Enterprise General Ledger 8 - 9 - TRAIN

Enterprise General Ledger 8.
9
Created on Tuesday, December 13, 2005
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Training Guide
Enterprise General Ledger 8.9
Table of Contents
Introduction........................................................................................................................v
Setting Up User Preferences.............................................................................................1
Setting Overall User Preferences................................................................................................1
Setting General Ledger User Preferences...................................................................................5
Managing Journal Entries..............................................................................................11
Viewing ChartField Definitions...............................................................................................11
Viewing Schedules...................................................................................................................17
Modifying the Standard Journal Entry Template......................................................................22
Creating and Posting a Journal Entry.......................................................................................27
Specifying a Journal Entry Reversal.........................................................................................41
Specifying Journal Search Criteria...........................................................................................51
Viewing and Updating Journal Entries.....................................................................................58
Entering Journal Entry Totals...................................................................................................65
Viewing Journal Entry Errors...................................................................................................72
Viewing Journal Approval.......................................................................................................77
Viewing a Journal with an Incomplete Status...........................................................................82
Viewing Secondary Ledger Lines............................................................................................87
Creating a Standard Journal Entry............................................................................................93
Reviewing Standard Journals.................................................................................................113
Creating a Journal Entry Using SpeedTypes..........................................................................117
Creating a Statistical Journal Entry........................................................................................127
Using Suspense Journal Entry................................................................................................147
Viewing Suspense Cross Reference Information....................................................................165
Processing Summary Ledger..................................................................................................169
Inquiring on Ledgers..............................................................................................................176
Inquiring on Journals..............................................................................................................187
Using Embedded Charting......................................................................................................194
Processing Journals.......................................................................................................201
Initiating the Journal Generator Process.................................................................................201
Editing a Journal.....................................................................................................................220
Marking a Journal for Posting and Running the Post Process.................................................229
Marking a Journal for Unposting and Running the Post Process............................................239
Viewing Journal Entry Status.................................................................................................250
Viewing the Message Log......................................................................................................256
Copying a Journal...................................................................................................................262
Using Commitment Control..........................................................................................275
Entering a Commitment Control Budget................................................................................275
Updating a Budget Journal Using Journal Line Copy Down..................................................285
Entering a Journal Using Commitment Control......................................................................294
Inquiring on Budget Transactions...........................................................................................303
Using Open Item Accounting........................................................................................317
Viewing an Open Item Account Definition............................................................................317
Entering Open Item Journals..................................................................................................323
Reviewing Open Item Accounts.............................................................................................335
Using Interunit/Intraunit Accounting..........................................................................341
Creating an Interunit Journal Entry........................................................................................341
Creating an Intraunit Journal Entry........................................................................................362
Processing Multiple Currencies....................................................................................381
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Viewing Currency Codes........................................................................................................381

Viewing European Common Currency Codes........................................................................386
Using the Currency Exchange Calculator...............................................................................390
Viewing Currency Quotation Methods...................................................................................394
Entering Market Rate Definition............................................................................................400
Entering Market Rate Index...................................................................................................404
Entering Market Rate Type....................................................................................................410
Entering Market Rates............................................................................................................415
Calculating Cross Rates and Reciprocal Rates.......................................................................422
Viewing Revaluation Steps....................................................................................................433
Viewing Translation Currency Balance Rules........................................................................443
Entering Translation Currency Steps......................................................................................449
Preparing for the Translate Within Ledger Process................................................................461
Viewing MultiCurrency Process Groups................................................................................475
Processing MultiCurrency Group...........................................................................................479
Viewing Journal Entry Currency Defaults..............................................................................487
Entering a Journal in a Foreign Currency...............................................................................495
Creating and Processing Journals with VAT..........................................................................510
Processing Allocations...................................................................................................523
Defining an Allocation Step...................................................................................................523
Defining an Allocation Group................................................................................................544
Processing an Allocation Request...........................................................................................550
Copying an Allocation Step....................................................................................................564
Maintaining Budgets.....................................................................................................579
Adjusting a Budget by Year...................................................................................................579
Adjusting a Budget by Period.................................................................................................586
Copying a Budget...................................................................................................................595
Entering Budget Copy Groups................................................................................................603
Processing a Budget Copy Request........................................................................................609
Calculating Average Balances......................................................................................623
Defining the Average Daily Balance......................................................................................623
Processing Average Balances.................................................................................................633
Managing Interim and Year-End Processing.............................................................643
Specifying Closing Rules for Year-End Close........................................................................643
Specifying Closing Rules for Interim Close...........................................................................659
Processing Year-End Closing.................................................................................................671
Running Reports............................................................................................................687
Running Financials and SCM Reports....................................................................................687
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Introduction
The General Ledger is the heart of any organization's financial recording system. It is a
collection of financial accounts that enables an organization to determine its worth and
profitability. This collection of accounts is called the chart of accounts.
The financial transactions of a business are entered in journal entries, which are then recorded in
accounts in the General Ledger. Journal entries are made in a double entry system, according to
Generally Accepted Accounting Principles (GAAP), where debits equal credits.
The true test of a general ledger system is in the way it accepts and processes these journal
entries. PeopleSoft General Ledger provides journal entry formats that enable you to enter any
type of transaction quickly and easily without losing the control you need to ensure accuracy.
PeopleSoft General Ledger also includes other aspects, such as allocating shared assets and
expenses, maintaining budgets, and reporting.
Upon completion of this module, you will be able to:

• Set up user preferences.
• Manage journal entries.
• Process journals.
• Use commitment control.
• Use Open Item accounting.
• Use Inter/IntraUnit accounting.
• Process multiple currencies.
• Process allocations.
• Maintain budgets.
• Calculate average balances.
• Manage interim and year-end processing.
• Run reports.
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Setting Up User Preferences

Several applications have application-specific preferences. In PeopleSoft General Ledger, these
preferences are defined on the User Preferences page. Many of the preferences specified on this
page apply to entering, editing, and processing journals. While you can restrict users to specific
business units, TableSets, ledgers, and so forth, the User Preferences pages define only default
settings for pages and reports. They do not necessarily define security.
Upon completion of this lesson, you will be able to:

• Set the overall user preferences.
• Set the general ledger user preferences.
Setting Overall User Preferences

You can set up user defaults specific to the Peoplesoft General Ledger. These default values will
appear automatically on pages and in dialog boxes to reduce the amount of keying required by
users.
Consider this scenario: To save time, you want to set some default values so that some of the
pages are prepopulated with data when working in General Ledger.
Procedure
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Step Action
1. Begin by navigating to the User Preferences page.
Click the vertical scrollbar.
Step Action
2. Click the Set Up Financials/Supply Chain link.
3. Click the Common Definitions link.

4. Click the vertical scrollbar.
5. Click the User Preferences link.
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Step Action
6. Click the Define User Preferences link.
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Step Action
7. Click the Search button.
Step Action
8. You use the User Preferences page to define profiles for the PeopleSoft users.
Click the Overall Preference link.
9. You use the Overall Preferences page to define the default values for the specified
user ID.
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Step Action
10. The date entered in the As of Date field will be used as the default "as of" date for
the Combo Edit process.
Click in the As of Date field.
11. Enter the desired information into the As of Date field. Enter "08/01/2005".
12. Click the Save button.
13. You have successfully set the overall user preferences for a user.
End of Procedure.
Setting General Ledger User Preferences

In the General Ledger User Preferences page, you determine the default Ledger, Ledger Group,
and Source that you want should appear on pages for any user.
In this topic, you want to specify that a specific User ID should not bypass some important
actions, such as the summary ledger updates and open item reconciliation, before posting the
journal.
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Procedure
Step Action
1. Begin by navigating to the User Preferences page.
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Step Action

5. Click the User Preferences link.
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Step Action
6. Click the Define User Preferences link.
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Step Action
Step Action
8. You use the User Preferences page to define profiles for your PeopleSoft users.
Click the General Ledger link.
9. You use General Ledger page to determine the default ledger, ledger group, and
source to appear on pages for this user.
10. PeopleSoft General Ledger uses the Journal Post Defaults options whenever you
post journals from the Journal Entry page.
Clearing these options will ensure that you do not bypass the actions for this User
ID when posting from the Journal Lines page.
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Step Action
11. Use the Skip Open Item Reconciliation option to specify whether or not you want
to skip open item reconciliation for this user.
Click the Skip Open Item Reconciliation option.
12. Use the Skip Summary Ledger Update option to specify whether or not you want
to skip the summary ledger updates for this user.
Click the Skip Summary Ledger Update option.
14. You have successfully set the general ledger user preferences for a user.
End of Procedure.
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Managing Journal Entries

Journal entries are made to record the financial transactions of a business. They are made in a
double entry system where debits equal credits and are made to accounts in the general ledger.
The end result of the journal entries produces a balance sheet, cash flow statement, income
statement, and other reports necessary to manage a business through analysis, planning, and
forecasting.

• View ChartField definitions.
• View a schedule.
• Modify the Standard Journal Entry template.
• Create and post a journal entry.
• Specify a journal entry reversal.
• Specify journal search criteria.
• View and update journal entries.
• Enter journal entry totals.
• View journal entry errors.
• View journal approval information.
• View a journal with an Incomplete status.
• Create a Standard Journal Entry.
• View secondary ledger lines.
• Create a standard journal entry.
• Review a standard journal.
• Create a journal using SpeedType keys.
• Create a statistical journal entry.
• Use suspense journal entry.
• View suspense cross reference information.
• Process a summary ledger.
• Inquire on ledgers.
• Inquire on journals.
• Use embedded charting.
Viewing ChartField Definitions

In PeopleSoft applications, ChartFields are used to classify accounting transactions created in
subsystems or entered directly into General Ledger. Each ChartField has its own attributes for
maximum efficiency and flexibility in recording, reporting, and analyzing its intended category of
data.
In this topic, you will view the values associated with different ChartFields.
Procedure
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Step Action
1. Begin by navigating to the ChartField Values page.
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Step Action

4. Click the Design ChartFields link.
Step Action
5. Click the ChartField Values link.
6. The ChartField Values page contains links to various ChartFields. These links take
you to the pages that display values associated with the respective ChartFields.
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Step Action
7. Click the Account link.
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Step Action
8. Notice that the SetID for the account is SHARE.
Click the Search button.
9. The Search Results display the links for the various accounts in the SHARE SetID.
Click the Search Results table.
10. The Account page enables you to view and enter the details of the Account
ChartField.
11. Use the Effective Date field to enter the date on which this ChartField is valid.
Using a date far in the past ensures that the value will be available for any record
requiring this ChartField.
12. Use the Status field to define the ChartField as Active or Inactive.
13. Use the VAT Account Flag list to indicate the relation to VAT processing for the
account.
Step Action
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Step Action
15. Click the Department link.
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Step Action
17. The Search Results display the links for the various departments.
Click the Search Results table.
Step Action
18. The Department page enables you to view and enter the details of the Department
ChartField.
20. Use the Status field to define the ChartField as Active or Inactive.
21. You have successfully viewed different ChartField values.
End of Procedure.
Viewing Schedules
Recurring journal entries require processing schedules. You can create schedules that automate
and control the generation of standard or recurring journal entries. You can define daily, weekly,
monthly, or annual schedules for recurring transactions such as closing schedules. Alternatively,
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you can schedule specific user-defined events such as expense report due dates. User-defined
schedules enable you to specify particular dates and times.
Consider this scenario: You pay your rent on the 15th of each month. You need to use a monthly
schedule that specifies the day of the month as the 15th, so that you can automate the creation of
a journal entry for that particular day every month. In this topic, you will view the monthly
schedule already defined in the system.
Procedure
Step Action
1. Begin by navigating to the Schedules page.
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Step Action

4. Click the Calendars/Schedules link.
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Step Action
5. Click the Schedules link.
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Step Action
7. Click the Search Results table.
Step Action
8. The Schedules page enables you to define schedules containing creation of standard
or recurring journal entries.
9. The Frequency field specifies how often the event will recur. Values are:
• Annually: Specifies an annual schedule. This option activates the Month and Day
of the Month for you to enter the values.
• Daily: Specifies a daily schedule. The Daily option activates the Days of the
Week check boxes for you to select or clear specific days.
• Monthly: Specifies a monthly schedule. This option activates the Day of the
Month and Last Day of the Month and the Months check boxes for you to select
or exclude individual months.
• User Defn (user defined): Sets up user-defined events schedules for specific dates
when an event will take place. When you use this option, you can enter an
occurrence number (for multiple occurrences), the date, and a description. Do not
specify hours or minutes for schedules used for SJEs.
• Weekly: Specifies a weekly schedule. The Weekly option activates the Days of
the Week for you to enter a value.
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Step Action
10. When you specify a day of the month for monthly schedules, use the Day of the
Month edit box to enter any day up to and including day 28. Use the Last Day of
Month check box to specify the absolute last day of the month, whether it's day 28,
29, 30, or 31.
11. You have successfully viewed a monthly schedule that specifies the day of the
month as the 15th.
End of Procedure.
Modifying the Standard Journal Entry Template

The Standard Journal Entry Template is used to specify which columns appear on the Lines
page. You can use the Standard Journal Entry Template to create forms for commonly used
journal entries.
You can configure the Standard Journal Entry Template to control which ChartFields appear in
your journal entry transactions. Different versions of the template enable you to display the
ChartFields you require for various business practices, and assign each one a different Template
ID. You can restrict these templates to a single user or to a permission list.
In this topic, you will modify the Standard Journal Entry Template so that the ChartFields you
require for your transactions appear on the journal entry Lines page.
Procedure
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Step Action
1. Begin by navigating to the Journal Entry Template page.
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Step Action

4. Click the Journals link.
Step Action
5. Click the Entry Template link.
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Step Action
6. The Template Type field identifies which users can use the template.
Click the Template Type list.
7. You can select All Users to modify the standard template that all users can access.
Click an entry in the list.
9. Use the Journal Entry Template page to specify which columns appear on the
Lines page.
10. The Template ID field stores the IDs assigned to the different template versions.
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Step Action
11. The check boxes that are selected on the Journal Entry Template - Show Journal
Line Grid Columns region will appear on the Lines page when you are using the
standard template. Clearing check boxes will remove them from the standard
template.
Click the Event option.
12. The Alt Acct option identifies the alternate account to which you want to link your
account.
Click the Alt Acct option.
13. Click the horizontal scrollbar.

