General Ledger Draft - San Diego Unified School Districtold.sandi.net/dwa/peoplesoft/readandlearn/handbooks/assets/finance/Manual_General...DWA Project PeopleSoft General Ledger 6

DWA Project PeopleSoft eProcurement

PeopleSoft eProcurement

General Ledger

PeopleSoft Training—FinancialsSeptember, 2003

District Wide Applications


Table of Contents Table of Contents............................................................................................................................ 2 Chapter 1– PeopleSoft General Ledger Overview......................................................................... 3

Review PeopleSoft Chart of Accounts Structure ................................................................... 3 Chartfield Crosswalk................................................................................................................ 9 Review PeopleSoft Business Unit and SetID......................................................................... 12 Review PeopleSoft Ledgers (Standard and Commitment Control) ................................... 12

Chapter 2 – Journal Processing................................................................................................... 14 General Ledger Journal Entry Overview............................................................................. 14 Create an Online and Reversal Journal Entry..................................................................... 15 Create an IntraUnit Journal Entry ....................................................................................... 27 Create an SDCS Journal Import ........................................................................................... 33 Process Journal Generator..................................................................................................... 44 Error Corrections ................................................................................................................... 47 Correcting a Journal Status Error ........................................................................................ 48 Correcting a Budget Status error .......................................................................................... 49

Chapter 3 – Manage GL Journals ............................................................................................... 53 Unpost a Journal Entry .......................................................................................................... 53 Copy a Journal Entry ............................................................................................................. 62 Delete a Journal Entry............................................................................................................ 68

Chapter 4 – Inquiries.................................................................................................................... 70 Journal Inquiry ....................................................................................................................... 70 Ledger Inquiry ........................................................................................................................ 75 Budget Inquiry ........................................................................................................................ 79

Chapter 5 – Support...................................................................................................................... 84 Commonly Used Navigation Paths ........................................................................................ 84 PeopleSoft PeopleBooks.......................................................................................................... 85 Help Desk Procedures............................................................................................................. 86 Glossary ................................................................................................................................... 87

DWA Project PeopleSoft General Ledger

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Chapter 1– PeopleSoft General Ledger Overview Review PeopleSoft Chart of Accounts Structure

What are Chartfields? • Individual fields that make up the Financial Accounting Code for transactions • “Slot Machine” functionality • Multiple fields, with fewer options in each • Able to keep specific use for each field • Flexibility with reporting • Simplicity is key; helps performance and training • SACS compliant

Chartfields at SDCS

User Defined Fields System Defined Fields Department Resource Budget Reference Account Program Class Fund Extended Project ID

Resource Affiliate Fund Affiliate Fiscal Year Accounting Period Budget Period


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The new Chart of Accounts The mapping of the current Chart of Accounts to its equivalent in PeopleSoft is illustrated in the diagram below:

Cost Center Fund Object Program

FUND BUDGETREFERENCE

CLASS

PROGRAM

RESOURCEDEPARTMENT ACCOUNT

EXTENDEDPROJECT ID

San Diego City Schools Chart of AccountsCurrent Structure to PeopleSoft

For quick reference, the following table lists each value and a brief introduction to its use:

Chartfield Description Department Same as the current Cost Center with a leading digit indicating a school

(‘0’), central/administration (‘5’) or food service prep kitchen (‘8’). Resource The Resource Chartfield corresponds to a portion of the current Fund

code – the State Grant number. Budget Reference The Budget Reference corresponds to the current Project Year for

certain resources. Account Same as current object. Program State of California mandated field that classifies transactions according

to the purpose or reason for the transaction. Class Further categorization of the Program field mandated by the State of

California required only in particular circumstances. Fund Used to identify the source of funds for a transaction – high level

representation of the current Fund. Extended An extension of the Program field that will store District-specific

information not required by the State. Project ID Associates a transaction with a specially funded activity – will be used

for Prop MM in Phase II of the implementation.


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Some facts about the PeopleSoft Chartfields and how they are entered into the system:

• Chartfields are numeric (no alpha characters).

• Each Chartfield always has a “drop-down” menu that shows the numeric value as well as a text description of what that value represents.

• Each one of the Chartfields MUST have a value on every transaction line. Many times some will be populated with 0s, but they can NEVER be blank.

• Each Chartfield must be selected individually. There is NOT programming logic in the system that says that if Fund is X, then Program can be A, B, or C, but not D.

• There are edits that run when you process all transactions (requisitions, purchase orders, vouchers (invoices), and journal entries) that validate the combinations of Chartfields on each line according to State guidelines. These are called Combination Edits in PeopleSoft.

The Chartfields at SDCS will look like the following in PeopleSoft:

Chartfield Definitions • Department (DEPTID) – associates a transaction with the Department or Cost Center

from which it originates. The department code is exactly the same as the old cost center, with a leading digit. Examples:

o Adams Elementary – ‘0003’ o Budget Department – ‘5526’ o Prep Kitchen Lewis Middle – ‘8311’

• Resource (CHARTFIELD1) – identifies a State or Federal Grant that is funding a given transaction. This field is used only with a Restricted Fund, the 5th character is for local use like a Sub-Resource (i.e., Planning vs. Implementation or Secondary Grants), and it will be used to drive Budget rules (Discretionary vs. Non-discretionary). Examples:

o Unrestricted – ‘00000’ o Hourly Programs – ‘00500’ o IASA: Title I Basic Grants Local – ‘30100’ o Special Ed: Idea Basic Local – ‘33100’

• Budget Reference (BUDGET_REF) – used in conjunction with grant for those grants that span multiple fiscal years to differentiate between years. Examples:

o Undefined – ‘00’ o Grant ends June 30, 2003 – ‘03’ o Grant ends Sept 30, 2003 – ‘03’ o Grant ends June 30, 2004 – ‘04’


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• Account (ACCOUNT) – identifies how and where a transaction should be classified on financial reports. The account code is the same as the old object code. The Account chartfield usage is: 1 through 7 for Expenses, 8 for Revenues, and 9 for Assets and Liabilities. Examples:

o Classroom Teachers’ Salaries – ‘1107’ o Health and Welfare Benefits, Certificated Positions – ‘3401’ o Instructional Supplies – ‘4301’ o Other State Revenue – ‘8590’ o Accounts Payable (Current Liabilities) – ‘9500’

• Program (PROGRAM_CODE) – State mandated categorization of the type of activity, at a high level instructional versus support. Examples:

o Instruction – ‘1000’ o School Administration – ‘2700’ o Pupil Transportation – ‘3600’ o Financial Accounting – ‘7350’

• Class (CLASS_FLD) – State mandated categorization of the goal of a given program (activity). Used primarily for special education. Examples:

o Undistributed – ‘0000’ o Regular Education, K-12 – ‘1110’ o Special Education, Infants – ‘5710’

• Fund (FUND_CODE) – high level classification of the types of funds being used including general fund, bond fund, and charter schools. Examples:

o General Fund – ‘01000’ (most common) o Charter School/Memorial Academy – ‘09002’ o Cafeteria Special Revenue Fund – ‘13000’ o Building Fund/Prop MM – ‘21210’

• Extended (CHARTFIELD2) – extension of the program field to further classify activities such as textbook adoption, maintenance information, ROP, and blueprint. Examples:

o Undefined – ‘0000’ o K-2 Enhanced – ‘0011’ o ROP Accounting, Computerized – ‘0301’

• Project (PROJECT_ID) – used on a very limited basis in Phase I, but will be enhanced functionality for Prop MM in Phase II.

System Maintained Chartfield Definitions • Fund Affiliate – for IntraUnit transactions between Funds (InterFund). • Resource Affiliate – for IntraUnit transactions between Resources (InterResource). • Fiscal Year – identifies the fiscal year in which transactions occur (e.g. 2004). • Accounting Period – identifies the accounting period in which transactions occur

(e.g., period 10 – April). • Budget Period – identifies the fiscal year budget for those budgets that are defined by

a budget period.


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Common School Site and Department Scenarios Focusing on the User Defined chartfields, listed below are a number of scenarios:

Scenario 1 - Adams Elementary purchases supplies for instructional purposes:

Chartfield Values Description Department 0003 Adams Elementary Resource 00000 Unrestricted Budget Reference 00 Undefined Account 4301 Instructional Supplies Program 1000 Instruction Class 1110 Regular Education, K-12 Fund 01000 General Fund Extended 0000 Undefined

Scenario 2 - Memorial Academy pays a Classroom Teacher from Title I funds:

ChartField Values Description Department 0315 Memorial Academy Charter Resource 30100 IASA: Title I Basic Grants Local Budget Reference 00 Undefined Account 1107 Teacher/Classroom Salaries Program 1000 Instruction Class 1110 Regular Education, K-12 Fund 09002 Charter School/Memorial Academy Extended 0000 Undefined

Scenario 3 - Institute Support and Professional Development uses BTSA/Secondary funds to provide Instructional Material to new teachers at Adams Elementary:

ChartField Values Description Department 0003 Adams Elementary Resource 73802 BTSA/Secondary Budget Reference 03 Expires 6/30/2003 Account 4301 Instructional Supplies Program 1000 Instruction Class 1110 Regular Education, K-12 Fund 01000 General Fund Extended 0000 Undefined


Scenario 4 - The District receives BTSA/Secondary Grant money from the State of California as revenue:

ChartField Values Description Department 0000 Undefined Resource 73802 BTSA/Secondary Budget Reference 03 Expires 6/30/2003 Account 8590 Other State Revenue Program 0000 Undefined Class 0000 Undistributed Fund 01000 General Fund Extended 0000 Undefined

Scenario 5 - The grant dollars have expired. Therefore, the existing grant funded position needs to be turned off and a new position opened with the new funding.

