation
Reporting Tools, PS/nVision, Define Scope, Scope Definition
Image: PeopleSoft/nVision scope definition FUND_STAT
This example illustrates the fields and controls on the PeopleSoft/nVision scope definition FUND_STAT.
You can find definitions for the fields and controls later on this page.
The nVision Layout FUND_STATUS is processed with the Scope definition FUND_STAT, which contains Fund, Department ID, and Program Code as selection criteria.
For each unique combination of Fund, Department, and Program values, you can generate a Microsoft
Excel spreadsheet based on the year-to-date balances in the Ledger table.
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
The following example shows the Microsoft Excel worksheet that lists the available fund information for
Fund F200, Department 42000, Program P2000:
Image: Example of MicroSoft Excel funds worksheet
This example illustrates the fields and controls on the Example of MicroSoft Excel funds worksheet. You can find definitions for the fields and controls later on this page.
You can view this spreadsheet at three different levels corresponding to the levels in the
FED_RC02_ACCOUNTS tree by clicking the 1, 2, or 3 button in the upper left corner of the worksheet.
Level 1 (button 1) shows only the four summarized totals:
• Total Resources
• Fund Distribution
• Spending Activity
• Balances Available
Level 2 (button 2) shows detail line items under each group.
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33
Level 3 (button 3) shows the balances for each account, as defined in the account tree.
Requesting and Distributing the FUND_BALANCE Report
Use the nVision Report Request page (NVS_REPORT_RQST) to enter the criteria necessary to run a PS/ nVision report (FUNDSTAT report).
Navigation
Reporting Tools, PS/nVision, Define Report Request, nVision Report Request
Image: PeopleSoft nVision Report Request page - FUNDSTAT report
This example illustrates the fields and controls on the PeopleSoft nVision Report Request page -
FUNDSTAT report. You can find definitions for the fields and controls later on this page.
988
The delivered Report Request creates worksheets that are named after the Department ID and the Program
Code that you specify in the File Template edit box (click the Scope and Delivery Templates link):
%RID%_d%SFV.DEPTID%_p%SFV.PROGRAM_CODE%.xls
Directories that are named after the Fund names are created, as specified in the Directory Name Template edit box:
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Chapter 33 Setting Up and Generating Federal Government and Statutory Reports
Fund_%SFV.FUND_CODE%
Image: Fund instance
This example illustrates the fields and controls on the Fund instance. You can find definitions for the fields and controls later on this page.
See PeopleTools Documentation: PS/nVision.
Setting Up Federal Reimbursable Agreement Accounts in General
Ledger
To set up federal reimbursable agreement accounts in PeopleSoft General Ledger, use the Reimbursable
Agreement Account component (RMC18_SETUP).
This section provides an overview of federal reimbursable accounts in PeopleSoft General Ledger and discusses how to set up reimbursable agreement accounts.
Page Used to Set Up Federal Reimbursable Agreement Accounts in General
Ledger
Page Name Definition Name Navigation Usage
Reimbursable Agreement
Account
RMC18_SETUP General Ledger,
Federal Reports, Define
Reimbursable Account,
Reimbursable Agreement
Account
Set up general ledger Account
ChartFields for each of the
Reimbursable Agreement
Amount Types that are predefined for the page.
Understanding Federal Reimbursable Accounts in General Ledger
Federal agencies and the DoD often use reimbursable funding to perform work on behalf of others and then are reimbursed for the work. A reimbursement ID is created based upon an agreement between agencies or an outside organization. This agreement is negotiated prior to its acceptance. Agencies may only bill back the prenegotiated reimbursable amount, which makes it imperative that they are able to track reimbursable agreements separately from other types of funding, as well as access the current status
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Setting Up and Generating Federal Government and Statutory Reports Chapter 33 of the reimbursable amount, billing limit, amount expended against the agreement, and the amounts collected against the agreement.
Federal agencies and the DoD also operate under a revolving fund. Several organizations within these two groups operate much like a business in that they charge for goods and services, and any proceeds they receive from sales finance the fund. These organizations must be able to bill for goods and services and track the status of the bills and any collection activity.
PeopleSoft Contracts enables the user to review this information required by the government on the Reimbursable Agreement Inquiry page. To take advantage of this inquiry, you must set up the
Reimbursable Agreement Account information. On this page, you define the accounts for the type of amount in the Reimbursable Agreements inquiry:
• Advanced Amount equals the sum of the amounts in SGL accounts 2310, 5200, and the Unbilled AR account based on the specified search criteria for the inquiry.
• Advanced Remaining Amount equals the sum of SGL account 2310 for the specified search criteria for the inquiry.
• Billed Amount equals the Advanced Amount less 2310.
• Earned Amount equals the sum of SGL account 5200 for the specified search criteria for the inquiry.
• Unbilled Amount equals the sum of the Unbilled AR account for the specified search criteria for the inquiry.
• Obligated Amount equals the sum of amounts in SGL accounts 4802, 4872, 4882, 4801, 4871, and
4881 for the specified search criteria for the inquiry.
• Expended Amount equals the sum of amounts in SGL accounts 4902, 4972, 4982, 4901, 4971, and
4981 for the specified search criteria for the inquiry.
• Collected Amount equals the sum of amounts in SGL account 1023 for the specified search criteria for the inquiry.
• Committed Amount.
Related Links
"PeopleSoft Contracts Integrations (PeopleSoft FSCM 9.2: Contracts)"
Reimbursable Agreement Account Page
Use the Reimbursable Agreement Account page (RMC18_SETUP) to set up general ledger Account
ChartFields for each of the Reimbursable Agreement Amount Types that are predefined for the page.