14. The Program option tracks revenues and expenditures for programs within or
across your organization.
Click the Program option.
15. The Class option combined with a Fund, Organization, Program Code, or Budget
Reference option identifies the activity for a particular appropriation.
Click the Class option.
16. The Bud Ref option identifies unique budgets, when individual budgets share
budget keys and overlapping budget periods.
Click the Bud Ref option.
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Step Action
17. The Project option captures additional information useful for grant and project
accounting.
Click the Project option.
18. The Fund Affil option correlates transactions between funds when using a single
IntraUnit account.
Click the Fund Affil option.
19. The Book Code option helps create subsets or groups of accounts within a ledger
that correspond to different accounting rules.
Click the Book Code option.

21. Click the Amount tab.
22. Selecting the Stat Amt check box enables you to enter statistical amounts as well as
financial amounts on the Lines page.
23. Selecting the UOM check box enables you to enter a Unit of Measure for any
statistical amount that you enter on the Lines page.
Click the UOM option.
24. Click the Miscellaneous tab.
25. The Open Item Key field is required only in the case of open item transactions,
such as deposit accounts or employee draw accounts.
Click the Open Item Key option.
27. You have successfully modified the Standard Journal Entry Template.
End of Procedure.
Creating and Posting a Journal Entry

double entry system, according to Generally Accepted Accounting Principles (GAAP), where
debits equal credits.
Journal entries in PeopleSoft consist of a header, which records the information that uniquely
identifies the journal entry and detail lines, which record the individual transactions and the
affected ChartFields.
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Consider this scenario: Your Accounts Payable (AP) manager has approved the final AP accrual
entry. Your goal is to post the AP accrual and mark it for reversal on the last day of the following
month.
Procedure
Step Action
1. Begin by navigating to the Header page.
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Step Action
2. Click the General Ledger link.
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Step Action
4. Click the Create/Update Journal Entries link.
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Step Action
5. Click the Add button.
6. The Header page displays journal header information that uniquely identifies a
journal, such as business unit, journal ID, and journal date. This page also contains
options for setting, adjusting, and reversing entries and foreign currencies.
Step Action
7. Enter the desired information into the Long Description field. Enter "Final AP
Approval".
8. Use the Ledger Group field to enter the ledger group, where you want to post the
journal.
9. In the Source field, select a journal source that best represents how the journal
determines various options for entering and editing journals.
In this example, Accounts Payable is the source for the journal, so you need to enter
AP.
Click in the *Source field.
10. Enter the desired information into the *Source field. Enter "AP".
11. You can select the Save Journal Incomplete Status option when you wish to
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Step Action
finalize the journal at a later time.
Click the Save Journal Incomplete Status option.
12. The Reversal: Do Not Generate Reversal link enables you to navigate to the
Journal Entry Reversal page. Using this page, you can generate reversing entries,
as with an accrual, when you post the entry.
Click the Reversal: Do Not Generate Reversal link.
Step Action
13. On the Journal Entry Reversal page, you can select the date that the journal will
be reversed. Reversals are marked valid and ready to post when you create them;
they don't need to be edited.
Click the End of Next Period option.
14. Click the OK button.
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Step Action
15. Click the Lines tab.
16. The Lines page enables you to record transactions that comprise a journal.
A single journal entry must be at least two lines in length because total debits must
equal total credits for a single journal entry. The account numbers you enter here
classify the nature of a transaction.
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Step Action
17. The Lines page can be viewed more easily if you close the menu pagelet.
Click the Collapse button.
18. The Unit field contains the business unit specified in the search page.
19. The Ledger field displays the name of the ledger specified in the Header page.
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Step Action
20. In this example, the advertising account, 620000, is recording the credit.
Click in the Account field.
21. Enter the desired information into the Account field. Enter "620000".
22. Click in the Amount field.
23. Enter the desired information into the Amount field. Enter "12786".
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Step Action
26. A message box appears informing that the journal cannot be posted because its
status is not complete. This is because you selected the Save Journal Incomplete
Status option on the Header page. You now need to change the status of the journal
to complete.
Click the OK button.
27. Notice that the journal status is set to T, the code for incomplete.
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Step Action
28. Click the Header tab.
29. Now that you have seen that you can enter a journal and save it as incomplete, you
can finish entering the journal. If you are planning to edit or post the journal on the
Lines page, it isn't necessary to clear the Save Journal Incomplete Status check
box. This check box is considered only when performing edits via a batch process.
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Step Action
31. Click the Insert Lines button.
32. Click in the Account field.
34. Notice that the journal is balanced because the value in the Total Debits column is
equal to the value in the Total Credits column. Now that you have a balanced
journal, you may begin processing the journal directly from this page.
35. Click the Process button.
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Step Action
37. Notice that the Journal Status changes to V after the journal is edited, where V
stands for Valid. You can only post a journal that has a valid status.
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Step Action
38. Click the *Process list.
39. Click an entry in the list.
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Step Action
41. The posting confirmation message appears every time you post a journal from the
Lines page.
42. You have successfully created and posted a journal entry to the general ledger. Also,
you created a reversing journal entry.
End of Procedure.
Specifying a Journal Entry Reversal

Reversals are marked valid and ready to post when you create them. When the journal date falls
within the journal dates, fiscal year, and open periods specified on the Journal Post page, the
system will post reversals as soon as they are created. In this topic, you will learn to specify the
date of an automatically reversed entry.
Consider this scenario: Your Accounts Payable (AP) manager has approved the final AP accrual
entry. During the normal course of your month-end close, you post the AP accrual and mark it for
reversal on the last day of the following month. You now want to create a reversing entry dated
the last business day of the next accounting period.
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Procedure
Step Action
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Step Action
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Step Action
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Step Action
5. Click the Find an Existing Value tab.
Step Action
6. Click the Clear button.
7. Enter the desired information into the Business Unit field. Enter "EGV01".
8. Click in the Line Business Unit field.
9. Enter the desired information into the Line Business Unit field. Enter "EGV01".
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Step Action
12. Click the Reversal: Do Not Generate Reversal link to specify the date of an
automatically reversed entry.
Click the Reversal: Do Not Generate Reversal link.
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Step Action
13. Use the Journal Entry Reversal page to specify the date of an automatically
reversed entry.
14. The Do Not Generate Reversal
option assumes no automatic reversal of this entry. This is the default.
15. The Beginning of Next Period option creates a reversing entry dated the first
business day of the next accounting period. It uses the holiday list ID that you
assigned to the business unit on the General Ledger Definition - Definition page
to determine the first business day. If the business unit is not assigned a holiday list
ID, the reversing entry is dated the first day of the next accounting period.
If the journal is an adjusting journal, the reversing entry is dated the first business
day of the first accounting period of the next fiscal year.
16. The End of Next Period option creates a reversing entry dated the last business day
of the next accounting period. It uses the holiday list ID that you assigned to the
business unit on the General Ledger Definition - Definition page to determine the
last business day. If the business unit is not assigned a holiday list ID, the reversing
entry is dated the last day of the next accounting period.
If the journal is an adjusting journal, the reversing entry is dated the last business
day of the first accounting period of the next fiscal year.
17. The Next Day option creates a reversing entry dated the next business day. It uses
the holiday list ID that you assigned to the business unit on the General Ledger
Definition - Definition page to determine the next business day. If the business unit
is not assigned a holiday list ID, the reversing entry is dated the next day.
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Step Action
18. The Adjustment Period option creates a reversing entry to the adjustment period
that you select. When you select this option, enter the adjustment period and
reversal date. Enter these values in the corresponding Adjustment Period and
Reversal Date fields. The system uses the reversal date to populate the journal date
and fiscal year of the reversing entry.
If you enter a date on a nonworking day and there is a holiday list ID assigned to the
business unit, you'll receive an error message. The system won't reset the reversal
date, and you must reenter a date that is a working day.
19. The On Date Specified By User option enables you to select any date in the
calendar. When you select this option, you must also enter the reversal date.
If you enter a date on a nonworking day, and there is a holiday list ID assigned to
the business unit, you'll receive an error message. The system won't reset the
reversal date; you must reenter a date that is a working day.
20. If the ledger group supports average daily balance reporting, you must select the
method that is used to populate the ADB date of the reversing entry.
The Same as Journal Reversal option creates a reversing entry with the same ADB
date as the one selected in the Reversal group box, so that the journal date and ADB
date of the reversing entry are the same.
21. The On Date Specified by User option enables you to select any date in the
calendar. When you select this option, you must also enter a value in the ADB
Reversal Date field.
If you enter a date on a nonworking day, and there is a holiday list ID assigned to
the business unit, you'll receive an error message. The system won't reset the ADB
reversal date for you; you must reenter a date that is a working day.
If you specify an ADB reversal date that is on or before the ADB date, you will
receive an error message.
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Step Action
22. For this example, specify that you want to create a reversing entry dated the last
business day of the next accounting period.
Click the End of Next Period option.
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Step Action
24. Reversals are identified as valid and ready to post when the Post process creates
them, and you do not need to edit them. When the journal date falls within the
journal dates, fiscal year, and open periods specified on the Journal Post page, the
system posts reversals as soon as they are created.
Click the Save button.
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Step Action
26. You have successfully specified the date of an automatically reversed entry.
End of Procedure.
Specifying Journal Search Criteria

You can view the journal lines by specifying selection criteria as GL journal line number and
ChartField values. You can specify the criteria on the Selection Criteria page.
In this topic, you want to view information for a specific journal line that you posted earlier.
Procedure
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Step Action
1. Begin by navigating to the Lines page.
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Step Action
Step Action
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Step Action
5. Click the Find and Existing Value tab.
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Step Action
7. Enter the desired information into the Business Unit field. Enter "CAN01".
8. Click in the Journal ID field.
9. Enter the desired information into the Journal ID field. Enter "MIS2A".
Step Action
12. If a journal has many lines, you can view the lines in several ways.
You can use the Line field to enter the incremental number of lines that you want to
retrieve and then use the browser's vertical scroll bar to scroll down to view all the
lines.
13. You can also use the navigation arrow buttons to scroll the grid area up or down
by the specified number of lines in the Line field.
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Step Action
14. You can also specify search criteria to return a specific line or group of lines.
Click the Search Criteria link.
15. When you enter the search criteria, the GL Journal Line Number field displays the
starting line number for your search. For example, if you enter 1 here and 10 in the
Line text box next to the Errors Only check box on the Journal Entry - Lines
page, the system retrieves journal lines 1 through 10.
16. Enter the selection criteria, including any wildcards. These wildcards assist you in
finding the exact information that you need. Unless you enter one of the following
wildcards, General Ledger assumes that you want an exact match:
• % = Match one or more characters
• * = Match one or more characters
• _ = Match any single character.
• ? = Match any single character.
• ! = If first character, negate the user (not equal or not like).
• ~ = Tilde—represents a blank character—this should not be used with any other
characters or wildcard symbols.
• \ = Escape character—do not treat the next character as a wildcard.
17. For example, you could search for a blank in the Account, Operating Unit
Department, Product, Project ID, Affiliate, and Foreign Currency Code fields by
entering a tilde (~) in each field.
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Step Action
18. In this example, you want to search for the line that contains Account 999905,
Department 10000, and Fund Code F100.
Press [Delete].
21. Click in the Department field.
22. Enter the desired information into the Department field. Enter "10000".
23. Click in the Fund Code field.
24. Enter the desired information into the Fund Code field. Enter "F100".
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Step Action
26. The requested journal line is displayed. Scroll to the right to view all the fields for
this line.
Click the horizontal scrollbar.
27. Scroll to the right to view all the fields for this line.
28. You have successfully used search criteria to find and view a specific line in a
journal entry.
End of Procedure.
Viewing and Updating Journal Entries

After entering journal header and journal line information, you can update the information before
processing it. After completing the journal entry, there are several processing options available on
the Lines page: Post Journal, Edit Journal, and Print Journal.
Consider this scenario: Your colleague, John Smith, has finished entering a journal entry for the
day and needs to process it. He wants to review the journal and different processing options
before completing it.
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Procedure
Step Action
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Step Action
Step Action
7. Enter the desired information into the Journal ID field. Enter "0000005288".
9. The Header page displays information that uniquely identifies a journal, such as
business unit, journal ID, and journal date. This page also contains options for
setting, adjusting, and reversing entries and foreign currencies.
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Step Action
11. The Lines page enables you to record the transactions making up the journal - the
debit and credit entries. After you enter the header and lines, you can request further
processing on this page.
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Step Action
12. Use the Process list to select a task to run.
Click the *Process list.
13. Choose from the following tasks:

• The Budget Check Journal option enables you to check the journal lines for the
control budget.
• The Copy Journal option enables you to copy your journal to a new journal.
• The Delete Journal option enables you to delete the current journal.
• The Edit ChartField option enables you to check if the journal has any ChartField
related errors.
• The Edit Journal option enables you to modify the journal.
• The Post Journal option enables you to post the journal.
• The Print Journal option enables you to create the Journal Entry Detail report
(GLC7501), which is a printed copy of the journal.
• The Refresh Journal option enables you to retrieve this journal from the database
to the page again.
• The Submit Journal option enables you to initiate journal approval through
workflow processing.
14. For this example, retain the Edit Journal option.
15. Click the Process button to run the process selected in the Process list.
Click the Process button.
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Step Action
17. You have successfully viewed and updated a journal entry.