ChartField Values Description Department 0153 Jackson Elementary Resource 62860 ELAP - English Language Acquisition

Program Budget Reference 00 None Account 1171 Hourly Tuition Program 1000 Instruction Class 1110 Regular Education - K -12 Fund 01000 General Fund Extended 0000 Undefined

Scenario 6 - The push in tutors can no longer be funded using ELAP dollars so we need to open the following position funded by ELILP.

ChartField Values Description Department 0153 Jackson Elementary Resource 62880 ELILP - English Language Intensive

Literacy Program Budget Reference 00 None Account 1171 Hourly Tuition Program 1000 Instruction Class 1110 Regular Education - K- 12 Fund 01000 General Fund Extended 0000 Undefined


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Chartfield Crosswalk The Online Chartfield Crosswalk page maps “old” chart value(s) to the new Chart of Accounts. The Chartfield Crosswalk is a custom built tool designed to provide San Diego City Schools users an easy way to translate old account values into their new PeopleSoft’s Chartfield account segments.

This tool will translate old four segment account string (CS Fund CS Program CS Object and Cost Center) to the new eight segment account string (Account, Department, Resource, Budget Reference, Class, Fund, Program and Extended).

The Chartfield Crosswalk page will also provide you with the associated MIP account string (Fund, Sub Fund, Resource, Year, Function, Goal, Object and Location) for the account string provided.

The Chartfield Crosswalk will provide you with a valid account string; however, it can not assure you have selected the correct account string for the transaction in question.

This tool will be available to all users of the new accounting system immediately and we encourage all to use it judiciously. We also expect that over time, the use of this tool will diminish greatly as SDCS users better understand and adopt the new chart of accounts into their usage of the new accounting system. Follow these steps to use the crosswalk:

Step 1 Navigation: Set up Financials/Supply Chain Common Definitions Design ChartFields Chartfield Crosswalk Chartfield Crosswalk

Chartfield Crosswalk search dialog page

Step 2 Enter as much information as you know and click Search. PeopleSoft displays a list of values (up to 300) that match your search criteria. Click any link on the row of data you want to translate to PeopleSoft.


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Step 3 The Chartfield XWalk page appears showing the translation from your old values to PeopleSoft and SACS values. The values in the PeopleSoft section is what you need to use when entering data into PeopleSoft.

Chartfield Xwalk page

Click the Next in List button to view the next row in the current search result, click the Previous in List button to view the previous row in the current search result, or click the Return to Search button to enter new values for a new search.

Step 4 Optional step! If there are combinations that you use all the time, you can save the search criteria for future inquiry. The Search Criterion are user specific and will help you to quickly search for the same values again. To perform the Save Search Criteria option, click the Return to Search button, then click the Clear button. Chartfield Crosswalk search dialog page

Enter all information that will be the same every time you perform the crosswalk, then click the Save Search Criteria link. The Chartfield Crosswalk Save Search As page appears.


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Chartfield Crosswalk Save Search As page

Give the Search a unique name, then click Save.

Click the Return to Advance Search link to return to the Chartfield Crosswalk search dialog page.

Chartfield Crosswalk search dialog page

Click the Clear button. If you have created multiple Search Criterion, the next time you need to do a Chartfield Crosswalk, you can select from the list of available Search Criterion from the drop down box and fill in only the missing value. You can also leave the missing value blank and click Search to retrieve a list of all values that match the values in your Search Criteria. To delete an old Search Criteria you no longer need, select the Search Criteria from the drop down box, then click the Delete Saved Search link.


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Review PeopleSoft Business Unit and SetID PeopleSoft Business Unit Business Unit is a field you will see on all transaction pages in PeopleSoft. It can be considered as a “company” and can be a subset of your organization that maintains its own set of books or financial information. SDCS will have one Business Unit – SDUSD.

The functionalities of Business Unit in PeopleSoft General Ledger are:

• Batch processing is requested by Business Unit.

• Reports are requested by Business Unit.

• Security can be enforced by Business Unit.

PeopleSoft SetID SetID is a field you will see on all control data pages in PeopleSoft. Control data includes things like Vendors, Items, and Chartfields. PeopleSoft allows you to share information from a SetID across Business Units. Since SDCS has only one Business Unit, you need only one SetID – SDUSD.

Business Unit vs. SetID Business Unit SetID

• Stores “Transaction”data • A Business Unit can have

only one SetID

• Stores “Control”data • A SetID can have multiple

Business Units Review PeopleSoft Ledgers (Standard and Commitment Control) Ledgers store the posted net activity for a set of Chartfield values by accounting period and fiscal year. They represent a set of books for each Business Unit. Ledgers are primarily updated based on journal entries. Ledgers can store actual, budget, forecast, encumbrance, statistical or any other type of data at any level desired.

Ledger Groups

• ACTUALS – Standard ledger records posted transaction balances for Financial Reporting.

• CONTROL – Commitment Control ledger controls budget processing and records translated expense budget transactions.

• TRACKING – Commitment Control ledger records expense budget transactions at the detailed level.

• REVENUE – Commitment control ledger records revenue budget transactions.


Detail Ledgers Detail Ledgers

CONTROL TRACKING REVENUE ACTUALS CONTROL-BD CONTROL-PR CONTROL-EN CONTROL-EX

TRACKING-BD TRACKING-PR TRACKING-EN TRACKING-EX

REVENUE-BD REVENUE-RE REVENUE-CO

ACTUALS

Budget vs. Actuals Tables

At the time when you budget check “any” transaction, the LEDGER_KK (Budget) table will

have more expense than the LEDGER (Actual) table until journal generated and post in GL. The two tables will then be in sync.

$

$

Accounts Payable

$

$

Accounts Receivable

Inventory

$ $$

Purchasing

BUDGET TABLESLEDGER_KK

KK_ACTIVITY_LOGACTUALS TABLES

LEDGER

Online Journal Entry

Pay to $

Payroll

Journal GeneratedJournals

Budget Check

Budget Check

Budget Check

Budget Check

Budget Check

Post

Journal Generator

General Ledger

"Real Time"REPORTS

Site Budget ReportsExpense Detail ReportsAccount Activity Reports "Statement of Record"

REPORTSMonth End Reports

Trial Balance ReportsYear End Reports

State Reports


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Chapter 2 – Journal Processing General Ledger Journal Entry Overview GL Journal Entries are processed in PeopleSoft to record accounting transactions (e.g., expenditure corrections) in the general ledger. The GL Journal Entry process is composed of entering journal information, editing journals, budget-checking journals, and posting journals.

Create and Process GL Journals

Budget AnalystFinancial AcctgBudget Control

Create GLJournal

Entry

System Process

Decision

Docum ent/F ile

Data Entry

To-Be Process

M anual Process

Legend

End of Process

Yes

No

Journal EditErrors?

Review andresolve

Journal EditErrors


NotifyRequestor


Approved?

Receive /Approve

GL JournalRequest

Journal Edit /Budget Check

Yes


BudgetExceptions?

Yes

Budget Check

Post GL JournalNoNoBudget AnalystFinancial AcctgBudget Control


GL006ProcessBudget

Exceptions

Review andresolveBudget

Exceptions


Types of Journals PeopleSoft provides the ability to produce journals in various ways:

• Online Journal Entry consist of the following types of journals: ο Regular journals record typical accounting transactions, such as Transfers of

Expenditure, Direct Cash Deposits, etc. ο IntraUnit journals record accounting transactions between balancing

chartfields (e.g., Resource or Fund). IntraUnit payables and Receivables are automatically created during the Edit Journal process to record Due To and Due From activity.

ο Adjustment journals record accounting transactions to an Adjustment period (e.g., Month 13). Adjustment journals are typically created after the Fiscal Year has ended for audit purposes.

ο Reversal journals record accounting transactions to be reversed at a later date. The reversing journal is automatically created when the original journal is posted. The accounting date on the reversing journal defines when it will be posted.

• Journal Import are journals imported from external sources (i.e., SDCS Journal Import).

• Journal Generator are journals generated from feeder modules (i.e., AP, AR, Inventory, Payroll).


