Closing in PeopleSoft
– Finance 8.4
Debbie Brothwell, Cal Poly
Summary
• Overview of Ledgers
• Data Review of Actuals &
Encumbrances
• Obligation Accruals
– Business Rules
– Automated Process – GL-15
– Manual Process
• Actual/Encumbrance Journals
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Summary
• Year End Close Process
– Close to Multiple Fund Equity
– Roll Forward Revenue and Expense for
Project-to-Date Reporting
– PO Rollover
• Required FNAT Key Maintenance
• Review Helpful Queries & Allocations
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Abnormal Balances
Negative Expenditures
Closing Revolving Fund
Rolling Forward Budget
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CSU Data Structure
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Ledger Data Review
• Ledger KK Variance Report
– Compares the actuals ledger in the
LEDGER to the KK_DTL_ACT
ledger in LEDGER_KK
– Should be clean
– Only an issue if your dept reports
come from here
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Ledger Variance Report
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Ledger Data Review
• CSU to Campus Validation Report
– Compares Campus Business Unit to
CSU Business Unit
– For Ledger KK_DTL_ENC helps
review encumbrance data
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Ledger Data Review
• Sam 99 Reconciled all funds
(including budgets)
• Sam 7 in the Campus Business
Unit MUST = Sam 7 in the CSU
Business Unit
• Sam 6 in the Campus Business
Unit MUST = Sam 6 in the CSU
Business Unit
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Obligations Accruals
• Business Rules for year end required reporting
– State–GL Account 3010 – Accounts Payable for ALL
funds will include Posted Vouchers, Obligations AND
Encumbrances
– FIRMS record type 10 for object code 201001 will
include Posted Vouchers and Obligations…NOT
Encumbrances
– FIRMS record type 15 for object code 201001 will be
Year to date encumbrances (Accounting Period 1-12)
– FIRMS record type 16 for object code 201001 will be
Project to date encumbrances (Accounting Period 0)
– Campuses on Finance 8.4 NO LONGER use FIRMS
object codes 403001 or 403002
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Changes to Accounts
Payable
• SAM99 now includes
encumbrances
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SAM99 Year End File to
SCO
• The total of GL Amounts plus encumbrance
offset will be sent as the total for AP-3010 in
the SCO year end file
– The campus no longer has to liquidate
encumbrance and create an actual.
– The campus no longer has to record and
entry in 403001 and 403002
• You may have upgraded data with 403002 –
map it to AP 201001
• The sam99 will sum the encumbrance activity
and report is in the memo field
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Year end Obligations
• Goods and services received but not
yet invoiced (no voucher posted) must
still be “obligated”
• For activity received within the Finance 8.4
application and automated process will create
the journals to liquidate the encumbrance
portion and record the AP Accrual
• Manual journals will need to be done for items
that cannot be identified by the automated
process
– Utilities
– Retention
– etc
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CSUGL15 Overview
• Run Control
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CSUGL15 Overview
CSU_KK_PO_AC_VW
RECV_LN_DISTRIB
 PO Business Unit
 Document ID
 Document Line Number
 Document Sched Nuumbrer
 Document Distrib Line Num
GL Chartfield Values
Sum by Monetary Amount
 PO Business Unit
 PO Number
 PO Line Number
 PO Sched Number
 PO Distrib Line Num
Received Quantity
Reporting
VCHR_ACCTG_LINE
 PO Business Unit
 PO Number
 PO Line Number
 PO Sched Number
 PO Distrib Line Num
Vouchered Quantity
PO_LINE_DISTRIB
 PO Business Unit
 PO Number
 PO Line Number
 PO Sched Number
 PO Distrib Line Num
PO Quantity
CSUGL015
PO_HDR
 PO Buisness Unit
 PO Number
PO Type
Journal Generation
Year-End Encumbrance
SQR Process
Report ID:CSUGL015
Batch ID: ENCOBL2001
Report ID:CSUGL015
Batch ID: ACTOBL2001
Report of PO amount to be
liquidated for obligations
Report of PO amount to be
accrued for obligations
CSU_YEC_ACT_LN
Template:
YECACTOBL
Template:
YECENCOBL
FSPGJGEN
Report ID:CSUGL015
Batch ID: ENCREM2001*
Report of PO amount to be
liquidated for completed PO
CSU_YEC_ENC_LN
Journal Generator
COBOL SQL Process
Journal ID: YAOBL####
Journal ID: YEOBL####
Journal Date: 06/30/YYY1
Journal ID: YEOBL####
Journal Date: 07/01/YYY2
* CSUGL015.SQR will generate report for batch ID ENCREMYYYY if there are remaining encumbrances . If campus runs
this process without cleaning up the remaining encumbrances , in final mode (Report Only Mode option unchecked ), the
system will generate the ENCREM transactions and insert into the CSU _YEC_ENC_LN table. However, these transactions
are NOT to be process through Journal Generator .