End of Procedure.
Entering Journal Entry Totals

You use the Totals page to enforce a greater degree of control over the journal entry process. As
you enter the journal lines, the system displays a running total of the actual debits, credits, units,
and lines, as well as the net difference between the amounts entered and the control totals. When
you edit the journal and the control totals do not equal the actual totals, the system flags the
journal as having errors, and you need to correct the errors before you can post.
In this topic, you will use the Totals page to specify debit and credit amounts, unit value of
statistical entries, and the number of lines.
Consider this scenario: You have entered the journal lines. You want the system to validate the
debit amount for a particular journal ID as 200 USD against the associated actual total. This is to
ensure that when one of your staff members enters the journal lines, these figures will match
before the journal can be posted.
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Procedure
Step Action
1. Begin by navigating to the Totals page.
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Step Action
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Step Action
6. Journal ID is a unique code assigned to a journal when it is saved for the first time.
Click in the Journal ID field.
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Step Action
9. Click the Totals tab.
10. The Totals page enables you to enforce a greater degree of control over the journal
entry process. You can use this page to specify debit and credit amounts, unit value
of statistical entries, and the number of lines.
11. The fields in the Control Totals group box identify the control total amounts for
each currency code and base currency used in the journal lines.
12. The fields in the Actual Totals group box list the total amounts entered on the
Lines page for the control business unit, currency, and base currency.
13. The fields in the Differences group box list the differences between the control
totals and the actual totals.
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Step Action
14. Use the Debits field to enter the total debits amount in the journal for the
currency .When you move out of this field, the system populates the Credits field
with the same amount.
Click in the Debits field.
15. Enter the desired information into the Debits field. Enter "200".
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Step Action
18. You successfully entered control totals to a journal.

End of Procedure.
Viewing Journal Entry Errors

When you run the journal edit process, journal information is checked and errors are found. A
summary of these errors in the journal is then available for viewing. In this topic, you will view
these journal entry errors and the nature of those errors on the Journal Header and Journal
Lines pages.
Consider this scenario: You need to post some journals at the end of the day. But before you post
these journals, you must check for errors and correct them.
Procedure
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Step Action
1. Begin by navigating to the Errors page.
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Step Action
Step Action
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Step Action
6. You can search specifically for journals that contain errors.
Click the Journal Header Status list.
8. Click in the Source field.
9. Press [Delete].
Step Action
12. Click the Errors tab.
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Step Action
13. The Errors page enables you to determine which fields on the journal header and
journal lines pages contain errors, and the nature of those errors. Different fields on
this page show the fields in error, as well as message sets that contain the error
message, message number, and message text.
14. You have successfully viewed journal entry errors.
End of Procedure.
Viewing Journal Approval

After you enter a journal, it may need to be approved before it is posted. The approval options are
set up during the implementation of PeopleSoft.
A history of approval actions and comments is available for review on the Approval page. You
cannot use this page unless PeopleSoft Workflow has been implemented for your company.
In this topic, you are going to view the Approval page for a journal.
Procedure
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Step Action
1. Begin by navigating to the Approval page.
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Step Action
Step Action
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Step Action
7. Enter the desired information into the Business Unit field. Enter "US001".
Step Action
11. Click the Approval tab.
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Step Action
12. The Approval page enables you to approve the current journal for posting or view a
history of approval actions if your company uses PeopleSoft Workflow.
13. You successfully viewed the approval details of a journal.
End of Procedure.
Viewing a Journal with an Incomplete Status

At times you are unable to complete entering journal transactions and anticipate finishing the
entries at a later time. PeopleSoft General Ledger gives you an option to save such entries with a
status of T - Journal Entry Incomplete. These entries are bypassed if you use the batch edit,
posting, or budget checking process.
Consider this scenario: Due to shortage of time, you were unable to complete all the journal
entries you made the previous day. You now need a list of the entries that have an Incomplete
status so that you can complete them before you post them.
Procedure
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Step Action
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Step Action
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Step Action
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Step Action
6. Click the Journal Header Status list.

10. Notice that the Save Journal Incomplete Status option is selected. This option
enables you to enter incomplete journal transactions and save them with a status of
T - Journal Entry Incomplete. If you use the batch edit, posting, or budget
checking process, the journal is bypassed until you complete your entries and clear
this option.
Step Action
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Step Action
12. The Lines page enables you to record the transactions making up the debit and
credit entries in the journal. After you enter the header and line details, you can
request further processing on the page.
13. Notice the value in the Journal Status field is T, indicating that the journal is
incomplete.
14. You have successfully viewed a journal with an Incomplete status.
End of Procedure.
Viewing Secondary Ledger Lines

If you do not select a Ledger from a Ledger Group and leave the Ledger field blank, it indicates
that those journal lines can be distributed to secondary ledgers. The details of these secondary
ledger lines can be viewed separately.
In this topic, you are going to view secondary ledger lines of a ledger group. You are going to
view the Exchange Rate, Rate Type, and Calculate values of the journal lines you have posted as
secondary ledger lines.
Procedure
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Step Action
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6. Enter the desired information into the Business Unit field. Enter "FRA01".
8. Enter the desired information into the Journal ID field. Enter "GL3001".
9. Click in the Line Business Unit field.
10. Enter the desired information into the Line Business Unit field. Enter "FRA01".
Step Action
13. The Lines page enables you to record the debit and credit transactions making up
the journal. After you enter the header and lines, you can request further processing
on the page.
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Step Action
14. Click the Secondary Lines link.
15. The Secondary Ledger Lines page displays the secondary ledger for the journal
lines when they exist, as well as the other journal details. When you enter a primary
journal line, the system automatically populates the secondary journal line's rate
type, retrieves the exchange rate, and calculates the base amount.
16. The Rate Type field is populated in the following order:
1. Rate type defined on the Ledger Group - Definition page.
2. Rate type entered for the primary journal line.
3. Default rate type defined on the Ledger Group - Definition page.
17. You can override the values in the Rate Type, Exchange Rate,and Base Amount
fields. Before making changes to the secondary lines, carefully review the calculate
rules, options, and requirements for various changes that are detailed in the
documentation for the Journal Entry - Lines page.
18. The Calculate Amount button is available on this page, and the process is similar
to the calculation on the Journal Lines page; however, the foreign amount cannot
be changed on the secondary page.
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Step Action
20. Note that the Calculate field determines how and which of the Foreign Amount,
Exchange Rate, and Base Amount fields are calculated for the line item.
The action, System Rule, states that when two of the three values are changed, the
unchanged value will be calculated.
22. When you are done, click the Back to Primary Lines link.
Click the Back to Primary Lines link.
23. You have successfully viewed the secondary ledger lines of a journal.
End of Procedure.
Creating a Standard Journal Entry

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. Note that all SJEs and
their models must be for the same business unit.
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In this topic, you will learn to create SJEs. Model journal entries must be created before you can
create any SJEs. The SJE Model ID that you create will become the high-level key for all journal
entries generated using this definition.
Consider this scenario: There is a specific journal entry that you make each month. The monthly
accounts and amounts are the same. Therefore, it is beneficial to complete an SJE and schedule it
for the year. US001 has a prepaid insurance policy with semi-annual premiums. The premium
amount is $14,400 and the cost of the policy is amortized over six months. A standard journal
must be based on either an existing journal entry that is used as a model or a Model SJE Type
entry. You need to begin by creating a Model SJE.
Procedure
Step Action
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Step Action
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Step Action
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Step Action
5. Because you are creating a model SJE, you should create a journal ID that you will
be able to recognize.
6. Enter the desired information into the Journal ID field. Enter "AMORTIZE02".
8. The Header page displays information that uniquely identifies a journal such as
Step Action
9. Enter the desired information into the Long Description field. Enter "Pre-paid
insurance SJE model".
10. Use the Ledger Group field to specify the ledger group where you want to post the
journal.
11. Use the Source field to specify the option for entering and editing journals. The
default value of source option is CFO.
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Step Action
12. Enter the desired information into the *Source field. Enter "ONL".
13. You must base the Standard Journal on either a journal entry that is used as a model
or a Model SJE Type entry. In this example, you will create a Model SJE type.
Click the SJE Type list.
Step Action
16. The Lines page enables you to record transactions making up a journal.
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Step Action
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Step Action
21. The premium amount is $14,400.00 and is amortized over a six-month period, so
the amount in the Amount field for each monthly payment will equal $2,400.00
Enter the desired information into the Amount field. Enter "2400".
23. When you insert a new row, the system automatically balances the journal entry and
carries forward any values that were specified on the Journal Entry Template.
Click the Insert Lines button.
24. As you add new rows to the journal, the system populates the Account field with
the account code that was specified in the previous row. The system also updates
each subsequent amount in order to create a balanced journal entry.
27. Notice that the amounts in the Amount column are balanced.
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Step Action
Step Action
30. Model SJEs are not posted to the general ledger and cannot be changed or deleted
after you execute the edit process.
31. Notice that the Journal Status is set to M, where M stands for Model.
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Step Action
32. The next task is to create a Standard Journal based on the model SJE that you just
created.
Click the Expand button.
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Step Action
33. Click the Standard Journals link.
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Step Action
34. Click the Define Standard Journals link.
Step Action
35. Click the Add a New Value tab.
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Step Action
36. The standard journal should have a name different from that of the Model SJE, but
it should be similar, so that it also describes the journal.
Click in the Standard Journal field.
37. Enter the desired information into the Standard Journal field. Enter
"AMORTREC".
39. Use the Define Standard Journals page to define the journal as Recurring,
Template, or Spread standard journal. This page enables you to enter a Standard
Journal ID that will become the high-level key for all journal entries generated using
this definition.
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Step Action
40. Use the Description field to enter a brief description of the journal you want to
create.
Enter the desired information into the *Description field. Enter "Pre-paid
insurance".
41. You are making a Recurring SJE for the insurance payment. Therefore, you can
enter the same description for the SJE as for the model.
Click in the *Description field.
42. Enter the desired information into the *Description field. Enter "Pre-paid
insurance".
43. Select one of the three types of SJEs: Recurring, Template, or Spread. In this
example, you need to create a Recurring standard journal.
Click the *SJE Type list.
45. Use the Journal ID field to specify the ID of the Model SJE that you created
earlier. This informs the system about the SJE model which is linked to the standard
journal.
Click in the *Journal ID field.
46. Enter the desired information into the *Journal ID field. Enter "AMORTIZE02".
47. Use the Journal Date field to specify the date of creation of the Model SJE.
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Step Action
Click in the *Journal Date field.
48. Enter the desired information into the *Journal Date field. Enter "08/24/2005".
49. Use the Schedule list to specify the frequency of processing.
Click the Schedule list.
50. You can create schedules that automate and control the generation of Spread or
Recurring journal entries. You can define daily, weekly, monthly, annual, or user-
defined schedules.
51. The From Date and To Date fields define the time range of the standard journal
entries.
Click in the From Date field.
52. Enter the desired information into the From Date field. Enter "01/01/2005".
53. Click in the To Date field.
54. Enter the desired information into the To Date field. Enter "07/01/2005".
55. The Journal Creation Lead Days field enables you to create standard journals in
advance. Enter the number of days in advance of the journal date that you would
like the standard journals to be ready for creation.
Click in the Journal Creation Lead Days field.
56. Enter the desired information into the Journal Creation Lead Days field. Enter
"365".
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Step Action
58. Now that you have defined the standard journal, the next step is to run the SJE batch
process to generate journal entries.
Click the Create Standard Journals link.
59. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.
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Step Action
60. You can run this process by searching for an existing Run Control ID or you can
add a new value. Creating a Run Control ID that is relevant to the process may help
you remember it for future use.
Click the Add a New Value tab.
61. Enter the desired information into the Run Control ID field. Enter
"PREPAIDINS01".
63. Use the Create Standard Journals Request page to specify the parameters to run
the SJE batch process.
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Step Action
64. Use the Process Frequency list to specify the number of times you want to execute
the process.
Click the *Process Frequency list.
66. Click in the Unit field.
67. Enter the desired information into the Unit field. Enter "US001".
68. In this example, the From SJE and To SJE fields will have the same values
because you want to execute the batch for the SJE you just created.
Click in the From SJE field.
69. Enter the desired information into the From SJE field. Enter "AMORTREC".
70. Click in the *Description field.
71. Enter the desired information into the *Description field. Enter "Pre-paid
insurance".
72. Click the Run button.
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Step Action
73. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.
You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.
Click the Server Name list.
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Step Action
76. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status. You should check to make sure the
process completed successfully.
Click the Process Monitor link.
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Step Action
77. Use the Process List page to view the status of submitted process requests.
The current status of the process is Processing. The process is finished when the
status is Success. Continue to click the Refresh button until the status is Success.
Click the Refresh button.
78. The Run Status is now Success.
You have successfully created a Model SJE type and a standard journal entry using
the model.
End of Procedure.
Reviewing Standard Journals

At any time during journal processing, you can check the status of journals. You can check if the
entry is already posted or the entry is valid or not.
Consider this scenario: You need to complete the journal entries you created the previous day
where the status is Edit Req'd and post them. For this, you first need to view the journal status of
the journals entries you created.
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Procedure
Step Action
1. Begin by navigating to the Review Standard Journals page.
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Step Action
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Step Action
4. Click the Review Standard Journals link.
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Step Action
5. Click in the Standard Journal field.
6. Enter the desired information into the Standard Journal field. Enter
"AMORTREC".
Step Action
8. The Review Standard Journals page enables you to verify that all the Standard
Journal Entries are created and that their status are correct.
9. You have successfully reviewed the status of the journals.
End of Procedure.
Creating a Journal Entry Using SpeedTypes

Often, different journal entries use the same ChartField combinations. For example, assume that
you regularly post miscellaneous travel expenses to the same Account, Department, and Product.
Instead of having to fill in all three ChartFields each time you enter a miscellaneous travel
expense for a specific business unit, you could define a SpeedType to fill in all three
automatically when you press the SpeedType button and choose a SpeedType. Once a SpeedType
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is defined for a SetID, you can use it any time you have to enter that ChartField combination on
any journal entry line for a business unit tied to the SetID.
Consider this scenario: As you have to make many miscellaneous expense entries to the Quick
Cash account, you have created a SpeedType key to quickly create a journal entry to record this
activity.
Procedure
Step Action
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Step Action
6. Enter the desired information into the Journal ID field. Enter "SPEEDTYPE".
Step Action
9. Use the Long Description field to identify the purpose of a transaction. It can also
be used to explain any anomalies in the transaction.
Enter the desired information into the Long Description field. Enter "Record
miscellaneous office expenses".
journal.
11. Use the Source field to specify the option for entering and editing journals.
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Step Action
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Step Action
15. Click the SpeedType Lookup button.
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Step Action
16. The SpeedType List page enables you to select keys that enable you to speed up
data entry of frequently made transactions.
Click the Selected option.
Step Action
18. The Account field automatically displays the account code for Quick Cash account,
and the cursor is placed in the Amount field. In this scenario, $157.00 is drawn
from the Quick Cash account.
Enter the desired information into the Amount field. Enter "-157".
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Step Action
24. Notice the amounts are automatically balanced.
The Calculate field determines how and which of the foreign Amount, Exchange
Rate, and Base Amount fields are calculated for the line item. The default
calculation rule is System Rule.
Step Action
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Step Action
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Step Action
32. You have successfully created a journal entry using a SpeedType key.
End of Procedure.
Creating a Statistical Journal Entry

Statistical journals are entered, edited, and posted the same way as financial journals. There are
two ways to record statistics in a journal: by using statistical codes, or by using statistical
accounts. Both are individual ChartFields on the Lines page. Examples of statistical journals are
resources and use of office space.
Consider this scenario: Your supervisor has asked you to create a journal that reflects the square
footage that each department occupies in the building. This information is required to allocate the
correct percentage of rent expenses for each department.
Procedure
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Step Action
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Step Action
Step Action
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Step Action
7. Enter the desired information into the Journal ID field. Enter "RENTSTATS".
adjusting and reversing entries and foreign currencies.
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Step Action
10. Use the Long Description field to specify the purpose of the transaction. You can
also explain anomalies, if any, in the transaction.
Enter the desired information into the Long Description field. Enter "Dept square
footage for rent allocation".
journal.
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Step Action
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Step Action
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Step Action
18. In this example, account 999903 is the account code for Floor Space. The accounts
are set up during implementation, so simply entering the correct code in the
Account field will make this a statistical journal.
20. In this example, 11000 is the department code for Information Services.
Click in the Dept field.
21. Enter the desired information into the Dept field. Enter "11000".
23. The Information Services department occupies 10,000 square feet of area in a
building.
Click in the Stat Amt field.
24. Enter the desired information into the Stat Amt field. Enter "10000".
25. The Unit of Measure (UOM) in this example is square feet, represented by the
code SF.
Click in the UOM field.
26. Enter the desired information into the UOM field. Enter "SF".
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Step Action
28. Now you need to enter details about the Public Affairs department.
29. First, enter the department code, which is 12000.

