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Performing PeopleSoft 9.0 General Accounting Processes

Participant Guide


Participant Guide



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 Summary 26

LESSON 3: CREATING AND POSTING ACCRUALS 27

Lesson Objectives 27

General Ledger Accrual Business Process 27


Lesson Summary 28

LESSON 4: RUNNING GENERAL LEDGER REPORTS 28



Participant Guide

Lesson Objectives 28

Running General Ledger Reports with PS/nVision 28

General Ledger Reports in PeopleSoft 29

PeopleSoft Query Reports 40


Lesson Summary 42

APPENDIX A 43

APPENDIX B 44

COURSE EVALUATION 47

PERFORMANCE SUPPORT DOCUMENTATION 47



Participant Guide

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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.

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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.

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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.

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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.



Participant Guide

Lesson 2: Processing Journal Entries


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 Business Unit, Journal ID, and Journal Date fields make it easy to identify and track journal entries.

Methods for Creating JournalsThere 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 StepsAt a high level, journal processing consists of four primary steps.

First, the online or journal spreadsheet entry is created.1.Then, the journal edit and validation step occurs in which the PeopleSoft system 2.identifies any outstanding journal errors.Next, journals must pass the appropriate approval processes.3.

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Finally, the journals are posted to the General Ledger.4.

BSC and Agency Responsibilities with Journal ProcessingAgency 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 9.0The 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

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Journal Edit & Validation

Journal Preparation

Journal Approval

General Ledger Posting

Journal Processing Stages



Participant Guide

Perform one of the following actions:1.

Complete the follow fields on the Header tab:2.

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If You Need To Complete the FollowingFind an Existing

ValueRemain 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.

Add a New Value Click on the Add a New Value tab.Enter the Business Unit, Journal ID and Journal Date.

Click .



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Click on the Lines tab.3.

Complete the following fields on the Lines tab (as needed):4.

Note:

The above fields marked with a (*) may not apply to all agencies

Refer to the GL Chartfield Combo guide provided as an Appendix to this course for applicable fields for each agency.To add additional lines, complete the Lines to add field and click .

To delete a line, select the line and click .To calculate amounts, click .

Select and click on in order to have the journal 5.processed and errors identified.

Click to save the journal entry.6.

Click on the Totals tab.7.

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Field Name DescriptionLong Description Identifies the purpose or explains any discrepancies in the

transaction. Ledger Group Select the ledger group to which this journal posts (Actuals,

Budget etc.) 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,

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 Incomplete Status

Select this box when all journal transactions cannot be entered and will be finished at a later time.

Transaction Code Specify the code to indicate the appropriate Inter-company payable or receivable account.

Field Name DescriptionProcess 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.



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Review the information displayed in the Actual Totals column.8.

Click on the Errors tab.9.

Errors associated with the Header or Lines are listed under their respective areas. 10.As required, correct any errors listed.

Once all errors are fixed, click on the Approval tab.11.

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Review the information displayed under the Approval Status area.12.

Journals will “ V” (valid) status will be posted through batch post processes.13.

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

#

Step Description

Data Value

1


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

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

Ledger Group:

ACTUALS

Source: AP

SJE Type: Model

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

N/A

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4 Review the Actual Totals Column on the Totals tab N/A

5 Check to ensure there are no errors on the Errors tab N/A

6 Review the information on the Approval tabClick Save again to prepare the Journal to be posted

N/A

Posting JournalsWhen 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 WorkflowJournal 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

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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.

The BSC is creating a journal on behalf of another agency. For this particular 1.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.

A MTA agency is creating a journal on behalf of another MTA agency. For this 2.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.

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An agency is creating a journal for itself yet the agency still wants the journal 3.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.

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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).

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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.

Define Recurring or Standard Journal Entry in PeopleSoft 9.0Standard journal entries (SJEs) automate the entry of similar or identical journals. There are three types of SJEs:

Recurring Journal EntryAny entry periodically generated according to a schedule, such as monthly orent, lease payments, and depreciation expenses.