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Journal Sources Journal Sources are used to identify the origin of a transaction or a group of transactions. Examples of Sources include individuals who enter journal entries, departments such as Cash Receipts and subsystems that generate transactions, such as Payables and Payroll. SDCS has the following sources:

• ALO – Allocation • AP – Accounts Payable • AR – Accounts Receivable • IMP – Imported • INV – Inventory • ONL – Online • PAY – Payroll • PO – Purchasing

Journal Statuses • N – Edit Required • V – Valid (ready for posting) • E – Errors • P – Posted • U – Unposted

Budget Statuses • N – Budget Check Required • V – Valid • E – Errors • P – Posted

Create an Online and Reversal Journal Entry At a minimum, PeopleSoft General Ledger journals consist of a header and entry lines. The header contains the information that uniquely identifies the journal such as: business unit, journal ID, and journal date. It also contains options that enable you to set up adjusting and reversing entries quickly.

Journal entry lines record the monetary and statistical amounts and the Chartfield values associated with each transaction. Once you've entered the header and line information, your journals are ready for processing.

Steps to create an Online and Reversal Journal Entry:

1. Navigate to create a new journal entry.

2. Enter Journal Header information.

3. Set Reversal Option (optional).

4. Enter Control Totals (optional).


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5. Enter Journal Line information.

6. Save the journal. PeopleSoft automatically generates the Journal ID based on the next available number in the 10-digit sequence.

7. Process online Journal Edit.

8. Review error on the Error page (if applicable).

9. Correct error(s) in the journal Lines page (if applicable).

10. Process online Journal Edit to re-edit the journal (if applicable).

11. Review Budget exceptions (if applicable).

12. Correct budget exceptions and process Budget Check Journal (if applicable).

13. If Journal Status and Budget Status are “V” (valid), process online Journal Post.

14. If you set the reversal journal option, PeopleSoft automatically creates the Reversal journal immediately and posts to ledger on the date you indicate on the Journal Entry Reversal page.

All journals (i.e., online journals, imported journals, and journal generated from sub-

systems) must be edited and posted manually online by the end users!

In the following class walkthrough, we will cover steps 1 through 7 and 13 only. We will go over error corrections later in the class.


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Step 1 Navigation: General Ledger Journals Journal Entry Create Journal Entries Add a New Value Journal Entry search dialog box

Journal Key Fields

Field Name Information to Enter Business Unit System defaults to SDUSD. Journal ID System defaults to NEXT. Leave as NEXT to allow system to auto

generate the Journal ID based on the next available number in the 10-digit sequence.

Journal Date System defaults to the current date. Determines the Accounting Period for the journal. System will always default to the current date but you can override this date when entering a new journal.

For class walkthrough, enter the following information:

Field Name Information to Enter Business Unit SDUSD Journal ID Leave as NEXT Journal Date Leave as system default to today’s date

Click Add to create a new journal. The journal Header page appears.

The 3 Key fields that uniquely identify a journal entry.


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Step 2 The Journal Header page is where you enter the journal header information such as: ledger, source, and journal description. This page also contains options for setting Adjusting and Reversing entries. Journal Header page

Enter the following information:

Field Name Information to Enter Long Description Used to describe the purpose of the journal (up to 254

characters). Ledger Group Should always be ACTUALS for online journal entries. Source Should always be ONL for online journal entries. Reference Number An optional field to track any additional information you

may have. SJE Type Should only be populated when createing MODEL journals

for the Standard Journal Entry process. SDCS does not use Standard Journal Entry so leave this field blank.

Adjusting Entry checkbox Select checkbox if you are creating an adjusting journal entry.

Adjusting entries are used for audit adjustments only. Fiscal Year System defaults based on the Journal Date you entered. Period System defaults based on the Journal Date you entered.

Select this link and complete the appropriate information for Reversal journals.


Field Name Information to Enter Long Description Online journal class walkthrough – XXX (where XXX is your initials) Ledger Group ACTUALS Source ONL


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Step 3 Optional Step!

Reversal journals automatically reverse journal transactions by immediately creating a new journal with the exact opposite transactions to be posted on a date specified by the user when the original journal is posted. For example, you may wish to record a monthly accrual, which you would also like to have reversed early in the next period. PeopleSoft provides a function that automatically creates a reversal journal for you.

Key points for using the reversal option:

• Reversal journals are marked valid and ready to post when you create them; they don't need to be edited. However, the reversal journals must be posted manually on or any time after the date of the journals, but before the period closes.

• If you Unpost the original journal entry, PeopleSoft automatically creates two new journal entries:

ο The first journal entry will have the exact information as the original journal entry with the reverse signs and is used to reverse the original entry.

ο The second journal entry will have the exact information as the reversal journal entry with the reverse signs and is used to reverse the reversal entry. Therefore, you must post the original reversal journal entry in order to balance your ledger.

• You cannot modify the reversal journals but you can delete them (pre-post only) if you decide you do not need them.

Remember, do not delete the reversal journal entry if you have unposted the original journal entry.

To create a reversal journal entry, click the Reversal: Do Not Generate Reversal link from the journal Header page.

Journal Entry Reversal page

This page allows you to select the date you want the reversal journal entry to post to GL. For class walkthrough, select the On Date Specified By User Option with the Reversal Date of the 15th of the following month. Click OK to save and return to the journal Header page.


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Step 4 Optional Step!

Go to the Totals page.

This is an optional page and SDCS does not require you to use this page. However, if you want a greater degree of control over the journal entry process, you can use this page to specify the total Debits, Credits, statistical Units, and number of Lines to be entered for each unique combination of business unit, ledger, and any additional balancing chartfields. Control totals ensure accuracy and are particularly helpful when you enter a large number of lines. 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 will not validate against the associated actual total.

Journal Totals page

If you decide to use Control Totals, you must complete this page prior to entering data into journal Lines page.

For class walkthrough, leave this page blank and go to the Lines page.


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Step 5 The Lines page is where you record the transactions making up the journal—the debit and credit entries. Once you enter the header and lines information, you can request further processing on the page such as: edit, post, copy, delete, etc. Journal Lines page

The Journal Lines page opens with the first journal line available for input. To insert or delete lines, click the Add or Delete button.

Field Name/Buttons/Links Usage Chartfield Values For each journal line, enter valid values for the required

fields: • Department • Resource • Account • Program • Class • Fund • Extended • Budget Reference • Amount

Journal Line Description Defaults to the Account description. Reference Optional field the end users can use to enter any value that

associates with the journal line.

Used to select which fields to copy to the new lines. This has to be done “before” the lines are inserted.

Used to change chartfield values for multiple lines at the same time.

SDCS has only one business unit so this function is not utilized. Used to add or delete journal line(s).

Used to calculate multi-currencies. SDCS does not utilize this function.


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Online Journal Processes

Process Type Function Budget Check Journal To check the journal lines for the control budget. The journal edit

process must validate the journal before it can be budget checked. Copy Journal To copy the current journal to a new journal. Delete Journal To delete the current journal. You cannot delete the journal if it

has been posted or if it is an InterUnit journal and part of it has been posted.

Edit Chartfield To initiate the journal Chartfield edit process to check if the journal has any Chartfield related errors, including Chartfield edit and Chartfield combination edit.

Edit Journal To initiate the Journal edit process immediately. Post Journal To initiate the Journal post process immediately. If the journal

requires validation, the Journal Edit process automatically initiates prior to posting. Only journals that have been successfully edited and budget checked will be posted.

Print Journal To create the Journal Entry Detail report which can be printed from the Report Manager.

Refresh Journal To retrieve the current 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 or if you have made changes and want to revert to the last save.

Submit Journal To initiate journal approval through workflow processing. If you are not using Workflow, you will get an error message when you select this option.

To perform a task, select one of the Process Type above and click the Process button.

All journals must be processed manually!


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Field Name Information to Enter Enter in line 1: Department 0003 Resource 00001 Bud Ref 00 Account 4301 Program 0000 Class 0000 Fund 01000 Extended 0000 Amount 100.00

Click the Add button to insert a new row. Enter in line 2: Department 0003 Resource 00001 Bud Ref 00 Account 5101 Program 0000 Class 0000 Fund 01000 Extended 0000 Amount -100.00

Step 6 Click Save to save the journal. The Journal ID changes from NEXT to a system generated 10-digit Journal ID number.

Write down the Journal ID # ________________________________.


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Step 7 Select the Edit Journal option from the process dropdown box then click the Process button.

Lines page – before post

When both the Journal and Budget Statuses are Valid, the journal is ready to be posted.

Step 8 Select the Post Journal option from the process dropdown box then click the Process button.

Journal Posting confirmation message

Click Yes to post the journal.


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Step 9 Lines page – after post

The Journal Status is P indicating the journal is posted to ledger and reports can be generated with real time information. Step 10 To view the reversal journal entry that was created when the original journal entry was posted, follow the navigation:

General Ledger Journals Journal Entry Create Journal Entries Find an Existing Value Journal Entry menu page


Field Name Information to Enter Business Unit System defaults to SDUSD. Journal ID Enter the Journal ID from step 6 above. Line Business Unit System defaults to SDUSD. Journal Header Status Set to blank.