Navigation
General Ledger, Federal Reports, Define Reimbursable Account, Reimbursable Agreement Account
Amount Type
Select the amount types that appear in the Reimbursable
Agreements Inquiry in PeopleSoft Contracts.
Account
Select the Account ChartField that applies to each amount type.
A description and example of how the amounts in the inquiry
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Chapter 33
Account Action
Setting Up and Generating Federal Government and Statutory Reports are derived for each amount type resides in the PeopleSoft
Contracts documentation, "Federal Reimbursable Agreements" topic.
Select either Addor Deduct.
This selection describes the action taken on the detail amount for the account when you are combining them into the higher level amount type.
Related Links
"Setting Up Federal Reimbursable Agreements (PeopleSoft FSCM 9.2: Contracts)"
Using PS/nVision for Statutory Reporting
You can fulfill your GASB 34 and 35 statutory reporting requirements using PS/nVision and a PeopleSoft template.
This section provides an overview of GASB 34 and 35 reporting.
Understanding GASB Statements 34 and 35 Reporting
GASB statements 34 and 35 require state and local governments and public colleges and universities to submit basic financial statements. The PeopleSoft application provides a template that enables local and state governments and public colleges and universities to design the following PS/nVision reports that adhere to the GASB 34/35 guidelines:
• Governmentwide Statements
A statement of net assets and activities.
• Government Fund Statements
A balance sheet and a statement of revenues, expenditures, and changes in fund balances.
• Proprietary Fund Statements
A statement of net assets, a statement of revenues, expenditures, and changes in fund balances, and a statement of cash flows.
• Fiduciary Fund Statements
A statement of fiduciary net assets and a statement of changes in fiduciary net assets.
• Budget Comparison Statements
The original budget, the final appropriated budgets for the reporting period, and the actual inflows, outflows, and balances that are stated on the government's budgetary basis.
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Appendix A
General Ledger Web Libraries
General Ledger Web Libraries
This topic provides an overview of web libraries and discusses General Ledger web libraries.
Understanding Web Libraries
A web library is a derived or work record whose name starts with WEBLIB_.
PeopleSoft embeds all internet scripts (iScripts) in records of this type. An iScript is a specialized
PeopleCode function that generates dynamic web content. Administrators must make sure that users have the proper access to web libraries. For example, the default navigation system for PeopleSoft
Pure Internet Architecture users is implemented by using a web library. If users do not have the proper authorization to the web library and its associated scripts, then they will not have proper access to the system. If users are not authorized to a particular web library or iScript, then they cannot invoke it. After you add a web library, you set the access for each script function individually. Invoking an iScript requires the assembly of a URL. Developers assemble the URL by using PeopleCode.
PeopleTools Documentation: PeopleCode API Reference
PeopleTools Documentation: Security Administration
PeopleTools Documentation: PeopleTools Portal Technology
General Ledger Web Libraries
This table lists the web libraries that are used and delivered with General Ledger:
Web Library Name
WEBLIB_IB
WEBLIB_MSGWSDL
Description
Generates PeopleSoft Integration Broker functions.
This is the record behind the page for the enterprise integration point Web Services Description Language (WSDL) generation.
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General Ledger Web Libraries
Web Library Name
WEBLIB_PORTAL
WEBLIB_PT_NAV
WEBLIB_RPT
WEBLIB_XMLLINK
WEBLIB_GL
Appendix A
Description
Contains the following 5 fields with FieldFormula iScript
PeopleCode, each of which relate to a functional area of the portal:
PORTAL_HOMEPAGE: Support for homepage runtime interaction, including the homepage version of the menu navigation.
PORTAL_NAV: Main support routines for navigation.
PORTAL_HEADER: Support for the header portion of the page and some generic routines.
PORTAL_DYN_TEMP: Support for the dynamic template.
PORTAL_PGLT_PREV: Support for the pagelet preview functionality.
Contains iScripts for the menu pagelet and left-hand navigation for transaction pages.
Contains iScript for the Run report to window output option.
Supports access to the new browser window.
Generates PeopleSoft Business Interlinks XML functions.
Contains XML link import functions for Spreadsheet Journal
Import
994 Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix B
Configuring Batch Processes
Configuring Batch Processes
This topic provides an overview of configuring batch processes and discusses how to configure temporary tables for batch processing.
Configuring Temporary Tables for Batch Processing
When you run batch processes in parallel, you risk data contention and deadlocks on temporary tables. To avoid this, PeopleTools enables you to dedicate specific instances of temporary tables for each process.
When PeopleSoft Application Engine manages a dedicated temporary table instance, it controls the locking of the table before use and the unlocking of the table after use.
When you decide how many temporary table instances to dedicate for a process, consider the number of temporary tables that the process uses. More instances result in more copies of the temporary tables on the system. For example, if a process uses 25 temporary tables and you have 10 instances for a process, you will have 250 temporary tables on the system.
If you run processes in parallel and all of the dedicated temporary table instances are in use, the performance of the process decreases. You need to find a balance that works for your organization.
Note: When you specify the number of instances, PeopleSoft Application Designer displays a list of the temporary tables for the process. Use the list to determine how many temporary tables each process uses.
