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  • 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 2

    Audience 2

    Required Prerequisites 2

    Course Lessons 2

    Current Process Description 2

    What s Changing? 2

    Benefits 2

    LESSON 1: GENERAL ACCOUNTING 101 3

    Lesson Objectives 3

    Difference between the Current State and Steady State General Ledger Processes 3

    Agency versus BSC Roles and Responsibilities 3

    Lesson Checkpoint Questions 4

    Lesson Summary 4

    LESSON 2: PROCESSING JOURNAL ENTRIES 5

    Lesson Objectives 5

    Journal Entry and Journal Processing 5

    Lesson Checkpoint Questions 26

    Lesson Summary 26

    LESSON 3: CREATING AND POSTING ACCRUALS 27

    Lesson Objectives 27

    General Ledger Accrual Business Process 27

    Lesson Checkpoint Questions 27

    Lesson Summary 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 28

    Running General Ledger Reports with PS/nVision 28

    General Ledger Reports in PeopleSoft 29

    PeopleSoft Query Reports 40

    Lesson Checkpoint Questions 42

    Lesson Summary 42

    APPENDIX A 43

    APPENDIX B 44

    COURSE EVALUATION 47

    PERFORMANCE SUPPORT DOCUMENTATION 47

  • Shared Services / PeopleSoft 9.0 Implementation

    Performing PeopleSoft 9.0 General Accounting Processes

    Participant Guide

    4

  • Shared Services / PeopleSoft 9.0 Implementation

    Performing PeopleSoft 9.0 General Accounting Processes

    Participant Guide

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

    AudienceThis course is intended for all agencies and BSC General Accounting.

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

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

    Current Process DescriptionCurrently, 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.

    5

  • Shared Services / PeopleSoft 9.0 Implementation

    Performing PeopleSoft 9.0 General Accounting Processes

    Participant Guide

    Lesson 1: General Accounting 101

    Lesson ObjectivesAfter completing this lesson, you will be able to:

    Understand Difference between Current State and Steady State General LedgerIdentify differences between the current and steady state General Ledger processes

    Identify Agency versus BSC Roles and ResponsibilitiesUnderstand roles of the agenciesDiscuss roles of the BSC

    Difference between the Current State and Steady State General Ledger ProcessesCurrently, 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 and BSC will have specific responsibilities for General Ledger transaction processing. While role responsibilities pertaining to specific General Ledger processes will be explained later in the course, the chart below provides an overview of these critical roles.

    6

  • Shared Services / PeopleSoft 9.0 Implementation

    Performing PeopleSoft 9.0 General Accounting Processes

    Participant Guide

    Lesson Checkpoint QuestionsIdentify what word fills in the blank:

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

    Lesson SummaryCurrently, 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.

    7

    Role Role DefinitionGL BSC Data Entry Updates BSC access to journal entry and all

    Business Units.GL BSC Data Maintainer Updates BSC access to ChartFields and all

    other General Ledger maintenance pages.GL BSC Reporter Runs BSC access on reporting pages.GL BSC Super User Updates BSC access for journal entries for all

    Business Units.GL Agency Data Inquirer Displays agency only for General Ledger

    inquiry pages.GL Agency Data Entry Updates agency access to journal entry display

    only for approval page.GL Agency Data Approver Updates agency access to journal entry

    including approval page.GL Agency Reporter Runs agency access on reporting pages.GL Agency Super User Updates agency journal entry access for all

    Business Units.GL Agency Data Maintainer Update agency access to limited General

    Ledger maintenance pages (allocations).BSC GL KK Budget Inquirer Access to GL module and Commitment Control

    (KK) pages. Access to inquire on journals and budgets. Only MTAHQ uses KK.

    BSC GL KK Budget Journals Access to GL module and KK pages. Access to enter budgets, adjustments, and transfers. Only MTAHQ uses KK.

    BSC GL KK Budget Manager Access to GL module and KK pages. Access to update Commitment Control configuration and open/close ledgers. Only MTAHQ uses KK.

    BSC GL KK Budget Reporter Access to GL module and KK pages. Access to run KK and GL reports. Only MTAHQ uses KK.

    GL Journal Poster(BSC & Agency)

    Access to GL module and post journal entries.

    GL Journal Data Entry(BSC & Agency)

    Access to GL module. Workflow to initiate GL journal entries.

    GL Journal Approver(BSC & Agency)

    Access to GL module. Workflow role to approve GL journal entries.

  • Shared Services / PeopleSoft 9.0 Implementation

    Performing PeopleSoft 9.0 General Accounting Processes

    Participant Guide

    Lesson 2: Processing Journal Entries

    Lesson ObjectivesAfter 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 ProcessingOverviewPeopleSoft 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 Busin