Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.

0 General Accounting Processes Participant Guide

Performing PeopleSoft 9.0 General Accounting Processes

Participant Guide

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Table of Contents
COURSE OVERVIEW
Audience Required Prerequisites Course Lessons Current Process Description What s Changing? Benefits

2
2 2 2 2 2 2

LESSON 1: GENERAL ACCOUNTING 101

Lesson Objectives Difference between the Current State and Steady State General Ledger Processes Agency versus BSC Roles and Responsibilities Lesson Checkpoint Questions Lesson Summary

3
3 3 3 4 4

LESSON 2: PROCESSING JOURNAL ENTRIES

Lesson Objectives Journal Entry and Journal Processing Lesson Checkpoint Questions Lesson Summary

5
5 5 26 26

LESSON 3: CREATING AND POSTING ACCRUALS

Lesson Objectives General Ledger Accrual Business Process Lesson Checkpoint Questions Lesson Summary

27
27 27 27 28

LESSON 4: RUNNING GENERAL LEDGER REPORTS

28

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide Lesson Objectives Running General Ledger Reports with PS/nVision General Ledger Reports in PeopleSoft PeopleSoft Query Reports Lesson Checkpoint Questions Lesson Summary 28 28 29 40 42 42

APPENDIX A APPENDIX B COURSE EVALUATION PERFORMANCE SUPPORT DOCUMENTATION

43 44 47 47

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Course Overview
The overall purpose of this course is to provide participants with an understanding of how to complete the tasks associated with General Accounting.

Audience
This course is intended for all agencies and BSC General Accounting.

Required Prerequisites
PeopleSoft 9.0 General Accounting Configuration and Maintenance (BSC Only).

Course Lessons
General Accounting 101: (30 minutes) Processing Journal Entries: (1 hour) Creating and Posting Accruals: (30 minutes) Running GL Reports: (1 hour)

Current Process Description

Currently, each agency has its own process for processing journal entries and reporting. Each agency is responsible for processing and updating journal entries on an individual basis. Specific processes for updating journal entries and reporting differ between agencies.

What s Changing?
All agencies will be using PeopleSoft 9.0 General Ledger for recording and categorizing transactions. Journals will be edited, posted, and unposted using PeopleSoft functionality. BSC General Accounting will post all journal entries across the MTA agencies. Both BSC and agency accounting staff will be able to create journals online and via spreadsheet upload. All agencies will use PeopleSoft n/Vision functionality for reporting.

Benefits
Creates standardization across all agency business transactions. Allows all agency transactions to be processed within the same General Ledger. Reduces time spent on transactional data entry with a single interfacing accounting system. Establishes common accounting and reporting processes across the MTA agencies. Allows manual entries to be processed across agencies, which invokes Inter-unit accounting.

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Lesson 1: General Accounting 101

Lesson Objectives
After completing this lesson, you will be able to: Understand Difference between Current State and Steady State General Ledger Identify differences between the current and steady state General Ledger processes Identify Agency versus BSC Roles and Responsibilities Understand roles of the agencies Discuss roles of the BSC

Difference between the Current State and Steady State General Ledger Processes
Currently, the MTA agencies individually perform their General Ledger processes. Going forward, General Ledger transaction processing will be a combination of agency and BSC responsibilities. All agencies will be using PeopleSoft 9.0 General Ledger as the core of the Financial Management System. The first release of the PeopleSoft 9.0 system will be on January 1, 2011. The BSC centralizes specific core financial modules, resulting in a single interfacing system. PeopleSoft 9.0 finance areas have specific integration points. Data from each of these finance areas interfaces into the General Ledger to create a consolidated Financial Management System, as illustrated in the following diagram:

Agency versus BSC Roles and Responsibilities

The MTA agencies andWhile BSC role will have specific responsibilities General Ledger transaction processing. responsibilities pertaining to for specific General Ledger processes will be explained later in the course, the chart below provides an overview of these critical roles.

Role GL BSC Data Entry GL BSC Data Maintainer GL BSC Reporter GL BSC Super User GL Agency Data Inquirer GL Agency Data Entry

L e s s o n C h e c k p o i n t Q u e s ti o n s

GL Agency Data Approver GL Agency Reporter GL Agency Super User GL Agency Data Maintainer BSC GL KK Budget Inquirer

BSC GL KK Budget Journals

BSC GL KK Budget Manager

BSC GL KK Budget Reporter

GL Journal Poster (BSC & Agency) GL Journal Data Entry (BSC & Agency) GL Journal Approver (BSC & Agency)

Role Definition Shared Services / PeopleSoft 9.0 Updates BSC access to journal entry and all Implementation Business Units. Performing PeopleSoft 9.0 General Accounting Updates BSC access to ChartFields and Processes all other General Ledger maintenance pages. Participant Guide Runs BSC access on reporting pages. Updates BSC access for journal entries for all Business Units. Displays agency only for General Ledger inquiry pages. Updates agency access to journal entry display only for approval page. Updates agency access to journal entry including approval page. Runs agency access on reporting pages. Updates agency journal entry access for all Business Units. Update agency access to limited General Ledger maintenance pages (allocations). Access to GL module and Commitment Control (KK) pages. Access to inquire on journals and budgets. Only MTAHQ uses KK. Access to GL module and KK pages. Access to enter budgets, adjustments, and transfers. Only MTAHQ uses KK. Access to GL module and KK pages. Access to update Commitment Control configuration and open/close ledgers. Only MTAHQ uses KK. Access to GL module and KK pages. Access to run KK and GL reports. Only MTAHQ uses KK. Access to GL module and post journal entries. Access to GL module. Workflow to initiate GL journal entries. Access to GL module. Workflow role to approve GL journal entries.

Identify what word fills in the blank: 1. Data from specific PeopleSoft finance areas interfaces into the _________ to create a consolidated Financial Management System. 2. The __________ updates BSC access for journal entries for all Business Units. 3. The __________ is responsible for updating BSC access to ChartFields and all other General Ledger maintenance pages.

Lesson Summary
Currently, the MTA agencies individually perform their General Ledger processes. Going forward, the MTA agencies and BSC will have specific responsibilities for General Ledger transaction processing. From a functional perspective, all agencies will be using PeopleSoft 9.0 General Ledger as the core of the Financial Management System.