Specify how many temporary table instances to dedicate for each of the following batch processes that can run in parallel in General Ledger:
• Allocations (FS_ALLC)
• Combo Edit Build (FS_CEBD)
• ChartField Combination Editing (FS_CEDT_PROC)
• Journal Generator (FS_JGEN)
• ADB Calculation (GL_ADB_CALCX)
• Post Daily Balance (GL_ADB_POST)
• Journal Edit (GL_JEDIT)
• Journal Copy (GL_JRNL_COPY)
• Flat File Journal Import (GL_JRNL_IMP)
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Configuring Batch Processes Appendix B
• Flat File Ledger Import (GL_LED_IMP)
• Standard Journal Entry (GL_SJE)
• Cash Flow Statement (FR_CALCULATE)
• Commitment Control Budget Processor (FS_BP)
• Commitment Control Notification (KK_NTFY_WF)
• Closing (GLPCLOSE)
• Consolidations (GLPOCONS)
• Equitization (GLPQEQTZ)
• Journal Post (GLPPPOST)
• Multicurrency Processing (FSPCCURR)
• Open Item Reconciliation (GL_OI_RECON)
• Summary Ledger (GL_SUML_PROC)
Note: The processes that are listed here are the main general ledger processes (Application Engine (AE) or COBOL). General Ledger also has some AE or SQR processes that are mainly for loading data to do government reporting ( FACTS I, FACTS II, SFxxx). Because these are more like a report than a process, they are not included in this list.
The PeopleTools documentation discusses the usage of temporary tables in detail and describes how to specify the number of instances.
If you run any of the General Ledger AE or COBOL processes, also configure the temporary tables for those processes. The PeopleSoft PeopleTools documentation discusses how to do this in detail.
See PeopleTools Documentation: PeopleSoft Application Engine
Related Links
Understanding Optimal General Ledger Performance
996 Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix C
Delivered Workflows for General Ledger
Delivered Workflows for General Ledger
This topic discusses the delivered workflows for Oracle's PeopleSoft General Ledger when using the
Virtual Approver workflow method.
For information on using the Approval Framework workflow method, see PeopleSoft General Ledger
documentation: Setting Up and Using Configurable Workflow.
See also PeopleTools documentation: Workflow Technology.
Delivered Workflows for General Ledger
This section discusses PeopleSoft General Ledger workflows when using the Virtual Approver workflow method. The workflows are listed alphabetically by workflow name.
Journal Entry Approval
This section discusses the Journal Entry Approval workflow.
Description
Information Type
Event Description
Description
Further Approval Required.
Action Description
Notification Method
Generates a worklist entry for the next user in the approval hierarchy.
Worklist.
Workflow Objects
Information Type
Approval Rule Set
Business Process
Activity
Description
JOURNAL_ENTRY_APPROVAL
JOURNAL_ENTRY_APPROVAL
APPROVE_DENY_JOURNAL
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Delivered Workflows for General Ledger
Information Type
Role
Description
GL_ANALYST and SUPERVISOR
Journal Entry Denial
This section discusses the Journal Entry Denial workflow.
Description
Information Type
Event Description
Description
Journal Entry denied.
Action Description
Notification Method
Sends an email to the previous user.
Email.
Workflow Objects
Information Type
Approval Rule Set
Business Process
Activity
Role
Description
JOURNAL_ENTRY_APPROVAL
JOURNAL_ENTRY_APPROVAL
APPROVE_DENY_JOURNAL
SUPERVISOR and/or MANAGER(S)
Journal Entry Approved
This section discusses the Journal Entry Approved workflow.
Description
Information Type Description
Event Description Journal entry approved.
Action Description
Notification Method
The system marks the journal entry for posting.
None
Appendix C
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Appendix C
Workflow Objects
Information Type
Approval Rule Set
Business Process
Activity
Role
Delivered Workflows for General Ledger
Description
JOURNAL_ENTRY_APPROVAL
JOURNAL_ENTRY_APPROVAL
APPROVE_DENY_JOURNAL
SUPERVISOR and/or MANAGER(S)
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999
Appendix D
General Ledger Reports
General Ledger Reports: A to Z
This table lists the General Ledger reports, sorted alphanumerically by report ID.
Note: You may see both of the terms XML Publisher (XMLP) and BI Publisher, depending on the version of your PeopleTools installation and the Bundle version of your application. As of PeopleTools 8.52, references to XML Publisher (XMLP) have changed to BI Publisher. This does not denote a change to the reports; only the naming convention has changed.
Report ID and Report
Name
FIN1001
Message Log Report
Description Navigation Run Control Page
FIN2001
Journal Entry Detail Report
Prints message logs for a process instance ID and batch report type, similar to the online query that is available for each background program.
Displays job ID, program name, date, time, sequence number, logged message, and explanation for each process instance ID. (SQR)
Background Processes, Print
Process Report
RUN_FIN1001
Displays all journal entries that were entered in the system for a business unit and ledger within the date range specified. Prints the journal entries in ascending
ID order within the ledger and shows the journal date,
the source, whether a reversal entry was created, journal status, posted date (if any),
and a description. For each line that is included in the journal entry, lists the line number of the entry, the account number, a description,
the department, product, and project ChartField values, and debit and credit detail. Also prints statistical information where included in a journal entry. (SQR)
General Ledger, General
Reports, Journal Entry Detail
RUN_FIN2001
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General Ledger Reports Appendix D
Report ID and Report
Name
FIN2005
Journal Entry Detail Report with Attributes
FIN5001
Reconciliation by System
Source
Description
This report is similar to the
Journal Entry Detail Report,
except that this report also lists the ChartField attribute values. (SQR)
This report consists of detailed subsystem and
General Ledger (GL) journal transactions that are aggregated to the business unit, subsystem source,
ledger, account or alternate account, fiscal year, and accounting period level.
For example, it lists the data at the system source level,
such as accounts payable
(AP), and then lists all the activity for AP, including what was posted and not posted, for one or more selected ChartFields that appear in the data that you loaded. (SQR)
Navigation
General Ledger, General
Reports, Journal Entry with
Attributes
General Ledger,
General Reports, GL
Subsystem Reconciliation,
Reconciliation by System
Srce
Run Control Page
RUN_FIN2005
RUN_FIN5001 (RUN_
GLRCN_RPTS)
FIN5005
Reconciliation by ChartField report.
