SpeedTypes are shortcuts to entering all information.

When you select a SpeedType the Department,

Fund, Class and Project will be populated. You will only need to enter the appropriate account and the
event, if applicable.

PeopleSoft Financial Basic Configurations

 Course Introduction
 General Ledger Basic Setups
 GL Basic Setups
 Journal Generator
 Spreadsheet Journals Upload
 Suspense Accounting

GL - Multi-Currency Processes

 Introduction to GL Core Processes

 Allocation
 Revaluation
 Translation

GL - Core Processes

 Interim Close
 Year End Close - Introduction
 Year End Close - Configurations
 Year End Close - Test Scenario

PS Consolidation & Commitment Control

 Overview Consolidation & Commitment Control

 Consolidation - Introduction
 Consolidation- Configurations
 Commitment Control - Introduction
 Commitment Control – Configurations

For mass editing of Journals based on various criteria, we can use Edit Journals page as shown below. Navigate to General
Ledger > Journals > Process Journals > Edit Journals
 For mass posting of journals below page can be used. Navigate to General Ledger > Journals > Process Journals> Post
Journals.
Only successfully edited journals can be posted using this page. We can select various parameters to decide which
journals will be picked for posting.
Navigate to Create/Update Journal Entries:
 Option 1: Quick Links > General Ledger & Budgets > Create/Update Journal Entries
 Option 2: Quick Links > General Ledger & Budgets > General Ledger WorkCenter > Main tab > Links
> Create/Update Journal Entries
 Option 3: NavBar >Navigator > FSCM > General Ledger > Journals > Journal Entry > Create/Update Journal Entries.

Editing GL Journal Entries

If the journal is no longer open on the screen, follow these steps to find it:
1. Navigate to Create/Update Journal Entries:
 Option 1: Quick Links > General Ledger & Budgets > Create/Update Journal Entries
 Option 2: Quick Links > General Ledger & Budgets > General Ledger WorkCenter > Main tab > Links
> Create/Update Journal Entries
 Option 3: NavBar >Navigator > FSCM > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
2. Click the Find an Existing Value tab.

The Edit Process:

a. Checks the Combo Codes are valid
b. Checks this is an open Accounting Period
c. Runs Budget check
d. Adds cash offset lines (9110000) for fund and resource
e. Saves
The Journal Status and Budget Status will change to V for Valid. If there is an E, errors need to be
corrected before journal will process.
Stage 3: Submitting Journal Entries
This section describes the steps to submit a journal entry. Once all entries or changes are entered, you will
submit the journal for approval.

1. Search for the journal if it is not already open on the screen. Follow the directions in Stage 1: Creating
Journal Entries on p.7.
2. Click the Lines tab.
3. Change the Process dropdown menu to Submit Journal.
4. Click the Process button.
To view the routing for the journal, click on the Approval tab. Depending on district routing, a journal could
have multiple approvers. If you are a self-approver, the journal will be approved and will have a green check
mark.
Approver action:
 Approve
 Deny. This sends the journal back to originator.
 Hold. It stays in approver’s queue if further inquiry is needed.
 Add Comments
Approve from the Approval Tab
Navigation to Create/Update Journal Entries:
 Option 1: Quick Links > General Ledger & Budgets > Create/Update Journal Entries
 Option 2: Quick Links > General Ledger & Budgets > General Ledger WorkCenter > Main tab > Links
> Create/Update Journal Entries
 Option 3: NavBar > Navigator > FSCM > General Ledger > Journals > Journal Entry > Create/Update
Journal Entries
Find the journal entry (see Stage 1: Creating Journal Entries on p.7). Go to the Approval tab.
In this example, there are required approvals for:
 Site: Only one person on this journal.
 Resource: Both approvals needed.
 Financial: Has multiple Approvers. Only one approval from the list is required. Click on the Multiple
Approvers link to see the list.
From the Create/Update Journal Entries page, click the drop-down menu for Process list. Select Post
Journal. Click the Process button.
Verify that the Journal Status changes from V for Valid to P for Posted.
From the Process dropdown menu, select Copy Journal. Click the Process button to copy the journal.
These directions show you how to unpost a journal that was previously posted. It uses the same journal to
create reversing entries. An unposted journal:
 Cannot be edited.
 Will keep the same Journal ID #; unlike copying a journal and reversing it.
 Can only be done on an open period.
 Has no security on the source so districts need to be careful not to reverse FA or AT journals.
Navigate to Mark Journals for Unposting:
A message appears that says: “Unpost Period should be open with related journals.” Click OK.
Ledger Inquiry brings up YTD balances and monthly totals. Drill down to see transactions.
1. Navigate to NavBar > Navigator > FSCM > General Ledger > Review Financial Information > Ledger
2. On the Find an Existing Value tab, enter the Inquiry Name previously created and click Search.