32. Notice that the Stat Amt and UOM fields are populated with the values from the
previous row. You need to enter the square footage occupied by Public Affairs.
Click in the Stat Amt field.
35. Now you need to enter the square footage of the Finance department. The Finance
department occupies 5,000 square feet in the building.
36. Click in the Dept field.
39. Click in the Stat Amt field.
42. Enter the remaining department entries.
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Step Action
Step Action
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Step Action
63. Now you need to edit and post the statistical journal.
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Step Action
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Step Action
Step Action
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Step Action
69. Next, review the journal that was just created.
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Step Action
70. Click the Review Financial Information link.
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Step Action
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Step Action
Step Action
73. Enter the desired information into the Inquiry Name field. Enter "RENTSTATS".
75. The Journal Inquiry page enables you to review summary and detail journal
information for a specific business unit, ledger, and period.
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Step Action
76. A business unit is an identification code that represents a high-level organization of
business information. Enter or select the business unit for which you want to view
summary and detail journal information.
Enter the desired information into the *Unit field. Enter "US005".
77. A ledger is a set of posted balances that represents a set of books for a business unit.
Enter or select the ledger for which you want to review summary and detail journal
information.
Click in the *Ledger field.
78. Enter the desired information into the *Ledger field. Enter "LOCAL".
79. Enter or select the fiscal year for which you want to view summary and detail
journal information.
Click in the *Year field.
80. Enter the desired information into the *Year field. Enter "2005".
81. Enter or select the period within the fiscal year in the From Period and To Period
fields for which you want to review summary and detail journal information.
Click in the *From Period field.
82. Enter the desired information into the *From Period field. Enter "1".
83. Click in the *To Period field.
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Step Action
84. Enter the desired information into the *To Period field. Enter "12".
86. Click the Journal ID link to review the journal header and line detail information.
Click the Journal ID link.
87. The Journal Inquiry - Journal Inquiry Details page displays the journal's header,
currency, and line information.
Step Action
88. Review the Journal Header information. Scroll down to view the Journal Line
information.
89. Scroll to the right to view all the line detail information.
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Step Action
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Step Action
Step Action
92. View the amount displayed in the Statistic Amount field.
93. You have successfully created a statistical journal.
End of Procedure.
Using Suspense Journal Entry

Your can configure PeopleSoft General Ledger so that journals with errors are either recycled, or
suspended and sent to a separate suspense account, which creates a suspense journal entry. You
can use this entry to correct the erroneous journal and reverse the suspense lines. This erroneous
journal must be posted to become a journal in the suspense account.
Consider this scenario: You have entered your company's cellular phone bill in a journal, but an
error was accidentally made during journal entry and the journal was posted. The system is set up
so that journal entries having errors are suspended, so the journal was posted to a suspense
account rather than to the ledger. Your goal is to access the suspense account to which the journal
was posted to correct the error.
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Procedure
Step Action
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Step Action
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Step Action
6. Enter the desired information into the Journal ID field. Enter "CELLULAR01".
Step Action
9. Use the Long Description field to specify the purpose of the transaction. You can
also explain anomalies, if any, in the transaction.
Enter the desired information into the Long Description field. Enter "Company's
cellular expenses".
journal.
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Step Action
12. Enter the desired information into the *Source field. Enter "EXT".
Step Action
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Step Action
15. This page can be viewed more easily if you close the menu pagelet.
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Step Action
27. Enter the desired information into the Amount field. Enter "-100".
28. Now, you need to edit and post the journal.
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Step Action
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Step Action
Step Action
34. Notice that the balance of -900.00 automatically went to account 899998. You are
going to use Journal Suspense Correction to correct this imbalance and assign it to
the correct account.
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Step Action
35. Click the Expand button.
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Step Action
36. Click the Suspense Correction link.
Step Action
37. Click the Correct Suspense Entries link.
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Step Action
38. Click in the Source field.
39. Enter the desired information into the Source field. Enter "EXT".
41. The Journal Suspense Correction page enables you to create a journal to correct
and reverse the suspense lines on a posted suspense journal.
42. The default value of the Journal ID field is NEXT. This will generate the next
available journal number when you save the journal. You may enter a unique
journal ID for the corrections journal if you do not want to use the default value.
43. The Date field displays the current system date, by default.
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Step Action
47. Notice that the Go To Jrnl Entry [Correction] link appears after you click the
Save button.
Click the Go to Jrnl Entry [Correction] link.
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Step Action
48. A new window opens. A new journal is created that balances the amount to the
correct account. You need to edit and post this journal.
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Step Action
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Step Action
Step Action
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Step Action
55. Click the Close button.
56. You successfully created a journal to correct and reverse the suspense lines on a
posted suspense journal.
End of Procedure.
Viewing Suspense Cross Reference Information

PeopleSoft General Ledger provides you the facility to view the connection between two journals.
This enables you to make corrections and update the journal's suspense status. A Journal Header
Sibling table links the suspense journal and its corresponding corrections journal.
In this topic, you are going to use the Review Suspense Cross Reference page to view the
connection between journals in a business unit.
Procedure
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Step Action
1. Begin by navigating to the Review Suspense Cross Reference page.
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Step Action
Step Action
4. Click the Review Suspense Cross Ref link.
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Step Action
5. The Review Suspense Cross Reference page can be viewed more easily if you
close the menu pagelet.
6. The Review Suspense Cross Reference page enables you to view the connection
between journals
7. Specify a combination of Unit, Journal ID, and Date for the correction journal
search criteria or just search on Unit.
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Step Action
8. Click the Search button to view the correction journals that meet your search
criteria and its corresponding Suspense Journal.
9. Click the Journal Status link to transfer to the Review Journal Status page for the
correction journal ID. It opens a new window, and from there you can view
correction journal line information.
10. Click the Suspense Journal Status link to transfer to the Review Journal Status
page for the suspense journal ID. It opens a new window, and from there you can
view suspense journal line information.
11. You have successfully viewed the connection between journals.
End of Procedure.
Processing Summary Ledger

After completing the entries in a ledger, you can process summary ledger balances according to
the definition of the summary ledger and the parameters requested. You can use the Request
page to define options, such as the fiscal year, period type, and effective date for processing
summary ledger balances.
In this topic, you want to process a request for the Prepaid Insurance ledger, where the Fiscal
Year is the current year and the Period Type is Balance Forward. After you have scheduled the
process to run, you also need to check the status of the process and verify that it is complete.
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Procedure
Step Action
1. Begin by navigating to the Build Summary Ledger Request page.
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Step Action
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Step Action
3. Click the Build Summary Ledger link.
Step Action
You can run this process by searching for an existing Run Control ID or you can
add a new value.
Enter the desired information into the Run Control ID field. Enter
"PREPAIDINS01".
6. The Build Summary Ledger Request page enables you to define options, such as
the fiscal year, period type, and effective date for processing summary ledger
balances.
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Step Action
8. The Description field enables you to enter a description of the processing request.
You can enter up to 30 characters of free-flow text.
Enter the desired information into the *Description field. Enter "Pre-paid
insurance".
9. The options in the Process Frequency box control how often a request is processed.
Click the Always option.
10. Click in the *From Business Unit field.
11. Enter the desired information into the *From Business Unit field. Enter "US001".
12. Click in the *To Business Unit field.
13. Enter the desired information into the *To Business Unit field. Enter "US001".
14. In the From Ledger field, you can enter the ledger at the start of the range of
ledgers for which you want to make a process request.
Click in the *From Ledger field.
15. Enter the desired information into the *From Ledger field. Enter "S_ACCTS".
16. In the To Ledger field, you can enter the ledger at the end of the range of ledgers
for which you want to make a process request.
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Step Action
Click in the *To Ledger field.
17. Enter the desired information into the *To Ledger field. Enter "S_ALT".
18. Click in the *Fiscal Year field.
19. Enter the desired information into the *Fiscal Year field. Enter "2005".
20. You can select the Balance Forward option after each annual close to prepare for
the next year's processing.
Click the Balance Forward option.
Step Action
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Step Action
Step Action
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Step Action
The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.
You have successfully processed summary ledger balances according to the

definition of the summary ledger and the parameters requested.
End of Procedure.
Inquiring on Ledgers
The PeopleSoft General Ledger application provides a series of inquiries that enable you to
review ledger summary and detail ledger information based on selected ChartField combinations.
These inquiries use several successive views that enable you access the journal line details. The
ledger inquiry also enables you to drill down across products from account balances in
PeopleSoft General Ledger to specific transaction entries in other PeopleSoft Financial and
Distribution products.
The inquiries provided by PeopleSoft General Ledger are: journal inquiry, ledger inquiry, ledger
group inquiry, ledger comparisons, analytic charts, imported accounting entries inquiries, and
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entry event budget and general ledger adjustment accounting inquiries. You can specify criteria to
narrow down the results displayed after you run the inquiry.
In this topic, you are going to use the Ledger Inquiry page to view detail and summary ledger
information.
Procedure
Step Action
1. Begin by navigating to the Ledger Inquiry page.
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Step Action
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Step Action
3. Click the Ledger link.
Step Action
4. Enter the desired information into the Inquiry Name field. Enter "ADHOC".
6. Use the Ledger Inquiry page to specify selection criteria to view Ledger detail and
summary information.
7. In the Unit field, select or enter the business unit for which you want to return
ledger data.
8. In the Ledger field, select or enter the ledger for which you want to return data.
Commitment control and summary ledgers are not available for ledger inquiry.
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Step Action
9. Click in the *Fiscal Year field.
10. Enter the desired information into the *Fiscal Year field. Enter "2004".
13. Use the Chartfield Criteria grid to specify the ChartFields to view. Also use this
grid to specify the order of the ChartFields to be viewed when the Sum By check
box is selected.
For example, if you click the Sum By check box for Account, and then
Department, the Account ChartField has Order-By equal to 1, while Department
has Order-By equal to 2. You can also specify adjustment periods to be included as
part of the criteria by selecting the check box next to the Adjustment Periods.
15. The Ledger Inquiry - Ledger Summary page displays the summary balances
based on the selected ledger criteria.
16. The Ledger Amount by Currency grid displays, based on type of currency, a
summary of the transaction balances for each account in the ledger within the
selected ledger period range.
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Step Action
17. Click the Activity link to access the Ledger Inquiry - Transaction Details
page to view details about the individual lines.
Click the Activity link.
18. The Ledger Inquiry - Transaction Details

page displays the summary of the ledger's journal data for your selection. For
example, it displays summary of all the ledger's journal amounts for a specific
account ChartField value.
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Step Action
19. Click the Journal ID value link for one of the transactions to access the Journal
Inquiry - Journal Inquiry Details page.
20. The Journal Inquiry - Journal Inquiry Details page displays the journal
transaction's header information and journal lines.
21. Review the Journal Header information.
22. Select the All Lines option and click the Query Journal Lines button to see all
journal lines.
23. Select the From/To option and then enter a line number in the From Line and in
the To Line fields to display a range of journals when you click the Query Journal
Lines button.
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Step Action
24. Scroll to view the Journal Line information.
25. You can navigate back through the pages by using the Go To links at the top of the
page.
Click the Transaction Details link.
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Step Action
26. Click the Ledger Summary link.
27. Click the Ledger Detail Drill - Down Chartfield Display link to configure the
Chartfields that you intend to display for Ledger Detail, which can be accessed by
clicking the Detail link.
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Step Action
28. Click the Detail link to access the Ledger Inquiry - Ledger Details page.
Click the Detail link.
29. The Ledger Inquiry - Ledger Details page displays the ledger details for a selected
period.
30. Select the Activity link to return to Ledger Inquiry - Transaction Details page.
There you can again view each of the pages listed above until you reach the
subsystem's accounting entry drill down page.
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Step Action
31. Continue to navigate back through the pages.
Click the Ledger Summary link.
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Step Action
32. Click the Inquiry Criteria link.
33. You have successfully viewed a ledger's journal detail transactions.

