Transcript PeopleSoft 8.8 General Ledger for End Users

The brain is a wonderful
organ. It starts working the
moment you get up in the
morning . . .
. . . and doesn’t stop
until you get into the
office.
- Robert Frost
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General Ledger for End Users
Important Housekeeping Rules!
BE PUNCTUAL -- Class
starts on time
 Sign-in on class roster
 Name Tents -- Name on
front & back
 Pagers & cell phones off or
on silent/vibrate mode

Your Name
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Important Housekeeping Rules!
• Web-mail only during breaks,
& before/after class
• SHUTDOWN and RESTART
computer at end of class
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Logistics
Safety
Restrooms
Food
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Introductions
Name
 Where do you work?
 Length of time at the University
 PeopleSoft experience
 Question of the Day!

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Agenda
MORNING:
 Chapter 1 - Introducing PeopleSoft General
Ledger
 Chapter 2 - Maintaining Commitment Control
Budgets
 Chapter 3 - Entering GL Journals
LUNCH
AFTERNOON:
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Chapter 3 - Entering GL Journals (continued)
Chapter 4 – Maintaining Journals
Chapter 5 – Making Inquiries
Chapter 6 – Running General Ledger Reports
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Course Objectives
Understand the basic structure of the
General Ledger application
 Adjust and transfer Commitment
Control budgets
 Create, update & process GL journal
entries
 Make General Ledger inquiries
 Run standard reports
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General Ledger Activity Areas

General Ledger processors
 Table setup & maintenance
 Summarization (Tree)
structure setup & maintenance

End User functions
 Journal entry processing
 Reporting & inquiry
 Entering & maintaining Commitment Control
budgets
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GL Features & Scope
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Unrestricted chart of accounts
Unlimited ledgers
Enhanced journal entry
Visual summarization structures (trees)
On-line and report-driven inquiry
Effective-dated rules and structure
Application includes:
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General Ledger
Commitment Control (Budgeting)
Allocations
Internal/External reporting
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UTHSC-H General Ledger
Defaults

Business Unit
 UTHSC

Ledgers and Ledger Groups
 CC_REV
 CC_ORG
 CC_PRJ
ChartFields
 Trees

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Resources

General Accounting
○ http://www.uth.tmc.edu/finance/accounting/cont
act.htm
○ (713) 500-4925
○ E-Mail Address [email protected]

Budget & Financial Reporting
○ http://www.uth.tmc.edu/finance/bfr/contact.htm
○ (713) 500-4919
○ E-Mail Address [email protected]
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GL Journal Transaction Process
1.
Verify Budget

Commitment Control
○
View Budget
○ Make Adjustments or Transfers if needed
2.
Enter the GL Journal
○
Enter journal information
○ Budget Check by the Post Journal Process
3.
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Send supporting documentation to
General Accounting.
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Maintaining Commitment
Control Budgets
Commitment Control
Expenses not
Project related
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Expenses
Project related
Revenue
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Budget Check – Requisition Example
Set up Budget.
CC Ledgers
updated.
CC available
balance updated
each time Budget
Check is run.
Voucher posted & budget
checked.
Encumbrance liquidated &
updated to ledger.
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Requisition entered &
budget checked.
Pre-encumbrance
posted to ledger.
PO created & budget checked.
Pre-encumbrance liquidates &
pre-encumbrance,
encumbrances updated to CC
ledgers.
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All uppercase
 User ID: GLE00#
 Password: PSOFT2012

Let’s Log In
(where # is the number of the
workstation you are at)
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Budget Details
Business Unit -- UTHSC
 Ledger Group – CC_ORG
 Account – 61006
 Department – 57700000
 Operating Unit – 05
 Fund Code – 58000, 58001, 59001
 Budget Period – Recommended but not
required

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Budget Details
Do Not Fill in for Grants
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Budget Journal Adjustment
One sided Entry
40101
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61006
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Budget Transfer
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Budget Adjustments
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Increases (or decreases) the total budget
dollars
One-sided budget journal entry
Budget Entry Type = “Adjustment”
Revenue Budgets required only if the
ChartString has both Revenue & Expense
budgets (ex. grants, designated).
If ChartString has both Revenue & Expense
budgets, Revenue budget entered must have
a corresponding Expense budget & vice
versa.
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Budget Transfers
Do NOT change original total budget
 Transfers funds between existing budgets
 Balanced (two-sided) budget journal entry –
increasing one budget & decreasing
another
 Budget Entry Type = “Transfer Adjustment”
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Budget Transfer Examples

Only to “re-budget” funds in cases such as:
 Department ID change
 Move funds between MSRDP (Medical Service
Research Development Plan) ChartField strings
 Moving funds when a project closes
 Reallocation balances from one pool to another
within a Project or ChartField string
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Budget Transfers & ChartStrings

Transfer across ChartStrings
 Revenue budget transfer required only if the ChartString has
both Revenue & Expense budgets (ex. grants, designated).
 Revenue budget transfer must have a corresponding
Expense budget transfer & vice versa.
 Central Processing Department posts both journals.

