Introduction To Peoplesoft General Ledger: Peoplesoft Solution Center Cross Group Training

PeopleSoft Solution Center Cross Group Training
Introduction to PeopleSoft General Ledger

April 15, 1998
1998 Andersen Consulting. All rights reserved. Confidential and proprietary to Andersen Consulting.
General Ledger Key Components

Table Setup and Maintenance Journal Processing
Allocations
PeopleSoft General Ledger
Trees
Consolidations
Year-End Close
Budgeting Multi-Currency
Reporting and Inquiry

Workflow
PS Application Flow
Projects
Billing
Receivables
Budgets
Order Management
Purchasing
Asset Management
Inventory
Distribution
Payables
Financial
General Ledger
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 - PeopleSofts 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
Payables BU 1
Receivables BU 1
Payables BU B
Payables BU 2
Receivables BU 2
Billing BU
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
Level Root Node
Parent Siblings
Child
Detail Value Node
Preparing for Journal Processing

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
Journal Processing Flow

Journal Entry via GL Journal Header/Lines Journal Entry via Journal Generator
Journal Edit
Journal Approval
Journal Post
Check Journal Status
Journal Components
A Journal is comprised of five components:
Journal Entry Header
Uniquely identified by Business Unit, Journal ID, Journal Date Transactions
Journal Entry Lines
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 Closing What Happens?

Old Year 0 Cash A/R 2 5 1 2 -1 2 1 -1 -1 3 ... 12 2 1 ADJ Close New Year 998 999 0 7 3 1
A/P
Stock R/E Rev. Exp.
-3
-1 -3 0 0 -3 2
-2
-1
-4
-1 -2 -5 0 0
-4 3
-5 5
0 0
-6 5 1
18 -16
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
nVision Components
Layout
Sales Revenue
Report Request
Instances
Scope
Chicago Sales Dept. Atlanta Sales Dept. Boston Sales Dept.
Boston Rev. Atlanta Rev. Chicago Rev.
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
Column/row selection criteria
Matrix
Summarized reporting
Matrix Layout Example

Variable Text Row Selection Criteria
%APN% Department
Tree Node for Sales Department
Description
Label Associated with Dept. Table
Sales
Software License Revenue Acct. #600000
Costs
Sales Expense Accts. #800000 and #801000 Column
Sales Departments
Sum
Sum
Selection Criteria
Labels Microsoft Excel Formulas

Matrix Report Example
October Department Description Sales Costs
0200 0210 0220 0230 0240
SF Chicago New York Paris Tokyo
4800 3500 4800 3800 5700 23,600
2774 1883 2774 1994 1778 11,203
Sales Departments
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 Whats Left?

Interunit
Allocations
Budgeting Multicurrency
Questions?

Introduction To Peoplesoft General Ledger: Peoplesoft Solution Center Cross Group Training

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Introduction to PeopleSoft General Ledger

General Ledger Key Components

Reporting and Inquiry

General PS Financial Terminology

General PS Financial Terminology (continued)

Functions of a General Ledger Business Unit

Application Business Units

General Ledger Hierarchy

General Ledger Control Tables

What are Trees?

Generate reports by pointing to various tree levels

Tree Setup and Terminology

Level Root Node

Detail Value Node

Preparing for Journal Processing

Journal Processing Flow

Check Journal Status

Journal Entry Header

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

Journal Entry Lines

Journal Entry Totals

Journal Entry Errors Journal Entry Approval

Journal Edit Overview

Creates a reversal journal if requested on the journal header

Additional Journal Processing

Year End Closing What Happens?

Additional Year End Issues

Boston Rev. Atlanta Rev. Chicago Rev.

Opening nVision brings up the NVSUSER worksheet

Standard PeopleSoft query

Matrix Layout Example

Labels Microsoft Excel Formulas

Matrix Report Example

October Department Description Sales Costs

0200 0210 0220 0230 0240

SF Chicago New York Paris Tokyo

4800 3500 4800 3800 5700 23,600

2774 1883 2774 1994 1778 11,203

General Ledger Whats Left?

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