Verify Journal Entries Have Posted

There are several steps in the journal entry process:
 Create the header, journal lines and make changes
 Edit Journal to validate and budget check
 Submit
 Approve
 Post
1. Navigate to NavBar > Navigator > FSCM > General Ledger > Review Financial Information > Journals
2. On the Find an Existing Value tab, enter the Inquiry Name previously created and click Search.

Monthly Transaction Report

The purpose of this section is to generate a Monthly Transaction Report using a complete ChartString.
NOTE: If you need detailed directions on how to run a report using Report Manager, refer to the Introduction to
PeopleSoft Guide – look in the Running Reports section.
1. Navigate to NavBar > Navigator > FSCM > General Ledger > General Reports > Ledger Activity
2. On the Find an Existing Value tab, enter the Run Control ID created previously and click the Search.
When to use multiple allocation steps in PeopleSoft?

Using the PeopleSoft Allocations process, you can define multiple allocation steps or step-down allocations when amounts must be

applied according to a hierarchy and in a precise order, which might include allocations to multinational, national, and regional levels

for the organization.

How is the floor space allocated in PeopleSoft?

The pool is divided among the ChartField values that are specified as the target (the other departments in the company) according

to the basis, which in this case is the amount of floor space that each department uses as specified by a statistical account. As the
target accounts are debited, the system generates an offset to balance them .

The system translates a currency to the base currency of the target ledger, and it populates both the foreign amount and the
monetary amount in the journal. In turn, the system populates the POSTED_TOTAL_AMT and POSTED_BASE_AMT fields in the
translation ledger. These two fields are always the same in the ledger. The foreign currency and the base currency will always be
the same for the journals posting to this ledger.

Understanding the Convert Currency Utility

If several project requests are entered on different dates and the effective currency conversion rate differs among those dates, use
the convert currency function to update amounts so that project requests use the current currency conversion rate. This ensures that
users view project costs and benefits based on the same conversion rate. The system only updates amounts for project requests
that are not yet approved. It does not update projects with a status of assigned, cancelled, or declined.

This currency conversion utility addresses situations. For example, an approver evaluates two project requests that are created on
different dates. Both project requests have the same cost amounts and are entered in a transaction currency of Canadian dollars. If
the effective currency conversion rates differ on the dates that each project request is created, the project requests appear to have
different cost amounts when they are viewed in the base currency, such as Japanese yen, because they use different exchange
rates.
Journal Entry

Creating Journal Entries (oracle.com)

Journal Components and Processing, Press Enter to collapse

At a minimum, a journal in PeopleSoft General Ledger consists of a header and journal entry lines. The header contains the
information that uniquely identifies the journal (business unit, journal ID, and journal date) and options that enable you to quickly set
up adjusting and reversing entries and foreign currencies. Journal entry lines record the monetary and statistical amounts and the
ChartField values associated with each transaction.

Once you enter the header and line information, your journals are ready for processing. However, if you want a greater degree of
control over the journal entry process, you can incorporate:

 Control totals that ensure accuracy and are particularly helpful when you enter a large number of lines.

 Journal approval, based on rules that you define, to ensure that only those journals within the limits that you specify
are approved for further processing.

 Document sequencing to track journal IDs sequentially.

