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PeopleSoft Solution Center Cross Group Training

PeopleSoft Solution Center Cross Group Training. Introduction to PeopleSoft General Ledger April 15, 1998. General Ledger Key Components. Table Setup and Maintenance. Journal Processing. Allocations. Trees. PeopleSoft General Ledger. Year-End Close. Consolidations. Budgeting.

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PeopleSoft Solution Center Cross Group Training

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  1. PeopleSoft Solution CenterCross Group Training Introduction to PeopleSoft General Ledger April 15, 1998

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

  3. PS Application Flow • Projects Billing Receivables Budgets Order Management Asset Management Purchasing Inventory Distribution Payables Financial • General Ledger

  4. General PS Financial Terminology • Business Unit - Smallest organization entity that maintains it own data • Control Tables - Tables used to define accounting structure and processing rules; data stored by SetID and can be shared across business units • Transaction Tables - Tables that store transaction level data (journals, bills, vouchers, payments); stored by business unit • Detail Calendar - Identifies the accounting period in which a transaction falls (monthly, 4 week periods, 13 week quarters, etc.)

  5. General PS Financial Terminology(continued) • Detail Ledger - A set of posted (journal) balances that represent a “set of books” for a business unit • ChartFields - PeopleSoft’s chart of account fields; used to classify accounting transactions (account, department, product, project, currency, stat code, & affiliate)

  6. Functions of a General Ledger Business Unit • A GL Business Unit impacts the following areas • Each GL BU maintains its own set of books (ledgers) • Journals are entered and processed by GL BU • GL Batch Processing is requested by GL BU • TableSet sharing is specified by GL BU • Journal Entry Defaults are specified by GL BU • Base Currency is specified by GL BU

  7. Payables BU 1 Receivables BU 1 Payables BU B Billing BU Application Business Units GL Business Unit A GL Business Unit B Payables BU 2 Receivables BU 2

  8. General Ledger Hierarchy Business Unit Ledger Source Journal

  9. General Ledger Control Tables • The following are some of the key GL Control Tables • Chart Fields (Account, Dept, etc.) • Calendars • Ledgers • TimeSpans • Installation Options • Trees

  10. What are Trees? • A Tree is a framework set up to view and report on a range of information from a variety of sources • Create hierarchical structures to visually represent summarization rules for particular ChartFields • Generate reports by pointing to various tree levels • Logically group detail values into ‘nodes’ • Devise ‘levels’ representing similar information based on nodes

  11. Tree Setup and Terminology Level Root Node Parent Siblings Child Detail Value Node

  12. Preparing for Journal Processing • Prior to entering journals you will need to set up the following: • Enter Valid ChartField Values • Define ChartField Combination Editing rules • Define Ledger(s) • Link each GL business unit to a ledger

  13. Journal Processing Flow Journal Entry via Journal Generator Journal Entry via GL Journal Header/Lines Journal Edit Journal Approval Journal Post Check Journal Status

  14. Journal Components • A Journal is comprised of five components: • Journal Entry Header • Uniquely identified by Business Unit, Journal ID, Journal Date • Journal Entry Lines • Transactions • Journal Entry Totals • Control Totals • Journal Entry Errors • Journal Entry Approval

  15. Journal Types • There are three types of journals • Regular Journals • Express Journals • Standard Journals

  16. Journal Generator • The Journal Generator converts accounting entries from other PS financial applications into journal entries • Generates journals for multiple GL business units and ledgers • If multiple PS financial applications are being used, the majority of journals will be generated by the Journal Generator.

  17. Journal Edit Overview • Before journals can be posted they need to be checked by the Edit process for the following: • Journal Date falls in a closed accounting period • A journal for a balanced ledger does not balance • Control totals on header do not match actual totals (debits, credits, lines, units) • Invalid ChartFields and ChartField combinations

  18. Posting Journals • Journal posting updates ledger balances • Posting occurs after journals have been entered and edited • Posting process performs the following steps: • Selects all journals meeting the Posting Request criteria that have been “marked” for posting • Posts lines of each journal selected to the ledger • Creates a reversal journal if requested on the journal header • Changes the status indicator for each of the journal lines from Valid to Posted

  19. Additional Journal Processing • PeopleSoft GL has the additional GL features: • Users can enter journals via Microsoft Excel - an alternative to entering journal entries online in the Journal Entry panel • Copy journals • Create reversing journals • Unpost journals

  20. Year End ClosingWhat Happens? Old Year ADJ Close New Year 0 1 2 3 ... 12 998 999 0 1 Cash 2 2 1 2 7 A/R 5 -1 -1 -1 1 3 A/P -3 1 1 -2 -1 -4 -1 Stock -1 R/E -3 -2 -5 Rev. 0 -3 -4 -5 0 18 0 -6 Exp. 0 2 3 5 0 5 1 -16 0

  21. Additional Year End Issues • A range of accounting periods or several fiscal years can be open simultaneously • Journals can be posted to any open period/fiscal year • Record closing adjustments separately from regular transactions using period 998 • Enter adjustments for one Adjustment Year at a time

  22. nVision Overview • nVision is a reporting and analysis tool that provides a link between ledger data and Microsoft Excel • Generate reports over PeopleSoft databases from an Excel front-end • Extract data for reports from any table in the system, specifically financial data from ledgers

  23. nVision Components Layout Report Request Sales Revenue Instances Scope Boston Rev. Atlanta Rev. Chicago Rev. Chicago Sales Dept. Atlanta Sales Dept. Boston Sales Dept.

  24. Starting nVision • Opening nVision brings up the NVSUSER worksheet

  25. Layout Types • nVision layouts are classified as Tabular or Matrix layouts based on how they specify data to retrieve • Tabular • Standard PeopleSoft query • Detailed reporting • Matrix • Column/row selection criteria • Summarized reporting

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

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

  28. nVision Variables • nVision Variables are used in the layout heading for information that might change from report to report or from run to run • Report request variables • Date and time period variables • Scope-related variables

  29. General Ledger What’s Left? • Interunit • Allocations • Budgeting • Multicurrency • Questions?

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