Click Search to display all journals that meet your criteria.


Step 11 Open the reversal journal dated the 15th of the following month. An informational message appears.

Click OK.

Step 12 PeopleSoft opens the journal to the Header page. Journal Header page

Step 13 Go to the Lines page. Journal Lines page

Compare the lines page of the reversal journal to the lines page of the original journal (screenshot in step 9 above). Notice the dollar amounts are reversed.

This journal must be posted manually on or after the journal date!


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Now lets try Exercise 1 in the exercise booklet.

Create an IntraUnit Journal Entry Some journal entries may cross Funds and/or Resources (InterFund or InterResource). When this happens, the system generates offsetting accounting entries to balance the Funds and or Resources when you run the Edit Journal process. The offsetting accounting entries are defined as offset to Payable/Receivable accounts. The procedure to create an InterUnit transaction is identical to the Online Journal Entry except you use different Funds or Resources in the journal lines.

Steps to create an InterUnit Journal Entry:

1. Navigate to create a new journal entry.

2. Enter Journal Header information.

3. Set Reversal Option (optional).

4. Enter Control Totals (optional).

5. Enter Journal Line information.

6. Save the journal. PeopleSoft automatically generates the Journal ID based on the next available number in the 10-digit sequence.

7. Process online Journal Edit. PeopleSoft automatically generates the Due To/From lines to balance the journal.

8. Review error on the Error page (if applicable).

9. Correct error(s) in the journal Lines page (if applicable).

10. Process online Journal Edit to re-edit the journal (if applicable).

11. Review Budget exceptions (if applicable).

12. Correct budget exceptions and process Budget Check Journal.

13. If Journal Status and Budget Status are “V” (valid), process online Journal Post.

14. If you set the reversal journal option, PeopleSoft automatically creates the Reversal journal immediately and posts to ledger on the date you indicate on the Journal Entry Reversal page.


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Step 1 Navigation: General Ledger Journals Journal Entry Create Journal Entries Add a New Value Journal Entry search dialog box


Field Name Information to Enter Business Unit SDUSD Journal ID Leave as NEXT. Journal Date Leave as system default of today’s date.

Click Add to create a new journal. The journal Header page appears.


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Step 2 Journal Header page


Field Name Information to Enter Long Description IntraFund journal entry – XXX (where XXX is your initials) Ledger Group ACTUALS Source ONL

Enter header information, then go to the journal Lines page to enter lines information.


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Step 3 Journal Lines page


Field Name Information to Enter Enter in line 1: Department 5460 Resource 00000 Bud Ref 00 Account 4301 Program 0000 Class 0000 Fund 01000 Extended 0000 Amount 100.00

Click the Add button to insert a new row. Enter in line 2: Department 5460 Resource 00000 Bud Ref 00 Account 4301 Program 0000 Class 0000 Fund 01001 Extended 0000 Amount -100.00

In the class walkthrough, we are creating an InterFund transaction.


Step 4 Click Save to save the journal. The Journal ID changes from NEXT to an auto assigned 10-digit Journal ID number.


Step 5 To edit the journal, select the Edit Journal process and click the Process button.

Lines page – (before post)

PeopleSoft automatically generates lines 3 and 4 to balance the fund codes for the journal and also populates the Fund Affiliate fields based on the fund codes you entered in lines 1 and 2.

Since the Journal and Budget Statuses are V(alid), the journal is ready to be posted.


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Step 6 To post the journal, select the Post Journal process and click the Process button.


Click Yes to post the journal.

Lines page – after post

The Journal Status is P indicating the journal is posted to ledger and reports can be generated with real time information.



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Create an SDCS Journal Import There is a customized program that was developed to import GL journals from Excel spreadsheets for the District. This program will run in conjunction with other GL journal processing functions to create and process GL journals, which will record actual information on the ACTUALS Ledger.

Finance users will create GL Import Spreadsheets to be loaded into the financial system. Upon completion of the spreadsheets, the Import GL Journal process will be executed, thus creating a GL journal in PeopleSoft. Once loaded, the GL journal will be processed (edited, budget checked, and posted) by Finance users. If errors occur during processing, Finance users must review and resolve those errors prior to posting.

Import GL Journals


System Process

Decision

Document/File

Data Entry

To-Be Process

Manual Process

Legend

End of Process

Yes

Journal EditErrors?

Review andresolve

Journal EditErrors


BudgetExceptions? Post GL JournalNoNoImport GL

Journal

CreateGL Journal

ImportSpreadheet

GL Journal ImportSpreadsheet Errors in

loading? No


Review andresolveloadingerrors

Yes

Edit GL Journal Budget CheckGL Journal

GL006ProcessBudget

Exceptions

Review andresolveBudget

ExceptionsBudget AnalystFinancial AcctgBudget Control

Yes

The GL Journal Import Spreadsheet is an Excel spreadsheet that will be specifically formatted for loading GL journals with multiple lines into PeopleSoft. This will prevent extensive data entry, and provide an easy means for creating large journals. Once the format is defined, it cannot change without modifying the custom loading program. In addition, the spreadsheet cannot perform chartfield validation. Therefore, if any of the values in the spreadsheet are invalid, the journal import process will fail and the entire file will not be uploaded into PeopleSoft.

Only specific Finance users will use the GL Journal Import process to create journals. This functionality will not be rolled out to the entire Finance organization. It will primarily be used for performing revenue or expenditure allocations and will replace the current spreadsheet loading program in FDB/MBA.


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Important information pertains to the GL Journal Import process:

• Journal Header information will be entered in the process Run Control ID. This information will include: Journal ID Mask, Journal Date, Journal Description, and Reference Number.

• Journal Line information will be entered in the GL Journal Import Spreadsheet. This information includes: Chartfields, Amount, Journal Line Description, and Reference.

• The journal must balance; otherwise, the GL journal import process will fail. • Once imported into PeopleSoft, the end user must manually edit and post the journal

online. If the journal has errors, make sure you correct the errors in both PeopleSoft and the template to prevent the same errors in the future.

Steps to import a GL journal entry:

1. Create GL journal import spreadsheet. 2. Import GL journal into PeopleSoft. 3. Review and resolve loading errors. 4. Edit GL journal online. 5. Review and resolve journal edit errors (if applicable). 6. Post GL journal online.

Step 1 Open the template SDCS GL Journal Import Template.xls. You will be informed as to where the file is located prior to go-live. GL Journal Import template

To help prevent the end users from altering the master template, you must save the template in your C:\Temp folder first before you start working in the template.

Enter journal line information starting from row #2. Key points for entering journal line information:

• The journal can have up to 5000 lines. • Do not put underline, total or subtotal in the spreadsheet, and make sure the journal is in

balance. The GL journal import process will fail if the journal is out of balance. • If you enter the wrong chartfield value, the journal can still be imported into PeopleSoft

but will be erred out during the edit process. However, if you enter any chartfield value with more than 8 digits in length, the journal import process will fail.

• The amount entered into the MONETARY_AMOUNT field must be fixed value with a maximum of two decimals. Do not enter formulas or links from another spreadsheet into the amount field. In circumstances where you need to use formulas, open a new file, perform the calculations there, then copy and paste the values from that file into the template using the Excel paste values function.


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Field Name Information to Enter

Chartfields Enter appropriate values. Resource, Account, and Fund are required fields.

Amount Enter monetary amount for the line.

Journal Line Description

Defaults to Account description once the journal is loaded into PeopleSoft. You may enter a different line description (up to 30 characters).

Reference May enter a line reference (e.g., PO #, etc.). Step 2

Once all journal lines are entered, you must delete the header row #1.

Row #1 is there only to help you to enter the journal line information into the Excel spreadsheet. The journal import process only load transaction data (not headings) into PeopleSoft; therefore, row #1 must be deleted prior to saving the file in order for the journal import process to work.

The template should look similar to the following screenshot after row #1 is deleted. GL Journal Import template

Step 3 Save the spreadsheet as a .csv file. To save the spreadsheet, from the Excel menu bar, select File, Save As, enter File Name, select Save As Type = CSV (Comma Delimited) (*.csv), and Save. CSV file saving warning message

Click Yes to accept and close the message.


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Step 4 To run the GL Journal Import process, follow the navigation:

General Ledger Journals Import Journals SDCS GL Journal Import Add a New Value

GL journal import menu page

When you want to run a process or report, you must tell the system when and where you want it to run. A run control is a database record that provides values for these settings. The next time you run a process or report, you select an existing run control, and the system fills in the settings.

Each run control you create receives a unique Run Control ID and these IDs are product and user-specific. There are no limits on how many Run Control IDs you may have; however, you can use the same Run Control ID for any or all processes/reports in the same module. Once a Run Control ID is created and saved, use the Find an Existing Value page to retrieve an existing Run Control ID.

For class walkthrough, enter Run Control ID “JOURNAL_IMPORT” and click Add. The Load GL Jrnl page appears.