FSX5101
Ledger Translation Errors report (BI Publisher)
FSX0007
SpeedTypes Report
Lists the data based on one or more selected ChartFields that appear in the data that you loaded. Each of the subsystem amounts that fall within the
ChartField combination is listed on the report along with the total amounts for the
ChartFields and the related ledgers. (SQR) Run control parameters allow you to select a ChartField value or a tree with the ChartField values to report. The run control parameters allow you to include vs. exclude system sources.
General Ledger,
General Reports, GL
Subsystem Reconciliation,
Reconciliation by ChartFields
RUN_FIN5005 (RUN_
GLRCN_RPTS)
Lists the errors from ledger translation. (BI Publisher)
Lists all valid SpeedTypes and corresponding information,
including the ChartField values that are defined for each SpeedType (BI Publisher report).
General Ledger, Regulatory
Ledger Reports, Ledger
Errors
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Reports,
SpeedTypes
RUN_FIN5101 (RUN_
GLRCN_RPTS)
RUN_FIN0007
1002 Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
Report ID and Report
Name
FSX0011
Valid Department Codes
Report
FSX0012
Valid Product Codes Report
FSX0013
Valid Project IDs Report
GLX1000
Summary Ledger Definition
Report (BI Publisher)
GLX1001
Valid Ledger Codes (BI
Publisher)
GLX4001
Summary Calendars (BI
Publisher)
GLX4003
Combination Group (BI
Publisher)
Description Navigation Run Control Page
Lists all valid Department values and related information
(BI Publisher report).
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields,
Reports, ChartField Reports,
Department
RUN_FIN0011
Lists all valid Product values and related information (BI
Publisher report).
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Reports,
ChartField Reports, Product,
Product
RUN_FIN0012
Lists all valid Project ID values and related information
(BI Publisher report).
Set Up Financials/Supply
Chain, Common Definitions,
Design ChartFields, Reports,
ChartField Reports, Project,
Project ID
RUN_FIN0013
RUN_GLC1000 Displays information about summary ledgers, including a description, the detail ledger that it summarizes,
record names, and a listing of the ChartFields that are associated with the ledger. (
BI Publisher) Transactions that have been journalized will be differentiated between those transactions that have not been journalized. Any
ChartField changes that have been made between journalized transaction and the accounting line value will be reported. Information is provided on journals in suspense that originated in the system source.
General Ledger, Summary
Ledgers, Summary Ledger
Definition Rpt
Displays information about valid ledger codes including associated book codes. (BI
Publisher)
General Ledger, Ledgers,
Ledger Codes Report.
RUN_GLC1001
Displays information about summary calendars. Includes a description as well as a listing of the periods that you have defined for the calendar.
(BI Publisher)
Setup Financials/Supply
Chain, Common Definitions,
Calendars/Schedules,
Summary Calendar Report
RUN_GLC4001
Displays information on
ChartField combination edit groups for a selected setID. (
BI Publisher)
Setup Financials/Supply
Chain, Common Definitions,
Design ChartFields,
Combination Editing,
Combination Group Report
RUN_GLC4003
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1992-2013, Oracle and/or its affiliates. All rights reserved.
1003
General Ledger Reports Appendix D
Report ID and Report
Name
GLX4007
Journal Entry Template (BI
Publisher)
GLX4008
Journal Class Report (BI
Publisher)
GLX5501
ADB Calculation Report (BI
Publisher)
GLX6001
Allocation Group (BI
Publisher)
GLX7501
Journal Entry Detail (BI
Publisher format)
Description Navigation Run Control Page
Displays Journal Entry
Templates by the security applied that is available to a user. (BI Publisher). Use this report if you have configured
ChartFields to avoid manual changes.
Displays the journal class name and a description of each for a selected setID. (BI
Publisher).
Setup Financials/Supply
Chain, Common Definitions,
Journals, Entry Template
Report, Journal Entry
Template Report, Run,
Process Scheduler Request, and select Journal Entry
Template.
RUN_GLC4007
Set Up Financials/Supply
Chain, Common Definitions,
Journals, Class Report
RUN_GLC4008
Lists ADB calculation details,
including averaged period,
date, and time. (BI Publisher)
General Ledger, Average
Daily Balance, ADB
Calculation Report
RUN_GLC5501
Lists detail information that is associated with a particular allocation group. (
BI Publisher)
Allocations, Reports,
Allocation Group
RUN_GLC6001
BI Publisher reports (formerly
XMLP) do not require manual changes to support ChartField configuration.
General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Journal Entry
Lines Page
RUN_GLC7501
Shows journal entry detail information by business unit,
journal ID, date, description, ledger group, source, reversal,
foreign currency, rate type,
effective date, and effective rate. It also shows line number, account, description,
amount, rate type, exchange rate, foreign amount, base amount, and totals for the journal. (BI Publisher)
Select the Print Journal (
XMLP) value in the Process field, and click the Process button. Click the Report
Manager button and then click the Journal Entry Print link for the GLX7501 report.
Reporting Tools, Report
Manager, and click the
Journal Entry Print link to access the GLX7501 report.
1004 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
Report ID and Report
Name
GLX7502
Journal Entry Detail ( separate debit and credit) (BI
Publisher)
Description Navigation Run Control Page
BI Publisher reports do not require manual changes to support ChartField configuration.
Shows journal entry detail information for separate debit credit by business unit,
journal ID, date, description, ledger group, source, reversal,
foreign currency, rate type,
effective date, and effective rate. It also shows line number, account, description,
amount, rate type, exchange rate, foreign amount, base amount, and totals for the journal. (BI Publisher)
General Ledger, Journals,
Journal Entry, Create/Update
Journal Entries, Journal Entry
Lines Page
RUN_GLC7502
Select the Print Journal (
XMLP) value in the Process field, and click the Process button. Click the Report
Manager button and then click the Journal Entry Print link for the GLX7502 report.