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Lesson 2: Processing Journal Entries

Lesson Objectives
After completing this lesson, you will be able to: Describe how journals are entered in PeopleSoft including online, subsystem and spreadsheet methods. Understand how journal entries are processed in PeopleSoft 9.0, including journal entry, workflow, and corrections.

Journal Entry and Journal Processing

Overview PeopleSoft General Ledger serves as the core of the PeopleSoft Financial Management System. The PeopleSoft subsystem applications, such as Accounts Payable and Treasury, create accounting entries that are selected to process in the Journal Generator. The Journal Generator creates the appropriate journals from the accounting entries and sends them to the General Ledger for posting to the appropriate ledgers. From this posted accounting data, both detail and summary accounting information is provided, and financial reports for the MTA are produced. A journal in General Ledger consists of a header and entry lines. The header contains the information that uniquely identifies the journal (Business Unit, Journal ID, and Journal Date) and options that enable users to quickly set up adjusting entries. Journal entry lines record the monetary and statistical amounts as well as the ChartField values associated with each transaction. When a user creates a new journal entry, PeopleSoft provides three fields to specifically identify that particular journal: Business Unit, Journal ID, and Date. The Journal ID can default at NEXT, which assigns the journal entry the next value available, or users can create their own Journal ID that is up to ten digits. The Business Unit, Journal ID, and Journal Date fields make it easy to identify and track journal entries. Methods for Creating Journals There are three methods for creating journal entries. The online method uses online panels to enter journal headers and lines. In contrast, the subsystem method uses the journal generator process. The information from sub-ledgers (Ex: AP, INV, Fixed Assets) is summarized according to predetermined rules into journal headers and lines. These can then be treated like journals entered online. Once journal lines are created using the online or journal generator process, the lines can be edited to verify that the ChartField values are valid, debits equal credits, journal entries are flagged for posting to the target ledger, or Inter-company balancing entries are generated. The spreadsheet method uses PeopleSoft Spreadsheet Journal Import functionality to create journal sheets in excel files and import the journals directly into PeopleSoft. Journal Entry Process Steps At a high level, journal processing consists of four primary steps. 1. First, the online or journal spreadsheet entry is created. 2. Then, the journal edit and validation step occurs in which the PeopleSoft system identifies any outstanding journal errors. 3. Next, journals must pass the appropriate approval processes.

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide 4. Finally, the journals are posted to the General Ledger. Journal Processing Stages
General Ledger Posting

Journal Preparation

Journal Edit & Validation

Journal Approval

BSC and Agency Responsibilities with Journal Processing Agency Accounting uploads a journal spreadsheet or creates an online journal entry. Agency Accounting uploads the journal, edits, processes the journal and then checks for errors identified by PeopleSoft functionality. Should an error exist, Agency Accounting is responsible for fixing the journal error. If no errors exist, the journal automatically routes to the corresponding MTA agency Accounting department for approval (In the case of intercompany journals, both agencies need to approve) The Agency Journal Approver reviews and approves the journal. Approval is a two step process: Click on the Approval tab on the Create/ Update Journal Entries page. Select an Approval Action (Approve, Deny etc.) Click on the Lines tab. In the Process drop down, select Submit Journal and then click on the Process button. Following agency approval, the journal is posted to the General Ledger by BSC Accounting.

Note : The individual agency accounting departments can create journals as well.

Walk Thru 1 - Create, Edit, and Post Journal Entry Process Steps in PeopleSoft 9.0 The following steps should be used to create, edit, and post an online journal entry in PeopleSoft 9.0.

Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

1. Perform one of the following actions: If You Need To Find an Existing Value Complete the Following Remain on the Find an Existing Value tab. Enter the required search criteria to locate the journal entry that needs to be updated. Click to display potential matches. Select the appropriate item from the list. Click on the Add a New Value tab. Enter the Business Unit, Journal ID and Journal Date . .

Add a New Value

Click

2. Complete the follow fields on the Header tab:

10

N o t e : T h e a b o v e fields marked with a (*) may not apply to all agencies

Description Shared Services / PeopleSoft 9.0 Identifies the purpose or explains any discrepancies in the Implementation transaction. Performing PeopleSoft 9.0 General Accounting Ledger Group Select the ledger group to which this journal posts (Actuals, Processes Budget etc.) Participant Guide Adjusting Entry Select either Adjusting Entry or Non-Adjusting Entry . Source Select GLJ for online journal entry. Reference Number Refers each journal back to a document, person, invoice, 3. Click on the Lines tab. date or any other information that helps in tracking the source of the transaction. Period Change the adjustment period by clicking the lookup box to display a list of valid adjustment periods. Select the period for posting the entry. SJE Type Leave this field blank if this is not a standard journal entry. ADB Date Enter the date to use for calculating average daily balances (ADB). The ADB date determines the period for which the average balance is calculated. Journal Class Select this field only for PeopleSoft General Ledger journal entry transactions. Journal classes enable users to categorize journal entries for reporting. Save Journal Select this box when all journal transactions cannot be Incomplete Status entered and will be finished at a later time. Transaction Code Specify the to indicate the appropriate Inter-company 4. Complete the following fields oncode the Lines tab (as needed): payable or receivable account. Field Name Description Process Select the task to perform (Exs. Edit Journal, Post Journal, etc.) Unit Specify a Business Unit ID. Account Specify an Account. Resp Ctr* Specify a Responsibility Center. Cost Ctr* Specify a Cost Center. Function Code* Specify a Function Code. PC Bus Unit Specify a Project Costing Business Unit. Project Specify a Project ID. Activity Specify an Activity ID. Fund Code Specify a Fund Code.

Field Name Long Description

Refer to the for GLeach Chartfield Combo guide provided as an Appendix to this course for applicable fields agency. To add additional lines, complete the Lines to add field and click To delete a line, select the line To calculate amounts, click . and click . .

5. Select and click on processed and errors identified. 6. Click to save the journal entry.

in order to have the journal

7. Click on the Totals tab.

11

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

8. Review the information displayed in the Actual Totals column. 9. Click on the Errors tab.

10. Errors associated with the Header or Lines are listed under their respective areas. As required, correct any errors listed. 11. Once all errors are fixed, click on the Approval tab.

12

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

12. Review the information displayed under the Approval Status area. 13. Journals will V (valid) status will be posted through batch post processes.

Scenario 1: Creating an Online Journal Entry Mario needs to create an Online Journal Entry. What are the steps he should follow?

