Introduction to PeopleSoft General

Ledger
Agenda
Overview of GL
Fundamentals of GL
TableSet
Business Unit
Defining General Options and Chartfields
Editing Chartfield Combinations
Summarizing fields with Trees
Journals
Journal Processing
Ledgers
Overview Of GL
PeopleSoft GL Supports Common Business
Functions
Interunit Table Setup Journal
Accounting & Maintenance Processing

Allocations Trees

Commitment Year-End
Control
PS/GL Close

Consolidations Budgeting

Reporting Workflow
Multi-Currency
& Inquiry
GL Business Process Map
Fundamentals of GL
Business Units and Tablesets
PS Applications store information in two types of
tables
Transaction Tables contain dynamic information
and are keyed by business unit
Control tables contain static or definitional
information and are keyed by SetID
Business Units
Business Unit – An entity that maintains its own set of
transactions
GL Business Unit – Subset of the organization that
maintains its own set of books or ledger
When defining a GL Business unit, remember that:
Journal transactions are entered, approved, and maintained by business unit.
Background processing is requested by business unit.
Reports are requested by business unit.
ChartFields can differ by business unit.
Journal entry error and approval processing can be defined by business unit.
A single base currency is specified for each business unit.
TableSet sharing is specified by business unit.
Security can be enforced by business unit
Go -> Define Business Rules -> Establish Business Units -> Use A-M
-> General Ledger Definition
Control Tables
Control Tables store information that describe the accounting
structure and processing rules used when a business transaction is
recorded
Control tables contain static or definitional information and are
keyed by SetID. E.g. List of customers, accounts, products, etc.
Most control tables are effective dated
Go -> Define Business Rules -> Design Chartfields -> Use -> Account
Defining TableSet ID’s
Most data recorded in control tables is stored by
TableSet ID (or SetID)
Two ways to create it:
When a BU is created, the system creates a SetID
with the same name as the BU
Independent SetID creation
• Go -> PeopleTools -> Utilities -> Use -> TableSet ID
Using Record Groups
Control Tables used are grouped by function into
Record Groups
A Record Group is a set of logically and
functionally related control tables and views
A Record Group may contain one or many tables
or views
All tables in the same record group will have the
same key in each table. E.g. All tables in the
“Accounts” record group are keyed by ACCOUNT
Go -> PeopleTools -> Utilities ->Use -> Record
Group
TableSet Record Group Control panel
Used to specify which SetID a BU will use for
each Record Group
Each BU must point to a complete set of control
tables for it to function
Each BU can use or share control tables from
one or more TableSets
Go -> PeopleTools -> Utilities ->Use -> TableSet
Control
TableSet Sharing
Business Units Record Groups SetIDs Control Tables

CANADA FS_01 SHARE

SetID Account
SHARE 000001
SHARE 000002
SHARE 000003
USA A123
USA A456

USA FS_01 USA

SetID Dept ID
SHARE AAA
SHARE BBB
SHARE CCC
USA ZAB
USA YCD

MEXICO FS_01 SHARE

Defining General Options and
Chartfields
Setting up Control Tables
Go -> Define Business Rules -> Define General Options -
> Use E-P -> Installation Options -> Overall
Go -> Define Business Rules -> Define General Options -
> Use E-P -> Installation Options -> Products
Go -> Define Business Rules -> Define General Options -
> Use E-P -> Operator Preferences -> Overall
Preferences
Go -> Define Business Rules -> Define General Options -
> Use E-P -> Operator Preferences -> General Ledger
Go -> Define Business Rules -> Define General Options -
> Use A-D -> Account Types
Go -> Define Business Rules -> Define General Options -
> Use A-D -> Detail Calendar
Defining and Using ChartFields
Defining your chart of accounts

A chart of accounts represents how a business gathers,

stores, combines, and uses financial information in the course
of its operations. At the most basic level, every business
maintains accounts to trace the flow of revenues and
expenses and to provide a means for tracking assets,
liabilities, and equity. You also use departments to help divide
the functional areas of a business into logical groups and to
provide an organizational structure and reporting hierarchy.
Defining and Using ChartFields
In PeopleSoft General Ledger the components (fields)
that make up the chart of accounts and provide it
with an overall structure are called ChartFields.
Once you’ve designed your chart of accounts and
established your ChartFields, you will populate them
with the individual ChartField values—the account
codes that identify your individual accounts,
departments, products, and so forth.
Go -> Define Business Rules -> Design Chartfields
Defining Chartfield Values
Individual fields in the accounting structure are called chartfields
GL ChartField Name Field Field Length Definition

Account ACCOUNT 10 Classifies the nature of a transaction. This field is required. Use it for corporate accounts.

Alternate Account ALTACCT 10 Classifies the nature of a transaction for regulatory authorities. Use it for statutory
accounts.

Operating Unit OPERATING_UNIT 8 Can be used to indicate a location, such as a distribution warehouse or a sales center.