Reporting Tools, Report
Manager, and click the
Journal Entry Print link to access the GLX7502 report.
Note: You must have configured you system for separate debit credit to use this report.
GLS1001
Summary Ledger Detail
GLS1002
Closing Rules
GLS1003
Closing Trial Balance
This is a template for designing reports based on user-specific ledger definitions. This is based on the summary ledger (
PS_S_LEDGER_SUM),
which you can find in the
DEMO database. The record definition set consists of the following ChartFields:
ACCT, OPERATING_UNIT,
DIVISION, PRODUCT_
AREA, and PROJ. Contains one statistics code field named
STATS. (SQR)
General Ledger, Summary
Ledgers, Summary Ledger
Detail Report
RUN_GLS1001
Displays information about closing set rules. It prints a description of the close set, identifies the name of the account ChartField, and shows the ChartField to which that profit and loss account will be closed. Also shows the option for retaining earnings in the ChartField. (SQR)
General Ledger, Close
Ledgers, Closing Rule Report
RUN_GLS1002
Summarizes all entries on the ledger by account type.
Prints beginning and ending balances for the year, totals for the period, adjustments,
and closing entries. (SQR)
General Ledger, Close
Ledgers, Closing Trial
Balance
RUN_GLS1003
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
1005
General Ledger Reports Appendix D
Report ID and Report
Name
GLS1004
Journal Closing Status
GLS1005
Translate Ledger
Reconciliation
GLS1006
Ledger In-Sync
GLS2000
Elimination Set Definition
GLS2001
Minority Interest Set
Definition
Description Navigation Run Control Page
Displays the journal line details for journal lines with various closing statuses. (
SQR)
General Ledger, Close
Ledgers, Journal Closing
Status Report
RUN_GLS1004
Reconciles the amounts in the currency translation ledger to the amounts in the primary ledger within a Multibook ledger group. (SQR)
General Ledger, Process
Multi-Currency, Reports,
Translation Ledger Reconcile
RUN_GLS1005
This report searches the currency translation ledger within a multibook ledger to determine whether any data (for a particular year) is violating the required ledger structure. (SQR)
General Ledger, Process
Multi-Currency, Reports,
Translation Ledger In-Sync
RUN_GLS1006
Displays all elimination set definitions for financial consolidations. Lists accounts to which differences will post if the set doesn't eliminate and shows the ChartFields
(such as ACCOUNT and
BUSINESS_UNIT) and the
ChartField values that make up the elimination set, as well as a description of those values. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Elimination Sets
RUN_GLS2000
Displays the minority interest set definitions for financial consolidations. Lists for each minority interest set a description, tree structure ID,
the subsidiary entity, and percent of ownership. Also lists the accounts to which differences will post if the set doesn't eliminate, as well as the ChartField, manner specified, tree name/level, and the values that make up the parent/subsidiary accounts. (
SQR)
General Ledger, Consolidate
Financial Data, Reports,
Minority Interest Sets
RUN_GLS2001
1006 Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
Report ID and Report
Name
GLS2002
Consolidation Set Report
Description Navigation Run Control Page
Displays the options and controls that tell General
Ledger how to process a consolidation. Lists the journal ID mask, source, and relative elimination reversal date for elimination journals,
the ChartFields included in the elimination journals,
whether all elimination sets that are defined for the consolidation tree will apply,
which elimination sets will be used, whether all minority interest sets apply, and which minority interest sets will be used. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Consolidation Set
RUN_GLS2002
GLS2003
Consolidation Out of Balance
Report
Displays the elimination sets and ledger amounts that were processed for a consolidation request. The elimination sets are totaled and any out-ofbalance amount is displayed.
The out-of-balance amounts are also summarized at the node and tree levels. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Elimination Out of Balance
RUN_GLS2003
GLS2004
Minority Interest Eliminations and Adjustments
Displays the results of minority interest calculations for a consolidation request based on the combination of business units that are present in the consolidation tree. The elimination and adjustment entries are grouped by minority interest set. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Minority Int Elim/Adjustment
RUN_GLS2004
GLS2005
Audit Elimination Sets
Displays the elimination sets and audit information,
including account and business unit. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Elimination Sets Audit
RUN_GLS2005
GLS2006
Equitization Rules
GLS2007
Subsidiary Ownership Sets
Report
Displays the definition information and purpose for the equitization rule, including component, ChartField, value,
and description. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Equitization Rules
RUN_GLS2006
Shows the ownership,
set status, effective date,
description, entity ChartField,
subsidiary entity, parent,
ownership percentage, and controlling equitize. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Ownership Sets
RUN_GLS2007
Copyright
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1992-2013, Oracle and/or its affiliates. All rights reserved.