# Step Description

Data Value

1 General Ledger > Journals > Journal EntryNavigation: > Create/Update Journal Entries From the Add a New Value Tab, enter the BU, Journal ID, and Journal Date

BU: BRTUN Journal ID: NEXT Journal Date: 08/18/2010

13

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Enter Header Information (Ledger Group, Source, SJE Type, Transaction Code) Click Save

Ledger Group: ACTUALS Source: AP SJE Type : Model

On the Lines tab, select the Process to run and click Process Click Save

N/A

14

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide 4 Review the Actual Totals Column on the Totals tab N/A

Check to ensure there are no errors on the Errors tab

N/A

Review the information on the Approval tab Click Save again to prepare the Journal to be posted

N/A

Posting Journals When a journal is marked for posting, the system verifies that no outstanding edit errors exist in the journal that renders it invalid for posting. If the validation is successful, the Status indicator changes from Valid to Posted and the lines are posted to the General Ledger. Journal Workflow Journal workflow refers to a process that routes a journal entry to specific agency approvers prior to being posted to the General Ledger. Whether or not a journal entry triggers workflow depends on the type of transaction. When an agency enters a journal that pertains only to a transaction within its agency, it is not necessary to initiate journal

15

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide workflow. The journal only needs to be approved upfront by the agency s Journal Approver in order for the journal entry to be posted to the General Ledger. There are three specific scenarios that require workflow to be triggered in order for the journal entry to be posted to the General Ledger. In each of these scenarios, workflow is driven by the value entered in the journal Source field. 1. The BSC is creating a journal on behalf of another agency. For this particular scenario the Source value will always be BSC (BSC default for journal approval). In the below example, the Source is BSC, while the Business Unit is MNCRR, to reflect the BSC creating a journal entry on behalf of MNCRR.

2. A MTA agency is creating a journal on behalf of another MTA agency. For this particular scenario the Source value will always be MBU (non BSC multi Business Unit users). In the below example, the Source is MBU, while the Business Unit is MNCRR, to reflect MNCRR creating a journal entry on behalf of another agency. An Inter-company transaction between two agencies would fall into this transaction category.

16

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

3. An agency is creating a journal for itself yet the agency still wants the journal routed through workflow. For this particular scenario the Source value will always be SBU (non BSC single Business Unit users). In the below example, the Source is SBU, while the Business Unit is MNCRR, to reflect MNCRR creating a journal entry that pertains to itself but is being routed through workflow.

Once a journal has been created with the appropriate Business Unit, Source value, etc., it is routed to the Journal Approver(s) at the specific agency or agencies to which the journal corresponds. The Journal Approvers must check their individual Worklist daily for any journals that have been routed for approval. Once a journal appears in the Worklist, the Journal Approver must go to the Approval tab in order to Approve, Deny, or Recycle the journal. In the below example, the Journal Approver at MNCRR and MTBUS must both approve the journal in order for it to be posted to the General Ledger.

17

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Once the Journal Approver selects an Approval Action, he/she must return to the Lines tab, select Submit Journal in the Process field, and click Process . Once the journal has been submitted for approval, the Approval Status changes to Pending Approval (as shown above).

18

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide Note : The Journal Status field (outlined in the above diagram) changes based on the journal processing stage. The table below outlines the different status values. Value Description N No Status needs to be edited D E Journal has errors e P Posted to Ledger(s) fi V Valid Journal edits complete n e Recurring or Standard Journal Entry in PeopleSoft 9.0 Standard journal entries (SJEs) automate the entry of similar or identical journals. There are three types of SJEs: Recurring Journal Entry o Any entry periodically generated according to a schedule, such as monthly rent, lease payments, and depreciation expenses. Template Journal Entry o A data-entry model for other journals that can be automatically reproduced on a fixed schedule, as done with recurring SJEs, or used on request. Spread Journal Entry o Entry in which the entire journal s amount is spread proportionately across the different periods.

The following steps should be used to define a recurring or standard journal entry in PeopleSoft 9.0. Walk Thru 2 Define Standard Journals

Navigation: General Ledger > Journals > Standard Journals > Define Standard Journals

1. Perform one of the following actions:

19

If You Need To Find an Existing Recurring or Standard Journal

Complete the Following Shared Services / PeopleSoft 9.0 Remain on the Find an Existing Value tab. Implementation Enter the required search criteria to locate the Accounting journal Performing PeopleSoft 9.0 General that needs to be updated. Processes Participant Guide Click to display potential matches. Select the appropriate journal from the list. Click on the Add a New Value tab. Enter the Business Unit and the new journal name in the Standard Journal field. .

Define a new Recurring or Standard Journal

Click

2. As required, complete/review the following fields: Description Description of the SJE to save the standard journal. Select Recurring, Spread or Template. Specify the model journal for the SJE. This model journal must W belong to the same unit as the SJE. a Journal Date Once you select the journal and date, the model journal status l appears. k Journal Enter the Journal ID for the SJE. T Document Type Identify the document type. General Ledger Journal (GLJ) will h be the most common document type. r Allow Lines to be This check box controls whether the standard journals can be u Modified modified before being posted using the Journal Entry page. 3Clear this checkbox to prevent standard journals from being U modified. n Save Journal Click this checkbox to allow the journal to be saved as p Incomplete Status incomplete. o Schedule Specify the frequency of the SJE (Annual, Daily, EOM, etc). s This field is displayed if the SJE type selected is either ti Template or Recurring. n From Date Beginning date for the SJE. g To Date Ending date of the SJE. J Journal Creation Enables users to create standard journals in advance. Enter o Lead Days the number of days in advance of the journal date to have the u standard journal be ready for creation. If this field is left blank, r PeopleSoft creates the standard journals on the journal date. n als (BSC Only) PeopleSoft functionality allows users to mark journal entries to unpost from the General Ledger. Only the BSC will have access to marking journals for unposting. 20 Field Name Description 3. Click SJE Type Journal ID

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Navigation: General Ledger > Journals > Process Journals > Mark Journals for Unposting

1. Enter the Business Unit, Ledger Group, Year, Period, Source, Journal ID, Journal Date From, Journal Date To, and Journal Class criteria to search for the journal to be unposted. 2. In the ChartField Search Criteria section enter the Field Name and ChartField values corresponding to the journal to be marked unposted. 3. In the Select Journals to Unpost section, select the Process for the journals to be unposted by clicking on the corresponding Process checkbox. Change the Unpost Date if it is different than the journal date. Click on the Journal ID to review the journal s details and to access the Journal Inquiry page.