End of Procedure.
Inquiring on Journals
The Journal Inquiry feature enables you to review a specific journal or multiple journals within a
ledger for a business unit and accounting period. You can use a document sequence number as
part of your search criteria to review journal data. You can also search for a specific journal or
groups of journals based on the specified criteria, regardless of status of the journal.
In this topic, you are going to use the Journal Inquiry page to review summary and detail
journal information.
Procedure
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Step Action
1. Begin by navigating to the Journal Inquiry page.
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Step Action
Step Action
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Step Action
4. Enter the desired information into the Inquiry Name field. Enter "ACCT".
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Step Action
6. The Journal Inquiry page can be viewed more easily if you close the menu
pagelet.
7. Use the Journal Inquiry page to review summary and detail journal information
for a specific business unit, ledger, and period.
8. Enter all or some of the information at the top of this page and click the Search
button to display Journal IDs based on your selected criteria.
If using a previously saved inquiry, the search criteria that is displayed is based on
the last time this page was saved. You can override to use different search criteria.
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Step Action
10. Click a Journal ID link to review the journal header and line detail information.
11. The Journal Inquiry - Journal Inquiry Details page displays the journal header,
currency, and line information for the journal ID selected.
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Step Action
information.
13. Use the All Lines option to display all the journal lines for this journal.
Use the From/To option (with values entered for From Line and To Line fields) to
enter a range of line numbers. Click the Query Journal Lines button to retrieve the
rows.
14. Review the journal line information.
16. Use the Journal Criteria link to navigate back to the Journal Inquiry page where
you can enter new ledger criteria.
Click the Journal Criteria link.
17. You successfully reviewed summary and detail journal information for a specific
business unit, ledger, and period.
End of Procedure.
Using Embedded Charting

The charting functionality in PeopleSoft General Ledger enables you to generate graphs from
certain inquiry pages. It provides embedded charting feature in compare across ledgers,
commitment control, and budgets inquiries.
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In this topic, you are going to use the Compare Across Ledgers page to produce comparative
ledger data for two ledgers.
Procedure
Step Action
1. Begin by navigating to the Compare Across Ledgers page.
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Step Action
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Step Action
4. Click the Compare Across Ledgers link.
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Step Action
5. Enter the desired information into the Inquiry Name field. Enter "ADHOC".
7. The Compare Across Ledgers page acts as an interface for PeopleSoft General
Ledger to produce comparative ledger data.
Step Action
8. Use the Unit field to specify the ledger criteria fields based on the ledger data you
want to review.
9. Use the Ledger field to specify the name of the ledger based on the data you want
to review.
10. Enter the desired information into the *Ledger field. Enter "BUDGETS".
11. Use the Ledger field to specify the name of the ledger whose data you want to
compare.
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Step Action
13. Use the Year field to specify the fiscal year whose data you want to compare.
Click in the *Year field.
15. Use the From Period and To Period fields to specify the beginning and end period
for which you want to compare the ledger data.
Click in the *From Period field.
19. Use the Currency field to specify a currency code for the ledger criteria.
Click in the *Currency field.
20. Enter the desired information into the *Currency field. Enter "USD".
21. Use one of the following values in the Amount to display field.
• POSTED_TRAN_AMT is used to display the amounts in the transaction
currency for all ledger balances including those in the base currency.
• POSTED_BASE_AMT is used to display the total of the transaction amounts
converted to the base currency of the ledger.
• POSTED_TOTAL_AMT is used to display the amounts in the transaction
currency for all ledger balances except those in the base currency.
22. Click the Display Chart option.
24. Notice that the Sum By option is checked by default for some of the ChartFields.
This option is applicable to ChartFields that are common to both the ledgers.
25. If you select the Sum By option for a ChartField, it automatically displays a number
in the Order-By field, which determines the order in which the inquiry results are
retrieved and displayed.
26. Click in the ChartField Value field.
27. Enter the desired information into the ChartField Value field. Enter "630000".
28. Click the Sum By option.
29. Click the Sum By option.
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Step Action
32. Depending on how you set the ledger criteria, the two selected ledgers are compared
to one another for each ledger period, as displayed in the period tabs.
33. View the rest of the data for this set of periods.
35. You successfully used embedded charting.

End of Procedure.
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Processing Journals
After the journal entries are created, they are ready to be processed and finally posted to the
general ledger. The processing of these journals updates balance sheet and income statement
accounts for reporting purposes and is necessary for the proper accounting of assets, liabilities,
equity, income, and expenses. The posting of journals also maintains the correct balance in the
balance sheet accounts that have subsidiary ledgers, so that they reconcile. Processing journals
involves entering journals and saving data to the header and line tables, editing journals, marking
journals for posting, and posting journals to the ledger. You can also implement the editing,
marking for posting, and then posting simultaneously.
The journal edit process checks journals for errors to be corrected and ensures that the journals
are valid before they are posted. When a journal successfully completes the edit process, it is
given a status of Valid. Journals that have errors are either recycled or suspended, depending on
the options chosen.
You can manually post journals or mark them for automatic posting. Marking journals for posting
approves them for posting via PeopleSoft Process Scheduler. Marking journals for posting is
necessary only if you use the Process Scheduler for posting. If the journals meet the selection
criteria for the process, the marked journals are included in the next posting process.
After journal entries are marked for posting, you can select which marked journals to post during
the next posting process. When the posting process is run, only those journal entries that are
marked for posting and that meet the request criteria are posted. Posting journal entries records
the transactions in General Ledger.

• Initiate the Journal Generator process.
• Edit a journal.
• Mark a journal for posting and run the Journal Post process.
• Mark a journal for unposting and run the Journal Post process.
• View status, header, and line information for a journal.
• View the message log to check the status of a posting request.
• Copy a journal.
Initiating the Journal Generator Process

When you create accounting entries in application systems other than PeopleSoft's, you can use
the Journal Generator to generate journal entries. PeopleSoft journal entries can be entered
manually or electronically. The Journal Generator allows each of these methods to be used to
create journal entries for the general ledger. Accounting entries that are loaded electronically are
generated by other systems or inputted via a spreadsheet. If other PeopleSoft modules are used
along with PeopleSoft General Ledger, those other modules have built-in functionality support
creating the necessary records to be loaded into the general ledger.
You need to prepare your journal entries to create General Ledger journals from feeder systems.
After the entries are prepared, you can initiate the Journal Generator process and review the
created journals. In this topic, you will learn to create General Ledger journal entries by running
the Journal Generator process.
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Consider this scenario: You have received a memo from a colleague who works in your
company's Accounts Payable (AP) department. The colleague has reviewed the AP accounting
entries and indicates that it is okay to run the Journal Generator process for AP. Your goal is to
initiate the Journal Generator process and review the created journals.
Procedure
Step Action
1. Begin by navigating to the Generate Journals Request page.
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Step Action
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Step Action
4. Click the Generate Journals link.
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Step Action
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Step Action
7. Enter the desired information into the Run Control ID field. Enter "APJRNL01".
9. The Generate Journals Request page enables you to define the options to use in
the process of generating a journal. You can specify business units, ledgers, journal
templates, and dates for this process.
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Step Action
10. The Process Frequency option specifies how many times the process can be
executed.
11. The SetID field is required to extract the Accounting Entry Definition for the
request.
12. The Accounting Definition Name field identifies the Accounting Entry Definition
that the system uses when it creates the journal header and lines.
Click in the *Accounting Definition Name field.
13. Enter the desired information into the *Accounting Definition Name field. Enter
"APDEFN".
14. The Application Business Unit field contains the journal entries for the business
unit that you select in the field.
Click in the Application Business Unit field.
15. Enter the desired information into the Application Business Unit field. Enter
"US003".
16. The Template field contains journal entries that the Journal Generator process
creates for the Journal Generator Template you specify.
Click in the Template field.
17. Enter the desired information into the Template field. Enter "ACCRUAL".
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Step Action
18. The Journal Generator compares the dates in the From Date Option and To Date
Option fields to the accounting dates associated with each accounting entry.
For this example, accept the default values.

Step Action
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Step Action
23. Now that you have generated the journal request, navigate to the Journal Inquiry
page to verify that the journals were created.
Click the Review Financial Information link.
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Step Action
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Step Action
Step Action
26. Enter the desired information into the Inquiry Name field. Enter "APJRNL_A".
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Step Action
29. Enter all or some of the information at the top of this page and click the Search
button to display Journal IDs based on your selected criteria.
30. Click in the *Ledger field.
32. Click in the *Year field.
34. Click in the *From Period field.
39. The journal inquiry has returned the information according to the criteria you
specified on this page.
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Step Action
40. On the Journal Inquiry - Journal Inquiry Details page, you can view the details
of the journal entry you specified. In the Journal Line region, you can view the
individual journal lines and amounts.
Step Action
41. Scroll down to view all the information.
42. Review the details of the journal inquiry. You can view the details of the journal
header and the journal line.
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Step Action
43. Now that you have reviewed the journals on the Journal Inquiry page, navigate to
the Journal Entry page to view the actual journals.
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Step Action
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Step Action
Step Action
48. You need to search for the appropriate business unit to find the journals that you
created. This is a required field.
Enter the desired information into the Business Unit field. Enter "US003".
49. The accounting entries came from Accounts Payable (AP), which is the journal
source.
Click in the Source field.
50. Enter the desired information into the Source field. Enter "AP".
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Step Action
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Step Action
54. Review the totals for the journal on this page. Now, you are ready to post the
journal.
Step Action
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Step Action
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Step Action
60. You have successfully taken the accounting entries created in PeopleSoft Accounts
Payable and created General Ledger journal entries by running the Journal
Generator process.
End of Procedure.
Editing a Journal
After a journal is entered, it must be edited before it can be posted. If errors occur during the
editing process, you have the option of recycling the journal or posting it to your suspense
account.
Editing journals entails entering a process request and activating a journal edit on the Process
Scheduler Request page. You can then view the status of the journal on the Journal Header
page.
The Journal Edit process ensures that the ChartField values are valid, debits equal credits, and
journal entries are flagged for posting to the target ledger. This topic explains how the Journal
Edit process checks journals for errors to ensure that the journals are valid before they are posted.
Consider this scenario: You gave a manually prepared journal entry ready for input to an
employee in your department. The employee entered the journal and returned the hard copy to
you with the Ready to Edit stamp on it. Your goal is to edit the journal.
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Procedure
Step Action
1. Begin by navigating to the Edit Journals Request page.
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Step Action
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Step Action
4. Click the Edit Journals link.
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Step Action
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Step Action
7. Enter the desired information into the Run Control ID field. Enter "ED101".
9. The Edit Journals Request page enables you to select journals to be edited by
selecting all journals in a business unit. This page also determines whether to mark
the journals for posting.
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Step Action
10. The options in the Process Frequency group box control how often a request is
processed. You want this request to be processed each time editing is initiated.
12. Enter the desired information into the *Description field. Enter "Edit Expense
Entries".
13. The default values for Business Unit, Ledger Group, and Source fields are
displayed. You need to specify the range of journal IDs that you want to edit in the
Journal ID From and To Journal ID fields.
Click in the Journal ID From field.
14. Enter the desired information into the Journal ID From field. Enter "EDJ001".
15. You need to select only one journal ID. Therefore, specify the same value in both of
the fields.
Click in the To Journal ID field.
16. Enter the desired information into the To Journal ID field. Enter "EDJ001".
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Step Action
20. You select the process that you want to edit from the Process List region.
Click the PS/GL Jrnl Edit and Error Rpt option.
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Step Action
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Step Action
24. The run status changes to Success, indicating that the journal entry is successfully
edited and can be marked for posting.
You have successfully edited a journal.

End of Procedure.
Marking a Journal for Posting and Running the Post Process

Journals must complete the edit process before they can be marked for posting. In order to be
marked for posting, the journal must be valid. You use the Mark Journals for Posting page to
mark a journal for posting. This page enables you to select the journal for posting. After being
marked for posting, you can run the Journal Post process.
Journal posting is the last step of journal entry processing. After journal posting, it is no longer
possible to edit the entry. You can post a journal only after you have successfully edited and
marked the journal for posting.
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You can run the Journal Post process for all business units. When you run the posting process, the
system will post only those journals that have been marked to post.
Consider this scenario: You have entered and edited a journal entry. You need to mark this
journal entry for processing and complete the posting process. Once done, you will review the
journal status to ensure it processed correctly.
Procedure
Step Action
1. Begin by navigating to the Mark Journals for Posting page.
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Step Action

4. Click the Process Journals link.
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Step Action
5. Click the Mark Journals for Posting link.
6. The Mark Journals for Posting page enables you to select the desired journal to be
posted. You can then post the journal to General Ledger.
7. The system groups journals by Unit (business unit), Ledger Group, Year
(accounting year), Period, Source, Journal Date From, and Journal Date To,
which means that you must select these values at the prompt.
You can leave Journal ID blank or use a wildcard (%) value. Source must be
populated but you can use % to return journals with all source values. You can also
use the wildcard % for Unit.
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Step Action
9. In the Select Journals to Post grid, mark one or more journals for posting. When
there is only one journal, it is selected by default.
Journals to be posted must first be marked for posting. Marking a journal for posting
indicates that the journal should be included in any posting request that is pending
for which the journal meets the criteria specified. This enables you to exclude
certain journals from posting until you review and approve them.
10. To view journal details, click the individual Journal ID links to access the Journal
Inquiry page.
11. Click the Post Selected Journals link to access the Post Journals Request page.
Click the Post Selected Journals link.
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Step Action
13. Use the Post Journals Request page to selectively specify which journals you want
to post based on business unit, ledger group, accounting period/fiscal year, source,
journal ID, and journal date. You can run the Journal Post process for all business
units. When you run the posting process, the system posts only those journals that
fit the request criteria and are marked to post.
14. The request parameters are populated automatically based on the selection from the
Mark Journals for Posting page.
15. Select the Skip Open Item Reconciliation option
to postpone closing the open items and to skip item reconciliation until after the
journal is posted. Selecting this option can save time during journal posting. You
can run the Open Item Reconciliation process (GLPPOITM) separately at a later
time.
16. Select the Skip Summary Ledger Update option
to postpone updating the summary ledger balances. You can run the Summary
Ledger (GL_SUML ) Application Engine process at a later time. Selecting this
option can save time during journal posting.
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Step Action
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Step Action
Click the PS/GL Journal Post option.
Step Action
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Step Action
Step Action
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Step Action
Next, view the status of the journal to verify that it has posted.
Click the Review Journal Status link.
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Step Action