Template Journal EntryA data-entry model for other journals that can be automatically reproduced on oa fixed schedule, as done with recurring SJEs, or used on request.

Spread Journal EntryEntry in which the entire journal’ s amount is spread proportionately across the odifferent 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


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Value DescriptionN No Status – needs to be editedE Journal has errorsP Posted to Ledger(s)V Valid Journal – edits complete



Participant Guide

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

Click to save the standard journal.3.

Walk Thru 3 - Unposting Journals (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.

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Recurring or Standard Journal

Remain on the Find an Existing Value tab.Enter the required search criteria to locate the journal that needs to be updated.

Click to display potential matches.Select the appropriate journal from the list.

Define a new Recurring or

Standard Journal

Click on the Add a New Value tab.Enter the Business Unit and the new journal name in the Standard Journal field.

Click .

Field Name DescriptionDescription Description of the SJESJE Type Select Recurring, Spread or Template.Journal ID Specify the model journal for the SJE. This model journal must

belong to the same unit as the SJE.Journal Date Once you select the journal and date, the model journal status

appears.Journal Enter the Journal ID for the SJE.

Document Type Identify the document type. General Ledger Journal (GLJ) will be the most common document type.

Allow Lines to be Modified

This check box controls whether the standard journals can be modified before being posted using the Journal Entry page. Clear this checkbox to prevent standard journals from being modified.

Save Journal Incomplete Status

Click this checkbox to allow the journal to be saved as incomplete.

Schedule Specify the frequency of the SJE (Annual, Daily, EOM, etc). This field is displayed if the SJE type selected is either Template or Recurring.

From Date Beginning date for the SJE.To Date Ending date of the SJE.

Journal Creation Lead Days

Enables users to create standard journals in advance. Enter the number of days in advance of the journal date to have the standard journal be ready for creation. If this field is left blank, PeopleSoft creates the standard journals on the journal date.



Participant Guide

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

Enter the Business Unit, Ledger Group, Year, Period, Source, Journal ID, 1.Journal Date From, Journal Date To, and Journal Class criteria to search for the journal to be unposted.

In the ChartField Search Criteria section enter the Field Name and ChartField 2.values corresponding to the journal to be marked unposted.

In the Select Journals to Unpost section, select the Process for the journals to 3.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

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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.


Standard Journal

Click on the Add a New Value tab.Enter the Run Control ID.

Click .



Participant Guide

Click to save the journal generation request.3.

Click to run the Journal Generator process.4.

Walk Thru 5 - Spreadsheet JournalsThere are two 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

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Field Name DescriptionEdit Select this check box to run the Journal Edit process.

Budget Check Select this check box to run the Budget Check process. The Journal Edit process must be run prior to the Budget Check.

Post Select this check box to run the Post process. This must be run 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 Definition Name

Identify which accounting entry definition the system should use when it creates the journal header and lines.

Application Business Unit

Journal Generator extracts accounting entries for the Business Unit selected and creates journal entries.

Ledger Group Journal Generator creates journal entries for the specified GL ledger group.

Template Journal entries are created for the specified journal generator template (Add, Accrual, etc.).

From Date Option This value determines which accounting entries Journal Generator extracts with the request. Select from the following values:

Begin Date – From Period: Uses the beginning date of the From Period in the ledger.Begin Date – To Period: Uses the beginning date of the To Period in the ledger.Current Date: Uses the date on which the Journal Generator is run.No From Date: Uses all open dates of the ledger before the chosen to date.Process Date: Date specified on the Business Unit journal process date option.Specify Date: Uses the date specified to identify the period.

From Date Enter a date if Specify Date is the option selected for the From Date Option field. If a different option is selected, there is no need to enter a date.

To Date Option This value determines which accounting entries Journal Generator extracts with the request. Select from the following values:

Current Date: Uses the date on which the Journal Generator is run.End Date – From Period: Uses the end date of the From Period in the ledger.End Date – To Period: Uses the end date of the To Period in the ledger.Process Date: Date specified on the Business Unit journal process date option.Specify Date: Uses the date specified to identify the period.