Department DEPTID 10 Can be used to indicate who is responsible for or affected by the transaction.

Product PRODUCT 6 Captures additional information useful for profitability and cash flow analysis, for
example.

Project ID PROJECT_ID 15 Captures additional information useful for project accounting.

Statistics Code STATISTICS_CODE 3 Identifies non-monetary amounts. Statistic codes are associated with a specific unit of
measure.

Scenario SCENARIO 10 Identifies different budget iterations that use different assumptions.

Currency Code CURRENCY_CD 3 Identifies currencies.

Affiliate AFFILIATE 5 Used as one approach for InterUnit journal processing and consolidated reporting.
Provides a way to map transactions between business units while using a single
intercompany account.
Account Type
Account types describe the various categories of accounts
that correspond to those on your balance sheet or income
statement

Navigation: Define Business Rules, Define General Options, Use A-D, Account Types
Adding a New Account
Navigation: Define Business Rules, Design ChartFields, Use, Account, Account
ChartField Value Sets
Use the ChartField Values page to define sets of ChartField values to be used during General Ledger closing,
Commitment Control budget close, equitization, and consolidation processing.

Navigation: Process Financial Information, Maintain Ledgers, Use, ChartField Value Sets
Summarizing Fields with Trees
Overview
Trees are used to create hierarchical structures which
visually represent a set of summarization rules for a
particular field.
Example: A tree can specify how your Business Units
should be summarized or rolled-up for consolidated
reporting purposes. Similarly, a tree can show the
reporting relationships within an organization by
specifying, for example, how individual departments
should be summarized into territories, territories into
regions, and regions into countries.
Trees are created and maintained using the Tree
Manager
Editing Chartfield Combinations
Overview
In addition to editing individual Chartfield
values, the edit process can be expanded to
include Chartfield values that are dependent on
each other
PeopleSoft enables defining combinations of
ChartFields that are valid for posting to the
ledger and also helps define valid ChartField
editing rules for two or more ChartFields. Using
detail values or tree-based criteria, an unlimited
number of combination editing rules for each
ledger group can be defined
PS delivered templates
Template Description

JOURNAL Combination Template for Journals

PROJECTS Template for Projects Accounting

PROJECTS_I Projects Interface Template

TREASURY Template for Treasury Accounting

VCHREDIT Voucher Edit Template

 Chartfield Combination Definition

The Combination Definition determines the ChartFields you want to include in your
combination. For example, if you have multiple combinations of Account, Department,
and Product that you want to edit, you'll set up one Combination Definition that
includes the three ChartFields.
You specify a SetID and Definition name when you add a combination.
For ChartField, select the ChartFields you want in the combination.

Define Business Rules, Design ChartFields, Use, Combination Definition, Combo Definition
Defining Combination Edit Rules
Define rules used by the Journal Edit process to
determine valid Chartfield combinations
In these panels:
Combination rules are tied to Combination definitions
Validation rules are setup
Based on the set of ChartFields you defined in
the Combination Definition, you define rules that
distinguish valid ChartField combination values
on the Combination Rule component
 Defining the Combination Rules for Editing ChartField
Values

Go -> Define Business Rules -> Design Chartfields -> Use -> Combination Rule
Define the Anchor ChartField values and the associated
Non-Anchor ChartField Values
Chartfield Combination Edit Process
Typically, combinations are not “exploded” in the
Combination Data table due to space constraints
The Table is updated at runtime ->
Journal contents are validated against the contents of
the Combination Data table
If there is no match, the contents of the journal is
compared to the combination rules to see if the rules
mark the journal as valid
If yes, a row is inserted into the Combination Data table
and the journal is marked valid
If no, the journal is marked invalid
Combination Groups
Use the Combination Group page to associate
multiple Combination Rules with a Combination
Group definition. The system applies these rules
as a group during the Journal Edit process
Define Business Rules, Design ChartFields, Use,
Combination Group
Combination Group
Tying Combination Editing Groups to Ledger
Groups
Define Business Rules, Establish Business Units, Use A-M, Ledgers For A Unit, and the
Journal Edit Options page.
Journals
Financial Transaction or Document
Hierarchy Levels
Journal Processing Flow
Journal Reporting

Processing Journals

Inquiry
Journal Source
Identifies the origin of a journal entry
Define any special journal entry error handling options

Home > Define Business Rules > Define General Options > Use E-P > Journal
Source
Journal Entry Template

To control which grid columns you want to show on your Journal Entry
page.
 Making Journal Entry

Journal Header
 Making Journal Entry

Journal Line
Converting Accounting Entries to PeopleSoft Journals
Accounting Entry Definition Page
To identify accounting entry layouts
To identify the system source that distributes data to your
general ledger and the record and field names for the
Accounting Entry Table.