In General Ledger, standard journal entries (SJEs) enable you to automate the entry of similar or identical journals. There are three
types of SJEs: recurring, template, and spread. A recurring journal entry is any entry that is periodically generated according to a
schedule, such as monthly rent, lease payments, and depreciation expenses. A template journal entry is a data-entry model for
other journals that you can automatically reproduce on a fixed schedule—like recurring SJEs—or use on request. A spread journal
entry is an entry in which the entire journal's amount is spread proportionately across the different periods.

Journal Entry Identification and Masks, Press Enter to collapse

When you create a new journal, the system prompts you with three keys that uniquely identify that journal: business unit, journal ID,
and journal date. You can enter your own ID or let the system assign one. You can reuse the same journal ID throughout the year,
or even within the same accounting period, changing only the date for each instance.

After you create a journal, you can search by document sequence number on these pages:
  Create Journal Entries - Find an Existing Value search criteria.

 Review Journal Status - Find an Existing Value search criteria.

 Open Item Maintenance.

 Review Open Item Status.

 Review Financial Information - Journals - Journal Inquiry Criteria.

The document sequence number for a journal also appears on:

 The Journal Entry Detail Report (FIN2001).

 The General Ledger Activity Report (GLS7002).

This table demonstrates an example where your subsidiaries and parent organizations can record monthly payroll transactions
using the journal ID PAYROLL, because each journal is uniquely identified by business unit, journal ID, and date.

Business Journal Date Total Debits

Unit ID

US002 PAYROLL September 4, 2XX2 400,000

US004 PAYROLL September 4, 2XX2 430,000

US002 PAYROLL September 18, 420,000

2XX2

US004 PAYROLL September 18, 440,000

2XX2

Using these three keys to identify a journal makes finding, tracking, and organizing journals much easier. It also makes it possible to
copy related journals and group them by ID. You can use the same journal IDs and dates across business units.
The journal ID mask enables you to specify a prefix for naming journals when you are using NEXT to generate journal IDs. A 10-
character alphanumeric ID identifies journals. The system automatically appends the prefix that you specify to the journal IDs. For
example, if you specify ALLOC as the journal ID mask, and your journal ID on the flat file is NEXT, your allocation journal IDs might
be ALLOC00001, ALLOC00002, and so on.

Journal Entry Processing, Press Enter to collapse

General Ledger offers several ways to process journals. After completing the header and line entries, save the journal from any of
the journal entry pages or do one of the following on the Journal Entry - Lines page:

 Request to edit.

 Request to budget check.

 Request to budget pre check.

 Request to post.

Most users enter and save journals, leaving editing, budget checking, and posting for later.

Journal Processing, Press Enter to collapse

Before you can post journals to General Ledger you must edit them to verify that:

 ChartField values are valid.

  Debits equal credits.

 Journal entries are flagged for posting to the target ledger.

 Interunit and intraunit balancing entries are generated.

If the Journal Edit (GL_JEDIT) process encounters any errors, General Ledger responds based on whether you indicated that you
want to recycle the journals with errors, correct the errors, and then post them, or whether you indicated that you want to post the
journals with invalid ChartFields or unbalanced debit and credit amounts to your suspense accounts.

There are two methods to edit and post journals:

 Select the Journal Edit and Journal Post options from the menu.
 Select Edit Journal and Post Journal during journal entry.

When you edit or post while making journal entries, the system initiates the processes on the server. When the process is complete,
the system automatically updates the Journal Entry pages with the results of the edit or post.

To streamline the Journal Edit (GL_JEDIT) and Journal Post (GL_JP) processes, you can combine and run the processes by
selecting both Edit and Post on the Journal Edit - Request page. The system posts all journals without errors that pass the Journal
Edit process.

The Journal Post process:

 Posts on valid, edited journals.

 Posts each journal line in the appropriate target detail ledger.

 Changes the journal's status to posted.

Note: General Ledger does not post unbalanced journals to balanced ledgers.
After posting, the system retains the original journal entries for analysis and an audit trail. You can reverse posted journal entries
with a full audit trail, and you can also unpost a journal. Unposting is a one time only event for any one journal, and there are
restrictions—you cannot edit the journals.

