PeopleSoft General
Ledger Training for
GL Accountants
1
Who Should Attend This Course?
• This course is designed to introduce participants to
the General Ledger processes and procedures within
the PeopleSoft environment.
• Prior to taking this course, you should have
completed the PeopleSoft Basics and Navigation
eCourse.
• You should take this course if you support or are
assigned to the following roles:
 General Ledger Administrator
 General Ledger/ Financial Accountant
 Project Accounting Supervisor
2
Course Agenda
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Welcome and Introduction
Course Guidelines
Course Objectives
Key Changes
New Terminology
Oracle UPK Navigation
PeopleSoft Basics & Navigation Review
To Be Process and Workflow
Course Lessons 1 through 5
Course Summary
Course Quiz/Assessment
Getting Help
3
Welcome and Introductions
• Instructor
 Gagan Bajaj ‘G’
• Business Subject Matter Expert (SME)
 Jason Reid
 Maria Tejera
 Luis Quintana
• Participants
 General Ledger Administrator
 General Ledger/ Financial Accountant
 Project Accounting Supervisor
4
Course Guidelines
• Please silence pagers and cell phones
• Minimize side conversations
• Help manage activities by starting and stopping on
time
• Actively listen to and engage in the presentations
• Please do not work on your computer during
Instructor presentations
• Be respectful of other participants and only check email or cell phones during breaks
• Restroom and exit locations
• Breaks
• Question/Issue Parking Lot
5
Course Objectives
After completing this course, you should be able to:
 Manage Journals
 Process Journals
 Use Open Item Accounting example: Employee Loans
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Course Components
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Concept slides
Demonstrations
Exercises
Job Aids
Knowledge Check Questions
7
Course Lessons
 Lesson 1 – General Ledger Overview
 Lesson 2 – Managing Journal Entries
 Lesson 3 – Processing Journals
 Lesson 4 – Summary
8
Oracle UPK Navigation
Introduction
• Explain how to access the training
• Explain how to search for and view content
• Explain how to complete a course
9
PeopleSoft Basics & Navigation Review
Logging On
The 3 prerequisites to
log on to PeopleSoft:
1. Access the
PeopleSoft URL /
link**
2. Enter the correct
User ID
3. Enter the correct
Password
** the URL/Link determines the PeopleSoft Database you want to access
Example: HCMDEV
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PeopleSoft Basics & Navigation Review
• To Log Off - Click the Sign out button in the Universal
Navigation Header
Universal Navigation Header
Note: At BHSF, an inactivity warning is issued after 18 minutes but a PeopleSoft
session stays active for 20 minutes. Once timed out, you are required to log in
again.
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PeopleSoft Toolbars & Breadcrumbs
You have a number of alternatives for navigating in
PeopleSoft applications, including:
• Drop-down navigation
• Navigation pages
• Bread crumbs
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Drop-down Navigation Example
In this example the navigation is:
Main Menu > General Ledger > Journals >
Journal Entry > Create/ Update Journal Entries
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Navigation Page example
Note: Click the Folder to see the navigation page.
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Bread crumbs example
Note: Highlighted area shows the bread crumbs navigation.
1515
PeopleSoft Page Controls / Icons
Note: An asterisk (*) in front of a Field means it is
required.
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Lesson 1 –
General Ledger
Overview
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Lesson Objectives
After completing this lesson, you will be able to:
 Explain the General Ledger process
 Identify key data changes from legacy systems
 Define new terms and concepts
 Explain Chart of Accounts changes
 Cross Walk Tables
 Understand Trees
 PeopleBooks
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General Ledger Process Flow
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General Ledger Reporting Process Flow
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BHSF Crosswalk Table
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General Ledger Processing Hierarchy
• Override
Default
Business
Unit
Override
Ledger
Journal Source
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BHSF Business Units (B.Us)
Business Units are
defined at Legal Entities.
At BHSF, currently there
are 38 Bus.
* When using BU 4010040900 to create a JE, you are
required to key in an
Operating Unit (BHMG).
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BHSF Ledgers
Balanced and Un-balanced set of books, where
accounting entries are posted.
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BHSF Journal Sources
Journal Sources are used to
identify the origin of a transaction
or a group of transactions
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Chartfields
Field
Description
Field length
Business Unit
Legal Entity - represents separate Balance Sheets.
5 Characters
Account
Use for the representation of the Income Statement and Balance Sheet
accounts.
6 Characters
Department
The department represents the HR Hierarchy of where an employee
resides. The departments should be structured with the logic of the
functional area or speciality including the Finance and support services.
6 Characters
Operating Unit
Use to support a location or facility
6 Characters
Fund
To represent a physical fund
5 Characters
Project Business Unit
To support Grants and other Project Costing functions such as capital
improvement projects
5 Characters
Project ID/Grant
The specific project ID/Grant
10 Characters
Activity
Required with the use of Project Costing to track a particular activity
10 Characters
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Supporting Materials – Chartfields
Lawson
Accounting
Unit
Account/Sub
account
1001000
(11310-0000)
PeopleSoft
Business
Unit
Operating
Unit
Dept.