Transfer within ChartStrings (between expense
accounts)
 Enter & save the expense budget transfer journal.
 You can post your budget transfers between expenses accounts
within allowable dollar limits
 Central Processing Department posts all journals that do not fit this
criteria.
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Budget Transfer Limitation
Certain budget transfers (depending on
ChartString, Account, Amount, etc.) can only
be processed by Central Processing
Department.
 If you try to process a budget transfer for
which you do not have security, you will
receive an error message.
 Central Processing Department will review
budget transactions regularly to see if any
need processing.
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Entering GL Journals
General Ledger End-of-Month Memo
The last day to post entries to sub ledgers (AP, AR, BI) for (month)
business, with the exception of processor departments, is (day of
the week) 30th. All GL Journals must be in the office of General
Accounting by (month) 5th. It is your responsibility to track the
progress of your journal entry to “posted status”.
We can not post your GL journal until we have a hard copy of the
document with the necessary back up. If we don’t have your
paperwork and you have not inquired about the status by 5PM
December 5th, the journal will be deleted.
If you have questions or concerns after reviewing the attached
procedures, please don’t hesitate to call.
Thank you,
Janna Stokes
Account Supervisor
General Accounting
UCT 902, Phone 713-500-4922
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General Ledger End-of-Month Memo
•July accounting period is closed. The monthly financial reports are on a shared
network drive. Please note that your EOM Summary Report now contains both
Expense and Revenue Reports in PDF format. The Detail Reports are in CSV
format. Access is available through the Dean’s Office of each school.
•Operating Unit 01 monthly financials reports are being distributed by General
Accounting through email as zipped attachments. This is a very tedious
process. If you haven’t received your financials by Friday 11th, please call 4925.
Thank you,
Janna Stokes
Account Supervisor
General Accounting
UCT 902
Phone 713-500-4922
[email protected]
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Journal Types & Identification
Regular journals
 Template
 Identified by 3 key fields

 Business unit
 Journal ID (system assigned)
 Journal date
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Journal Header

Contains key information that uniquely
identify the journal
 Business unit
 Journal ID
 Journal date

Also includes:
 Ledger Group to which the journal will be posted
 Source or location of the journal entry (ONL)
 Description of the journal’s purpose
 Applicable reversal information
 Schedule information if the entry is a Standard Journal Entry
 Commitment Control amount type
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Journal Lines
ChartField values associated with the
transaction
 Monetary and/or statistical amounts of
the journal entry
 Balancing and status information
 Also used to edit, budget check, print,
copy, & delete
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Journal Status Codes
N – No Status – Edit Required
 E – Errors
 V – Valid
 P – Posted
 T – Incomplete
 U – Unposted
 D – Deleted
 I – Posting Incomplete
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Journal Process Flow – End Users
1.
Enter & save journal header & detail lines
○ Accounting period is open.
○ ChartFields are valid Debits = Credits
○ Control totals balance to detail.
○ No errors exist.
2.
Run Edit Journal process to edit/budget check; process
verifies:
○ Checks transaction against control budgets
○ Updates control ledgers if sufficient funds
available
○ Updates activity log table
○ Updates Commitment Control Transaction Log
table
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Journal Process Flow – End Users
3.
If journal status is valid, but budget status
is “N” or “E”, can run Budget Check
process individually
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4.
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Cannot continue processing until errors are
corrected
Once corrected run Budget Check again.
Journals are saved as Approved.
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Journal Process Flow –Processors & System
5.
6.
Mark group of journals for posting as
needed.
Post error-free journals. System will:
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Select only valid journals.
Post each journal line to target detail ledger.
Change journal status to “posted.”
Create reversing journals if necessary.
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SpeedTypes
Speeds up entry by entering SpeedType
group rather than individual ChartField
values
 SpeedChart keys are smart-coded
DDDDFF####:

 First 4 digits = first 4 digits of department
ID
 Next 2 digits = first 2 digits of Fund Code
 Last 4 digits = system assigned sequential
numbers
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Special Journal Processing
InterFund
 Journal entries that occur between funds
 System automatically creates necessary
DueTo/DueFrom journal lines
Oper Unit
DeptID
Fund
Prog
Account
Amount
Description
09
99306301
42000
17
67373
1000
Furnishings and
Equipment
02
25420001
40000
11
67373
-1000
Furnishings and
Equipment
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Special Journal Processing
OpenItem transactions
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Need to stay open over multiple accounting periods
Enter employee’s vendor ID in OpenItem Key field
Status is O(pen)
When reduced to zero, status is C(losed)
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Special Journal Processing
OpenItem transaction - Travel Advance
Fund
Account
Amount
Open Item Key
36200
12104
(open item)
$1,000.00
0000000635
(employee Vendor ID)
36200
10705
(bank account)
-$1,000.00
OpenItem transaction - Reimbursement
Fund
Account
Amount
36200
10705
(bank account)
$500.00
36200
12104
(open item)
-$500.00
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Open Item Key
0000000635
(employee Vendor ID)
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Maintaining Journals
Maintaining Journals
Locating an existing journal entry
 Editing a journal entry
 Correcting journal errors
 Changing an existing journal entry
 Copying a journal entry
 Deleting a journal entry that has not been
posted
 Printing a journal

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Running Reports
Running Standard Reports
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Wrap-Up
Questions and answers
 Delete any desktop files
 Log-out of PeopleSoft
 Clear internet history cache
 Complete web-based class evaluations
 Returned all borrowed materials

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