To Date Enter a To Date if Specify Date is the option selected for the To Date Option field. If a different option is selected, there is no need to enter a date.



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

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

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Enter the Journal Sheet Name and click OK.2.

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

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Save the Excel file.4.

Click on to return to the control page.5.

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

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


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Button Location PurposeMain Button Returns to the Spreadsheet Journal

Import control page.Header Button Creates a new journal header with its

own default values.Header Button Selects the journal header on the lines

being worked on.Header Button Edits the journal header fields.

Header Button Copies a journal.

Header Button Deletes a journal.

Header Button Changes import status of a journal.

Lines Button Adds a journal line in the selected journal header.

Lines Button Deletes a journal line.

Lines Button Copies a block of multiple lines.

Lines Button Deletes a block of multiple lines.

Lines Button Checks the Amount field values for the defined number of decimals.



Participant Guide



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

Lesson SummaryPeopleSoft 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

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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.


Standard Journal

Click on the Add a New Value tab.Enter the Run Control ID.

Click .

Field Name DescriptionNumber of Data

FilesSelect 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.

Character Set Select the character set (naming convention for journal) of the flat file being imported.

If Journal Already Exists

Select Abort, Skip, or Update.

If Journal is Invalid Select Abort or Skip.



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


Understand the General Ledger accruals business process.

General Ledger Accrual Business ProcessGeneral 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:

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.

Payroll Accruals are booked as auto-reversal journal(s) to the appropriate oGeneral Ledger expense and accrual accounts.The next month, the previous month’ s Payroll accrual journal(s) are oreversed.

Retro-Active Wage Adjustments (RWA) are run in General Ledger.Unsettled union RWA’ s are booked to the appropriate General Ledger oexpense and accrual accounts.When the union contract is settled, a reversal journal is entered to reverse othe RWA accrual (Payroll records the RWA payment).

Fringe Allocations are run in General Ledger.Accrual journal(s) is booked to the appropriate General Ledger accrual oaccount for non-project based fringe benefit costs.Year End process runs to accrue actuals amounts compared to the oestimated amounts.

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Journal Entries are Completed

Payroll, AP, INV Data

Received by GL

Allocations Run in GL

Accruals Booked to Correct GL

Account

General Ledger Accruals Process

Reversal journals

entered if necessary



Participant Guide


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

Lesson SummaryGeneral 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


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

OverviewPS/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

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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 ReportsPS/nVision report creation is a three-step process:

Determine the report layout that specifies what query to use for the report and 1.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.

Create a report request specifying the layout and options for the report. This is 2.the actual request to run a report according to the specifications set in Microsoft Excel.

Run the report request using the nVision menu in Microsoft Excel, the Run 3.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 ComponentsThere are three key components to the nVision report definition process:

Layout: This is where the report criteria is defined. For example, account nodes, 1.department values, Time Spans.

The layout file is a template that can be re-used. In order to populate the a.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.

Scope: Used to run multiple report instances based on one layout file.2.For example, if the same report needs to be run for every Department, a.then a scope request can be created for All Departments. The scope would be linked to the report request.

Report Request: Form that specifies criteria necessary to run the report (i.e. As 3.of date, output location, output file name, report title).

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Running an nVision Report Request on the WebUsing a web browser, users can schedule a 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 OptionsPeopleSoft 9.0 has three reporting options:

Delivered Reports1.Reports can be generated from various pages in PeopleSoft.a.Setting Run Controls allows users to define the type of report in need.b.

nVision2.nVision enables users to retrieve information from the PeopleSoft a.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.

Queries3.Queries allow users to extract information regarding PeopleSoft 9.0 a.transactions and legacy data from the Enterprise Performance Management (EPM) Data Warehouse.Unlike reports, queries can be one-time and ad-hoc or can be used b.repeatedly. Therefore, queries can be used to pull data to fill a one time reporting need.

