GL Cross Grp
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Transcript of GL Cross Grp
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
PeopleSoft Solution CenterCross Group Training
Introduction to PeopleSoft General Ledger
April 15, 1998
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
General Ledger Key Components
AllocationsAllocations
Multi-CurrencyMulti-Currency
ConsolidationsConsolidations
Table Setup andTable Setup andMaintenanceMaintenance JournalJournal
ProcessingProcessing
TreesTrees
Year-End CloseYear-End Close
BudgetingBudgeting
WorkflowWorkflowReporting andReporting andInquiryInquiry
PeopleSoftGeneral Ledger
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
PS Application Flow
Projects
General Ledger
OrderManagement
Inventory
Billing
Purchasing
Receivables Budgets
AssetManagement
Payables
Distribution
Financial
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
General PS Financial Terminology
• Business Unit - Smallest organization entity that maintains it own data
• Control Tables - Tables used to define accounting structure and processing rules; data stored by SetID and can be shared across business units
• Transaction Tables - Tables that store transaction level data (journals, bills, vouchers, payments); stored by business unit
• Detail Calendar - Identifies the accounting period in which a transaction falls (monthly, 4 week periods, 13 week quarters, etc.)
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
General PS Financial Terminology(continued)
• Detail Ledger - A set of posted (journal) balances that represent a “set of books” for a business unit
• ChartFields - PeopleSoft’s chart of account fields; used to classify accounting transactions (account, department, product, project, currency, stat code, & affiliate)
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Functions of a General Ledger Business Unit
A GL Business Unit impacts the following areas
• Each GL BU maintains its own set of books (ledgers)
• Journals are entered and processed by GL BU
• GL Batch Processing is requested by GL BU
• TableSet sharing is specified by GL BU
• Journal Entry Defaults are specified by GL BU
• Base Currency is specified by GL BU
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Application Business Units
GL Business Unit A GL Business Unit B
PayablesBU 1
ReceivablesBU 1
PayablesBU 2
ReceivablesBU 2
PayablesBU B
BillingBU
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
General Ledger Hierarchy
Business Unit
Ledger
Source
Journal
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
General Ledger Control Tables
The following are some of the key GL Control Tables
• Chart Fields (Account, Dept, etc.)
• Calendars
• Ledgers
• TimeSpans
• Installation Options
• Trees
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
What are Trees?
A Tree is a framework set up to view and report on a range of information from a variety of sources
• Create hierarchical structures to visually represent summarization rules for particular ChartFields
• Generate reports by pointing to various tree levels
• Logically group detail values into ‘nodes’
• Devise ‘levels’ representing similar information based on nodes
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Tree Setup and Terminology
LevelRoot Node
Parent
Siblings
Child
Node
Detail Value
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Prior to entering journals you will need to set up the following:
• Enter Valid ChartField Values
• Define ChartField Combination Editing rules
• Define Ledger(s)
• Link each GL business unit to a ledger
Preparing for Journal Processing
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Journal Processing Flow
Journal Edit
Journal Approval
Journal Header/Lines
Journal Entryvia Journal GeneratorJournal Entry via GL
Check Journal Status
Journal Post
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Journal Components
A Journal is comprised of five components:
• Journal Entry Header
– Uniquely identified by Business Unit, Journal ID, Journal Date
• Journal Entry Lines
– Transactions
• Journal Entry Totals
– Control Totals
• Journal Entry Errors
• Journal Entry Approval
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Journal Types
There are three types of journals
• Regular Journals
• Express Journals
• Standard Journals
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Journal Generator
The Journal Generator converts accounting entries from other PS financial applications into journal entries
• Generates journals for multiple GL business units and ledgers
• If multiple PS financial applications are being used, the majority of journals will be generated by the Journal Generator.
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Journal Edit Overview
Before journals can be posted they need to be checked by the Edit process for the following:
• Journal Date falls in a closed accounting period
• A journal for a balanced ledger does not balance
• Control totals on header do not match actual totals (debits, credits, lines, units)
• Invalid ChartFields and ChartField combinations
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Posting Journals
Journal posting updates ledger balances
• Posting occurs after journals have been entered and edited
• Posting process performs the following steps:
– Selects all journals meeting the Posting Request criteria that have been “marked” for posting
– Posts lines of each journal selected to the ledger
– Creates a reversal journal if requested on the journal header
– Changes the status indicator for each of the journal lines from Valid to Posted
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Additional Journal Processing
PeopleSoft GL has the additional GL features:
• Users can enter journals via Microsoft Excel - an alternative to entering journal entries online in the Journal Entry panel
• Copy journals
• Create reversing journals
• Unpost journals
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Year End ClosingWhat Happens? Cash
A/R
A/P
Stock
R/E
Rev.
Exp.
0 1 2 ... 12 998 999 3 0 1
Old Year New YearADJ Close
2
5
-3
-1
-3
0
0
-3
2
-4
3 5
-5 0
0 5
-6 18
-16 1 0
0
-5
-1
-4
3
-1-2
1
2 2 1
-1
1 1
-1 -1
-2
7
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Additional Year End Issues
• A range of accounting periods or several fiscal years can be open simultaneously
• Journals can be posted to any open period/fiscal year
• Record closing adjustments separately from regular transactions using period 998
• Enter adjustments for one Adjustment Year at a time
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
nVision Overview
nVision is a reporting and analysis tool that provides a link between ledger data and Microsoft Excel
• Generate reports over PeopleSoft databases from an Excel front-end
• Extract data for reports from any table in the system, specifically financial data from ledgers
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Boston Rev.Atlanta Rev.
nVision Components
Layout
Scope
Report Request
Chicago Sales Dept.
Sales Revenue
Boston Sales Dept.
Atlanta Sales Dept.
Chicago Rev.
Instances
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Starting nVision
Opening nVision brings up the NVSUSER worksheet
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Layout Types
nVision layouts are classified as Tabular or Matrix layouts based on how they specify data to retrieve
• Tabular
– Standard PeopleSoft query
– Detailed reporting
• Matrix
– Column/row selection criteria
– Summarized reporting
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Matrix Layout Example
Department Description Sales Costs
Tree Nodefor SalesDepartment
LabelAssociatedwith Dept.Table
SoftwareLicenseRevenue Acct. #600000
Sales ExpenseAccts.#800000 and#801000
Sales Departments
Sum Sum
%APN%
Text
RowSelectionCriteria
LabelsMicrosoft ExcelFormulas
Variable
ColumnSelectionCriteria
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
Matrix Report Example
October
Department Description Sales Costs
02000210022002300240
SFChicagoNew YorkParisTokyo
4800 3500 4800 3800 5700
2774 1883 2774 1994 1778
Sales Departments 23,600 11,203
©1998 Andersen Consulting. All rights reserved.Confidential and proprietary to Andersen Consulting.
nVision Variables
nVision Variables are used in the layout heading for information that might change from report to report or from run to run
• Report request variables
• Date and time period variables
• Scope-related variables