The Review Journal Status component provides a summarized display of journal entries. Once all critical entries are processed, you
can schedule closing and reporting tasks.
Journal Editing, Press Enter to collapse

The Edit Journals Request page enables you to specify selectively which journals to edit, based on the business unit, ledger group,
journal source, system source, process partition ID, journal ID, and journal date. General Ledger edits only those journals that match
your request criteria. If you leave one criterion blank, General Ledger ignores that criterion and edits journals that match the other
criteria. For example, you can edit all business units by leaving the Business Unit field blank.
Note: To initiate a journal edit without going to the Edit Journals Request page, use the Edit Journal option in the Process field on
the Journal Lines page.

You can combine the Journal Edit (GL_JEDIT) and Budget Checking (FS_BP) processes in a single run by selecting both Edit and
Budget Check on the Edit Journals Request page. The system budget checks the journals that pass edit. You can also combine the
Journal Edit (GL_JEDIT), Budget Checking (FS_BP), and Journal Post (GLPPPST2) processes in a single run by selecting Edit,
Budget Check, and Post on the Edit Journals Request page. The system posts the journals that pass editing and budget checking. If
you do not use the commitment control optional functionality, you can ignore the Budget Checking option.

When you run the process, you can run the Journal Edit process exclusively or you can run a Journal Edit and Error Rpt (report)
multiprocess job (GLJEDERR) that runs the Journal Edit process and generates an error report.
Note: During the Journal Edit process, the fiscal year of adjusting journals are updated with the fiscal year associated with the
adjustment period defined on the open period update page. Make sure that the adjustment periods in the open period update page
are set up correctly with adjustment years. Also, when changing the fiscal year associated with the adjustment period, make sure
that all the relevant adjusting journals are posted before the change.
Journal Posting, Press Enter to collapse

You can request to post journal entries when you enter them or at a later time.

Most journal entries generated by a company are posted during a background process that occurs on a daily or weekly basis. In this
case, you mark journals for posting so that all pending journals are processed together the next time that you run the Journal Post
(GL_JP) process.
When you mark a journal to be posted, the system verifies that there are no edit errors that would render the journal invalid for
posting.
There are times, however, when an immediate request to post is warranted. Posting from the Journal Entry - Lines page provides
you with that flexibility. To initiate a journal post without going to the Post Journals Request page, select Post Journal in
the Process field on the Journal Entry - Lines page.

For special types of requests, such as posting groups of journals, use the Journal Post (GL_JP) process. Posting performs the
following:

 Selects all journals that have been marked for posting and meet the criteria specified on the posting request.

 Posts the lines of each selected journal to the ledger.

 Creates a reversal journal if requested on the journal header.

 Changes the status for each of the journals from Valid to Posted.
 Changes the status of the sibling rows in the Open Item table to Open and subjects the rows to reconciliation if the
journals contain Open Item accounts.
Note: The Journal Post process does not suppress 0.00 monetary and statistical amounts. In other words, 0.00 monetary and
statistical amounts in table PS_JRNL_LN are posted to the PS_LEDGER and PS_LEDGER_BUDG tables during the posting
process.

General Ledger then posts the individual journal lines to the target ledger. The Journal Post process also performs one or more of
the following functions (if you select or deselect certain options):

 Reconciles Open Items for transactions related to currently posted journals.

 Updates Average Daily Balance (ADB) information.

 Updates Summary Ledgers incrementally.

 Updates ledger balances incrementally for ledgers that are loaded from external sources.

 Updates the ledger cube incrementally.

The process populates the Posting Date on the journal header using the Journal Process Date that you define for each business
unit on the General Ledger Definition - Journal Options page for the post date for all journals in the batch. It can be the date at the
time the Journal Post process begins or a date of your choosing. If you prefer to maintain a user-specified date for posting date, you
can automatically update the date for a single business unit, a range of business units, or all business units by running the Maintain
GL BU Process Date process (GLPROCESSDT).

The Post Daily Balances process (GL_ADB_POST) is invoked when you run the Journal Post process (GL_JP). The ADB Post
process updates the ADB ledger with daily balances.
Note: Journals cannot be posted or unposted to a closed period. The closed period must first be opened before any journal activity
can be processed in that period. The transaction type, UNP, on the Open Period Update page should be opened as well to allow
unposting.