1007
General Ledger Reports Appendix D
Report ID and Report
Name
GLS2008
Equitization Calculation Log
GLS3000
Open Item Listing
GLS3001
InterUnit Activity
GLS4000
Schedules
Description
Lists equitization calculation details by process instance. (
SQR)
Navigation Run Control Page
Lists open Items for the accounts specified, including a description of the accounts,
the OpenItem key field,
and a detailed listing of the journal lines that have an open status up to the as of date. The journal lines are subtotaled by key field value. Journal lines containing OpenItem accounts are matched together based on the OpenItem edit field. (
SQR)
General Ledger, Open Items,
Open Item Listing Report
RUN_GLS3000
Displays reconciliation information by business unit, ChartField, primary and balancing values, and variance. (SQR)
Prints a list of the schedules that you have defined for a
SetID. The report includes a description of each schedule and the definition of its frequency. (SQR)
General Ledger, Consolidate
Financial Data, Reports,
Equitization Calculation Log
General Ledger, General
Reports, InterUnit Activity
Setup Financials/Supply
Chain, Common Definitions,
Calendars/Schedules,
Schedules Report
RUN_GLS2008
RUN_GLS3001
RUN_GLS4000
GLS4002
Combination Rule
GLS5000
Translation Definition
Displays information on a selected ChartField combination edit rule. (SQR)
Setup Financials/Supply
Chain, Common Definitions,
Design ChartFields,
Combination Editing,
Combination Rule Report
RUN_GLS4002
RUN_GLS5000 Displays the details and rules of each currency translation step. For each translation step, the report shows the description, ledger information, output and journal options, and gain and loss ChartFields. In addition,
detailed information is displayed for every translation rule that is used by the translation step. (SQR)
General Ledger, Process
Multi-Currency, Reports,
Translation Step
1008 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
Report ID and Report
Name
GLS5001
Revaluation Definition
GLS5002
Translation Calculation Log
GLS5003
Revaluation Calculation Log
GLS5004
Translate in Ledger
Calculation Log
GLS5005
Translate in Ledger Report
GLS5500
ADB Definition report
(average daily balance definition)
GLS6000
Allocation Step Report
GLS6002
Allocation Calculation Log
Description
Lists detailed information for allocation steps. (SQR)
Lists the allocation calculations that were performed for a given process step within a specified process instance. Displays the pool,
basis, and target amounts. (
SQR)
Navigation
Allocations, Reports,
Allocation Step
Allocations, Reports,
Allocation Calculation Logs
Run Control Page
Displays the details of each currency revaluation step,
including revaluation step description, ledger and
TimeSpan information,
exchange rate type, output and journal options, gain and loss ChartFields, and detailed revaluation ChartField information. (SQR)
General Ledger, Process
Multi-Currency, Reports,
Revaluation Step
Lists translation calculation details by process instance and translation step. (SQR)
Lists revaluation calculation details by process instance and revaluation step. (SQR)
General Ledger, Process
Multi-Currency, Reports,
Translation Calculation Log
General Ledger, Process
Multi-Currency, Reports,
Revaluation Calculation Log
Lists translation within ledger calculation details by process instance and translate within ledger step. (SQR)
General Ledger, Process
Multi-Currency, Reports,
Translation in Ledger Calc
Log (translation in ledger calculation log)
Displays the details and rules of each translation step within the ledger calculation log.
For each step, the report shows the description, ledger information, output and journal options, and gain and loss ChartFields. (SQR)
General Ledger, Process
Multi-Currency, Reports,
Translation in Ledger,
Translate in Ledger Report
Prints ADB details, including description, purpose, and
ChartField information. (
SQR)
General Ledger, Average
Daily Balance, ADB
Definition Report
RUN_GLS5001
RUN_GLS5002
RUN_GLS5003
RUN_GLS5004
RUN_GLS5005
RUN_GLS5500
RUN_GLS6000
RUN_GLS6002
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
1009
General Ledger Reports Appendix D
Report ID and Report
Name
Description Navigation
GLS6003
Budget Copy Calculation Log
Lists the Budget Copy
Process calculations that were performed for a given process step within a specified process instance. For each process step, the report shows the sequence, business unit,
account, department, product,
project status, year, period,
pool amount, basis amount,
basis total, target amount, and offset amount. (SQR)
General Ledger, Maintain
Standard Budgets, Budget
Copy Calculation Log
Lists standard journal entries and their status. (SQR)
General Ledger, General
Reports, Standard Journals
GLS7001
Standard Journals report
GLS7002
Ledger Activity report
Lists the beginning and ending ledger balances by
ChartField combination and account. Also lists the detailed journal line activity that is posted against the ledger for the accounting periods that are specified. (SQR)
General Ledger, General
Reports, Ledger Activity
Summarizes journal totals within a ledger by ChartField.
General Ledger, General
Reports, Ledger Summary
GLS7003
Ledger Summary Report
GLS7009
Posted Journal Summary
GLS7010
Ledger vs Journal Integrity
Provides the ability to report on journals that were posted during a specific run of the
Journal Post process. The
Journal Post process updates all journals that were posted with the value of the Process
Instance. The Process Instance is part of the search criteria that is used by the Posted
Journals - Summary report. (
SQR)
General Ledger, Journals,
Process Journals, Posted
Journal Summary Report
Checks for any discrepancy between Ledger and Journal tables within a specified period range. (SQR)
General Ledger, General
Reports, Ledger vs Journal
Integrity
GLS7011
Journal Edit Errors
Run Control Page
RUN_GLS6003
RUN_GLS7001
RUN_GLS7002
RUN_GLS7003
RUN_GLS7009
RUN_GLS7010
Provides detailed information about journal edit errors: period, journal ID, date,
source, reference number,
error type, line, line description, field name, and error message. (SQR)
General Ledger, Journals,
Process Journals, Journal Edit
Errors Report
RUN_GLS7011
1010 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
Report ID and Report
Name
GLS7012
Trial Balance
GLS7015
Journal Suspense Activity
GLS7016
Ledger Activity with
Attributes Report
Description Navigation Run Control Page
Combines detail and summary balance information. Shows the ending ledger balances for the specified year and period by ChartField combination.