27. The status is Posted.
28. You have successfully marked a journal for posting, run the Journal Post process,
and viewed the journal status.
End of Procedure.
Marking a Journal for Unposting and Running the Post Process

When you post a journal in error and you need to correct the journal entry, you can mark the
journal entry for unposting and unpost it. PeopleSoft General Ledger automatically creates an
audit trail by posting a reverse entry for the unposted journal. However, journals can be unposted
only once and you cannot edit or repost an unposted journal. If you want to post a journal that
you have unposted, you need to copy the journal and then post the copy.
Consider this scenario: You have posted a journal that contains errors. You need to unpost the
journal so that you can modify it before you can post it again. When the process is done, you will
review the journal status to ensure it processed correctly.
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Procedure
Step Action
1. Begin by navigating to the Mark Journals for Unposting page.
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Step Action

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Step Action
5. Click the Mark Journals for Unposting link.
6. Use the Mark Journals for Unposting page to mark journal entries that you want
to unpost. It displays the Unpost Date if the Allow Different Unpost Date option if
enabled on the Business Unit Journal Options page.
7. Enter the criteria that you want to apply to the journals to unpost (reverse).
You can leave Journal ID blank or use a wildcard (%) value. You can also use a
wildcard (%) for Business Unit or Source.
This applies only to anchor journals. Non-anchor interunit journals can only be
unposted (or posted) from their anchor journal.
8. Use the ChartField Search Criteria grid to enter the names and values of the
ChartFields on the journals that you want to mark to unpost (reverse).
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10. Use the Select Journals to Unpost grid to select journals that you want to unpost.
If the unpost period (transaction type 'UNP') is closed for the business unit, the
Process check box will be unavailable for selection.
11. To view journal details, click the individual Journal ID links to access the Journal
Inquiry page.
12. Click the Process option.
13. Click the Unpost Selected Journals link to open the Post Journals Request page
where you run the Journal Post process (GLPPPOST) to unpost journals you
selected.
Click the Unpost Selected Journals link.
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15. Use the Post Journals Request page to selectively specify which journals you want
to unpost based on business unit, ledger group, accounting period/fiscal year,
source, journal ID, and journal date. You can run the Journal Post process for all
business units. When you run the posting process, the system unposts only those
journals that fit the request criteria and are marked to unpost.
16. The request parameters are populated automatically based on the selection from the
Mark Journals for Unposting page.
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Step Action
If you access this page for a second time, the fields are automatically populated
based on the values selected the last time this process was run.
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Step Action
Click the PS/GL Journal Post option.
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Step Action
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Step Action
Next, view the status of the journal to verify that it has unposted.
Click the Review Journal Status link.
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Step Action

26. The status is Unposted.
27. You have successfully marked a journal for unposting, run the Journal Post process,
and viewed the journal status.
End of Procedure.
Viewing Journal Entry Status

After creating the entry for a journal, you can view the status of a journal, view header
information for the journal, and view line details for the journal. In this topic, you will view the
status of a journal on two different pages namely, the Journal Header page and the Journal
Lines page.
Consider this scenario: You created a journal entry. You now want to view the header details,
including journal status. You also want to view the line details of the same journal.
Procedure
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Step Action
1. Begin by navigating to the Journal Header page.
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Step Action
5. Click the Review Journal Status link.
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Step Action

8. The Journal Header page displays the journal header information that was entered
on the Journal Entry - Header page.
9. It also displays the Status for the journal, which can be one of the following:
• Error: Journal has been edited and has errors. The journal has been recycled by
the system and you must correct errors before it can be posted.
• Post Incom: (posting incomplete) Posting is incomplete because of posting
problems. For example, the system might have crashed after the reversal journal is
created but before the original journal is actually posted. Repost as soon as possible.
• SJE Model: (standard journal entry model) This is a valid standard journal entry
model used to generate standard journal entries; this journal cannot be posted. It is
not picked up by the journal posting process.
• Edit Req'd: (edit required) Journal entry has been saved but is not yet edited. You
must edit the journal before it can be posted.
• Posted: The journal entry has successfully been edited and posted by the system to
the ledger or ledgers. Although the journal entry is posted, there might be errors in
disbursements to accounts that are temporarily posted to default balancing accounts
that you must reclassify to make your intended entry complete. Check the default
balancing account if you have chosen to use a default balancing account rather than
the option to recycle journal entries with errors.
10. It also displays the Status for the journal, which can be one of the following:
• Incomplete: You have chosen the option not to complete the journal entry and
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Step Action
saved it as incomplete perhaps to be complete it at a later time.
• Unposted: You have unposted the journal entry from the ledger or ledgers where
it was originally posted. Unposted journal entries cannot be reposted. You can
cancel journal entries that have not yet been posted.
• Valid: The journal entry has been edited and is ready to be posted.
• Can't Unpst: (cannot unpost) This is a journal entry created as part of an upgrade
from one education and government PeopleSoft release to another release and as
such will not be encountered in the usual day-to-day processing of journal entries.
An upgrade journal entry cannot be unposted.
11. The Budget Status is displayed for the control budget ledger if you use the
Commitment Control option and can be:
• Error: The entry failed to pass budget checking.
• Not Chk'd: (not checked) The Budget Processor has not processed the entry.
• Valid: The entry passed budget checking and the process updated the control
budget.
• Warning: The Budget Processor issued a warning. This means the control budget
did not have sufficient funds. However, it passed budget checking because the
Commitment Control Option for the control budget is set to Tracking with Budget
or Tracking without Budget on the Control Budget Definitions page. It may also
be over the budget amount, but less than the tolerance amount.
12. The Journal Line Totals group box displays the number of lines in the journal
entry and the total amount of the debits and credits.
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Step Action
13. Click the Journal Lines tab.
14. The Journal Line Data group box lists the journal line data, including the
template's ChartFields, the Transaction Amount DR (debit), and Transaction
Amount CR (credit).
15. Click the Template List link to go the Journal Entry Template List page, where
you can select the template that defines which columns appear in the lines scroll
area.
Step Action
16. Scroll to the right to view all the line data.
17. Scroll to the right to view all the line data.
18. The last field that displays on the journal line is N/R, which indicates:
• N if the line amount is a normal debit or credit.
• R if the line amount is a reversed debit or credit.
19. You have successfully viewed the status of a journal, viewed header information for
the journal, and viewed line details for the journal.
End of Procedure.
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Viewing the Message Log

When a background process is executed, it generates informational and error messages.
PeopleSoft allows you to view the messages generated by the process. You can also view the time
of the process. The messages generated by a process are logged into system tables. All processes
share the same tables. As a result, a commit occurs only after a message is inserted into the
Message Log table. This prevents the process from locking the table.
After you have posted a journal, you need to verify whether the journal was posted successfully
or not. You can view the message log to verify the status of the journal posting request.
Consider this scenario: Your supervisor wants to know the request status of a journal that was
posted by you. You need to check the status of the Journal Posting Request process and view the
messages, if generated during the process.
Procedure
Step Action
1. Begin by navigating to the Message Log - Search page.
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2. Click the Background Processes link.
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3. Click the Review Message Log link.
Step Action
4. Enter the desired information into the Process Instance field. Enter "5403".
6. The Message Log - Search page enables you to specify which process you want to
view.
7. Use the View By list to select a value by which you want to view the process. For
this example, accept the default value in the list.
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Step Action
9. The Message Details page enables you to view the status of the requested process
and its associated messages.
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10. Click the Details link to view the message code number and additional message
information related to your process.
Click the Details link.
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Step Action
11. The page displays a message that the process completed successfully.
12. You have successfully verified the status of a posting request.

End of Procedure.
Copying a Journal
PeopleSoft General Ledger enables you to copy the information of an existing journal. Copying a
journal saves time as you can use an existing journal as the basis for a new journal entry. You can
also copy posted journals or the ones that are not posted, and then change the header or detail
lines, as required.
Consider this scenario: The Controller wants you to create new journal entries. However, you
find that the new journal entries are similar to ones that you have made in the past. To avoid
entering the same information again, you can create a new journal entry based on an existing
journal. You can use the Copying Journals process to do this.
Procedure
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Step Action
1. Begin by navigating to the Copy Journals Request page.
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Step Action
Step Action
4. Click the Copy Journals link.
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Step Action
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7. Enter the desired information into the Run Control ID field. Enter "NewBills1".
9. The Copy Journals Request page enables you to select a journal for copying to
create a new entry in the same business unit.
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Step Action
10. The Process Frequency field enables you to select the frequency with which a
process can be executed.
12. The Unit field represents the business unit of the journal entry and is displayed by
default. For this example, accept the default value.
13. Use the Journal ID field to specify the identification code of the existing journal
that you want to use as the base for the new journal.
Click in the *Journal ID field.
14. Enter the desired information into the *Journal ID field. Enter "GL20000007".
15. In the New Journal ID field, you can enter a new journal ID and change the date.
The copied journal must have a new journal ID.
Click in the *New Journal ID field.
16. Enter the desired information into the *New Journal ID field. Enter
"CLASSCOPYA".
17. The other field values are selected by default. You now need to schedule the process
to run.
Click the Run button.
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Step Action
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Step Action
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Step Action
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23. Notice that the Run Status now reads Success. This indicates that the journal has
been successfully copied.
You now need to review the copied journal.

Click the Create/Update Journal Entries link.
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Step Action
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28. Enter the desired information into the Journal ID field. Enter "CLASSCOPYA".
Step Action
30. The journal that you copied is displayed. You can update the description of the
copied journal if necessary.
Click the Lines tab.
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31. Use the Lines page to modify values for various journal entry fields, such as amount
and ChartField. You can also insert or delete rows, if required.
32. You have successfully copied a journal entry from an existing journal.
End of Procedure.
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Using Commitment Control

Commitment Control is an optional feature within the financial product line. It enables you to
control expenditures against predefined budgets.
PeopleSoft Commitment Control helps you avoid overspending by providing budget checking
and commitment accounting functionality. It can automatically check commitments and
expenditures against control budgets, spot any exceptions, freeze the affected transactions, and
notify you of the exceptions, enabling you to limit commitments and actual expenditures to
authorized budget amounts.
Because Commitment Control enables you to establish extensive and flexible budgetary controls,
you can forecast the final costs of a project and take timely corrective action to avoid excessive
deviations from the budget.

• Enter a Commitment Control budget.
• Update a budget journal using the Journal Line Copy Down feature.
• Enter a journal using Commitment Control.
• Inquire on budget transactions.
Entering a Commitment Control Budget

Commitment Control enables you to control expenditures against predefined budgets. When
you have financial obligations (such as a pre-encumbrance from a requisition, an encumbrance
from a purchase order, or an actual expenditure from a voucher), you use the Budget Processor to
check against the control budgets to ensure that sufficient budget amounts exist. The transactions
that do not have sufficient budget amounts become exceptions. The exceptions may be errors or
warnings. The type of control budget that the transaction is checked against determines whether
insufficient or non-existent funds result in an error or a warning. The system does not permit a
transaction with the status of error to continue. The system does permit a transaction with the
status of warning to continue, but it sends a notification of the warning to select users.
In this topic, you will identify errors for budgets that fail the edit or post process and ensure that
you have not surpassed your budgeted funds for a specific period.
Procedure
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Step Action
1. Begin by navigating to the Budget Header page.
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Step Action
2. Click the Commitment Control link.
Step Action
3. Click the Enter Budget Journals link.
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Step Action
6. Enter the desired information into the Journal ID field. Enter "CCBJ1".
8. The Budget Header page enables you to specify budget header information, such as
the business unit, journal ID, journal date, ledger group, budget entry type, and
currency.
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Step Action
9. Use the Ledger Group field to enter or select the ledger group for posting.
Enter the desired information into the *Ledger Group field. Enter "CC_ORG".
10. Click the Refresh button.
11. Notice that the Fiscal Year, Period, Control ChartField, Rate Type, and Budget
Type fields are populated automatically.
12. The Currency field inherits the base currency for the primary ledger of the General
Ledger group to which this budget is attached.
Select a new currency if you wish to override the default. Control budget amounts
can be entered in any currency, but the Budget Processor and Budget Posting
process converts them into base currency amounts for validating budget amounts
and verifying the availability of funds when you process source transactions.
The currency code entered here is used as the default currency for the budget
journal lines.
13. For budget entries using the Enter Budget Journals component these values are
available:
• Select Original if this is an original budget entry being made for the first time.
• Select Adjustment if this is an adjustment to an original budget amount.
If you do not activate security for the Budget Entry or Adjustment event and for the
Budget Transfer event, anyone who has general security access to the page is able to
enter, adjust, and transfer budget amounts.
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Step Action
14. Click in the Long Description field.
15. Enter the desired information into the Long Description field. Enter "Budget
Entry".
Step Action
16. Click the Budget Lines tab.
17. The Budget Lines page enables you to specify the monetary and statistical amounts
and the ChartField values for each transaction. After you specify the header and
lines, you can request journal processing on this page.
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Step Action
18. Click in the Budget Period field.
19. Enter the desired information into the Budget Period field. Enter "2003".
20. The Account field classifies the nature of a transaction for corporate accounts.
22. The Dept field indicates who is responsible for or affected by the transaction.
25. The Amount field specifies the amount for the budget of this ChartField
combination.
Click in the Amount field.
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Step Action
35. Click the Base Currency Details tab.
36. Review the information on this page.