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Step 5 The Load GL Jrnl page is where you enter the Journal Header information such as: Reference Number, Journal Date, and Journal Description. Load GL Jrnl page

Icon/Field Name Usage

To add attachment (once a file is attached, this icon will disappear)

To delete attachment

To view attachment Attached File Name of the file to be imported

Journal ID Mask Leave as blank to allow system to auto generate the Journal ID based on the next available number in the 10-digit sequence

Referemce Number Optional 8-digit field to be used by the end user’s discretion Journal Date System defaults to the current date, but can be overriden Long Description Journal description

Click on the Add Attachment icon to add the file you want to import into the Load GL Jrnl page.

Click on the Browse button to search for the .csv file you want to import, then click Upload.

If for any reason your import process fails, and you want to re-import the same journal, you must first delete the attached file, then upload the file again into the Load GL Jrnl page.


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Step 6 Completed Load GL Jrnl page

Enter Reference Number (if applicable), Journal Date, and Long Descriptions into the Load GL Jrnl page, then click Run to initiate the process.

Step 7 Process Scheduler Request page


Field Name Information to Enter Server Name PSNT Process Type Application Engine Type Web Format TXT

Click the OK button to run the request. PeopleSoft runs the report and returns you to the Load GL Jrnl page.


Step 8 To view the process while the report is running, click the Process Monitor link from the Load GL Jrnl page to open the Process List page. The Process Monitor Process List page

If there are multiple instances in the Process List, the most recent job is always the first one on the list. When the Run Status is Success, the system has finished running the process. Click on the Details link of the process you want to view.

Step 9 The Process Detail page

Click on the View Log/Trace link to open up the file link.


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View Log/Trace page

Click on the Message Log link to view the journal import status. Journal Import status message

From the above message, you can find information about your imported journal such as: Journal ID number, total number of lines loaded in the journal, Total Debits/Credits, or any error messages that occurred during the loading process.


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Step 10 To process the imported GL journal, follow the navigation:

General Ledger Journals Journal Entry Create Journal Entries Find and Existing Value

Journal Entry Menu page


Field Name Information to Enter Business Unti System defaults to SDUSD Journal ID Enter the Journal ID of your imported journal Line Business Unit System defaults to SDUSD Journal Header Status System defaults to No Status – Needs to be Edited Source IMP

Enter the information to search for your journal, then click Search to open the journal. PeopleSoft opens the journal to the Header page.


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In the journal Header page, the Journal ID is system assigned and the Date defaults from the Journal Date field you entered on the Load GL Jrnl page (reference screenshot from Step 6). The only item you can change on this page is the Long Description. Make desired changes to the Long Description, then go to the Lines page. Step 12 Journal Lines page

You can make changes to the journal lines such as: add/delete lines, change chartfield values, or change amounts. However, if you make changes to the GL imported journal, make sure to keep these in mind:

• If you plan to use the Excel spreadsheet as a template and will import the same journal again at a later date, make the same chartfield values changes to the spreadsheet if you want the values to remain the same for all of your subsequent journals.

• If you change the amounts of the journal online, make sure it is in balance in order to pass the edit process.

• If you change the amounts of the GL Journal Import template, make sure it is in balance in order to pass the journal import process.


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Step 13 To edit the journal, select the Edit Journal process and click the Process button.

Lines page – (before post)

Since the Journal and Budget Statuses are V(alid), the journal is ready to be posted.

Step 14 To post the journal, select the Post Journal process and click the Process button.


Click Yes to post the journal. Lines page – after post

The Journal Status is P indicating the journal is posted to ledger and reports can be generated with real time information.


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Process Journal Generator Accounting entries are posted to sub-ledgers in PeopleSoft sub-modules (modules other than General Ledger). The Journal Generator transforms these accounting entries into GL journals. At the same time, the GL journals are edited and posted to the ACTUALS ledger. Accounting entries are summarized by the Journal Generator process to reduce the amount of redundant data in the General Ledger.

Process Journal Generator

System Process

Decision

Document/File

Data Entry

To-Be Process

Manual Process

Legend

End of Process

Yes

Errors?

Review andfollow up on

errors

Technical SupportFinancial Accounting

Budget Control

Journal(s)GeneratedNo

PostAccountingEntries to

Sub-Ledger

Run JournalGenerator

Sub-Module Users Technical SupportFinancial Accounting

Budget Control

The Journal Generator process is scheduled to run nightly in batch. Technical Support maintains the batch schedule with functional assistance from Budget Control. The batch schedule Run Control will be setup to select accounting entries from all modules. GL journals will automatically be created, edited and posted. Commitment Control budget checking will not occur because the transactions will have already been budget checked in the sub-modules (and the Budget Status will have been updated to ‘Valid’). As a result, Finance users will not likely be involved in this process unless the Journal Generator fails or there is need to run this process at a time other than when the batch is scheduled. Finance users with security access may manually run the batch process at any time.


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Step 1 Navigation: General Ledger Journals Subsystem Journals Generate Journals Add a New Value

Journal Generator menu page

Enter a Run Control ID then click Search. The Journal Generator Request page appears. Step 2 Journal Generator Request

Field Name Information to Enter Journal Processing Options

Select all Edit, Budget Check, and Post checkboxes.

Process Frequency Select Always. Request Number System assigned request number. You can run the Journal Generator

process for multiple sub-modules at the same time. Click the Add button to insert a new Request or scroll through to find an

existing Request and click the Delete button to delete the Request you no longer need.

SetID System defaults to SDUSD.


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Accounting Definition Name

Used to define how accounting entry data is extracted from sub-modules, and how to update the transactions that are Journal Generated:

• Must select one Accounting Entry Definition for each Run Control Row.

• Setup Run Control with multiple rows; one for each Accounting Entry Definition: Select the + button.

ο APDEFN: Accounts Payable transactions (accruals, payables, canceled payments, closed vouchers).

ο ARDEFN: Accounts Receivable transactions (billing, maintenance, payments).

ο INDEFN: Inventory/Cost Management transactions (fulfilled orders).

ο PAYROLL: HR/Payroll transactions (payroll). o PODEFN: Purchasing transactions (receipt accruals).

Application Business Unit

System defaults to SDUSD.

Ledger Group Select ACTUALS ledger. Template Used to define journal information, and how chartfields are

summarized by transaction type: • It is not required to select a Journal Generator Template. • Leave this field blank to select and process journals for all

sub-module accounting entries. From Date Option Select “No From Date” to ensure that all newly created accounting

transactions for the current and past accounting periods are selected to be journal generated.

To Date Option Select “Current Date” to ensure that all newly created accounting transactions for the current and past accounting periods, but not future dated transactions, are selected to be journal generated.

Step 3 Click the Run button from the Journal Generator Request page to initiate the Journal Generator process manually. PeopleSoft opens the Process Scheduler Request page.


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Click OK to run the process. PeopleSoft starts the process and returns you to the Journal Generator Request page.

Step 5 To view status of the process while it is running, click the Process Monitor link from the Journal Generator Request page. When the Run Status is Success, the process is completed.

Error Corrections Different types of journal errors:

• Journal Balance Errors occurs when an unbalanced journal is created with a ledger that is defined as a balanced ledger. ACTUALS ledger is defined as a balanced ledger.

• Journal Edit Errors occurs if the journal line has an invalid chartfield value or chartfield combination.

• Budget Exception Errors occurs when the budget does not exist for the account string you entered or if the amount you entered exceeds the budget amount.

Error correction key points:

• If edit errors occur, the Journal Status changes to E(rror). • The GL journal has not been budget checked. • To review Journal Edit errors, go to the Errors page. • Correct errors in the Lines page. • After the edit error has been corrected, run the Edit Journal process again to re-edit and

budget check the journal.

How you view and correct the error(s) depends on what type of error you have.

• Journal Status Error means either the journal header has error(s) or at least one journal line has error.

• Budget Status Error means budget exception has occurred. Even if the Journal Status is Valid, the journal will not post until the budget error is corrected and the Budget Status is Valid.


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Correcting a Journal Status Error An example of a Lines page with Journal Status error looks similar to the following screenshot:

Lines page - with Journal Status Error

Step 1 To view the error message, go to the Errors page by either clicking on the Errors tab, or the X link under the Error column, or the E link under the Journal Status column.

Errors page

In the above example, this journal has Combo error for fields ACCOUNT/PROGRAM_CODE in group SD_OBJFCN. This means the journal line indicated (line 2 in this example) has a combo edit error where the Account code and Program code entered is not a valid combination.


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Step 2 To correct the error, return to the lines page and change the erred line.

Lines page – with journal line error corrected

In the above example, you need to update journal line 2 to a valid Account and Program code combination. For class walkthrough, change the Program code to 0000 for line 2 and re-edit the journal.

Step 3 The Journal Status is Valid; however, the Budget Status has Errors. The Budget error must be corrected before the journal can be posted.