Account
Fund
PC BU
Project/
Grant ID
Activity
(5)
(6)
(5)
(6)
(6)
(5)
(10)
(10)
The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person.
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Tree
A tool used for viewing organizing data/
nodes in a logical taxonomy
Also used to provide security access.
 Used in Reporting ToolsIn PS/nVision it is used to pull Chartfields on
a Layout (Template) to create Instances
(Reports). Also, to create a Scope Definition
to get multiple Instances.
Query Manager- to filter information.
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Viewing Trees
• How to access Tree Manager
• View an existing Tree; examples: ALL_BHSF_ACCOUNTS
(Account Rollup Tree)
ALL_BHSF_DEPTS (Department Tree)
• Understanding Tree concepts:
Nodes: Root, Parent, Child, Siblings
Leaf / Leaves: Single/ Range
Editing NodesDisplay Options: 3 important Checkpoints
Effective Date, Status and Use of Levels
Perform Audits
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Trees (ALL_BHSF_DEPTS)
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How to find information in PeopleSoft
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PeopleBooks
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Lesson 1 Summary
Having completed this lesson, you should now be able
to:
 General Ledger Overview
 New Chart of Accounts
 Crosswalk Tables
 Viewing and Managing the Tree
 PeopleBooks
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Lesson 2 – Managing
Journal Entries
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Lesson Objectives
After completing this lesson, you will be able to:
 Viewing Chartfield Definitions
 Viewing Schedules
 Creating and Posting a Journal Entry
 Reviewing a Journal Entry Reversal
 Specifying Journal Search Criteria
 Upload the Journal Spreadsheet to PeopleSoft
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Overview Process Flow
Insert process flow/swim lane image
In notes area provide explanation of process and role
activities
Info on General Ledger Overview
3636
Record Journals Process Flow
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Edit journals Process Flow
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Post journals Process Flow
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Financial Control and Reporting Process Flow
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Viewing Chartfield Definitions
Chartfield Values:
 Are used to classify transactions (subsystems or GL)
 Make up your chart of accounts, department value, etc.
 Segregate and categorize balances for reporting purposes.
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Example of a BHSF Department ChartField
Note: * refers to a Required field.
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Preparing for Journal Entry
You can set up overall user defaults. These defaults will
appear automatically on pages and in dialog boxes to
reduce the amount of keying that is required.
PeopleSoft handles pre-populating of JE’s from two places:
1. Setting Overall User Preferences
2. Setting General Ledger User Preferences
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Setting Overall User Preferences
Use the Overall Preferences page to define the default
value s for the specified user Id.
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Setting General Ledger User Preferences
On the User Preferences- General Ledger page, you determine the
default Ledger, Ledger Group, and Source that will appear on pages for
a user.
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Schedules
Recurring journal entries require processing schedules. You can create
schedules that automate and control the generation of standard or recurring
journal entries. You can define daily, weekly, monthly, or annual scheduling for
recurring transactions such as closing schedules. User defined schedules
enables you to specify particular dates and times.
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JE Processing
Journal Entry Processing
 Journal Data Entry, directly into PeopleSoft General Ledger, can be uploaded through the
Journal Spreadsheet or they can be generated from the feeder systems by the Journal
Generator
 Edits for accuracy and completeness.
 Posting to a ledger; the original journal entries are retained after posting by PeopleSoft
General Ledger for analysis and audit trail purposes. You can check the journal status at any
point in the journal processing flow.
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Creating and Finding an Existing JE
Finding an Existing JE.
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Create a New JE
Main Menu> General Ledger > Journals> Journal Entry > Create/ Update Journal Entries
In PeopleSoft General Ledger, Business Unit, Journal ID and Journal Date uniquely identify a journal.
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Journal Line
• Use the Journal Entry Lines page to enter individual journal debit and
credit transactions.
• Select the desired Journal Entry Template from the Template List to
control the fields displayed on this page.
• The Process drop down fields contains journal processing options for an
individual journal; availability depends on user security settings.
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Processing a JE
On the Lines Page Tab
Process button:
Approval Process:
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Journal Status Values
Journal Status Code
Journal Status
Description
N
Needs Edit
Required
Journal has not been edited; therefore, cannot be posted.
E
Errors
Journal has been edited and contains errors.
V
Valid
Journal has passed editing and is ready to be posted.
P
Posted
Journal has been posted to the ledger(s).
U
UnPosted
Journal has been posted, then Unposted.
M
Model
Journal is an SJE model.
D
Deleted
Related journal has been deleted.
I
Incomplete
Posting incomplete.
T
Journal Incomplete
Journal is incomplete and will be bypassed by processing.
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Approval Process
Note: The Journal was routed for approval process.
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Journal Approval Logic and Thresholds
1. If the total debits amount of the journal header is less
than $25,000 it will be auto-approved
2. If the total debits amount of the journal header is greater
than or equal to $25,000 it will route to the GL Manager for
approval
3. If the total debits amount of the journal header is greater
than or equal to $2,000,000 it will route to the GL Manager
for the first approval, after it is approved by a manager it will
route to the GL Director for final approval.
