GL Cross Grp

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PeopleSoft Solution CenterCross Group Training

Introduction to PeopleSoft General Ledger

April 15, 1998


General Ledger Key Components

AllocationsAllocations

Multi-CurrencyMulti-Currency

ConsolidationsConsolidations

Table Setup andTable Setup andMaintenanceMaintenance JournalJournal

ProcessingProcessing

TreesTrees

Year-End CloseYear-End Close

BudgetingBudgeting

WorkflowWorkflowReporting andReporting andInquiryInquiry

PeopleSoftGeneral Ledger


PS Application Flow

Projects

General Ledger

OrderManagement

Inventory

Billing

Purchasing

Receivables Budgets

AssetManagement

Payables

Distribution

Financial


General PS Financial Terminology

• Business Unit - Smallest organization entity that maintains it own data

• Control Tables - Tables used to define accounting structure and processing rules; data stored by SetID and can be shared across business units

• Transaction Tables - Tables that store transaction level data (journals, bills, vouchers, payments); stored by business unit

• Detail Calendar - Identifies the accounting period in which a transaction falls (monthly, 4 week periods, 13 week quarters, etc.)


General PS Financial Terminology(continued)

• Detail Ledger - A set of posted (journal) balances that represent a “set of books” for a business unit

• ChartFields - PeopleSoft’s chart of account fields; used to classify accounting transactions (account, department, product, project, currency, stat code, & affiliate)


Functions of a General Ledger Business Unit

A GL Business Unit impacts the following areas

• Each GL BU maintains its own set of books (ledgers)

• Journals are entered and processed by GL BU

• GL Batch Processing is requested by GL BU

• TableSet sharing is specified by GL BU

• Journal Entry Defaults are specified by GL BU

• Base Currency is specified by GL BU


Application Business Units

GL Business Unit A GL Business Unit B

PayablesBU 1

ReceivablesBU 1

PayablesBU 2

ReceivablesBU 2

PayablesBU B

BillingBU


General Ledger Hierarchy

Business Unit

Ledger

Source

Journal


General Ledger Control Tables

The following are some of the key GL Control Tables

• Chart Fields (Account, Dept, etc.)

• Calendars

• Ledgers

• TimeSpans

• Installation Options

• Trees


What are Trees?

A Tree is a framework set up to view and report on a range of information from a variety of sources

• Create hierarchical structures to visually represent summarization rules for particular ChartFields

• Generate reports by pointing to various tree levels

• Logically group detail values into ‘nodes’

• Devise ‘levels’ representing similar information based on nodes


Tree Setup and Terminology

LevelRoot Node

Parent

Siblings

Child

Node

Detail Value


Prior to entering journals you will need to set up the following:

• Enter Valid ChartField Values

• Define ChartField Combination Editing rules

• Define Ledger(s)

• Link each GL business unit to a ledger

Preparing for Journal Processing


Journal Processing Flow

Journal Edit

Journal Approval

Journal Header/Lines

Journal Entryvia Journal GeneratorJournal Entry via GL

Check Journal Status

Journal Post


Journal Components

A Journal is comprised of five components:

• Journal Entry Header

– Uniquely identified by Business Unit, Journal ID, Journal Date

• Journal Entry Lines

– Transactions

• Journal Entry Totals

– Control Totals

• Journal Entry Errors

• Journal Entry Approval


Journal Types

There are three types of journals

• Regular Journals

• Express Journals

• Standard Journals


Journal Generator

The Journal Generator converts accounting entries from other PS financial applications into journal entries

• Generates journals for multiple GL business units and ledgers

• If multiple PS financial applications are being used, the majority of journals will be generated by the Journal Generator.


Journal Edit Overview

Before journals can be posted they need to be checked by the Edit process for the following:

• Journal Date falls in a closed accounting period

• A journal for a balanced ledger does not balance

• Control totals on header do not match actual totals (debits, credits, lines, units)

• Invalid ChartFields and ChartField combinations


Posting Journals

Journal posting updates ledger balances

• Posting occurs after journals have been entered and edited

• Posting process performs the following steps:

– Selects all journals meeting the Posting Request criteria that have been “marked” for posting

– Posts lines of each journal selected to the ledger

– Creates a reversal journal if requested on the journal header

– Changes the status indicator for each of the journal lines from Valid to Posted


Additional Journal Processing

PeopleSoft GL has the additional GL features:

• Users can enter journals via Microsoft Excel - an alternative to entering journal entries online in the Journal Entry panel

• Copy journals

• Create reversing journals

• Unpost journals


Year End ClosingWhat Happens? Cash

A/R

A/P

Stock

R/E

Rev.

Exp.

0 1 2 ... 12 998 999 3 0 1

Old Year New YearADJ Close

2

5

-3

-1

-3

0

0

-3

2

-4

3 5

-5 0

0 5

-6 18

-16 1 0

0

-5

-1

-4

3

-1-2

1

2 2 1

-1

1 1

-1 -1

-2

7


Additional Year End Issues

• A range of accounting periods or several fiscal years can be open simultaneously

• Journals can be posted to any open period/fiscal year

• Record closing adjustments separately from regular transactions using period 998

• Enter adjustments for one Adjustment Year at a time


nVision Overview

nVision is a reporting and analysis tool that provides a link between ledger data and Microsoft Excel

• Generate reports over PeopleSoft databases from an Excel front-end

• Extract data for reports from any table in the system, specifically financial data from ledgers


Boston Rev.Atlanta Rev.

nVision Components

Layout

Scope

Report Request

Chicago Sales Dept.

Sales Revenue

Boston Sales Dept.

Atlanta Sales Dept.

Chicago Rev.

Instances


Starting nVision

Opening nVision brings up the NVSUSER worksheet


Layout Types

nVision layouts are classified as Tabular or Matrix layouts based on how they specify data to retrieve

• Tabular

– Standard PeopleSoft query

– Detailed reporting

• Matrix

– Column/row selection criteria

– Summarized reporting


Matrix Layout Example

Department Description Sales Costs

Tree Nodefor SalesDepartment

LabelAssociatedwith Dept.Table

SoftwareLicenseRevenue Acct. #600000

Sales ExpenseAccts.#800000 and#801000

Sales Departments

Sum Sum

%APN%

Text

RowSelectionCriteria

LabelsMicrosoft ExcelFormulas

Variable

ColumnSelectionCriteria


Matrix Report Example

October

Department Description Sales Costs

02000210022002300240

SFChicagoNew YorkParisTokyo

4800 3500 4800 3800 5700

2774 1883 2774 1994 1778

Sales Departments 23,600 11,203


nVision Variables

nVision Variables are used in the layout heading for information that might change from report to report or from run to run

• Report request variables

• Date and time period variables

• Scope-related variables


General Ledger What’s Left?• Interunit

• Allocations

• Budgeting

• Multicurrency

• Questions?

Documents

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