PeopleSoft Financials v9.0 Upgrade

1. PeopleSoft Financialsv9.0 Upgrade

2. General Ledger

3. General Ledger Module Assumptions • Page changes include changes to fields, including name changes, placement, removal, and additions,etc.; • Page and functionality changes documented in this document will only be in reference to current business process and will not reference functionality not currently used by the State of Georgia end users.

4. General Ledger Module Create Journal Entries page • The Add a New Value tab provides the user access to enter a new journal. • The Find an Existing Value tab provides the user access to view or update an existing journal.

5. Create Journal Entries page – v8.8 Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries The Create Journal Entry page in v8.8

6. Create/Update Journal Entries page – v9.0 Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries The functionality and navigation to this page has not changed but the label has become more descriptive to include all processes accessed through this page (Create, View, and Update Journal Entries). This label change is reflected on both the page and in the Menu list. UPK Topics impacted by change: Lesson 6.2 – Journal Entry, Topic 6.2.1

7. General Ledger Module Journal Lines page • In PeopleSoft version v8.8 the Project Chartfield is accessed via a link on the Journal lines page which displays the Project Information page. On this page the required input values are Project Business Unit and the ProjectChartfield value. • In PeopleSoft v9.0, four new Chartfields have been added to the Journal Lines rows. These fields are: PC Business Unit, Activity, Analysis Type, and Source Type. The PC Business Unit which was entered in v8.8 on the Project Information page, is now located on the Journal lines page and is a required field if the Project field is populated. As in v8.8 the Activity, Analysis Type, and Source Type are used by the Project Costing Module (currently only used by the Dept of Transportation) and are not required fields.

8. Journal Lines page – v8.8 Navigation: General Ledger > Journals > Journal Entry > Create Journal Entries In v8.8, the user would click the link to display the Project Information page then enter the Project and the PC Business Unit values

9. Journal Lines page – v9.0 Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries In v9.0, the Project value can be entered directly on the Journal Lines Page Four new Chartfields have been added to the Journal Lines page. The PC Business Unit is a required field if the Project field is populated. Activity, An Type, and Source Type are used only for the Project Costing Module. UPK Topics impacted by change: Lesson 6.2 – Journal Entry, Topic 6.2.2, 6.2.3, 6.2.4, 6.2.5, 6.2.6 and Lesson 6.3 – Journal Maintenance and Processing, Topics: 6.3.1, 6.3.2, 6.3.3, 6.3.4, 6.3.5

10. General Ledger Module Ledger Inquiry page • The Ledger Inquiry Criteria page enables you to specify the selection criteria to view detail and summary ledger information. You can narrow or broaden your search based on the number of fields you populate on this page. • The field label for the Year criteria field in v8.8 is changed to Fiscal Year in v9.0 with no impact on functionality • The Include Balance Forward checkbox label is changed to Show YTD Balance in v9.0 with the added enhancement of YTD balances by period displayed on the inquiry screen.

11. General Ledger Module Ledger Inquiry page continued… • The Include Adjustment Period(s) checkbox is moved to the Chartfield Criteria Section. • The Show Transaction Details is a new criteria option in v9.0, which allows the user to display a list of detailed transactions (such as Journal IDs, and the related accounting period) from the Ledger Criteria page. In v8.8, transaction details are accessed via a link on the Summarization Details page. • View Options are selected by clicking the appropriate check box which relates to a specific Chartfield value located in the Sum By column. In v8.8, View options were accessed via Sum By links.

12. Ledger Inquiry page – v8.8 Navigation: General Ledger > Review Financial Information > Ledger v8.8, The highlighted fields have been renamed or relocated on the page in v9.0

13. Navigation: General Ledger > Review Financial Information > Ledger Ledger Inquiry page v9.0 The highlighted fields have been changed or relocated on the page in v9.0 • Year in v8.8 is Fiscal Year in v9.0 • Sum by Links in v8.8 are Sum by checkboxes in v9.0 • Include Adjustment Periods moved from Ledger Criteria section to the Chartfield Criteria section UPK Topics affected by this change: Lesson 6.4 –Ledger Inquiry, Topics: 6.4.2

14. General Ledger Module Ledger Criteria: Include Balance Forward • In v8.8, Include Balance Forward Ledger Criteria provides the option to include beginning balances for balance sheet accounts. Once this option is selected, summarized account balances by period is displayed. If this option is not selected, beginning balances will not be displayed. • In v9.0, the Include Balance Forward label is changed to Show YTD Balance. The option to include beginning balances remains a feature of this function as in v8.8. However, this process has been further enhanced to provide a YTD Period Balance in addition to the summarized balance by period that was provided in v8.8.

15. Ledger Criteria – v8.8 Navigation: General Ledger > Review Financial Information > Ledger Beginning Balances are shown in Period 0. v8.8 Include Balance Forward checkbox shows beginning account balances in period zero.

16. Ledger Criteria – v9.0 Navigation: General Ledger > Review Financial Information > Ledger In v9.0 the Show YTD Balance Ledger Criteria selection provides the same results as Include Balance Forward in v8.8. In addition, a YTD column has been added.

17. General Ledger Show Transaction Details • In v8.8, Transaction Details were accessed via a drill down link on the Summarization Details page. • In v9.0, Show Transaction Details is a new Ledger Criteria option which allows the user to view transaction details from the Ledger Criteria page by clicking the Search button.

18. Show Transaction Details – v8.8 Navigation: General Ledger > Review Financial Information > Ledger v8.8 Summarization Details page had Detail links to show Transactions Details.

19. Show Transaction Details – v9.0 Navigation: General Ledger > Review Financial Information > Ledger In v9.0, Show Transaction Details Ledger Criteria provides the same functionality as Detail links in v8.8

20. General Ledger Module Ledger Inquiry Chartfield Criteria section • In v8.8, the View options was displayed on the left with links to retrieve data specified in the search parameters. • In v9.0, the Sum By column is displayed in the Chartfield Criteria section and allows the user to designate how the data is viewed. Click the Search button to display the inquiry results.

21. Chartfield Criteria section – v8.8 Navigation: General Ledger > Review Financial Information > Ledger In v8.8, the View section provides Sum By links to designate how the data is viewed and to display inquiry results.

22. Chartfield Criteria section – v9.0 Navigation: General Ledger > Review Financial Information > Ledger In v9.0, Sum By checkboxes allow the user to select how the data is viewed. Click the Search button to display the Inquiry results.