Walk Thru 4 - Journal Generator (BSC Only) The Journal Generator is used to transform accounting entries into journals. The Journal Generator supports journals for multiple General Ledger Business Units as well as multiple ledgers. Additionally, it supports debit and credit entries for the MTA agencies. Only the BSC will have access to running the Journal Generator functionality. Prior to running Journal Generator, users must select the specific journals to be processed. Journal Generator extracts accounting entries from the accounting entry tables to generate the actual journal entries for editing and posting.

Navigation: General Ledger > Journals > Subsystem Journals > Generate Journals

21

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

1. Perform one of the following actions: If You Need To Find an Existing Recurring or Standard Journal Complete the Following Remain on the Find an Existing Value tab. Enter the Run Control ID of the existing Generate Journal Request. Click to display potential matches. Select the appropriate Run Control ID from the list. Click on the Add a New Value tab. Enter the Run Control ID. .

Define a new Recurring or Standard Journal

Click

2. As required, complete/review the following fields:

22

Description Shared Services / PeopleSoft 9.0 Select this check box to run the Journal Edit process. Implementation Select this check box to run the Budget Check process. The Performing PeopleSoft 9.0 General Accounting Journal Edit process must be run prior to the Budget Check. Processes Post Select this check box to run the Post process. This must be run Participant Guide after the Budget Check. Request Number The system auto-assigns a new number to each run to identify the process request. Set ID This is a required field to extract the accounting entry definition for the request. Accounting Identify accounting entry definition the system should use 3. Click to save thewhich journal generation request. Definition Name when it creates the journal header and lines. Application Journal Generator extracts accounting entries for the Business 4. Business Click run the Journal Generator process. Unit to Unit selected and creates journal entries. Ledger Group Journal Generator creates journal entries for the specified GL ledger group. W Template Journal entries are created for the specified journal generator a template (Add, Accrual, etc.). l From Date Option This value determines which accounting entries Journal k Generator extracts with the request. Select from the following T values: h Begin Date From Period : Uses the beginning date of r the From Period in the ledger. u Begin Date To Period : Uses the beginning date of 5the To Period in the ledger. S Current Date : Uses the date on which the Journal p Generator is run. r No From Date : Uses all open dates of the ledger e before the chosen to date. a Process Date : Date specified on the Business Unit d journal process date option. s Specify Date : Uses the date specified to identify the h period. e From Date Enter a date if Specify Date is the option selected for the From e Date Option field. If a different option is selected, there is no t need to enter a date. J To Date Option This value determines which accounting entries Journal o Generator extracts with the request. Select from the following u values: r Current Date : Uses the date on which the Journal n Generator is run. a End Date From Period : Uses the end date of the l From Period in the ledger. s End Date To Period : Uses the end date of the T To Period in the ledger. h Process Date : Date specified on the Business Unit e journal process date option. r Specify Date : Uses the date specified to identify the e period. a To Date Enter a To Date if Specify Date is the option selected for the To r Date Option field. If a different option is selected, there is no e need to enter a date. t wo Spreadsheet Journal Import tools that enable users to enter journals offline using Microsoft Excel and subsequently import the journals into PeopleSoft. The first, and more commonly used Spreadsheet Journal Import tool, must be downloaded to a new folder on the user s desktop. All three embedded files

Field Name Edit Budget Check

23

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide (BSC_JRNL_Template.xls, GLLOG.xlt, and JRNLMCRO.xla) must be unzipped and downloaded into the same folder in order to function properly. After all three files have been downloaded; open the main file, BSC_JRNL_Template.xls, to run the Spreadsheet Journal Import functionality.

Spreadsheet Journal Import Tool

Caution: The program will not run properly unless macros are enabled and the default macro security level is reduced to medium. To change the macro security settings use the following navigation: Tools > Options> Security > Macro Security > Medium

1. The Excel file will open to the Spreadsheet Journal Import Control page with buttons available to create, edit and import journals. To create a new journal worksheet, click on New.

24

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

2. Enter the Journal Sheet Name and click OK.

3. Within a new worksheet, the Header and Line buttons have a series of icons. The table below illustrates the purpose of each icon. Using these icons, enter the journal header and line data information.

25

Button

4. Save the Excel file. 5. Click on

Purpose Shared Services / PeopleSoft 9.0 Returns to the Spreadsheet Journal Implementation Import control page. Performing PeopleSoft 9.0 General Accounting Header Button Creates a new journal header with its Processes own default values. Participant Guide Header Button Selects the journal header on the lines being worked on. Header Button Edits the journal header fields. Copies a journal. Deletes a journal. Changes import status of a journal. Adds a journal line in the selected journal header. Deletes a journal line. Copies a block of multiple lines. Deletes a block of multiple lines. Checks the Amount field values for the defined number of decimals.

Location Main Button

Header Button to return to the control page. Header Button Header Button Lines Button Lines Button Lines Button Lines Button Lines Button

6. Click on Import Now to import the newly created journal sheet.

The second Spreadsheet Journal Import capability is accessed through PeopleSoft General Ledger. Although the first Spreadsheet Journal Import tool is used more frequently, the below steps outline a second method for importing spreadsheet journals.

Navigation: General Ledger > Journals > Import Journals > Spreadsheet Journals

1. Perform one of the following actions: 26

If You Need To Find an Existing Recurring or Standard Journal

Complete the Following Shared Services / PeopleSoft 9.0 Remain on the Find an Existing Value tab. Implementation Enter the Run ControlPeopleSoft ID of the existing Generate Performing 9.0 General Accounting Journal Request. Processes Participant Guide Click to display potential matches. Select the appropriate Run Control ID from the list. Click on the Add a New Value tab. Enter the Run Control ID. .

Define a new Recurring or Standard Journal

Click

2. As required, complete/review the following fields: Field Name Number of Data Files Description Select one of the following options: Single data file : The file attached to this page is the data file containing the journal entry. Index file to other data files: The file attached to this page is an index file containing file path and file names to one or more data files stored elsewhere. Select the character set (naming convention for journal) of the flat file being imported. Select Abort, Skip , or Update .

L e Character Set s s o If Journal Already Exists n If Journal is Invalid Select Abort or Skip . C heckpoint Questions
Identify what word fills in the blank:

1. The __________ method for creating journal entries uses the Journal Generator process. 2. There are three types of standard journal entries: Recurring, Template, and __________. 3. The __________ is used to transform accounting entries into journals.