You can unpost a journal only once, and you cannot edit a journal that you have unposted. If you want to post a journal that has
been unposted, copy the journal to a new journal and then post the new journal. General Ledger automatically creates an unpost
audit trail for you.

When you unpost a journal with related journal entries, the process automatically unposts the related journal entries too. For
example, when you unpost an accrual journal entry, the accrual reversal journal entry is automatically unposted at the same time.
The same is true for unposting interunit journals and suspense journals.

The original journal entry is the anchor journal entry and the journal entries that the system generates for accrued reversals, interunit
entries, and for suspense journal lines are non-anchor journal entries.
Note: The unpost periods must be open for related journals when an anchor journal is unposted. If you select an anchor journal for
unposting that has related journals, such as a reversal, interunit, or suspense correction journal that might fall in a closed period,
make sure that both the original and related journals are associated with an open period. Unposting to closed periods can have out
of balance issues causing differences in journal and ledger balances when there are related journals. In addition, if you enter a
different unpost date, the date entered must not be the same as the journal date for the related journals. This can cause duplicate
entries which can then cause the unpost process to fail. To assist in preventing reversal problems, a message is issued from the
Mark to Unpost page warning that any unposting of an anchor journal with related journals should have appropriate periods open for
both the original anchor journal as well as its related journals.
 Checking the Status of Posting Requests, Press Enter to collapse

Use the Message Log page (PMN_BAT_MSGLOG) to display the process instance, name, and type of process, along with a list of
messages, which includes the severity, log time, message text, and an explanation of the text.
Navigation

General Ledger > Journals > Process Journals > Post Journals > Post Journals Request > Message Log. After running the Journal
Post process, click the Process Monitor link to access the Process List page. Click the Details link to access the Process Detail
page. In the Actions group box, click the Message Log link.

This page enables you to view the status of the posting request and details of any messages that occur during the processing.

The Calculating Average Balances feature enables you to report your organization's financial position using average, rather than
period-end, balances. You can:

 Select which ChartField values are included in average balances.

 Select the time periods for ADB calculations from month-to-date, quarter-to-date, and year-to-date options—or
define your own time periods.

 Report prior day and current average balances.

 Summarize ADB target ledgers for summary ledgers.

Ledgers Used by ADB, Press Enter to collapse

There are two ledgers involved in ADB processing: the ADB ledger and the target ADB ledger.

 The source ADB ledger (also known as the ADB ledger) stores the daily ledger activity that is used by the ADB
process to calculate the average daily balances.

 The target ADB ledger stores the calculated averages from the ADB process.

You can have as many target ADB ledgers as you need.

This design has several advantages:

 Flexibility to maintain the average balances in different ledger tables:

 Partition your averages to different target ledger tables, such as period type (MTD—month-to-date,
YTD—year-to-date, and QTD—quarter-to-date), which can improve processing performance.

 You can maintain all the averages in a single table.

 Flexibility to define a calendar ID to maintain the calculated average daily balance history:

 To maintain month-end balances, use only the monthly calendar ID, which represents the current
day's averages.

 To maintain daily balances, use the daily calendar ID.

Understanding Processing of ADB, Press Enter to collapse

Once you establish the basis for average balance calculations, the Journal Post process (GL_JP Application Engine) invokes the
GL_ADB_POST process, which calculates the balances and updates the target ledger.

ADB processing includes the following activities:

 Journal Post (GL_JP) Application Engine process.

The Journal Post process invokes the GL_ADB_POST process.

 Post Daily Balances (GL_ADB_POST).

 The ADB post process (GL_ADB_POST) posts the daily balances to the ADB ledger (the source ledger containing
the daily balances).

The ADB post process also posts ADB adjustments to the ADB tables. (ADB adjustments are daily balances for a
period that was posted after the ADB calculation process was run for that period.)
Note: The system prevents double posting in the event that two ADB post processes (GL_ADB_POST) are running
concurrently for the same business unit. The ADB_PROCESS_STATUS field on the ADB ledger table locks the rows
that are being posted to the ADB ledger.