Correcting a Budget Status error Lines page – with Budget Status Error

Step 1 To view the error message, click on the E link in the Budget Status column.


Step 2 PeopleSoft Opens the GL Journal Exceptions page in a new window.

GL Journal Exceptions page

To view the exception details, click the View Exception Details icon .

Step 3 Exception Details page

The above message indicates there are No Budget Exists for the account string you have entered in the journal line.


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Step 4 To view more details, click the View Exception Details icon to drill down to the journal line.

General Ledger Journal Line Drill Down

PeopleSoft shows you the account string entered for line #2. Review the account string for accuracy.

Step 5 Steps to correct a Budget error:

• If you have reviewed the General Ledger Journal Line Drill Down page (screenshot in step 4 above) and found one or more incorrect chartfield(s), return to the Journal Lines page and correct the chartfield values.

• If you have reviewed the General Ledger Journal Line Drill Down page and all the chartfields are correct, contact a Budget Analyst to review the error.

For class walkthrough, we are going to assume that the Account code of 1107 was incorrect. The correct Account code should be 1109. Return to the Journal Lines page.


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Step 6 Journal Lines page – with error corrected

Change the Account code to 1109 and re-edit the journal. When both the Journal and Budget Statuses are Valid, the journal is ready for post.



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Chapter 3 – Manage GL Journals Throughout the process of creating, editing, budget checking and posting, GL journals may need to be managed. Managing GL journals consists of unposting, copying, or deleting journals. These functions may be performed online using PeopleSoft pages and processes.

Unpost a Journal Entry Incorrect journals that have been posted to the General Ledger may be unposted (or reversed) in the same period it was posted. This process automatically generates a reversing journal entry with the same Journal ID, and posts it to the General Ledger. Journals must be marked for unposting using the Mark Journals for Unpost page, and the Journal Post process must run in order for journals to be unposted.

Unposting journal entries key points:

• You can only unpost a journal entry if the period the original journal was created is still open (i.e., you can unpost a journal that was posted into period 5 only if period 5 is still open).

• You can unpost a journal only once, and you cannot edit a journal that you have unposted.

• When you unpost a journal with related journal entries, the process automatically unposts the related journal entries as well. 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 journal.

Steps to unpost a journal entry:

1. Navigate to the Mark for Unpost page.

2. Enter criterion and search for the journal you want to unpost.

3. Select the journal you want to unpost and review the journal details to make sure this is the correct journal to unpost.

4. Run the Journal Post process to unpost the selected journal.

5. Review the journal status of the Posted and Unposted journals.


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Step 1 Navigation: General Ledger Journals Process Journals Mark Journals for Unposting

Mark for Unpost criteria page

Field Name/Button/Link

Information to Enter

Business Unit System defaults to SDUSD. Required field. Ledger Group System defaults to ACTUALS for online journal entries.

Required field. Year Enter the year the journal was created. Required field. Period Enter the period the journal was created. Required field. Source System defaults to ONL for online journal entries. Journal ID Enter the Journal ID you want to unpost or leave blank to retrieve

all posted journal entries for the period indicated. Journal Date From/To System defaults according to the period you entered.

To display the posted journals that match your search criteria.

To unpost all journals in the list click Select All; otherwise, select those journals you want to unpost under Process.

To deselect all the journals you have selected in the list.

To open the Run Journal Post page where you run the Journal Post process.

For class walkthrough, enter the following criterion:

Field Name Information to Enter Business Unit SDUSD Ledger Group ACTUALS Year 2004 Period Enter period based on today’s date.

Click Search. PeopleSoft displays a list of all Posted journal entries for the period entered.


Step 2 Mark for Unpost search criteria page

Select the Process checkbox of the Journal ID you want to unpost. For class walkthrough, select the Journal ID from your class walkthrough #1.

To review the journal details, click the Journal ID link of the journal you want to unpost. You should always do this to make sure you are unposting the correct journal.


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Step 3 PeopleSoft opens the Journal Header Inquiry page. Journal Header Inquiry page

Field Name/Button


To return to the previous page.

From this page, you can search for another journal by changing the search criteria such as period and date. Click the Query button to display the journal header detail for the new journal(s).

The journal line detail for the ledgers contained within the ledger group you specify on the Journal Line Detail page.

Show All To show every line in the journal when you drill down to the journal line level.

From Line /Through Line

If you choose not to show all the journal lines for each journal, then enter the range of journal lines you want to display when you click Drill to Journal Line.

To review the journal line details, select the Show All checkbox and click the Drill to Journal Line button.


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Step 4 Journal Lines Inquiry page

Click the Exit button to return to the Mark for Unpost page.

Step 5 Mark for Unpost page

Click the Unpost Selected Journals link to run the unpost process. Step 6 Unpost confirmation message

Click OK to unpost the journal.


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Step 7 Run Journal Post page

A Journal Post Run Control ID (PS_AUTO) is automatically updated to run the Journal Post process against the journal that you wish to unpost. The Process Frequency is automatically updated to Once.

Click Run to initiate the unpost process.



Field Name Information to Enter Server Name Select PSNT. Select checkbox Select the checkbox for process PS/GL Journal Post.

Click OK. PeopleSoft starts the unpost process and returns you to the Run Journal Post page.


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Step 9 To view status of the process while the report is running, click the Process Monitor link from the Run Journal Post page. Process Monitor Process List page

If you have multiple instances in the list, the most recent job is always the first one on the list. When the Run Status is Success, the process is completed.

Step 10 To review the status of the journal, follow the navigation:

General Ledger Journals Process Journals Review Journal Status Journal Status menu page


Field Name Information to Enter Business Unit System defaults to SDUSD. Journal ID Enter the Journal ID for the journal you have just unposted. Journal Date Enter or select journal date only if you did not specify Journal ID. UnPost Sequence Leave blank or enter 1 for Original journal and 0 for Unposted journal. Journal Header Status Leave blank or select a Journal Header Status (N, V, E, P, U).

Enter search criterion, then click Search. PeopleSoft returns all journals that meet your criterion.

Since you have unposted a journal that had a reversal journal attached, PeopleSoft also created another journal to unpost the reversal journal.


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Select the posted journal by clicking on any hyperlink in that row. PeopleSoft opens the journal to the Header page.

Step 11 Screenshots of the “Posted” (original) journal entry. Journal Header page

Journal Lines page

Click the Previous in List button at the bottom of the screen to view the Unposted journal.


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Step 12 Screenshots of the “Unposted” journal entry. Journal Header page

Journal Lines page

As you can see, both the “Posted” and “Unposted” journal entries are identical except the

Amounts in the Unposted journal are the exact reversals of the Posted journal entry.



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Copy a Journal Entry The Copy Journal function is a feature that enables the creation of new journals based on existing journals. Posted or unposted journals may be copied and then modified, as needed, in order to reduce the amount of manual entry required for frequent or closely related journals. The Copy Journal process is separate from the Journal Unpost and Standard Journal Entry processes.

Copying journal entries key points:

• Two ways to copy a journal: o Through the Process Scheduler – can copy multiple journals at one time. o Online through a journal entry Lines page – can copy the current journal only.

• There must be an existing journal entry for you to copy from. • You can copy and create a new journal at any time. However, you should only copy from

a journal that is posted or at least passed the Edit and Budget Check processes. This will ensure that your new journal is error free.

• You can copy and create an identical journal entry with a new Journal Date and/or Journal ID (for a recurring entry) or reverse the dollar amounts of the new entry to create a reversal journal or an ‘unpost’ journal with a new Journal ID.

Steps to copy a journal entry:

1. Navigate to the Copy Journal page.

2. Enter the Copy Journals Request information.

3. Run Copy Journals Request process.

4. Review the new journal.

Step 1 Navigation: General Ledger Journals Journal Entry Copy Journals Add a New Value or Find an Existing Value

Copy Journal menu page

For class walkthrough, enter Run Control ID COPY_JOURNAL and click Add.


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Step 2 Copy Journals Request page – before copy process

Field Name/Link/Button


Process Frequency System defaults to Once. Unit System defaults to SDUSD. Journal ID Select or enter the Journal ID of the journal you want to copy from. Date Defaults based on the Journal ID you have entered. ADB Date Defaults based on the Journal ID you have entered. New Journal System defaults to NEXT. Leave as NEXT to allow system to auto

generate the Journal ID based on the next available number in the 10-digit sequence.

New Date Enter the new journal date. This date determines the period the journal will post to.

New ADB Date System defaults to the New Date you entered.

To create a reversal entry for the new journal entry (only if desired). Cur Effdt Currency Effective Date. Use for multi-currency only. Reverse Signs To reverse the amount fields for the new journal. Recalculate Budget Date

If selected, the SJE process will set the budget date as the journal date otherwise it will copy the old budget date. SDUSD does not use the SJE process.

Save Journal Incomplete Status

To ensure that the new journal is not processed by scheduled batch processes (i.e., Journal Edit, Budget Check, Journal Post).

Click the Add button (+) to copy multiple journals at the same time. Click the Delete button (-) to delete the journal you do not want to copy.