Lesson Summary
PeopleSoft General Ledger serves as the core of the PeopleSoft Financial Management System. The PeopleSoft subsystem applications, such as Accounts Payable and Treasury, create accounting entries that are selected to process in the Journal Generator. The Journal Generator creates the appropriate journals from the accounting entries and sends them to the General Ledger for posting to the appropriate 27

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide ledgers. From this posted accounting data, both detail and summary accounting information is provided, and financial reports for the MTA are produced.

Lesson 3: Creating and Posting Accruals

Lesson Objectives
After completing this lesson, you will be able to: Understand the General Ledger accruals business process.

General Ledger Accrual Business Process

General Ledger Accruals are used to match expenses and revenues to the period of time in which these transactions occur, instead of when the payment is made. Revenues are recognized in the time frame in which they were earned and expenses are recognized in the same period as incurred. Accrual Process Steps At a high level the Accrual process consists of the following steps: General Ledger Accruals Process
Payroll, AP, INV Data Received by GL Journal Entries are Completed Accruals Booked to Correct GL Account Reversal journals entered if necessary

Allocations Run in GL

At

a more detailed level, the BSC Accrual process involves the following: MTA BSC Payroll sends payroll data to General Ledger. Fringe percentages are updated as needed. MTA BSC completes journal entries for the month in order for close activities to begin. Payroll Accrual Allocations are run in General Ledger. o Payroll Accruals are booked as auto-reversal journal(s) to the appropriate General Ledger expense and accrual accounts. o The next month, the previous month s Payroll accrual journal(s) are reversed. Retro-Active Wage Adjustments (RWA) are run in General Ledger. o Unsettled union RWA s are booked to the appropriate General Ledger expense and accrual accounts. o When the union contract is settled, a reversal journal is entered to reverse the RWA accrual (Payroll records the RWA payment). Fringe Allocations are run in General Ledger. o Accrual journal(s) is booked to the appropriate General Ledger accrual account for non-project based fringe benefit costs. o Year End process runs to accrue actuals amounts compared to the estimated amounts.

28

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Lesson Checkpoint Questions

Identify what word fills in the blank: 1. General Ledger Accruals are used to match expenses and __________. 2. MTA BSC completes __________ for the month in order for close activities to begin.

Lesson Summary
General Ledger Accruals are used to match expenses and revenues to the period of time in which these transactions occur, instead of when the payment is made. Revenues are recognized in the time frame in which they were earned and expenses are recognized in the same period as the revenue. The Accrual process allows the current cash expenses and revenues to be combined with future expected cash expenses and revenues to provide more accuracy around an organization s financial state.

Lesson 4: Running General Ledger Reports

Lesson Objectives
After completing this lesson, you will be able to: Run General Ledger Reports with PS/nVision Introduce how to create and run General Ledger reports Recognize General Ledger Reports in PeopleSoft Explain the different types of reports generated from PeopleSoft General Ledger Run PeopleSoft Query Reports Review the use of the PeopleSoft query tool and the data model

Running General Ledger Reports with PS/nVision

Overview PS/nVision is used to design and create Microsoft Excel spreadsheet reports on accounting data in PeopleSoft. It retrieves information in the General Ledger PeopleSoft database and places in a Microsoft Excel spreadsheet format that makes it easier for users to interpret the data and make decisions. PS/nVision is accessed from Microsoft Excel to create templates (layouts) for data retrieval. Each Excel spreadsheet created with PS/nVision is either a report instance or a report layout. A report instance contains the data that PS/nVision has retrieved from the PeopleSoft database. It is the end result of using PS/nVision. Every report created is based on a report layout. When a report is run, PS/nVision uses the specified layout to 29

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide determine what data to retrieve for the report and how to display it. Once a report layout is created, it can be used to format accounting data automatically. PS/nVision selects data from PeopleSoft through using ledgers, trees, and queries. Tree data is used to determine the query results.

Reference 3.2 PeopleSoft 9.0 General Accounting Configuration and Maintenance course for detailed information on Accounting Trees.

Creating PS/nVision Reports PS/nVision report creation is a three-step process: 1. Determine the report layout that specifies what query to use for the report and how to format the report. At a high level, the report layout is a formatted Excel spreadsheet. However, the report layout does not include any actual PeopleSoft data, rather it is the structure of the report (format, graphics, formulas, etc.). Once a report layout is created, it can be saved and used repeatedly for future reports. 2. Create a report request specifying the layout and options for the report. This is the actual request to run a report according to the specifications set in Microsoft Excel. 3. Run the report request using the nVision menu in Microsoft Excel, the Run button, the request dialog box, or a button/macro that categorizes PS/nVision to run the report. Multiple instances of the same report can be run. For example, income statement reports can be created for each department within an organization. Each instance is an individual report with the most recent data from PeopleSoft, selected and formatted according to the instructions in the report layout. PS/nVisions also provides a Time Span feature to define reports that roll from period to period without any changes to the layout. By using Time Spans, the same layout can retrieve month-to-date, quarter-to-date or year-to-date data based on the as of date for which the report is requested.

PS/nVision Components There are three key components to the nVision report definition process: 1. Layout: This is where the report criteria is defined. For example, account nodes, department values, Time Spans. a. The layout file is a template that can be re-used. In order to populate the layout template with information, a Report Request must be defined. The amounts will not appear in the template until the Report Request is executed, creating an Excel file with data. 2. Scope : Used to run multiple report instances based on one layout file. a. For example, if the same report needs to be run for every Department, then a scope request can be created for All Departments. The scope would be linked to the report request. 3. Report Request: Form that specifies criteria necessary to run the report (i.e. As of date, output location, output file name, report title).

30

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Running an nVision Report Requesta on the Web Using a web browser, users can schedule group of reports to run using a Process Scheduler request. Reports are executed on the server in the format that is chosen. The entire report book can be run with the same output type and format without changing any individual component requests. The report books can also be scheduled to run at a particular time or on a regular basis. Multiple nVision sessions can be scheduled on a single report server. Additionally, each nVision session is associated with its specific Excel executable. This enables users to maximize use of the report server without requiring multiple report servers for multiple report books.