 ADB Calculation (GL_ADB_CALCX).

The ADB Calculation process calculates average balances using transactions from the ADB ledger and the
adjustment holding table and places the results (average balances) in the ADB target ledger.

The ADB Calculation process creates an ADB log entry. The ADB log is used by the ADB process to determine
when the average balances (for a given definition, period type, and requested period) were calculated.

Pages Used to Produce ADB Reports, Press Enter to collapse

Page Name Definition Usage

Name

ADB Definition Report Page (average daily RUN_GLS5500 Specify the run parameters for the ADB
balance definition report) Definition Report.

ADB Calculation Report Page (average daily RUN_GLC5501 Specify the run parameters for the ADB
balance calculation report) Calculation Report.

ADB Calculation Report Page, Press Enter to collapse

Use the ADB Calculation Report (average daily balance calculation report) page (RUN_GLC5501) to specify the run parameters and
run the ADB Calculation Report.

Navigation

General Ledger > Average Daily Balance > ADB Calculation Report > ADB Calculation Report

Understanding Multiple Currency Processing in General Ledger

These topics provide an overview of multiple currency processing in Oracle's PeopleSoft General Ledger and discuss how to:

 Prepare to revalue account balances.

 Define revaluation steps.

 Prepare to translate ledger balances.

 Set up translation rules.

 Define translation steps.

 Prepare for the translate within ledger process.

 Combine steps into a multicurrency group.

 Initiate multicurrency processing.

 Use multicurrency processing.

  Produce revaluation and translation reports.

PeopleSoft's uniquely flexible structure enables you to manage financial information in multiple currencies. You can use a
ChartField to designate different currency codes within a ledger or, as required, store each currency in a different ledger.

PeopleSoft General Ledger provides specific input, processing, and reporting features that satisfy the most demanding requirements
of multinational financial management. PeopleSoft GL supports the European common currency (Euro), as well as currency
conversions, remeasurement, revaluation, translation and a complete audit trail of all multicurrency processing.

PeopleSoft also includes position accounting, which enables you to identify and track the risks associated with holding financial
assets in currencies other than your base currency.
Preparing to Revalue Account Balances

Periodically, you may need to revalue the base currency of the balance sheet accounts that you maintain in foreign currencies to
reflect changes in value due to fluctuations in exchange rates. The General Ledger Revaluation process (FSPCCURR) adjusts the
base currency value of the account balances by creating adjusting entries for the accounts being revalued. It creates corresponding
entries for any gain or loss that results from the revaluation. Revaluation typically takes place at the end of each accounting period
prior to translation.

For example, suppose that a company whose base currency is U.S. dollars (USD) made the following cash deposits in Swiss francs
(CHF):

Transaction Date CHF Exchange Rate USD

January 10, 2009 100 0.45 45

January 15, 2009 100 0.50 50

January 20, 2009 100 0.55 55

January 31, 2009 300 150

Balance

At month end, revaluation takes place at the CHF to USD exchange rate of 0.55. The account is revalued at 165 USD (300 * 0.55 =
165). The following journal entry recognizes the increase in value with a debit of 15 USD to the asset account and a corresponding
credit to the revaluation gain account:

Description Debit Credit

Cash in Bank 15 USD

Revaluation 15 USD
Gain

Note: General Ledger revalues ledger balances for all foreign currencies.

When you want the results of revaluation to go into accounts that are different from the source accounts, use the Target ChartField
Entry page, on which you can indicate target unrealized gain and loss accounts.

Setting Up Revaluation

In General Ledger, the following processing takes place when you revalue accounts:

 Revaluation gains and losses are calculated for accounts maintained in foreign currencies.

 Balances of affected accounts are adjusted to the new value.

The system generates an adjusting entry to the base currency balance plus a corresponding entry to the revaluation
gain/loss account.
You can choose to:

 Create journal entries to reverse the revaluation results in the following period.

 Create journal entries to provide an audit trail of revaluations automatically.

 Report revaluation gains and losses using PS/nVision.