37. Review the information on the remaining part of this page.
38. As with other journals, you can create and post budget journals to the ledger that is
specified in the journal header. Unlike the other budgeting methods, however, you
do not directly update the ledger balances table. Rather, the posting process updates
the ledger table and retains the journal entry as an audit item. In this way, you
generate an audit trail to record the original budget and subsequent changes.
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Step Action
39. Click the Yes button.
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40. Click the Budget Errors tab.
Step Action
41. The Budget Errors page enables you to view header and line detail messages for
budgets that failed the edit/post process. When the Commitment Control Posting
process encounters errors during editing, it marks the journal lines and recycles the
journal. The system saves a recycled journal, but it does not post the journal until
you correct the errors.
42. The Budget Processor issues errors for the following exceptions:
• Transaction amount exceeds the budget and is over the tolerance amount for the
budget.
• There is no budget for the transaction.
• The transaction line contains an account value that you defined as an offset
account in the control budget definition.
• The budget date does not fall within the beginning and ending dates that you
defined in the control budget definition.
• The budget is closed.
• The budget is on hold.
43. When the Budget Processor creates an error exception, the transaction cannot
continue and the process does not update the budget.
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Step Action
When you receive budget checking errors for source transactions, you have four
options to resolve the error:
• Reduce the amounts of the transaction or delete the transaction.
• Increase the amount of the budget.
• Override a single budget for the transaction using the Budget Override option.
• Override budget checking for the entire transaction using the Transaction Override
option.
44. Notice there are no journal headers or lines marked for error in both Header Errors
and Line Error regions.
45. You have successfully checked for errors for budgets that fail the edit/post process
and ensured that you have not surpassed your budgeted funds for a specific period.
End of Procedure.
Updating a Budget Journal Using Journal Line Copy Down

When adding journal lines to a budget journal, all values from the previous line are automatically
copied to the new line. You might not want to use all the field values from the previous line
entries. To define which fields you want to copy to the next line, use the Journal Line Copy
Down feature on the Budget Lines page.

In this topic, you want to add a new line to an existing budget journal. You want to use some of
the same field values as the existing lines, but not all of them. To make the process of adding a
new line quicker, you will specify which fields you want to copy to the next line.
Procedure
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Step Action
1. Begin by navigating to the Budget Lines page.
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Step Action
Step Action
3. Click the Enter Budget Journals link.
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Step Action
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Step Action
5. Enter the desired information into the Business Unit field. Enter "EGV01".
Step Action
8. Click the Budget Lines tab.
9. Use the Budget Lines page to enter the transaction lines making up the journal,
which means the monetary and statistical amounts and the ChartField values for
each transaction.
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Step Action
10. The Budget Lines page can be viewed more easily if you close the menu pagelet.
11. To add additional journal lines to the scroll, enter the number of lines you wish to
add in the Lines to add field and click the Insert Journal Lines button.
You can also just click the Insert Journal Lines and Delete Selected Journal
Lines buttons to add or delete lines.
When adding lines, all fields from the previous line are copied to the new line or
lines.
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Step Action
12. You can limit the fields that are copied by clicking the Journal Line Copy Down
link to access the Journal Entry Copy Down Option page, where you can select
fields for copying.
Click the Journal Line Copy Down link.
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Step Action
13. The Label Text column lists the ChartField options that can be copied.
Click the View All link.
14. The Copy Down column contains the check boxes that enable you to select the
items that you want copied. If you clear the check box, the field will not be copied
to the next line.
Click the Amount option.
15. Click the Fund option.
16. Click the Program option.
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Step Action
18. When you add a line, it will be added to the end of the list in the scroll area.

21. Notice that all the values except the ones you specified not to copy were copied
down from the previous line.
You can now enter the values that are different from the previous line.
Click in the Fund field.
22. Enter the desired information into the Fund field. Enter "F600".
26. You have successfully updated a budget journal using the Journal Line Copy Down
feature.
End of Procedure.
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Entering a Journal Using Commitment Control

PeopleSoft General Ledger enables you to budget check a journal against a Commitment Control
ledger group and ledger. For a journal entry to be edited or posted against a Commitment Control,
you must specify a Commitment Control Ledger Group and Commitment Control Ledger. The
specific Commitment Control ledger group and ledger is created during the Commitment Control
setup.
In this topic, you enter a journal entry using a commitment control. To do this, you need to
specify the Commitment Control ledger group and ledger.
Procedure
Step Action
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Step Action
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Step Action
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Step Action
7. Enter the desired information into the Journal ID field. Enter "CCJ01".
9. The Header page enables you to select a Commitment Control ledger group for a
Commitment Control journal.
Step Action
10. Enter the desired information into the Long Description field. Enter "To correct
the expenses".
11. Use the Ledger Group field to specify the ledger group to which this journal posts.
For this example, accept the default value.
12. Use the Source field to select a journal source that represents how the journal is
processed.
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Step Action
15. The Lines page enables you to record the transactions making up the journal, the
debit and credit entries, and check the budget status.
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Step Action
16. Click the Template List link.
17. The Journal Entry Template List page enables you to specify a previously created
template that defines which columns appear in the Lines scroll area. Fields are
visible on journal lines unless you create specific journal entry templates to make
them unavailable.
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Step Action
18. For this example, you need to use the template whose ID is CC. Therefore, you need
to clear all other template types.
Click the STANDARD option.
19. Click the CC option.
21. Use the Unit field to display the business unit code. The Ledger field indicates that
all the journal lines are posted to that ledger.
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Step Action
22. The Account field classifies the nature of a transaction.
24. The Fund field specifies the primary structural units of the education and
government accounting.
26. The Dept field indicates who is responsible for or affected by a transaction.
29. The Amount field specifies the amount of the transaction.
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Step Action
36. Notice the Amount field is automatically populated with the amount to balance the
journal.
37. You next need to edit the journal.
Step Action
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Step Action
39. The journal has been edited and is ready for posting. Notice that the journal status
has changed to V.
40. You have successfully entered a journal using commitment control.
End of Procedure.
Inquiring on Budget Transactions

Inquiring on specific transactions is always important for audit tracking purposes. Commitment
Control gives you the ability to inquire on budget transactions that were entered directly into the
General Ledger via commitment control. You also have the ability to make your search as narrow
or wide as you want. If you are looking for a specific budget, it would be wise to enter as many
known variables as you know.
Consider this scenario: You are reviewing budget details for the year. You posted budget
transactions into the General Ledger via commitment control. Now, you need to view specific
budget detail for a single control budget.
Procedure
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Step Action
1. Begin by navigating to the Commitment Control Budget Details page.
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Step Action
Step Action
3. Click the Budget Details link.
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Step Action
4. Use the Budget Details search page to specify budget detail search criteria and
select a row to view specific budget detail for a control budget.
5. Click in the Ledger Group field.
6. Enter the desired information into the Ledger Group field. Enter "CC_ORG".

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Step Action
10. Click the Drill to Ledger button to access the Ledger page.
By clicking Drill to Ledger for any of the other ledger amounts, such as expense,
encumbrance, or pre-encumbrance, you can access their related Ledger page.
Click the Drill to Ledger button.
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Step Action
11. The displayed lines consist of the Budget ChartFields and Amounts for each
budget activity.
You can drill down to view the details for the line.
Click the Drill Down button.
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Step Action
12. You can view the chartfield details.
You can also view the details for the amounts.

Click the Amounts tab.
13. From either tab, you can open the budget journal associated with this line.
Click the Show Journal Detail button.
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Step Action
14. A new window opens, displaying the associated budget journal.
Click the Close button.
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Step Action
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Step Action
16. Click the Drill to Activity Log button to display the budget activity lines on the
Activity Log page.
Click the Drill to Activity Log button.
17. When you click the Drill to Activity Log Inquiry button, a system generated
Activity Log Inquiry, named PS_AUTO, is created for the specific line.
It creates a one time or a reusable inquiry to view transaction lines and affected
budgets for budget-checking transactions of a single source transaction type.
Step Action
19. In the Max Rows field, enter the number of lines that you prefer to see when you
drill down to the ledger or the activity logs. The default value is 100 lines.
There are possible issues with processing time outs that you can resolve by
observing the system issued messages and adjusting the maximum rows
correspondingly.
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Step Action
20. Click the Attributes link to open the Budget Detail Attributes page, where you
can view the budget status, Commitment Control option, begin and end dates, and
budget tolerance for the control budget.
Click the Attributes link.
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Step Action
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Step Action
22. Click the Display Chart button to display a two-dimensional bar chart graph if the
budgeted amount is not equal to zero, or a pie chart if the budgeted amount is equal
to zero or a budget does not exist.
Click the Display Chart button.
23. Scroll down to view the chart.

25. Close the view.
Click the Hide Chart button.
26. The Available Budget group box indicates the amount of the budget that is still
available, including associated revenue. The ledger group definition specifies which
ledgers affect spending or the available budget.
27. The Without Tolerance field displays the total amount available, excluding the
tolerance percentage. For example, if the total budget is 1000 and you have
committed or expended 900, the amount available would be 100.
28. When you click the View Related Links button, the calculation method used for
this figure displays.
29. The Percent field displays the percentage of the budget available.
30. The With Tolerance field displays the total amount available including the
tolerance percentage. For example, if the total budget is 1000, you have committed
or expended 1010, and the tolerance percentage is 10 percent, the amount available
would be 90.
31. Click the View Related Links button to view the formula used for the system
calculation of the Without Tolerance field and With Tolerance field amounts and
their percentages.
Click the View Related Links button.
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Step Action
33. The Budget Exceptions group box lists the number of errors and warnings that
exist for the budget.
34. You have successfully viewed specific budget details for a single control budget.
End of Procedure.
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Using Open Item Accounting

It is often necessary to track the details of general ledger accounts that do not have sub-ledgers.
There are instances where you do not want to create separate accounts, but do want to track sub-
balances within accounts. You can use Open Item Accounting to maintain items, such as
employee advances, for each individual employee without creating separate general ledger
accounts.
Open Item accounts are typically balance sheet accounts that require sub-ledger detail, such as
employee advances. Using Open Item accounts lets you track items for multiple, uniquely-
identifiable key values in a single account.
Using Open Item accounts in PeopleSoft allows for the automatic maintenance of tracking Open
Item accounts.

• View an open item account definition.
• Enter open item journals.
• Review open item accounts.
Viewing an Open Item Account Definition

Open Item accounts are balance sheet accounts in which you track open transactions until they
are resolved. An example of an Open Item account would be an employee advance. Open Item
accounting in PeopleSoft General Ledger enables you to define, control, and maintain sub-ledger
detail typically for selected balance sheet accounts used in open item transactions. Using Open
Item accounts lets you track items for multiple, uniquely-identifiable key values in a single
account.
Consider this scenario: You want to track employee advances and related expenses with a single
general ledger account. However, you have several employees who are submitting expenses and
you want to track the balance of each employee's advances separately. You have already created
an account for employee advances and marked it as an Open Item account. You are going to
review this chartfield definition.
Procedure
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Step Action
1. Begin by navigating to the ChartField Values page.
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Step Action

Step Action
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Step Action
6. The ChartField Values page is used to define the ChartField values.
The Account values are used in combination with other ChartField values to create
journal entries.
Click the Account link.
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Step Action
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Step Action
10. The Account page enables you to record ChartField information for a general
ledger account.
12. The Status field specifies the status of the account as either Active or Inactive.
13. The VAT Account Flag field indicates the relation to VAT processing for the
account.
14. Clicking the OpenItem Account option activates Open Item processing for tracking
and matching debits and credits that post to this account.
15. The Edit Record field specifies the name of the table against which you want to
validate the Open Item search key.
16. The Edit Field field specifies the name of the field from the Edit Record table to
match against your Open Item key.
17. The Prompt Table field specifies the name of the prompt table that is to return the
current actual Open Item rows for the account.
18. The Description of OpenItem field specifies a description to appear in prompt lists,
reports, and online inquiries.
19. You have successfully viewed an Open Item account definition.
End of Procedure.
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Entering Open Item Journals

PeopleSoft General Ledger enables you to designate certain accounts as Open Item accounts so
that you can easily track and maintain groups of transactions within the account without defining
each item as a separate ChartField value.
When you create a journal entry with an open item account, you are required to specify an Open
Item key. It is this reference that groups transactions within an account. When the balance of a
particular group equals zero, PeopleSoft automatically closes all open items corresponding with
that key. PeopleSoft enables you to define fields and records against which you can validate the
Open Item keys.
Consider this scenario: Two employees at your company requested advances in the month of
February. Your goal is to create a journal entry for these two advances using their employee IDs
as the open item keys.
Procedure
Step Action
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Step Action
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Step Action
5. Use the Journal ID field to specify the ID for the Employee Advances journal. For
this example, the ID for this journal is EMPLADV01.
6. Enter the desired information into the Journal ID field. Enter "EMPLADV01".
Step Action
9. Enter the desired information into the Long Description field. Enter "Employee
advances 2005".
10. Use the Ledger Group field to specify the ledger group name to which this journal
is posted. For this example, accept the default value.
11. Use the Source field to identify the source of the journals and indicate the various
options for entering and editing journals. For this example, accept the default value.
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Step Action
13. The Lines page enables you to record the transactions for creating journal debit and
credit entries. After you specify the header and lines, you can request further
processing on the page.
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Step Action
15. Use the Unit field to specify the business unit to which the journal lines are posted.
16. The Ledger field displays ledger to which the journal lines are posted.
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Step Action
17. Use the Account field to determine the nature of a transaction by providing a
classification code.
19. Use the Amount field to enter the amount of the transaction.
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Step Action
22. Use the Calculate field to determine how and which foreign amount, exchange rate,
and base amount values are calculated for the line item. The default calculation rule
is System Rule. For this example, accept the default value.
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Step Action
23. The Open Item Key field appears on the Standard template because the template is
modified to display this particular ChartField. Specify the value for the Open Item
Key field. For this example, use the employee ID as the open item key.
Click in the Open Item Key field.
24. Enter the desired information into the Open Item Key field. Enter "KU0006".
25. You need to add an additional employee advance.
27. Retain the value for employee advances that is populated in the Account field.
28. Replace the value in the Amount field with the value 190.
30. Click in the Open Item Key field.
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Step Action
34. Enter the account code for petty cash.
37. Verify that the amount in Lines 1 and 2 balance the amount in Line 3.
39. Next, you need to edit and post the journal.
Use the Process list to initiate the required task. By default, Edit Journal is selected
in the list. You can click the Process button to edit the journal.
Step Action
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Step Action
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Step Action
45. Notice that Journal Status is now P indicating that the journal is posted.
46. You have successfully entered a journal using the Employee Advances account and
two open item keys. By posting this journal, these employees now have open item
balances.
End of Procedure.
Reviewing Open Item Accounts