General Ledger Reports in PeopleSoft

Overview of PeopleSoft Reporting Options PeopleSoft 9.0 has three reporting options: 1. Delivered Reports a. Reports can be generated from various pages in PeopleSoft. b. Setting Run Controls allows users to define the type of report in need. 2. nVision a. nVision enables users to retrieve information from the PeopleSoft database in a Microsoft Excel spreadsheet, not merely as raw data, but as information in a form that enables the user to see the big picture, explore the details, and make decisions based on the data. 3. Queries a. Queries allow users to extract information regarding PeopleSoft 9.0 transactions and legacy data from the Enterprise Performance Management (EPM) Data Warehouse. b. Unlike reports, queries can be one-time and ad-hoc or can be used repeatedly. Therefore, queries can be used to pull data to fill a one time reporting need.

Running PeopleSoft Reports At a high level, running a report involves the following steps: 1. Navigate to the Reporting page a. Reports, queries, and nVision can all be accessed from the Reporting Tools link on the PeopleSoft Menu. Click on Query to view queries, and click on PS/nVision to access nVision and Report Manager to view a report list. The Report Manager page lists pages to view all of the reports that are available in PeopleSoft that the user is authorized to access.

31

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

b. Reports can also be accessed from Module-specific pages by expanding the Module-specific link and clicking on the reports feature. For example, the General Ledger Trial Balance report functionality can be accessed on the General Reports page.

Walk Thru 6 Run Trial Balance Report Navigation: General Ledger > General Reports > Trial Balance

2. Set run controls for the selected report

32

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide a. To run a report, users must specify when and where the report should run. For most reports, users must also set parameters that determine the content of the report. b. A run control is a database record that provides values for these settings. Instead of entering the same values each time the user runs a report, a run control can be created and saved with those settings to be used at a later date. c. Users can create run controls that apply to several related reports. Users can create a single run control or several run controls for the same report to manage different situations. Each time that the report is run, the appropriate run control can be selected by the users.

d. Navigate to the Add a New Value tab.

e. To run a new report, users must enter a Run Control ID and click Add.

33

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

3. Enter report data a. On the Report Request page, fill in the report parameters. b. Select the Adjustment Period that you want to include and click on Refresh button. The Chartfield Selection group box will be autopopulated with the values based on the Adjustment period you selected. c. Select the checkbox for Include CF field to include the Chartfield s in the report. d. Select the From and To Values for each Chartfield you selected.

e. Once the parameters have been completed, click Run.

4. Generate the report 34

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide a. After clicking the Run button, users view the Process Scheduler Request page. Make sure the process is checked. Click OK.

b. You will be transferred to the Report Manager page where you can monitor the status of the report. The Report Manager page can be refreshed to monitor the status of a report and define report statuses. It is a way to verify that a report has been generated successfully and view any errors. If a report results in an error status, then the user should review the error reason and contact the BSC Customer Management Center for assistance. c. Ensure the Report Status changes to Success and Distribution Status changes to Posted

d. Click on the Details link. You will be directed to the Process Detail page

35

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

e. Click on View Log/Trace link

36

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

f.

Click on the file with the extension .PDF . The report will open in a new window.

g. You can print or save the file to your computer using the icons indicated in the screenshot above.

Report Manager You can use Report Manager as an alternate navigation to view the current or previous reports that you have generated. You can trace the reports generated by several days and sort the reports by report name or created date or user ID. 1. Navigate to the Report Manager page. 37

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

2. Enter the details (Folder, Name , Instance , and Created On) for the report in question.

Types ofhas General Ledger Reports PeopleSoft 9.0 Ledger reports. It is PeopleSoft 9.0 the capability to run a in multitude of General important to note that agencies may not have access to run all reports or that the data returned from the reports may be specific to a particular agency depending on user security settings. The following General Ledger Reports can be run in PeopleSoft 9.0:

38

Report Name Journal Entry Detail Report

P e o p l e S o f t Q u e r y R e p o r t s

Report Name Report Journal Name Class Open Report Item Listing Report Name Ledger Activity Report Journal Entry Allocation Detail Report Group with Attributes Consolidation Journal Ledger Entry Message Summary Out Detail ofLog Report Balance Report Report Posted Journal Summary Audit Reconciliation Elimination by System Closing Sets Rules Source Journal Edit InterUnit Errors Activity Combination Closing Trial Trial Balance Rule Balance Reconciliation by ChartField Journal Report Closing Status Ledger Activity Elimination with Attributes Set Summary Allocation Report Ledger Calculation Ledger File Definition Log Creation Report Journal Line/ Budget Copy Summary Accounting Calculation Budget Calendars versus Entry Log Reconciliation Actuals

