The brain is a wonderful organ. It starts working the moment you get up in the morning . . .

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• The brain is a wonderful organ. It starts
  working the moment you get up in the morning . .
  .

. . . and doesnt stop until you get into the
office. - Robert Frost
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PeopleSoft 8.8 FMS

• General Ledger for End Users

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Important Housekeeping Rules!

• BE PUNCTUAL -- Class starts on time
• Sign-in on class roster
• Name Tents -- Name on front back
• Pagers cell phones off or on silent/vibrate
  mode

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Important Housekeeping Rules!

• Web-mail only during breaks, before/after class
• SHUTDOWN and RESTART computer at end of class

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Logistics
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Getting Security Access

1. Finish the course.
2. Fill out Security form.
3. Work with your manager to identify your role.
4. Give form to your Security Coordinator. They will
   upload your security access.

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Introductions

• Name
• Where do you work?
• Length of time at the University
• PeopleSoft experience
• Question of the Day!

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Agenda

• MORNING
• Chapter 1 - Introducing PeopleSoft General
  Ledger
• Chapter 2 - Maintaining Commitment Control
  Budgets
• Chapter 3 - Entering GL Journals
• LUNCH
• AFTERNOON
• Chapter 3 - Entering GL Journals (continued)
• Chapter 4 Maintaining Journals
• Chapter 5 Making Inquiries
• Chapter 6 Running General Ledger Reports

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Course Objectives

• Understand the basic structure of the General
  Ledger application
• Adjust and transfer Commitment Control budgets
• Create, update process GL journal entries
• Make General Ledger inquiries
• Run standard reports

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General Ledger Activity Areas

• General Ledger processors
• Table setup maintenance
• Summarization (Tree) structure setup
  maintenance
• End User functions
• Journal entry processing
• Reporting inquiry
• Entering maintaining Commitment Control budgets

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GL Features Scope

• Unrestricted chart of accounts
• Unlimited ledgers
• Enhanced journal entry
• Visual summarization structures (trees)
• On-line and report-driven inquiry
• Effective-dated rules and structure
• Application includes
• General Ledger
• Commitment Control (Budgeting)
• Allocations
• Internal/External reporting

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UTHSC-H General Ledger Defaults

• Business Unit
• UTHSC
• Ledgers and Ledger Groups
• CC_REV
• CC_ORG
• CC_PRJ
• ChartFields
• Trees

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Resources

• General Accounting
• http//www.uth.tmc.edu/finance/accounting/contact.
  htm
• [phone]
• E-Mail Address accounting_at_uth.tmc.edu
• Budget Financial Reporting
• http//www.uth.tmc.edu/finance/bfr/contact.htm
• [phone]
• E-Mail Address budget_at_uthouston.edu

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GL Journal Transaction Process

• Verify Budget
• Commitment Control
• View Budget
• Make Adjustments or Transfers if needed
• Enter the GL Journal
• Enter journal information
• Budget Check by the Post Journal Process
• Send supporting documentation to General
  Accounting.

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General Ledger for End Users

• Maintaining Commitment Control Budgets

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Commitment Control
Expenses Project related
Expenses not Project related
Revenue
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Budget Check Requisition Example
Set up Budget. CC Ledgers updated.
Requisition entered budget checked.Pre-encumbra
nce posted to ledger.
CC available balance updated each time Budget
Check is run.
PO created budget checked.Pre-encumbrance
liquidates pre-encumbrance, encumbrances
updated to CC ledgers.
Voucher posted budget checked.Encumbrance
liquidated updated to ledger.
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Lets Log In

• All uppercase
• User ID GLE00
• Password PSOFT2012
• (where is the number of the workstation you are
  at)

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Budget Details

• Business Unit -- UTHSC
• Ledger Group CC_ORG
• Account 61006
• Department 57700000
• Operating Unit 05
• Fund Code 58000, 58001, 59001
• Budget Period Recommended but not required

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Budget Details
Do Not Fill in for Grants
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Budget Journal Adjustment One sided Entry
40101
61006
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Budget Transfer
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Budget Adjustments

• Increases (or decreases) the total budget dollars
• One-sided budget journal entry
• Budget Entry Type Adjustment
• Revenue Budgets required only if the ChartString
  has both Revenue Expense budgets (ex. grants,
  designated).
• If ChartString has both Revenue Expense
  budgets, Revenue budget entered must have a
  corresponding Expense budget vice versa.

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Budget Transfers

• Do NOT change original total budget
• Transfers funds between existing budgets
• Balanced (two-sided) budget journal entry
  increasing one budget decreasing another
• Budget Entry Type Transfer Adjustment

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Budget Transfer Examples

• Only to re-budget funds in cases such as
• Department ID change
• Move funds between MSRDP (Medical Service
  Research Development Plan) ChartField strings
• Moving funds when a project closes
• Reallocation balances from one pool to another
  within a Project or ChartField string

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Budget Transfers ChartStrings

• Transfer across ChartStrings
• Revenue budget transfer required only if the
  ChartString has both Revenue Expense budgets
  (ex. grants, designated).
• Revenue budget transfer must have a corresponding
  Expense budget transfer vice versa.
• Central Processing Department posts both
  journals.
• Transfer within ChartStrings (between expense
  accounts)
• Enter save the expense budget transfer journal.
  
• You can post your budget transfers between
  expenses accounts within allowable dollar limits
• Central Processing Department posts all journals
  that do not fit this criteria.