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CSUGL15 Configuration
• Accounting Entry Definitions
– Define the new records
• CSU_YEC_ACT_LN
• CSU_YEC_ENC_LN
• Journal Template
– YECACTOBL
– YECENCOBL
• Journal Source
– OBL
• Journal Mask
– YEOBL
– YAOBL
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Manual Obligations of
Encumbered Amounts
• Liquidate obligation portion of encumbrance
– Effective June 30, 2005
• Encumbrance Journal to Ledger KK_DTL_ENC
• Record the amount as an accounts payable accrual –
obligation
– Effective June 30, 2005
• Actuals Journal to Ledger ACTUALS
• Re-encumber the obligation
– Effective July 1, 2005
• Encumbrance Journal to Ledger KK_DTL_ENC
• Reverse the Accounts Payable Accrual
– Effective July 1, 2005
• Actuals Journal to Ledger Actuals
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Manual Obligations of
Encumbered Amounts
• Manual Obligation of Encumbered Amounts
require THREE journals
– Journals to the actuals ledger can be set up as
reversing journals
• This journal will record the Accounts Payable accrual AND
reverse it
Journals to the Actuals
Ledger can be set up
as reversing Journals.
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Manual Obligations of
Encumbered Amounts
•
Encumbrance Journals are required to liquidate the
encumbrance June 30 and to re-encumber it July 1
Encumbrance Journals are processed
with the Ledger Group ACTUALS so
that they will be edited by Combo Edits
and controlled by open and closed
periods
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Manual Obligations of
Encumbered Amounts
• Journals to Liquidate the encumbrance can NOT be set
up as reversing.
– However, the software will let you do it.
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Manual Obligations of
Encumbered Amounts
• Summary
– Three journals are required
• 1 reversing journals for the accounts payable
accrual (June 30, 2005) and the reversing
accrual (July 1, 2006)
• 2 encumbrance journals
– One dated June 30 to liquidate the
obligation portion of the encumbrance
– One dated July 1 to re-encumber the
obligation portion of the encumbrance
• For the Encumbrance journal dated July 1, use
the copy journal with reversing sign functionality
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Don’t forget
• DO NOT use 403001 or 403002
• There is no such thing as a REVERSING
ENCUMBRANCE journal
– You need to do two – One dated June 30 and one
dated July 1
• Use the Commitment Control hyperlink on the journal to
do encumbrance journals to the ACTUALS ledger
– Do NOT do journals to the KK_DTL_ENC ledger
• The offset to encumbrances MUST BE accounts
payable – FIRMS Object Code 201001
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Legal Closing Rules and
Process
Year End Close Components
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Trees
Effective Dates
Chartfield Value Sets
Close Rules
Close Request
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Road to Close
Fund Trees
Chartfield Value Sets
“PTD”
Closing Rules
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Closing Request
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Year End Close
• FUND Tree Set-Up & ChartField
Value Sets
– Multiple Retained Earnings
– Revenue and Expense Roll-Forward
• Actual Ledger Closing Rules
• Closing Request
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Closing to Multiple
Retained Earnings
Accounts
• Legal closing requirements specify
that revenues and expenses close
to different Fund Equity Accounts
based on SCO Fund
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Closing Rules
• Actual Closing Rules
– Net
Income/Retain
ed Earnings
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Closing to Multiple
Fund Equity Accounts
• Multiple Retained Earnings Set up
– Legal closing requirements specify that
revenues and expenses close to different
Fund Equity Accounts based on SCO Fund
– Legal Closing Rules require the use of
ChartField Value Sets
– ChartField Value Sets allow for the use of
Trees to specify detail ChartField Values
included in the Set
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Sample Fund Tree
Used by the CVS
Multiple Retained Earnings
Fund Tree
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Setting up the Close Rules - Trees are
used by CVS and CVS are used in the
Close Rule
Chartfield Value Sets
Fund Tree
Closing Rules
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Effective Dates Matter
• Effective Dates
– Chartfields
• Funds & Accounts
– Trees
• Nodes and their related values
– Chartfield Value Sets
• Chartfields & Trees
– Closing Rules
• All the above
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ChartField Value Sets
Sample recommended CVS
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ChartField Value Sets
Recommended CVS
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Rolling Forward Revenue &
Expense for Project to Date
Reporting
• Revenue and Expense
– CSU uses period 0 in LEDGER to record
“project-to-date” expenditure and revenue
actual data for SAM99, FIRMS, and SAM6
reporting
• Not ALL Funds
– PeopleSoft Actual Ledger closing process
allows for roll-forward of revenues and