Running PeopleSoft ReportsAt a high level, running a report involves the following steps:Navigate to the Reporting page1.

Reports, queries, and nVision can all be accessed from the Reporting a.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.

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Reports can also be accessed from Module-specific pages by expanding b.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

Set run controls for the selected report2.

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To run a report, users must specify when and where the report should a.run. For most reports, users must also set parameters that determine the content of the report.A run control is a database record that provides values for these b.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.Users can create run controls that apply to several related reports. Users c.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.

Navigate to the Add a New Value tab.d.

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

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Enter report data3.On the Report Request page, fill in the report parameters. a.Select the Adjustment Period that you want to include and click on b.‘ Refresh’ button. The Chartfield Selection group box will be auto-populated with the values based on the Adjustment period you selected.Select the checkbox for ‘ Include CF’ field to include the Chartfield’ s in the c.report.Select the From and To Values for each Chartfield you selected.d.

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

Generate the report4.

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After clicking the Run button, users view the Process Scheduler Request a.page. Make sure the process is checked. Click OK.

You will be transferred to the Report Manager page where you can b.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.Ensure the Report Status changes to ‘ Success’ and Distribution Status c.changes to ‘ Posted’

Click on the ‘ Details’ link. You will be directed to the Process Detail paged.

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Click on ‘ View Log/Trace’ linke.

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

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

Navigate to the Report Manager page.1.

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Participant Guide

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

Types of General Ledger Reports in PeopleSoft 9.0PeopleSoft 9.0 has the capability to run a multitude of General Ledger reports. It is 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:

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Participant Guide

PeopleSoft Query Reports

Query Tool Overvi

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Report Name Description NavigationJournal Entry Detail Report

Displays all journal entries that were entered in the system for a Business Unit and ledger within the date range specified. Prints the journal entries in ascending ID order within the ledger 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 entry, the report lists the line number of the entry, the account number, a description, the department, product, and project ChartField values, and debit and credit detail. Also, prints statistical information where included in a journal entry.

Background Processes > Print Process Report

Journal Entry Detail Report with Attributes

This report is similar to the Journal Entry Detail Report, except that this report also lists the ChartField attribute values.

General Ledger > General Reports > Journal Entry Detail

Message Log Report

Prints message logs for a process instance ID and batch report type, similar to the online query that is available for each background program. Displays job ID, program name, date, time, sequence number, logged message, and explanation for each process instance ID.

Background Processes > Print Process Report

Reconciliation by System

Source

This report consists of detailed subsystem and General Ledger journal transactions that are aggregated to the Business Unit, subsystem source, ledger, account or alternate account, fiscal year, and accounting period level. For example, the report lists the data at the system source level, such as Accounts Payable, and then lists all the activity for Accounts Payable, including what was posted and not posted, for one or more selected ChartFields that appear in the loaded data.

General Ledger > General Reports > GL Subsystem Reconciliation > Reconciliation by System Srce

Reconciliation by ChartField

Report

Lists the data based on one or more selected ChartFields that appear in the loaded data. Each of the subsystem amounts that fall within the ChartField combination is listed on the report along with the total amounts for the ChartFields and the related ledgers.

General Ledger > General Ledger Reports > GL Subsystem Reconciliation > Reconciliation by ChartFields

Summary Ledger

Definition Report

Displays information about summary ledgers, including a description, the detail ledger that it summarizes, record names, and a listing of the ChartFields that are associated with the ledger.

General Ledger > Summary Ledgers > Summary Ledger Definition Rpt

Summary Calendars

Displays information about summary calendars. Includes a description as well as a listing of the periods that are defined for the calendar.

Setup Financials/Supply Chain > Common Definitions > Calendars/Schedules > Summary Calendar Report

Report Name Description NavigationJournal Class

ReportDisplays the journal class name and a description of each for a selected SetID.

Setup Financials/Supply Chain > Common Definitions > Journals > Class Report

Allocation Group

Lists detail information that is associated with a particular allocation group.