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Budget Transfer Limitation

• Certain budget transfers (depending on
  ChartString, Account, Amount, etc.) can only be
  processed by Central Processing Department.
• If you try to process a budget transfer for which
  you do not have security, you will receive an
  error message.
• Central Processing Department will review budget
  transactions regularly to see if any need
  processing.

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General Ledger for End Users

• Entering GL Journals

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General Ledger End-of-Month Memo
The last day to post entries to sub ledgers (AP,
AR, BI) for (month) business, with the exception
of processor departments, is (day of the week)
30th.   All GL Journals must be in the office of
General Accounting by (month) 5th.  It is your
responsibility to track the progress of your
journal entry to posted status.  We can not
post your GL journal until we have a hard copy of
the document with the necessary back up.  If we
dont have your paperwork and you have not
inquired about the status by 5PM December 5th,
the journal will be deleted.  If you have
questions or concerns after reviewing the
attached procedures, please dont hesitate to
call. Thank you, Janna Stokes Account
Supervisor General Accounting UCT 902, Phone
713-500-4922
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General Ledger End-of-Month Memo

• July accounting period is closed.  The monthly
  financial reports are on a shared network
  drive. Please note that your EOM Summary Report
  now contains both Expense and Revenue Reports in
  PDF format. The Detail Reports are in CSV format.
   Access is available through the Deans Office of
  each school. 
• Operating Unit 01 monthly financials reports are
  being distributed by General Accounting through
  email as zipped attachments. This is a very
  tedious process.  If you havent received your
  financials by Friday 11th, please call 4925.
•  
• Thank you,
• Janna Stokes
• Account Supervisor
• General Accounting
• UCT 902
• Phone [phone]
• Janna.S.Stokes_at_uth.tmc.edu

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Journal Types Identification

• Regular journals
• Template
• Identified by 3 key fields
• Business unit
• Journal ID (system assigned)
• Journal date

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Journal Header

• Contains key information that uniquely identify
  the journal
• Business unit
• Journal ID
• Journal date
• Also includes
• Ledger Group to which the journal will be posted
• Source or location of the journal entry (ONL)
• Description of the journals purpose
• Applicable reversal information
• Schedule information if the entry is a Standard
  Journal Entry
• Commitment Control amount type

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Journal Lines

• ChartField values associated with the transaction
• Monetary and/or statistical amounts of the
  journal entry
• Balancing and status information
• Also used to edit, budget check, print, copy,
  delete

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Journal Status Codes

• N No Status Edit Required
• E Errors
• V Valid
• P Posted
• T Incomplete
• U Unposted
• D Deleted
• I Posting Incomplete

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Journal Process Flow End Users

• Enter save journal header detail lines
• Accounting period is open.
• ChartFields are valid Debits Credits
• Control totals balance to detail.
• No errors exist.
• Run Edit Journal process to edit/budget check
  process verifies
• Checks transaction against control budgets
• Updates control ledgers if sufficient funds
  available
• Updates activity log table
• Updates Commitment Control Transaction Log table

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Journal Process Flow End Users

• If journal status is valid, but budget status is
  N or E, can run Budget Check process
  individually
• Cannot continue processing until errors are
  corrected
• Once corrected run Budget Check again.
• Journals are saved as Approved.

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Journal Process Flow Processors System

• Mark group of journals for posting as needed.
• Post error-free journals. System will
• Select only valid journals.
• Post each journal line to target detail ledger.
• Change journal status to posted.
• Create reversing journals if necessary.

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SpeedTypes

• Speeds up entry by entering SpeedType group
  rather than individual ChartField values
• SpeedChart keys are smart-coded DDDDFF
• First 4 digits first 4 digits of department ID
• Next 2 digits first 2 digits of Fund Code
• Last 4 digits system assigned sequential numbers

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Special Journal Processing

• InterFund
• Journal entries that occur between funds
• System automatically creates necessary
  DueTo/DueFrom journal lines

Dont Use
Oper Unit DeptID Fund Prog Account Amount Description
09 99306301 42000 17 67373 1000 Furnishings and Equipment
02 25420001 40000 11 67373 -1000 Furnishings and Equipment
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Special Journal Processing

• OpenItem transactions
• Need to stay open over multiple accounting
  periods
• Enter employees vendor ID in OpenItem Key field
• Status is O(pen)
• When reduced to zero, status is C(losed)

Processors Only
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Special Journal Processing

• OpenItem transaction - Travel Advance

Processors Only
Fund Account Amount Open Item Key
36200 12104 (open item) 1,000.00 0000000635 (employee Vendor ID)
36200 10705 (bank account) -1,000.00

• OpenItem transaction - Reimbursement

Fund Account Amount Open Item Key
36200 10705 (bank account) 500.00
36200 12104 (open item) -500.00 0000000635 (employee Vendor ID)
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General Ledger for End Users

• Maintaining Journals

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Maintaining Journals

• Locating an existing journal entry
• Editing a journal entry
• Correcting journal errors
• Changing an existing journal entry
• Copying a journal entry
• Deleting a journal entry that has not been posted
• Printing a journal

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General Ledger for End Users

• Making Inquiries

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General Ledger for End Users

• Running Reports

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Running Standard Reports
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Wrap-Up

• Questions and answers
• Delete any desktop files
• Log-out of PeopleSoft
• Clear internet history cache
• Complete web-based class evaluations
• Returned all borrowed materials