Also displays subtotals by
ChartField. Prints a final total for debits and credits. (SQR)
General Ledger, General
Reports, Trial Balance
Provides detailed information about suspended journals. (
SQR)
General Ledger, Journals,
Suspense Correction,
Suspended Activity Report
Lists the journal activity and the associated attributes for one or more specific
ChartFields in a ledger for one or more periods,
including beginning and ending balances. (SQR)
RUN_GLS7012
RUN_GLS7015
General Ledger, General
Reports, Ledger Activity with
Attributes
RUN_GLS7016
GLS7017
General Ledger Activity with
Fund and Account Attributes
Generates a FACTS II report for a specific business unit,
ledger, fiscal year, period range, adjustment period information, and FACTS tree group. The Program
Reporting Category (PRC column heading) can display values for Category A and
Category B apportioned funds. You can also indicate that the numeric field can be
23 integers and 3 decimal places long. (SQR)
GLS7500
Ledger File Creation
GLS8012
Journal Line/Accounting
Entry Reconciliation
GLS8303
FACTS II Accounting Edit
Validation
General Ledger, Federal
Reports, FACTS II Reports,
Ledger with Attributes Report
RUN_GLS7017
Reads all entries on the ledger and gives the ending balance for the year and period by account. Output is routed to an ASCII file in the specified format. (SQR)
General Ledger, Ledgers,
Export Ledger Data
Compares journal entry lines with accounting entries. (
SQR)
General Ledger, General
Reports, Journal Line/
Acctg Reconcil (journal line/ accounting reconciliation)
RUN_GLS7500
RUN_GLS8012
Includes validation edits for account attributes, also includes footnote check to Edit10 when balance is negative, and Edit 8 validation. Shows Program
Reporting Category (PRCs) for Category A and B.
General Ledger, Federal
Reports, FACTS II Review,
Validate FACTS II Data
RUN_GLS8303
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
1011
General Ledger Reports Appendix D
Report ID and Report
Name
GLS8310
FACTS I Validation report
Description
This report is generated when you run the FACTS
I Validation process. It describes any outstanding issues for each FACTS I edit that is run for your FACTS I accumulated data. (SQR)
Navigation
General Ledger, Federal
Reports, FACTS I, Generate
FACTS I
Run Control Page
RUN_CNTL_FACTSI
GLS8311
FACTS I Trial Balance report
This report displays the status of the General Ledger account balances along with the corresponding USSGL account attributes based on each Treasury Symbol. (SQR)
General Ledger, Federal
Reports, FACTS I, Generate
FACTS I
RUN_CNTL_FACTSI
GLS8312
FACTS II Trial Balance
This report displays the status of the General Ledger account balances along with the corresponding USSGL account attributes based on each Treasury Symbol. (SQR)
General Ledger, Federal
Reports, FACTS II, FACTS
II Reports, FACTS II Trial
Balance
F2_RUN_GLS8312
GLS8400
SF224 Transaction Detail
Report
GLS8410
SF224 Business Activity
Exception Report
This is a monthly report that includes the detail transactions that make up the totals on the SF224
- Statement of Cash
Transactions report.
The detail report supports both regular SF224 and partial
SF224 reporting.
General Ledger, Federal
Reports, SF 224/ 1219/1220,
SF 224 Transaction Report
RUN_GLS8400
RUN_GLS8410 Displays transactions that should not be recorded for a particular ALC based on the
Business Activity Type code for that ALC. For example,
if the ALC is classified with a GWA Business Activity of
IPAC Only, then the report reflects any transactions erroneously recorded for CA
$HLINK and TDO Payments.
The report reflects data from
Accounts Receivable and
Accounts Payable. General
Ledger journal entry activity is not included in the report.
General Ledger, Federal
Reports, SF224/1219/1220,
SF224 Bus Activity
Exceptions
1012 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
Report ID and Report
Name
Description Navigation Run Control Page
GLS8411
ALC GWA Reporting Options
Report
Displays Agency Location
Codes by setID and prints the
ALC, agency Name, Business
Activity Type, and all related
GWA Reporter Category
Codes by descending effective date and status.
General Ledger, Federal
Reports, SF224/1219/1220,
ALC GWA Reporting Options
RUN_GLS8411
GLS8500
Federal Trial Balance report
GLS8501
Federal Transaction Register
This is a summary trial balance report. This report displays a beginning balance,
the total amount of debits and credits, and an ending balance. The data is generated for the specified ChartField combination for the fiscal year, accounting periods,
and adjustment periods. This report also displays subtotals by ChartField and grand totals by TAS/TAFS levels. Displays the fiscal year grand total. (
SQR)
General Ledger, Federal
Reports, Federal Trial
Balance
This is an online report that displays values at the fund,
department, and TAS/TAFS levels for each accounting period along with each
ChartField's attributes and attribute values. Displays the Program Reporting
Category serving Category
A and Category B and also accumulates and displays subtotals by ChartField and grand total. (SQR)
General Ledger, Federal
Reports, Federal Transaction
Register
RUN_GLS8500
RUN_GLS8501
RUN_FBRECON_RPT GLS9500
Fund Balance Reconciliation
This report is run after you run the Fund Balance
Reconciliation process, which compares account activity and trial balance data that is imported from the U.S.
Treasury to a federal agency's cash activity. It contains any differences between a federal agency's and the U.S.
Treasury's data. (SQR)
General Ledger, Federal
Reports, Fund Balance
Reconciliation, Generate
Reconciliation Report
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
1013
General Ledger Reports Appendix D
Report ID and Report
Name
GLSF224P
Statement of Cash
Transactions
GLSF1219
Statement of Accountability
Description Navigation Run Control Page
SF224 is a monthly report to the U.S. Treasury that identifies the dollar amounts of confirmed disbursements and collections by Treasury
Symbol, Agency Location
Code, and fiscal month.
This report is used by the
U.S. Treasury to ensure that the agency agrees with the internal U.S. agencies that perform disbursements through the U.S. Treasury.