Allocations > Reports > Allocation Group

Journal Entry Detail

Shows journal entry detail information by Business Unit, Journal ID, date, description, ledger group, source, reversal, foreign currency, rate type, effective date, and effective rate. It also shows line number, account, description, amount, rate type, exchange rate, foreign amount, base amount, and totals for the journal.

General Ledger > Journals > Journal Entry > Create/Update Journal Entries > Journal Entry Lines Page

Closing Rules Displays information about closing set rules. It prints a description of the close set, identifies the name of the account ChartField, and shows the ChartField to which that profit and loss account will be closed. The report also shows the option for retaining earnings in the ChartField.

General Ledger > Close Ledgers > Closing Rule Report

Closing Trial Balance

Summarizes all entries on the ledger by account type. Prints beginning and ending balances for the year, totals for the period, adjustments, and closing entries.

General Ledger > Close Ledgers > Closing Trial Balance

Journal Closing Status

Displays the journal line details for journal lines with various closing statuses.

General Ledger > Close Ledgers > Journal Closing Status Report

Elimination Set

Displays all elimination set definitions for financial consolidations. Lists accounts to which differences will post if the set doesn’ t eliminate and shows the ChartFields (such as ACCOUNT and BUSINESS_UNIT) and the ChartField values that make up the elimination set, as well as a description of those values.

General Ledger > Consolidate Financial Data > Reports > Elimination Sets

Budget versus Actuals

Displays original budget amounts and compares to actual remaining budget. When a PO is approved, the approved value is displayed in the encumbrance column. Once the PO is paid, the value is displayed in the expense column. The remaining budget is displayed in the remaining column.

Commitment Control > Budget Reports > Budget Status

Trial Balance Financial

Statement Report

Displays the General Ledger trial balance with detailed or summarized information.

General Ledger > General Reports > Trial Balance

Report Name Description NavigationOpen Item

ListingLists open items for the accounts specified, including a description of the accounts, the Open Item key field, and a detailed listing of the journal lines that have an open status up to the As Of Date. The journal lines are subtotaled by key field value. Journal lines containing Open Item accounts are matched together based on the Open Item edit field.

General Ledger > Open items > Open Item Listing Report

Consolidation Out of

Balance Report

Displays the elimination sets and ledger amounts that were processed for a consolidation request. The elimination sets are totaled and any out-of-balance amount is displayed. The out-of-balance amounts are also summarized at the node and tree levels.

General Ledger > Consolidate Financial Data > Reports > Elimination Out of Balance

Audit Elimination

Sets

Displays the elimination sets and audit information, including account and Business Unit.

General Ledger > Consolidate Financial Data > Reports > Elimination Sets Audit

InterUnit Activity

Displays reconciliation information by Business Unit, ChartField, primary and balancing values, and variance.

General Ledger > General Reports > InterUnit Activity

Combination Rule

Displays information on a selected ChartField combination edit rule.

Setup Financials/Supply Chain > Common Definitions > Design ChartFields > Combination Editing > Combination Rule Report

Allocation Calculation

Log

Lists the allocation calculations that were performed for a given process step within a specified process instance. Displays the pool, basis, and target amounts.

Allocations > Reports > Allocation Calculation Logs

Budget Copy Calculation

Log

Lists the Budget Copy Process calculations that were performed for a given process step within a specified process instance. For each process step, the report shows the sequence, Business Unit, account, department, product, project status, year, period, pool amount, basis amount, basis total, target amount, and offset amount.

General Ledger > Maintain Standard Budgets > Budget Copy Calculation Log

Standard Journals Report

Lists standard journal entries and their status. General Ledger > General Reports > Standard Journals

Report Name Description NavigationLedger

Activity ReportLists the beginning and ending ledger balances by ChartField combination and account. Also lists the detailed journal line activity that is posted against the ledger for the accounting periods that are specified.

General Ledger > General Reports > Ledger Activity

Ledger Summary

Report

Summarizes journal totals within a ledger by ChartField.