Field Name Information to Enter Journal ID Enter or select journal ID from class walkthrough #2. New Journal Leave as NEXT. New Date Enter the first day of the next period. Reverse Sign Select checkbox.

Click the Run button to initiate the Copy process. The Process Scheduler Request page appears.


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Select server name PSNT, make sure the Journal Copy Process is selected, and click OK. PeopleSoft starts the copy process and returns you to the Copy Journals Request page.

Step 4 To view status of the process while it is running, click the Process Monitor link from the Copy Journals Request page. Process Monitor Process List page

The most current job is always the first one on the list. When the Run Status is Success, the process is completed. To find the Journal ID of the newly created journal, click the Go back to Copy Journal link to return to the Copy Journals Request page.


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Step 5 Copy Journals Request page – after copy process

PeopleSoft automatically assigns a new Journal ID based on the next available number in the 10-digit sequence.


Step 6 To open the new journal, follow the navigation:

General Ledger Journals Journal Entry Create Journal Entries Find an Existing Value Journal Entry menu page

Enter the new Journal ID in the Journal ID field, change the Journal Header Status to blank, and click Search. PeopleSoft opens the journal to the Header page.


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Fields you can modify (as needed) on the new journal:

• Long Description • Source • Set Reversal journal • Make this journal an Adjusting Entry


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Step 8 Go to the Lines page. Lines page – new journal

All information on the journal lines may be modified as needed. The new journal entry has both Journal and Budget Statuses of N which means the journal has not been Edited or Budget Checked and needs to be manually processed from the Lines page. Click on the New Window link and open the original journal entry (from class walkthrough #2) to the lines page. Lines page – original journal

Since we have selected the Reverse Signs option from the Copy Journals Request page, compare the Amount fields of the two journals. Also, the original journal entry was an InterFund journal entry. Lines 3 and 4 were system generated and will not copy over to the new journal. If you edit the new journal without modification, PeopleSoft will automatically generate the Due To/From lines 3 and 4 for the new journal.

The original journal entry is Posted and cannot be modified. Step 9 The new journal is now ready for you to modify, edit, and post.

You can modify and edit the new journal; however, DO NOT POST the journal. We will

need it for our next class walkthrough.


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Delete a Journal Entry Incorrect journals that have not been posted to the General Ledger may be deleted. This process erases the journal information from the system completely and may not be reversed.

Assume that in the last walkthrough, we have copied the wrong journal. Since we have not posted the journal entry, we can delete it from the system.

Steps to delete an existing journal entry: 1. Navigate to the journal Lines page of the journal you want to delete.

2. Review the journal to make sure you have the correct journal open.

3. Select the Delete Journal process and click the Process button.

Step 1 You can only delete the journal from the Create Journal Entries – Lines page so follow steps 6 through 8 in the Copy a Journal Entry section above to open the journal you want to delete.

From the last class walkthrough, we are currently in the Lines page. Lines page – new journal

Step 2 There is no undo option for delete so review the journal lines and make sure this is the correct journal you want to delete.


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Step 3 To delete the journal, select the Delete Journal option from the process dropdown box then click the Process button.

Journal delete confirmation message

There is no undo option for deleting journals so make sure this is the correct journal you want to delete.

If this is the correct journal, click Yes to delete.

Delete confirmation message

The journal is deleted. Click OK to close the message.



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Chapter 4 – 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.

At SDCS, Finance and end users will have access to review GL journal information online. This function also enables drill down to journal line and source information (for journals that are Journal Generated from sub-systems). These pages are for online inquiries only and GL journals may not be edited using this component. Only Finance users will have access to edit GL journals.

There are two main types of General Ledger inquiries:

• Journals option allows the end users to inquire on a journal entry using the Journal ID as the main search engine. The end users will be able to inquire on the journal balances in this option only.

• Ledgers option allows the end users to inquire on ledger balances as well as the ability to drill down to the journal lines and source information.

Journal Inquiry

Step 1 Navigation: General Ledger Review Journal/Ledger Data Journals Add a New Value Journal Inquiry menu page

The first time you use this function, you must add a new Inquiry Name. For subsequent inquiries, you can go to Find an Existing Value and search for an existing Inquiry Name to use. You can create one Inquiry Name and use for all of your inquiries or create one Inquiry Name per type of inquiry. Since the Inquiry Name you create can be used for both the Journal and Ledger inquiries, and your criteria changes every time, you do not need to create more than one Inquiry Name. You should limit the number of Inquiry Names you create and only create additional Inquiry Names for specific inquiries whose criterion remain the same all the time. For class walkthrough, add a new Inquiry Name called INQUIRY.


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Step 2 Journal Criteria page

Field Name/Button Information to Enter

Unit System defaults to SDUSD. Required field. Ledger Should always be ACTUALS for online journal entries. Required field. Year Enter or select the year to inquire on. Required field. From/To Period Enter or select the period to inquire on. Required field. Suspense Status For Suspense journals only. SDCS is not using this function. Journal ID Enter or select the Journal ID to inquire on. Leave blank to view all journals. Date Enter or select the date of the journal you want to inquire on. Leave blank for all

dates. Status Enter or select the journal status you want (N, E, V, P, U). Leave blank to view all

journals. Source Should always be ONL for online journal entries. Leave blank for all journals. User Enter or select the user ID to inquire on. Leave blank for all user IDs. Max Rows The maximum number of journals to display in a result page. For system

performance issue, should leave as 100 or less. The system will only retrieve the first 300 values it finds that meet all your

criterion. If the result list shows 300 journals, you should refine your criterion to shorten the search.

Sort By To sort by Journal ID or Journal Date.

To retrieve all journals that meet your criterion.

To delete the current Inquiry Name.

Enter the criterion you want and click Search. PeopleSoft retrieves up to 300 journals that meet your criterion. To view a journal, click on the Journal ID link of that journal to open the journal inquiry detail page. For class walkthrough, open any journal from your journals result list.

For class walkthrough, select the Journal ID AP00000019.


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Step 3 Journal Detail page

• This is an online viewing only page and journal information cannot be updated on this page.

• You can drill down to the source transaction information by selecting the GL Journal Line Number link.

ο Drill down capacity is only available for journals that have been Journal Generated.

ο Cannot drill down on GL Journal Line Number information for journals that are created online (using the Create Journal Entries page).

• The above journal was Journal Generated from Accounts Payable (note the Source) and Journal ID.

To drill down to the source transaction, click on a Journal Line number link. For class walkthrough, click on Journal Line #1. The Journal Drill Down page appears in a new window.


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Step 4 Journal Drill Down – Chartfields page

Drill down provides detail information about the sub-system transaction (for the above journal, it provides detail information about the AP Voucher).

Select the Go to GL Journal link if you want to go to the GL Journal lines.

For class walkthrough, go to the Voucher Information page.

Step 5 Journal Drill Down – Voucher Information page

To review the voucher accounting line information, click the Voucher ID link. The Voucher Accounting Entries appears in a new window.


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Step 6 Voucher Accounting Entries – Main Information page

Voucher Accounting Entries – Chartfield page

Voucher Accounting Entries – Journal page

Close the window when you are finished reviewing the voucher accounting entry information.

Step 7 Return to the Journal Detail page (reference screenshot in step 3 above) and follow steps 3 through 6 to perform Journal Drill Down function on additional journal lines if desired.

Step 8 Save the inquiry for future use.


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Ledger Inquiry Step 1

Navigation: General Ledger Review Journal/Ledger Data Ledger Find an Existing Value

Add a new Inquiry Name or click Search to find an existing one to use. If you only have one existing value, PeopleSoft automatically opens the inquiry criteria page. Ledger Criteria page

Field Name/Button Information to Enter

Unit System defaults to SDUSD. Required field. Ledger Enter or select any Detail Ledger to review. Typically, this inquiry is used to

review ACTUALS data. Required field. Year Enter or select the year to inquire on. Required field. From/To Period Enter or select the period to inquire on. Required field. Include Balance Forward checkbox

Select to include beginning balances (period 0).

Include Adjustment Period(s) checkbox

Select to include adjustment journal transactions (period 13 - also known as period 998 in PeopleSoft).

Include Closing checkbox

Select to include closing balances (period 999) along with the current open period amounts.

Click to display the active and inactive links listed under Show and the ChartField Criteria group box.

Chartfield Value Specify chartfield values for the inquiry. This will limit the inquiry results. View Select the chartfield to display in the inquiry. Show section These are “view” functions. Only items with hypelinks are active and available

for use.

To clear all criterion and start over with a new inquiry.

To delete the current Inquiry Name.


Step 2 For class walkthrough, fill out the page using the values from the screenshot above and Save the inquiry.

Step 3 To view ledger balances, click the Ledger Balances link under the Show section. Ledger Balance Detail page

Link Information to Enter

To view a list of chartfield value(s) you have selected for the inquiry

To return to the Ledger Inquiry criteria page

To drill down to the activity detail To drill down to the activity detail of any line item, click the Activity link of that line. PeopleSoft opens the Activity Detail page.