This option enables you to create a flat file of the report to submit electronically through GOALS, and to print a hard copy of the report.
SF224 functionality supports both regular and partial reporting.
General Ledger, Federal
Reports, SF224 / 1219/ 1220,
Run SF224 Report/Create File
RUN_SF224_SF1220
This report is used to determine the accountability of disbursing officers for funds that are held outside the
Department of Treasury (cash on hand) by U.S. Treasury
Regional Finance Centers (
RFCs) and other nonmilitary agencies that do not do their own disbursing. This option prints a hard copy version of this report. This report is very similar to the SF1220 report. These two reports are treated as one report when submitted electronically and processed by GOALS using the SF1219/1220 Create option to create the file.
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
Run SF1219 Report
RUN_SF1219
GLSF224P
Statement of Transactions
According to Appropriations,
Funds, and Receipt Accounts report
Provides the U.S. Treasury with a monthly statement of payments and collections that are performed by agencies that do their own disbursing.
This option prints a hardcopy version of this report.
This report is very similar to the SF1219 report. These two reports are treated as one report when submitted electronically and processed by GOALS using the
SF1219/1220 Create option to create the file.
General Ledger, Federal
Reports, SF224/ 1219/ 1220,
Run SF1220 Report
RUN_SF224_SF1220
1014 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
Related Links
"PeopleSoft Commitment Control Reports List and General Description (PeopleSoft FSCM 9.2:
Commitment Control)"
"Application Fundamentals Reports: General Description (PeopleSoft FSCM 9.2: Application
Fundamentals)"
"PeopleSoft Global Options and Reports: A-Z (PeopleSoft FSCM 9.2: Global Options and Reports)"
Managing ChartFields in Reporting
The following discusses how to:
• Use BI Publisher reporting (formerly XMLP) to support ChartField configuration.
• Select ChartFields for SQR reports.
Using Oracle Business Intelligence Publisher Reporting to Support
ChartField Configuration
Oracle Business Intelligence Publisher (BI Publisher) is an enterprise reporting solution that streamlines report and form generation. In order to provide a more robust and complete reporting functionality,
Oracle's PeopleSoft applications offer many existing reports in the BI Publisher (formerly XMLP) format.
Reports created using BI Publisher for PeopleSoft require no manual changes to support configured
ChartFields. The BI Publisher format also provides flexibility for adopting future technology with smoother transitions. For information about the existing reports that are available in BI Publisher format, refer to the Reports listing for each product. Oracle BI Publisher technology is accessible from
PeopleTools PS Query and all PeopleTools applications. This technology enables PeopleSoft to deliver BI
Publisher reports that do not require manual changes to support ChartField configuration.
The following is a list of BI Publisher General Ledger reports:
• SpeedTypes report: FSX0007 BI Publisher report.
• Valid Department Codes report: FSX0011 BI Publisher report.
• Valid Product Codes report: FSX0012 BI Publisher report.
• Valid Project IDs report: FSX0013 BI Publisher report.
• Ledger Translation Errors: FSX5101 BI Publisher report.
• Summary Ledger Definition: GLX1000 BI Publisher report.
• Ledger Code: GLX1001 BI Publisher report.
• Summary Calendars: GLX4001 BI Publisher report.
• Combination Edit Group: GLX4003 BI Publisher report.
• Journal Entry Template: GLX4007 BI Publisher report.
• Valid Journal Class: GLX4008 BI Publisher report.
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
1015
General Ledger Reports Appendix D
• ADB Processes: GLX5501 BI Publisher report.
• Allocation Group Definition: GLX6001 BI Publisher report.
• Journal Entry Detail: GLX7501 BI Publisher report.
• Journal Entry Detail (separate debit and credit): GLX7502 BI Publisher report.
Selecting ChartFields for SQR Reports
The ChartField Selection grid is used by many report request pages and enables you to select the
ChartFields you want to view for SQR based reports that print ChartField values.
To enter report selection criteria in the ChartField Selection Grid:
1. Enter the header selection criteria and click Refresh to populate the grid with rows for each
ChartField.
2. Click Include CF for the ChartFields that you want to include values for in the report.
PeopleSoft delivers reports with a fixed number of lines on the report heading. This number is determined based on the most common business practice. There is just enough space for a few
ChartFields on the heading and still retain enough space for detail lines on each page. If you elect to include more ChartFields, the report will not have enough space to print all ChartField headings.
This results in report heading and detail lines that overlay each other. If your circumstances require you to print more than the optimum number of ChartField values, change the report to increase the report heading lines. Increasing the number of ChartFields is a customization and is not supported by
PeopleSoft.
3. (Optional) Use the Value field to enter ChartField values for the budgets on which you want to report.
Leave blank to select all values for the ChartField. Some Commitment Control report request pages include Value From and Value To fields to enable you to select ranges of ChartField values.
4. (Optional) Change the Sequence in which the ChartFields appears on the report.
For example, if you are reporting by Account and Department and you select Account to be first in the sequence, the report displays budget rows as follows:
Account
60000
Department
100
110
120
62000 100
110
130
The default sequence is alphabetical.
1016 Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix D General Ledger Reports
5. (Optional) Select Descr to include a description of the ChartField value.
6. (Optional) Select Subtotal to include a subtotal of all amounts for the ChartField.
For example, if you are reporting by Account and Department as in the above example, and you select
Subtotal for Account, the report displays a subtotal amount for each Account:
Account
60000
Department
100
Amount
1000
110
120
Subtotal
62000
Subtotal
100
110
130
2000
1000
4000
2000
1000
3000
6000
Copyright
©
1992-2013, Oracle and/or its affiliates. All rights reserved.
1017
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