Navigation:
Define Business Rules, Define General Options, Use A-D,
Accounting Entry Definition
Standard Journal Entry
 SJE…
Enable you to automate the entry of similar or identical journals.

There are three types of SJEs: Recurring, Template, and Spread.

A Recurring journal entry is any entry periodically generated according to a

schedule, such as monthly rent, lease payments, and depreciation expense. For
repetitive transactions that use the same accounting information and amounts.

A Template Journal entry is a data-entry model for other journals that you can
automatically reproduce on a fixed schedule—like Recurring SJEs—or use on request.
For transactions that you charge to the same ChartField combinations using varying
amounts. Monthly Pay roll, telephone expenses, etc.

A Spread journal entry is an entry in which the entire journal's amount is spread
proportionately across the different periods.
Setting up a Standard J Entry
Creating SJE
Processing SJE
Journal Entry
Making a Journal Entry
Use the Journal Entry — Header page to enter header information. The Header page
contains information that uniquely identifies the journal: business unit, journal ID,
and journal date. It also contains options for setting adjusting and reversing entries
and foreign currencies.
Navigation: Process Financial Information, Process Journals, Use, Journal
Entry, Header
Journal Entry- Lines Page
Journal Generator
 Journal Generator Process (FSPGJGEN)
Both Non-PeopleSoft systems and PeopleSoft applications can create journal
entries for posting to General Ledger.

The Journal Generator (FSPGJGEN) provides a generic accounting entry

definition, journal generator template, and Accounting Entry
Table(PS_JGEN_ACCTG_ENTRY) for Non-Peoplesoft systems. You can create
journal entries by using these generic definitions or your own modified
definitions.

Non-PeopleSoft system applications can create journals from the application

business unit to different general ledger business units, as well as to
different ledger groups and ledgers for a General Ledger business unit.

Steps Involved:
Defining Accounting Entries
Defining Journal Generator Template
Initiating Journal Generator Processing
Typically, you'll set up Journal Generator templates
for each application system source that
distributes to the general ledger, as well as each
type of transaction—for example, a template for
depreciation expense from PeopleSoft Asset
Management
Journal Generator Template
Journal Generator Template (Summ.)
Initiating the Process (FSPGJGEN )
Journal Processing Flow
Direct Online Spreadsheet Journal
Feeder Systems
GL Entry Entry

Edit Process

Approval

Posting Process

Check Journal Status

Editing Journals
Journals that have been entered must be edited to
ensure that it is valid for posting
After the edit process, a status of “Error” results if:
The accounting period determined by the Journal date is not
currently open
Debits <> Credits for a balanced ledger
Actual totals from lines <> Control totals on header
One or more journal lines use invalid Chartfields as of the
Journal date
One or more journal lines use invalid Chartfield combinations as
of the Journal date
Go -> Process Financial Information -> Process Journals
-> Process -> Journal Edit
Posting Journals
The Posting Process does the following:
Selects all journals meeting the criteria specified on
the posting request that have been marked for
posting
Posts the lines of each journal selected to the ledger
Creates a reversal journal, if requested
Changes the status from “valid” to “posted”
Ledgers
Ledgers
store the posted net activity for a set of
ChartField values by accounting period and fiscal
year;
are a set of books for each business unit ;
primarily maintained through journal entries,
and can store actual, budget, forecast,
statistical, or any other type of data at any level
desired.
Defining Ledger Templates
Ledger template defines the physical attributes of a
ledger
Ledger template panels are used to identify records and
fields that PeopleSoft GL uses to update detail ledgers
Can be defined once and used for all ledgers
The default records and fields support the Chartfields
delivered with the system
Template is keyed by type of Ledger
Go -> Process Financial Information -> Maintain Ledgers
-> Use -> Ledger Template -> Record Definitions
Defining Detail Ledgers
A ledger is a set of posted balances that
represent a set of books for a BU
PeopleSoft supports Detail and Summary
Ledgers
Journal Entries are posted to Detail Ledgers
Summary Ledgers are rolled up from detail
ledgers – used for nVision reporting
Ledgers are associated with Ledger Templates
Detail Ledger Page
Go -> Process Financial Information -> Maintain
Ledgers -> Use -> Detail Ledger
Detail Ledger Groups Definition
Ledgers must be linked to a Ledger Group which
is linked to a Business Group
Ledger Group can have 1 primary and 0-9
secondary ledgers
Each ledger within the ledger group shares a
common physical structure defined by the ledger
template
Each ledger also has unique attributes that you
can define, such as its own base currency.
Ledger Group
Go -> Process Financial Information -> Maintain
Ledgers -> Use -> Detail Ledger Group
Defining Ledgers for a BU
A list of Ledgers that a BU can post to is setup
using the following panel:
Go -> Define Business Groups -> Establish
Business Units -> Use A-M -> Ledgers for a Unit
Go -> Define Business Groups -> Establish
Business Units -> Use A-M -> Ledgers for a Unit
Thank You