4. In any approval process it will only require 1 approver
from a manager and or director
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Journal Entry Reversal
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Copy and Reverse
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Journal Search Criteria
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Attachments to J.Es
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Journal Totals page
You can use the Totals page to enforce a greater degree of control over the
JE process. As you enter the journal line, the system displays a running
total to the actual debits, credit. When you edit the journal and the control
totals do not equal the actual totals, the system flags the journal as having
errors, and you need to correct the errors before you can post.
5959
Upload the Journal Spreadsheet to PeopleSoft
Journal Upload Requirements
• PeopleSoft delivers the required spreadsheet journal
import files with PeopleSoft General Ledger. The
following files should be placed in the same directory:
File Name
Description
JRNL1.xls
The delivered PeopleSoft Journal Workbook sample
file; this is the control file for creating and
maintaining spreadsheet journals.
A message log template file to keep track of
successful or error file imports
GLLOG.xlt
JRNLMCRO.xla
The compiled macro sheet file contains creation and
importing data for journal header and lines.
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Homepage: Spreadsheet Journal Import
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Setting up Workbook Defaults
Before you begin to enter journals, you will set up
workbook defaults:
 Header Defaults
 Message Options
 Document Sequencing Information
 Online Import Control
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Define Options and Defaults
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Journal Header buttons
• Row 5 displays the following Header buttons:
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Journal Line buttons
Row 9 displays the following Line buttons:
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Configuration Button
This table lists the navigation buttons and their functions:
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Importing the Spreadsheet
After Import is complete:
1. If the import was successful the status of the JE in
PeopleSoft should be ‘N’ (Needs Edit)
2. A log file is updated (JrnlLog.xls)
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Lesson 1 Summary
Having completed this lesson, you should now be able
to:
 Viewing Chartfield Definitions
 Viewing Schedules
 Creating and Posting a Journal Entry
 Reviewing a Journal Entry Reversal
 Specifying Journal Search Criteria
 Upload the Journal Spreadsheet to PeopleSoft
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Lesson 3 –
Processing Journals
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Lesson Objectives
After completing this lesson, you will be able to:
 Generate Journals
 Editing Journals
 Post Journals
 View Journal Status
 View Message Logs
 Copy a Journal
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Standard Journal Entry
Standard Journal Entries
(SJE) facilitates
automating the creation
of similar or identical
journal entries following
these steps:
1. Define the schedule,
if appropriate.
2. Identify or create a
model journal entry.
3. Define and generate
the SJEs.
4. Verify the journal
entries statuses.
5. Edit and post the
journal entries.
7171
Step 1: Define the schedule, if appropriate.
Recurring journal entries require processing schedules. You can create
schedules that automate and control the generation of standard or recurring
journal entries. You can define daily, weekly, monthly, or annual scheduling for
recurring transactions such as closing schedules. User defined schedules
enables you to specify particular dates and times.
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Step 2
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Step 3: Define Standard Journals
General Ledger > Journals > Standard Journals > Define Standard Journals
Standard Journal Types:
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Define Standard Journal Entry
General Ledger > Journals > Standard Journals > Define Standard Journals
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Step 4: Create Standard Journals
General Ledger > Journals > Standard Journals > Create Standard Journals
General Ledger > Journals > Standard Journals > Review Standard Journals
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Understanding Statistics Accounts
PeopleSoft General Ledger facilitates using statistics in journal.
You can use Statistical Accounts and/or Statistic Codes.
Since each statistic has a standard unit of measure representing
the statistical amount stored in the database, it is important to
define the required unit of measure code.
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Properties of Model Standard JE Type
A Model Standard Journal Entry type after journal edit
validation has the following restrictions:
 It cannot be changed or deleted.
 It cannot be budget checked, posted or submitted for
workflow approval.
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GLR and GLEs JEs
When creating a General Ledger Expense or General
Ledger Revenue JE, you must use:
 PC Bus Unit
 Project Id
 Activity Id
 An Type
 Source Type
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InterUnit (Inter Company)
The primary function of PeopleSoft interunit processing is automating the
creation of the payable and receivable balancing entries between related
parties. Establish interunit accounts the system will use to automatically
balance the interunit entry by business unit (the Due To/From journal lines).
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Allocation Processing Steps
These are the high level Allocation Processing Steps:
• Identify the allocation basis needs and required
elements.
• Define the Allocation Step or Steps that include
Type, Pool, Basis, Target and Offset.
• Link the Allocation Step or Steps to an Allocation
Group.
• Run the Allocation Process.
• Run the Allocation Calculation Log report to analyze
results.
*Focus of this class
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Running an Allocation
8282
Viewing the Allocation Log
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Mark Journal for Posting
Accountants – Mark Journal for Posting
8484
Post Journals Request (Mass)
Sr Accountants and Managers- Post JEs
8585
Journal Generator
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Course
Summary
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Getting Help
•
•
•
•
•
Online Training
UPK simulations
Job Aids
Super Users
Help Desk
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Questions and Concerns
• Parking Lot
• Will get back
89
Thank you for attending the
GL Training for GL
Accountants
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