Q u e r y T o o l O v e r v i

Trial Standard Balance Financial Journals Statement Report Report

Description Navigation Shared Services / PeopleSoft 9.0 Displays all journal entries that were entered in Background Implementation the system for a Business Unit and ledger within Processes > Print Performing PeopleSoft 9.0 General Accounting the date range specified. Prints the journal Process Report Processes entries in ascending ID order within the ledger Participant Guide and shows the journal date, the source, whether a reversal entry was created, journal status, posted date (if any), and a description. For each line that is included in the journal Description Navigation entry, the report lists the line number of the Description Navigation Displays the journal class name and a Setup entry, the account number, a description, the description Lists open items of each for for theaaccounts selected specified, SetID. Financials/Supply General Ledger > department, product, and project ChartField including a description of the accounts, the Chain items Open > Common > values, and debit and credit detail. Also, prints Open Item key field, Description and a detailed listing of the Open Definitions Navigation Item > Listing statistical information where included in a journal journal Lists the lines beginning that have and an ending open ledger status up balances to the General Journals Ledger Report > Class> entry. As ChartField by Of Date. The combination journal lines and are account. subtotaled Alsoby Report Reports General This report is similar to the Journal Entry Detail General Ledger > key field lists the detailed value. Journal journal lines line activity containing that Open is > Ledger Activity Lists detail information that is associated with a Allocations > Report, except that this report also lists the General Reports Item accounts posted against are thematched ledger together the accounting based on particular allocation group.for Reports > ChartField attribute values. > Journal Entry the Open periods that Item are edit specified. field. Allocation Group Detail Shows journal Displays Summarizes the journal elimination entry totals detail sets within information andaledger ledger by by General Ledger > Prints message logs for a process instance ID Background Business that amounts ChartField. Unit,were Journal processed ID, date, for description, a Journals Reports Consolidate General > and batch report type, similar to the online Processes > Print ledger group, request. consolidation source, reversal, The elimination foreign sets currency, are Journal Financial > Ledger Entry Data >> query that is available for each background Process Report rate type, totaled and effective any out-of-balance date, and effective amountrate. is It Create/Update Reports Summary > program. Displays job ID, program name, date, displayed. The out-of-balance amounts are Out > of also shows Provides the line ability number, to report account, on journals description, thatalso Elimination Journal Entries General Ledger > time, sequence number, logged message, and summarized at the node and tree levels. Balance amount, were posted rate during type, exchange a specific rate, run of foreign the Journal Journals Journal Entry > explanation for each process instance ID. amount, Displays Post process. base the elimination The amount, Journal and sets Post totals and process audit for the Lines Page General Process Ledger > Journals This report consists of detailed subsystem and General Ledger > journal. all journals information, updates including that account were posted and Business with the Consolidate > Posted Journal General journal transactions that are It General Displays Unit. value of Ledger the information Process about Instance. closing Theset Process rules. General Reports Financial Summary Ledger Data Report >> aggregated to the Business Unit, subsystem > GL Subsystem prints a description Instance is part of the of the search close criteria set, identifies that is Close Reports Ledgers > > source, or alternate account, > the name used byledger, the of Posted theaccount account Journals ChartField, - Summary and report. shows Reconciliation Closing Rule Elimination Sets fiscal year, andto accounting level. Foredit Reconciliation by> the ChartField Provides detailed which information thatperiod profit about and journal loss Report Ledger Audit General example, the report lists the data at the system System Srce account Displays errors: period, will reconciliation beJournal closed.ID, information The date, report source, also by Business shows General Ledger Journals > > source level, as Accounts Payable, and the option Unit, reference ChartField, number, forsuch retaining primary error earnings type, and balancing line, in line the values, General Journals Process Reports then lists all the activity for Accounts Payable, ChartField. and description, variance. field name, and error message. > Journal InterUnitEdit Activity including what was posted and not posted, for Summarizes Displays information all entries onon a selected the ledger ChartField by account Errors General Setup Report Ledger > one or more selected ChartFields that appear in type. Prints combination Combines detail beginning edit and rule.summary and ending balance balances for Close Ledgers Financials/Supply General Ledger >> the loaded data. the year, totals information. Shows for the theperiod, endingadjustments, ledger balances and General Closing Chain > Trial Common Reports Lists the data based one or more selected General Ledger > closing for the specified entries. year on and period by ChartField Balance Definitions > Trial Balance > ChartFields that appear in the loaded data. General Ledger combination. Also displays subtotals by lines Design Ledger > Displays the journal line details for journal General Each of the subsystem amounts that fall within Reports > GL ChartField. a final total for debits and ChartFields > > with variousPrints closing statuses. Close Ledgers the ChartField combination is listed on the Subsystem credits. Combination Journal Closing report along with the total amounts for the Reconciliation > Editing Report >Ledger Lists the journal activity and the associated Status General > ChartFields and the related ledgers. Reconciliation by Combination Rule Displays all attributes for elimination one or more setspecific definitions ChartFields for in General Ledger Reports > ChartFields a ledger for one or more Lists periods, including Report > Ledger Activity financial consolidations. accounts to which Consolidate Displays information about summary ledgers, General Ledger > Lists beginning the allocation and balances. that were Allocations with Attributes > differences will ending postcalculations if the set doesn t eliminate Financial including a description, the detail ledger that it Summary Data > performed for a ChartFields given process step within a Reports > and Reads shows all entries the on the ledger (such and as gives ACCOUNT the General Ledger > summarizes, record names, and a listing of the Ledgers > specified process instance. the by pool, Allocation and BUSINESS_UNIT) ending balance for the year and Displays the andChartField period Elimination Ledgers > Export Sets ChartFields that are associated with the ledger. Summary Ledger basis, and Calculation Logs values account. thattarget make amounts. up the elimination set, as well Ledger Data Definition Rpt as a description Lists Compares the Budget journal of Copy entry those Process lines values. with calculations accounting that General Ledger > Displays information about summary calendars. Setup Displays were entries. performed original for budget a given amounts process and step compares within Commitment Maintain General Reports Includes a description as well as a listing of the Financials/Supply to specified a actual remaining process budget. instance.When For each a PO process is Control Standard > Journal > Budget periods that are defined for the calendar. Chain > Common approved, step, the report the approved shows the value sequence, is displayed Business in Reports > Budgets Line/Acctg >Budget Definitions > the encumbrance Unit, account, department, column. product, Once theproject PO is paid, Reconcil Status Copy Budget Calendars/Sched status, year, period, pool amount, basis Calculation Log the value is displayed in the expense column. ules > Summary amount, basis total, target amount, and offset The remaining budget is displayed in the Calendar Report amount. remaining column. Displays Lists standard the General journalLedger entries trial and balance their status. with General Ledger > detailed or summarized information. General Reports > Standard Trial Balance Journals 39

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide ew Queries allow users to extract information regarding PeopleSoft 9.0 transactions and legacy data from the EPM Data Warehouse. PeopleSoft Query can be used in the following ways: To display data in a grid on the Preview tab, displaying the result set in a grid for review. This option is useful as queries are refined. To run queries as a separate process. Results can be sent to a separate browser window by selecting the Run option from Query Manager or Viewer. To schedule a query so that it runs at predefined times or on recurring schedules. These results are routed to Report Manager. To download and format query results as a Microsoft Excel spreadsheet. To serve as a data source for Crystal Reports. Users can apply advanced formatting to the output of the queries. To determine whom to forward information used in PeopleSoft workflow. To create a data source for PeopleSoft nVision reports. To serve as a primary data source for defining online analytical processing.

Query Tool Benefits : Can be used one-time, ad-hoc or repeatedly. Provide reporting flexibility to extract data regarding transactions that are delivered in the existing PeopleSoft report library. Results can be downloaded as a Microsoft Excel spreadsheet and data can be analyzed with user friendly functionality. There are several types of users that will employ query functionality. Query Super Users are a specific set of users that develop and run queries within PeopleSoft. Query Viewers run public queries but cannot develop or modify the queries using the tool. Users have access to data across the MTA based on the security settings defined in the user s profile.

Introduction to the Query Data Model The query tool will be used to develop reports that extract data from EPM and PeopleSoft production tables. Data extracted from EPM will be in a one day lag behind production. EPM will include a series of core PeopleSoft HR and FIN transaction tables. HCM Data Model o All queries should be done in EPM with the exception of applicant data and data queried to verify payroll and address payroll changes. o Query may also be used to perform audit checks or to understand an issue using the audit tables. Finance Data Model o The majority of queries are expected to extract data from EPM. o In cases where real-time data is required, PeopleSoft production will be queried.