General Ledger > General Reports > Ledger Summary

Posted Journal

Summary

Provides the ability to report on journals that were posted during a specific run of the Journal Post process. The Journal Post process updates all journals that were posted with the value of the Process Instance. The Process Instance is part of the search criteria that is used by the Posted Journals - Summary report.

General Ledger > Journals > Process Journals > Posted Journal Summary Report

Journal Edit Errors

Provides detailed information about journal edit errors: period, Journal ID, date, source, reference number, error type, line, line description, field name, and error message.

General Ledger > Journals > Process Journals > Journal Edit Errors Report

Trial Balance Combines detail and summary balance information. Shows the ending ledger balances for the specified year and period by ChartField combination. Also displays subtotals by ChartField. Prints a final total for debits and credits.

General Ledger > General Reports > Trial Balance

Ledger Activity with Attributes

Report

Lists the journal activity and the associated attributes for one or more specific ChartFields in a ledger for one or more periods, including beginning and ending balances.

General Ledger > General Reports > Ledger Activity with Attributes

Ledger File Creation

Reads all entries on the ledger and gives the ending balance for the year and period by account.

General Ledger > Ledgers > Export Ledger Data

Journal Line/ Accounting

Entry Reconciliation

Compares journal entry lines with accounting entries.

General Ledger > General Reports > Journal Line/Acctg Reconcil



Participant Guide

ewQueries 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 ModelThe 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 ModelAll queries should be done in EPM with the exception of applicant data oand data queried to verify payroll and address payroll changes.Query may also be used to perform audit checks or to understand an oissue using the audit tables.

Finance Data ModelThe majority of queries are expected to extract data from EPM.oIn cases where real-time data is required, PeopleSoft production will be oqueried.

Introduction to the PeopleSoft Query Business ProcessThe PeopleSoft query business process has several key components:

Tables

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Participant Guide

EPM will include two types of tables: Custom PeopleSoft core tables and otables containing historical data that was not converted into PeopleSoft (i.e. – inactive transactions).

Select Record(s)In the PeopleSoft database, tables are represented as record definitions.oIn PeopleSoft query, the record definitions are also called records.o

Create expressions (optional)Expressions are calculations that PeopleSoft Query performs as part of a oquery.Use an expression to define an effective date. For example, enter a fixed oeffective date or prompt the user for a fixed effective date.

Define selective criteria (optional)Identify individual pieces of data by defining what column (field) and row o(record) it is in.Specify which columns and rows to retrieve in the query results.o

Define ‘ having’ criteria (optional)In SQL, a having clause is similar to a where clause for rows of data that have obeen aggregated into a single row of output.The system evaluates where clauses by looking at the individual table rows obefore they are grouped by the aggregated function, and it evaluates having clauses after applying the function.

Run and Save queryRun query to validate results.oSave query as public or private if it is expected to be run repeatedly.o

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.


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

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Participant Guide

Lesson SummaryPS/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.

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Appendix A

Agency-specific combination rules:

Agency Combination RulesMNCRR 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.

MTABC 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 (%)

LIRRD 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 = 10050LIBUS Expense accounts require a Responsibility Center (%)

NYCTA (MSBST follows TA)

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

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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 (%)BRTUN Balance sheet accounts require Responsibility Center = 999

Revenue and Expense accounts require a Responsibility Center (%)

MTAHQ 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 CenterSIRTA Expense accounts require Responsibility Center NOTE: SIRTA

still being reviewed

Appendix B

To configure an Online Journal Layout follow the steps below:


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Participant Guide


2. When the page displays, click on the Lines tab.

3. Click on the Template List hyperlink.

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

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ValueRemain 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.

Add a New Value Click on the Add a New Value tab.Enter the Business Unit, Journal ID and Journal Date.

Click .



Participant Guide

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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 and Maintenance

Course

Uploading Journal Spreadsheet ProcedureGeneral Ledger Reports Job AidUnderstanding Chartfields Job AidAccounting for Treasury Job Aid

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