expenses to Period 0 of the next Fiscal
Year based on specified ChartField Value
Sets
– ChartField Value Sets must be used, no
options
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Closing Rules
• Actual Closing Rules
– Roll Forward Options
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Sample Fund Tree for Roll
Forward
Project to Date Rollforward
Fund Tree
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ChartField Value Sets
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Review Close Rules
• Four Tabs
– Close Options
– Net Income/Retained Earnings
– Journal Options
– Roll Forward Options
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Closing Rules
• Actual Closing Rules
– Closing Options
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Closing Options Tab
• Actual Closing Rules
– Closing Options
– Year End Close Options
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Closing Options Tab
• Store P/L Reversal Entries
– Closing entries for all accounts are stored
in period 999. This option enables you to
store P/L offsets in period 999 also.
– If you select Store P/L Reversal Entries,
the system inserts ledger rows for the
entries made to period 999 to close
revenue and expense accounts. You can
access these amounts using the General
Ledger inquiry pages.
– If this option is not selected, offsets are not
stored in period 999.
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Net Income/Retained
Earnings Tab
– Net
Income/Retain
ed Earnings
CVS
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Journal Options Tab
Recommended
“Mask”
Option is not
recommended
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Recommended unique
“Source”
Source must exist in
both CMP and CSU
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Roll Forward Options Tab
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Closing Request - Run
Control
Remember to close
ALL Business Units
In-sync
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CSU Data Structure
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PO Rollover
• CSU PO Rollover
– Because all external reporting must come from
the current fiscal year of the “ledgers”, the CSU
needed to “roll forward” the total encumbrance
amount as of June 30, to the current year. This
mod sums encumbrance activity in LEDGER_KK
by FY, AP 0-12 and Chartfields and inserts the
total in period 0 of LEDGER_KK for “Project to
Date” Encumbrance totals
– Project to date Encumbrances will be reported
with a different FIRMS Record Type (16)
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PO Rollover
• CMS Baseline requires that all external
reporting come from the CURRENT
FISCAL YEAR
– There is no functionality within
PEOPLESOFT 8.4 to “roll forward”
encumbrance balances to the new Year
– Therefore, a CSU MOD
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PO Rollover
• Encumbrances/Pre-Encumbrances only
• Encumbrances are recorded in
LEDGER_KK
• Unlike LEDGER, LEDGER_KK does not
“Close”
• There is no period 0 in LEDGER_KK –
PeopleSoft vanilla
• CSU uses period 0 in LEDGER to record
“project-to-date” expenditure and revenue
actual data for SAM99, FIRMS, and SAM6
reporting
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PO Rollover
• PO rollover sums the encumbrance activity in
LEDGER_KK and “INSERTS” the total into
LEDGER_KK Period 0
– Reminder: For campuses using
CSUGL015 in 7.5, a journal reversing the
amounts recorded for encumbrances in
period 998 needs to be posted in period
998 in each fiscal year that 998
encumbrances were posted before PO
Rollover is run or the amounts in period 0
will be doubled – upgrade issue
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PO Rollover
• Run at fiscal year end only
• Must be run as part of upgrade to establish
period 0 in LEDGER_KK for the current year
• Can be re-run over and over for the “as of
date” on the job but only one time for
previous years
– Example: if PO Rollover is run as of 6/30/2003
the first time, it will insert period 0 for each fiscal
year in ledger KK. If it was re-run as of
6/30/2003, the amount in 2003 period 0 would be
re-calculated, but the amounts in 2001, period 0,
and 2002, period 0 would not
• Upgrade issue only
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PO Rollover
• FIRMS reporting in 8.4 will be different
for encumbrances
– Current year encumbrances will be record
type 15 = LEDGER_KK accounting
periods 1-12
– Project to date encumbrances will be
record type 16 = LEDGER_KK accounting
period 0
• Established by PO Rollover
• PO Rollover must be run in both the CMP and
CSU Business Units
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CSU Data Structure
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Prior to running PO
Rollover
• There should be values in
Accounting Period zero for the
previous years you have data in
PeopleSoft but NOT for the future
fiscal year
– For the year ending June 30, 2005,
prior to running PO rollover there
should be NO data in accounting
period zero, fiscal year 2005
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Run Control
Enter the
“PeopleSoft”
Fiscal Year being
closed.