Introduction to the PeopleSoft Query Business Process The PeopleSoft query business process has several key components: Tables 40

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide o EPM will include two types of tables: Custom PeopleSoft core tables and tables containing historical data that was not converted into PeopleSoft (i.e. inactive transactions).

Select Record(s) o In the PeopleSoft database, tables are represented as record definitions. o In PeopleSoft query, the record definitions are also called records. Create expressions (optional) o Expressions are calculations that PeopleSoft Query performs as part of a query. o Use an expression to define an effective date. For example, enter a fixed effective date or prompt the user for a fixed effective date. Define selective criteria (optional) o Identify individual pieces of data by defining what column (field) and row (record) it is in. o Specify which columns and rows to retrieve in the query results. Define having criteria (optional) o In SQL, a having clause is similar to a where clause for rows of data that have been aggregated into a single row of output. o The system evaluates where clauses by looking at the individual table rows before they are grouped by the aggregated function, and it evaluates having clauses after applying the function. Run and Save query o Run query to validate results. o Save query as public or private if it is expected to be run repeatedly. Process for Requesting New Queries: Agency employees who have Super User Role will be able to create new Queries through Query Manager in PeopleSoft. Any complex queries which require additional technical support must be requested from BSC IT group.

Lesson Checkpoint Questions

Identify what word fills in the blank: 1. __________ is used to design and create Microsoft Excel spreadsheet reports on accounting data in PeopleSoft. 2. PeopleSoft provides three reporting options: Delivered Reports, nVision, and __________. 3. Layout, report request, and __________ are the three key components to the nVision report definition process.

41

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Lesson Summary
PS/nVision is used to design and create Microsoft Excel spreadsheet reports on accounting data in PeopleSoft. It retrieves information in the General Ledger PeopleSoft database and places it a Microsoft Excel spreadsheet format that makes it easier for users to interpret the data. PeopleSoft 9.0 has three reporting options: nVision, Delivered Reports, and Queries. nVision enables users to retrieve information from the PeopleSoft database in a form that enables the user to see the big picture, explore the details, and make decisions based on the data. Reports are generated from various PeopleSoft pages and specified by setting Run Controls. Queries allow users to extract information regarding PeopleSoft 9.0 transactions and legacy data from the EPM Data Warehouse.

42

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Appendix A
Agency-specific combination rules: Agency MNCRR Combination Rules Balance sheet accounts require Responsibility Center = 70000, Cost Center = 99500, and Function Code = 105 Operating Expense accounts require Function Code (%), a Cost Center (%), and a Responsibility Center within the Administration, Transportation, or VP Operations range. Balance sheet accounts require Balance sheet accounts require Responsibility Center = 7000000 and Cost Center = 00000 Expense accounts require Responsibility Center = 70500_ _ (suffix within range 10-18, 99; ie RC = 7050010 or RC = 7050099) and a Cost Center (%) Revenue accounts require Responsibility Center = 70400_ _ (suffix within range 10-18, 99) and a Cost Center (%) Suspense account (208403) require Responsibility Center = 70500_ _ (suffix within range 10-18) and a Cost Center (%) Expense accounts require a Responsibility Center (%) and a Project (%) Balance sheet accounts require Responsibility Center = 10070 Depreciation accounts (720100 720899) require Responsibility Center = 10030 PettyCash account (102253) require Responsibility Center = 10070 . NOTE: This may change to Cost Center Revenue accounts require Responsibility Center = 10050 Expense accounts require a Responsibility Center (%) Balance sheet account can not have a Responsibility Center Capital account (151000), Federal Grant account (160100), and Receivable account (161000) require a Fund Code (%) and a Project (%) Expense accounts with a Responsibility Center in the 8000 range require a Project (%) and Fund Code = 509 Expense accounts with a Responsibility Center = 955x (where x=0-9), require a Project (%) and Fund Code = 408

MTABC

LIRRD

LIBUS NYCTA (MSBST follows TA)

43

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide Other Expense accounts require a Responsibility Center (%) and a Fund Code (%) PettyCash account (102253) requires a Cost Center (%). NOTE: This may change to Responsibility Center Revenue accounts require a Responsibility Center (%) Balance sheet accounts require Responsibility Center = 999 Revenue and Expense accounts require a Responsibility Center (%) Expense accounts require a Responsibility Center (%), Budget Reference must be OPER, and Project must be BLANK PettyCash account (102253) require one of the following Responsibility Centers: 010010, 110600, 110710, 220710, 400510, 400910, 650000, 880100, 900610, 900630, 901020, 902010, 903010, 903310, 904010, 905010, 907010, 908020, 909010 NOTE: This may change to Cost Center Expense accounts require Responsibility Center NOTE: SIRTA still being reviewed

BRTUN

MTAHQ

SIRTA

Appendix B
To configure an Online Journal Layout follow the steps below: Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries

44

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

1. Perform one of the following actions: Need To displays, click on the Complete 2.If You When the page Lines tab. the Following Find an Existing Remain on the Find an Existing Value tab. Value Enter the required search criteria to locate the journal entry that needs to be updated. Click to display potential matches. Select the appropriate item from the list. Click on the Add a New Value tab. Enter the Business Unit, Journal ID and Journal Date . .

Add a New Value

Click

3. Click on the Template List hyperlink.

4. Uncheck the columns which are not applicable to your agency. Then click OK.

45

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

46

Shared Services / PeopleSoft 9.0 Implementation Performing PeopleSoft 9.0 General Accounting Processes Participant Guide

Course Evaluation
All training participants are required to complete an online course evaluation upon course completion. Evaluations are based on course content and are meant to measure the key information and objectives of the course. The evaluation can be accessed via the link provided by your instructor and must be completed in the classroom.

Performance Support Documentation (found on BSC Portal)

This table lists performance support materials such as Job aids, Policies, Procedures, and Service Level Agreements that are relevant to this course. Title Type (Job Aid, Procedure, SLA, etc.) PeopleSoft 9.0 General Accounting Configuration Course and Maintenance Uploading Journal Spreadsheet Procedure General Ledger Reports Job Aid Understanding Chartfields Job Aid Accounting for Treasury Job Aid

47