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Step 4 Activity Detail page

Link Information to Enter

To return to the Ledger Inquiry criteria page.

To return to the Ledger Balance Detail page.

To view the chartfield combination for the transaction. Journal ID link To drill down to the source document.

To drill down to the source document detail of a journal entry, click the Journal ID link for that journal.


The above journal has two (2) lines. To view all journal lines, select the Show All Lines checkbox and click the Query Journal Line icon .


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Review the journal line details. To inquire on more journals, click the Inquiry Criteria link to return to the Ledger Criteria page. Enter values for a new search. Now lets try Exercise 7 in the exercise booklet.


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Budget Inquiry Inquiry is an online query tool that allows you to inquire on existing data in PeopleSoft. There are multiple ways to inquire on budget activity. The most common is to use the Budgets Overview component. It provides an overview and detailed view of budget activity for one or more budgets, based on the search criteria. This component also enables drill down capability to budget journal lines and source transaction line information in addition to the Budget Details page. Steps to inquire on budget activity:

1. Create a budget overview inquiry.

2. Enter search criteria.

3. View the budget overview.

4. Drill down from the overview to detailed budget and source transaction information.

5. Save query to use again.

Step 1 Navigation: Commitment Control Review Budget Activities Budget Inquiry Budget Overview Add a New Value

Budgets Overview search dialog box

The first time you perform an inquiry task, you must create an Inquiry Name that can be up to 10 characters. You can create as many Inquiries as you need; however, you can also use the same inquiry for all of your budget inquiries.

For class walkthrough, enter the Inquiry Name “BUD_INQRY” and click Add.


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Step 2 Budget Overview Inquiry Criteria page


Field Name


Description Enter the Purpose of the inquiry. Required field.

Budget Type criteria

This criteria identifies the Business Unit and Ledger Group in which to inquire upon.

• System defaults Business Unit to SDUSD. Required field. • Ledger Group – Required field. Select one of the following

Commitment Control Ledger Group: • CONTROL – for control-level (translated) expenditure budgets and

activity. • REVENUE – for detail-level revenue estimate budgets and activity. • TRACKING – for detail-level expenditure activity (this ledger group

does not store budget amounts.

TimeSpan criteria

Identifies the range of Budget Periods in which to inquire upon.

Chartfield criteria

Identifies the range of chartfield values in which to inquire upon. Use wildcards (%) to search for chartfield values. Only one chartfield value is required for searching.


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Buttons/Links Usage

To retrieve budget overview results.

To clear the search criteria and start over with new search values.

To delete the current inquiry.

To populate dependent fields correctly if you change the Business Unit, Ledger Group, Ledger Inquiry Set, or Type of Calendar while you are entering your inquiry criteria.

Optional. Click to open the Inquiry Amount Criteria page, where you specify amount criteria to use when the system selects ledger rows.

To review budget overview, type in the inquiry criterion and click the Search button.

Step 3 The Budget Overview page appears. Budget Overview page

The Budget Entry Type distinguishes budget transfer entry amounts from budget journal entry amounts.


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There are five ways to drill down to see budget details: 1. Drill down to Budget Details by selecting the Show Budget Details icon for the

amount you wish to review.

2. Drill down to Budget Journal (BD ledger) by selecting the Budget+Adjustment “amount” blue link for the amount you wish to review.

3. Drill down to Inventory, Payables, and General Ledger (EX ledger) information by selecting the Expense “amount” blue link for the amount you wish to review.

4. Drill down to Purchase Order (EN ledger) information by selecting the Encumbrance “amount” blue link for the amount you wish to review.

5. Drill down to the Requisition (PR ledger) information by selecting the Pre-Encumbrance “amount” blue link for the amount you wish to review.

Step 4 You can drill down in multiple levels.

a. To drill down to Budget Details, select the Show Budget Details icon . Budget Details page

Click OK to close this page and return to the Budget Overview page or drill down to the Ledger or Budget Journal levels by clicking the View Related Links icon for the type of transaction you want to review (e.g., Budget, Expense, Encumbrance, Pre-Encumbrance).

Click the Drill to Budget Journal link. The Budget Journals page appears.


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Budget Journals page

b. To drill down to the Journal Line details, click the Show Journal Detail icon . PeopleSoft opens a new window displaying the Budget Header and Lines details.

Budget Header page

Budget Lines page

Step 5 Save the query.

The next time you inquire on budget activities, you can either add a new Inquiry Name or go to Find an Existing Value page, click Search, and select from a list of existing Inquiry Names. Once you open an existing Inquiry Name, click the Clear button to clear the existing values. This will allow you to enter new criterions for a new search.


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Chapter 5 – Support

Commonly Used Navigation Paths

Create an Online Journal Entry (process online edit and post from the Lines page) Navigation: General Ledger Journals Journal Entry Create Journal Entries Add a New Value

Copy a Journal Entry Navigation: General Ledger Journals Journal Entry Copy Journals

Correct Journal Entry Errors Navigation: General Ledger Journals Journal Entry Create Journal Entries Find an Existing Value Lines Page

Unpost a Journal Entry Navigation: General Ledger Journals Process Journals Mark Journals for Unposting Process SDCS GL Journal Import Navigation: General Ledger Journals Import Journals SDCS GL Journal Import Add a New Value (or Find an Existing Value) Process Journal Generator Navigation: General Ledger Journals Subsystem Journals Generate Journals Journal Inquiry Navigation: General Ledger Journals Review Journal/Ledger Data Journals Add a New Value (or Find an Existing Value) Ledger Inquiry Navigation: General Ledger Journals Review Journal/Ledger Data Ledger Add a New Value (or Find an Existing Value)


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PeopleSoft PeopleBooks PeopleSoft PeopleBooks is an online research tool that will give you generic information with the PeopleSoft application. PeopleBooks does not give you SDCS’ specific information such as what value to use for a certain field. Rather, it will explain to you the purpose of a page and the explanation of the field.

To access PeopleBooks, click the Help link from any page within PeopleSoft. It is located under the navigation header. Journal Lines page

PeopleSoft opens PeopleBooks in another window to the section regarding the page you are currently working in.

PeopleBooks page

In the above scenario, you clicked the Help link while you are in the Journal Lines page of Create Journal Entries menu. PeopleSoft opens to the General Ledger PeopleBook and to the Making General Ledger Journal Entries chapter. Use the scroll bar to the right of the screen to read the rest of the Chapter.


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Help Desk Procedures The goal of the San Diego City Schools Help Desk is to provide customers with a single point of contact for computer hardware, software, and district application problem reporting. The Help Desk will solve, document and or relay problems to appropriate support personnel to provide an efficient and effective resolution.

To enhance our support process, we request that all school sites designate a contact person to call the Help Desk to report problems affecting either individual workstations or the entire site. By having a single site designee call in, it helps keep the phone lines open when an outage affects multiple users at one site. Site Technicians perform this function at secondary schools.

Please note that the Help Desk greeting (619) 725-7500 will be changed daily to reflect system outages and status updates throughout the outage. You should also try to re-establish connections with systems that are experiencing outages at regular intervals.

The Help Desk also provides assistance for NON-EMERGENCY issues via a web request form located at http://www.sandi.net/hdemail/. This provides a standard format for submitting your request for a problem ticket. Help Desk tickets will no longer be issued from an email request.

Please take the time to review your entries to the web page prior to submitting your request.


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Glossary Chartfield PeopleSoft term for a segment, or individual fields, within the Chart of Accounts that are used in combination make up the Financial Accounting Code for a transaction. ChartFields provide your system with the basic structure to segregate and categorize transactional and budget data within the PeopleSoft database. Chartfield Crosswalk A customized tool to translate SDCS’ legacy values into PeopleSoft and SACS values. Business Unit A field you will see on all transaction pages in PeopleSoft. It can be considered as a “company” and can be a subset of your organization that maintains its own set of books or financial information. SetID A field you will see on all control data pages (system setup) in PeopleSoft. Control data includes things like Vendors, Items, and Chartfields. PeopleSoft allows you to share information from a SetID across Business Units. Ledger Stores the posted net activity for a set of chartfield values by accounting period and fiscal year. They represent a set of books for each Business Unit. Ledgers are primarily updated based on journal entries. Ledgers can store actual, budget, forecast, encumbrance, statistical, or any other type of data at any level desired. Run Control ID Associates each operator with his or her own run control table entries. When you run a report, Process Scheduler requires the user to specify an ID for each submission. It contains the user’s logon information and parameters needed to execute the process. Process Monitor A PeopleSoft centralized utility that allows the user to monitor the status of the report that has been run. It contains hyperlinks to the finished reports, comments, and error messages pertaining to that report.

Documents

General Ledger Draft - San Diego Unified School Districtold.sandi.net/dwa/peoplesoft/readandlearn/handbooks/assets/finance/Manual_General...DWA Project PeopleSoft General Ledger 6