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Sample Query Results
AFTER PO Rollover
Note: Fiscal Year
2005 rows were
generated by PO
Rollover
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Po Rollover Review
• When run for the first time as part of the
upgrade, this job will retroactively go back to
each fiscal year in the ledger and “roll
forward” the encumbrances into the
appropriate Fiscal Year.
– Only the year ending on June 30 of the as
of date on the run control can be re-run
• Run each year end AFTER receipt accrual
has been run for all appropriate business
units (XXCMP and XXCSU)
• If for some reason the last fiscal year has to
be re-opened and encumbrance adjustments
made, PO Rollover could be re-run for that
fiscal year only - Not for previous years
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Reminder
• PeopleSoft Vanilla DOES NOT HAVE an
accounting period of “0” in Ledger KK
– CSU creates and accounting period in
LEDGER KK for encumbrance and preencumbrance only
– Used by CSU to store “project to date”
encumbrance amounts for external
reporting requirements to the State of
California and the Chancellor’s Office
FIRMS data base
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Reverting Funds
Maintenance
• Clearing balances of reverting funds
– Budget entries to reflect SCO reversion of
Remaining Spending Authority (RSA)
– Accounting entries to clear “Accruals”
– Charge Orders/Cancellations to clear
Encumbrances (PO’s) and PreEncumbrances (Req’s)
– Fund ChartField Inactivation Effective on
Reversion Date + 1
– Trees “trimming” to eliminate inactive
ChartFields Effective on Reversion Date + 1
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Reverting Funds
Maintenance
• Clearing balances of reverting
funds
– What happens if a campus doesn’t
perform the necessary steps?
• Accruals will be sent to the controller
• Data will be submitted in FIRMS
• SAM99 will have an out of balance
condition in July of the new year
• BAD BAD BAD BAD BAD
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FNAT Key Maintenance
• Enterprise Revenue Fund FNAT Keys
– Fund Processing Types
• 2102 – Proprietary: Enterprise Revenue Only –
Auxiliary
– Sample: DRF - Housing Revenue
• 2103 – Proprietary: Enterprise Revenue Only Departmental
– Sample: Continuing Ed Fund Revenue
• Non-Appropriated Funds FNAT Keys
– CSU Fund 020
– Sample: Escheat
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FNAT Key Maintenance
• Enterprise Revenue Fund FNAT keys
– Fund Processing Type 2102
• Proprietary: Enterprise Revenue Only - Auxiliary Enterprise
Type 1: “Q”
Type 2: “R”
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FNAT Key Maintenance
• Enterprise Revenue Fund FNAT keys
– Fund Processing Type 2103
• Proprietary: Enterprise Revenue Only – Departmental
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FNAT Key Maintenance
• Enterprise Revenue Fund FNAT
keys
• Each year the FNAT key assigned to the
Revenue fund needs to be changed to
the FNAT key for the new appropriation
year
• Effective Date the change July 1 of the
new year
• Updating the FNAT Keys will correct the
duplication of the amounts on the
SAM99
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FUG Year-End Training
• Enterprise Revenue Fund FNAT keys
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FNAT Key Maintenance
• Enterprise Revenue Fund FNAT keys
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FNAT Key Maintenance
• Enterprise Revenue Fund FNAT keys
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Summary of Non-Approp
FNAT Key Maintenance
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Helpful Tips, Tricks &
Queries
• Queries
– Abnormal Balance
– Negative Expenditures
• Allocations
– Automatically Close Revolving Fund
– Roll Budgets forward to Next Year
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More Detailed Information
Available
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