You can view the transaction balance and status of open item accounts online. The Review Open
Item Status page enables you to review current balances and activity of an open item account.
Consider this scenario: The two employees to whom you gave the advances now have Open Item
balances in the system. Your supervisor wants some information on these accounts. Your goal is
to review the two Open Item keys in PeopleSoft so that you can give your supervisor the required
information.
Procedure
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Step Action
1. Begin by navigating to the Review Open Item Status page.
Step Action
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Step Action
3. Click the Review Status Online link.
4. The Review Open Item Status page enables you to review current balances and
activity of an Open Item account. You can also search by department ID, product
code, project ID, affiliate, or currency. This will help you to narrow the list of open
items retrieved.
5. In the Unit field, enter or select a business unit for which you want to display a list
of Open Item Balances.
6. In the Ledger field, enter the name of the ledger for which you want to display a list
of Open Item Balances.
7. In the Inquire field, select Open, Closed, or Both option to display the status of
Open Item Balances at the summary level.
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Step Action
12. Clicking the Search button displays the results in the Open Item Balances region.
13. Three read-only fields, Selected, Total, and Base Currency appear at the bottom of
the page.
14. Click the Open Item Key link to view the details of this Open Item balance.
Click the KU0006 link.
15. The information in the Open Item Transactions region displays the Journal ID,
Journal Date, and the transaction amounts of each open item transaction that the
Open Item key has in the system.
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Step Action
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Step Action
17. Next, view the Open Item information for the second employee.
20. Click the scrollbar.
22. Click the KU0008 link.
Step Action
24. You have successfully reviewed the transaction balance and status of two Open
Item accounts online.
End of Procedure.
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Using Interunit/Intraunit Accounting

A business can have accounting transactions between multiple centralized or decentralized
business units. If your organization has multiple business units that maintain their own set of
books, you will probably need to do interunit accounting at some point.
Interunit accounting is the process of recording journal entries for different business units in a
single transaction. Interunit accounting automates the process of accounting for related-party
transactions that impact multiple business units concurrently. Interunit processing automates
those transactions that involve more than one value in a lower-level balancing ChartField, such as
a fund or department.
Interunit transactions can be either Inter-Entity or Intra-Entity:

• Inter-Entity: Transactions occur between legal or reporting entities of an organization. The
transaction crosses entity lines because the business units involved belong to different entities.
• Intra-Entity: Transactions occur within the same legal or reporting entity. This means that the
business units involved are within the same entity.
Each business unit that is a part of an interunit transaction must have values defined to create the
proper interunit accounting entries in PeopleSoft. These defined values are called ChartKey
values. The ChartKey values identify the accounts against which interunit amounts will be
recorded. The accounts are necessary to ensure that books for each business unit balance
individually.
Intraunit transactions are related-party transactions that occur within the same PeopleSoft
business unit. InterFund transfers are a good example of an intraunit transaction. PeopleSoft
enables you to create intraunit journal entries on various ChartFields. Some common examples
include InterFund, InterDepartmental, and InterOperating unit transactions that provide the
corresponding balancing entries.

• Create an interunit journal entry.
• Create an intraunit journal entry.
Creating an Interunit Journal Entry

Interunit accounting is the process of recording journal entries for different business units in a
single transaction. Interunit ChartKeys can be defined when business units are being set up or
later for existing business units. Any business unit that has interunit activity must have at least the
Accounts ChartField defined. If no additional ChartFields are defined, you should use different
account numbers as the interunit account for different business units.
If necessary, you can also define ChartKey values for other ChartFields. Alternatively, you can
define separate accounts for interunit debits and credits.
When the Journal Edit process is run on journal entries, PeopleSoft automatically creates the
balancing journal lines for each business unit's Due To and Due From account. When the journal
entry is saved, a header is created for all business units involved.
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You can update or display interunit journal entries, including those entries created during the
Journal Edit process, by opening the original journal entry.
Consider this example to understand interunit accounting. Business unit A15 purchases $2,000 of
office supplies on behalf of business unit B22. A journal entry is created to record the purchase
that has the following lines:
• B22 8805 Office Supplies 2,000
• A15 2010 Accounts Payable 2,000
After saving this journal entry, you must run the Journal Edit process for the entry to be valid.
The process can be run individually or as part of a batch during the next regularly scheduled
Journal Edit process. In either case, after the Journal Edit process is run, PeopleSoft creates
journal lines for each business unit to balance that individual unit's books. The journal entry now
looks like this:
• B22 8805 Office Supplies + 2,000
• B22 10301 Due to/from A15 - 2,000
• A15 10302 Due to/from B22 + 2,000
• A15 2010 Accounts Payable - 2,000
The net effect of the journal entry is the same except that each individual business unit's books
are balanced and the consolidated books will also balance. During consolidation, the Due
To/From accounts will have no balance because these transactions will be eliminated.
Using interunit accounting, PeopleSoft automates the process of creating to and from accounting
entries between business units or divisions that maintain independent sets of books and have
transactions between them. The interunit accounts are defined in the General Ledger Account Set-
Up pages.
Consider this scenario: Your company has recently purchased some equipment for its Canadian
office. Your goal is to create an interunit journal entry that allocates the equipment to the
Canadian business unit for two accounts.
Procedure
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Step Action
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Step Action
Step Action
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Step Action
6. Enter the desired information into the Journal ID field. Enter "INTERUT01".
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Step Action
9. Enter the desired information into the Long Description field. Enter "Computer
hardware purchased by US001 for US003".
10. Use the Ledger Group field to select the ledger group to which this journal posts.
For this exercise, accept the default value.
11. Use the Source field to determine the various options for entering and editing
journals. For this exercise, accept the default value.
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Step Action
13. Use the Lines page to enter journal entry line information.
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Step Action
15. Use the Unit field to enter or select the business unit code.
16. The Ledger field indicates all the journal lines that are to be posted to that ledger.
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Step Action
17. An account classifies the nature of a transaction. You can either enter or select an
account ID.
19. Use the Amount field to enter the transaction amount.
21. Next, you add a new journal entry line.
23. Enter the business unit of the company you are doing business with.
24. Enter the account number for the second business unit.
27. The same amount is displayed by default in the second journal entry line.
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Step Action
29. Notice that the Journal Status is N. This indicates that the journal entry has not been
edited and, therefore, cannot be posted.
Step Action
31. The message box displays that the journal INTERUT01 is saved.
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Step Action
32. Click the Inter/Intraunit button.
33. Use the Process button to create two additional journal lines, one for each business
unit.
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Step Action
35. Notice that two additional journal lines have been added to the journal in the Lines
section.
36. Notice that the Journal Status changes to V. This indicates that the journal entry has
passed editing and is ready to be posted.
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Step Action
37. Next, you need to post the journal.
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Step Action
41. Note that the Journal Status has now changed to P. This indicates that the journal
entry has been saved and posted to the ledger.
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Step Action
42. You can now review the interunit journal that you just posted.
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Step Action
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Step Action
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Step Action
Step Action
46. Enter the desired information into the Inquiry Name field. Enter "IUREV1".
48. Use the Journal Inquiry page to enter and view journal header details. Journals can
be searched and viewed based on the criteria you specify on this page.
49. The Unit field displays the default business unit code. For this exercise, accept the
default value.
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Step Action
50. Use the Ledger field to define the ledger for which you want to retrieve data.
58. Click in the Status field.
59. Enter the desired information into the Status field. Enter "P".
61. The Journals section displays a list of posted journals. If you want to review a
journal, you can click the link corresponding to that journal.
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Step Action
Step Action
62. The Journal Inquiry Details page appears.
Review the Journal Header information. Scroll down to review the Journal Line
information.
63. To review the journal information of the second business unit, search for US003
business unit.
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Step Action
64. Enter the desired information into the *Unit field. Enter "US003".
66. Click the Journal ID link.
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Step Action
68. Return to the Journal Inquiry page to complete this topic.
69. You have successfully created and posted an interunit journal entry and reviewed
the intercompany journals.
End of Procedure.
Creating an Intraunit Journal Entry

Intraunit transactions are related-party transactions that occur within the same PeopleSoft
business unit. PeopleSoft enables you to create intraunit journal entries on various ChartFields.
Some common examples include InterFund, InterDepartmental, and InterOperating unit
transactions that provide the corresponding balancing entries.
Consider this scenario: Your company needs $10,000.00 for a community development project it
is contributing to in Albuquerque, New Mexico. Create an InterFund transfer from All Funds to
General Unrestricted Funds to cover this project's expenses. Then, post the journal and review its
status online.
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Procedure
Step Action
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Step Action
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Step Action
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Step Action
5. Enter the desired information into the Business Unit field. Enter "FED01".
7. Enter the desired information into the Journal ID field. Enter "INTERFND1".
Step Action
10. Enter the desired information into the Long Description field. Enter "Interfund
transfer from All Funds to Gen Unrestricted".
11. Use the Ledger Group field to select the ledger group to which this journal posts.
12. Use the Source field to determine the various options for entering and editing
journals. For this example, accept the default value.
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Step Action
14. Use the Lines page to enter journal entry line information.
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Step Action
16. Use the Unit field to enter or select the business unit code.
17. The Ledger field indicates all the journal lines that are to be posted to that ledger.
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Step Action
18. An account classifies the nature of a transaction. You can either enter or select an
account ID.
20. Funds are the primary structural units of Education and Government accounting.
22. Use the Amount field to enter the transaction amount.
23. Enter the desired information into the Amount field. Enter "-10000".
26. As you are creating an intraunit journal entry, you need not change the business
unit. However, to transfer funds from All Funds to General Unrestricted Funds, you
need to change the fund information for the second journal entry line.
Enter fund information for the second journal entry line in the Fund field.
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Step Action
29. Accept the default value in the Amount field for the second journal entry line.
Step Action
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Step Action
33. You will now assign interunit anchors for the intraunit journal entry lines.
Click the Inter/Intraunit button.
34. Use the Fund field to specify the fund information for each IU group.
36. Click the Add Multiple Rows button.
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Step Action
37. The Explorer User Prompt dialog box is displayed. Enter the number of rows you
want to add in this dialog box. The value 1 is displayed by default.
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Step Action
38. Enter fund information for the second IU group.
Enter the desired information into the Fund field. Enter "F100".
39. Next, you post the journal entry. Use the Process drop-down list box to specify the
process you need to run on the journal entry.
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Step Action
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Step Action
44. Notice that the value in the Journal Status field has changed to P. This indicates that
the journal entry has been posted to the ledger.
Step Action
45. You can now review the intraunit journal you posted.
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Step Action
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Step Action
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Step Action
48. Use the Add a New Value tab to review the posted journal. First add a new inquiry
and then search for the journal using the FED01 business unit.
Step Action
49. Enter the desired information into the Inquiry Name field. Enter "INTERFND01".
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Step Action
52. Use the Unit field to enter or select a business unit for which you want to review
summary and detail journal information.
Enter the desired information into the *Unit field. Enter "FED01".
53. Use the Ledger field to specify the ledger for the inquiry.
62. The Journals section displays a list of journals posted within the specified period. If
you want to review a journal, you can click the link corresponding to that journal.
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Step Action
Step Action
63. Review the Journal Header information. Scroll down to view the Journal Lines
information.
64. Return to the Journal Inquiry page to complete this topic.
65. You have successfully created and posted an intraunit journal entry and reviewed it.
Intraunit transactions are related-party transactions that enable you to transact
within the same business unit.
End of Procedure.
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Processing Multiple Currencies

If your company operates in multiple countries and needs to report or transact business in
currencies other than the base currency, you will need to process multiple currency transactions.
Processing multiple currencies allows reporting and business transactions in multiple
currencies.
Just as there are several countries, there are several currencies used in the world market. If your
company operates in more than one currency, it becomes necessary to convert currencies.
Therefore, it is important that you understand market rates, also called exchange rates, and rate
types.
A currency exchange rate is the ratio of equivalency between two different currencies. In other
words, how much of unit A is required to make one unit of B? Generally, exchanges involve the
conversion of one currency into another; however some exchanges require the use of an
intermediary (or reference) currency. This process is called triangulation. Triangulation is the
conversion of one currency into another currency through an intermediate third currency
conversion. Exchange rates are defined based on the rate type. Examples of rate types are average
rate, official rate, and historical rate.

• View currency codes.
• View European common currency codes.
• Use the currency exchange calculator.
• View a currency quotation method.
• Enter a market rate definition.
• Enter a market rate index.
• Enter a market rate type.
• Enter a market rate.
• Calculate cross rates and reciprocal rates.
• View revaluation steps.
• View translation rules.
• Enter a translation step.
• Prepare for the Translate Within Ledger process.
• View a multicurrency process group.
• Process a multicurrency group.
• View journal entry currency defaults.
• Enter a journal in a foreign currency.
• Create and process a journal with VAT.
Viewing Currency Codes

Currency codes are defined to identify the currency available for use in PeopleSoft General
Ledger. The Currency Code page enables you to record currency descriptions, symbols, and
information on associated countries.
Consider a scenario: Your company has added a U.S. client to its list and wants to add a currency
code for
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U.S. Dollar (USD) to perform transactions. The company has already added USD in the
application. You need to view the currency code for the U.S. Dollar.
Procedure
Step Action
1. Begin by navigating to the Currency Code page.
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Step Action
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Step Action
4. Click the Currency Code link.
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Step Action
5. Enter the desired information into the Currency Code field. Enter "USD".
Step Action
7. The Currency Code page enables you to record currency descriptions, symbols,
and information about associated countries.
8. Use the Effective Date field to enter the date on which this code is valid. Using a
date far in the past ensures that the value will be available for any record requiring
the use of this code.
9. Use the Status field to indicate whether the currency code is active or inactive. If
you inactivate a currency code that is in use, existing transactions are unaffected.
However, the currency code is unavailable for future selections.
Some PeopleSoft applications do not allow you to inactivate a currency code that is
in use.
10. PeopleSoft delivers many currencies with a currency symbol such as $ for
Australian dollar (AUD) or £ for British pound (GBP). You can enter new symbols
for delivered currencies or for currencies that you might add.
11. In the Country field, enter or select the code for the country from which the
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Step Action
currency originates.
PeopleSoft delivers fully populated country, state, and province code tables and
updates these tables as national boundaries and designations change.
12. In the Decimal Positions field, enter the number of decimal positions that should
appear in the notation for the currency. For example, there are two decimal positions
for Australian dollars (500.00 AUD), but no decimal positions for Japanese yen
(500 JPY).
13. In the Scale Positions field, enter the scale positions you want to round for this
currency. This controls how many numbers appear to the left of the decimal when
displayed. The data is actually stored with full precision in the database itself.
For example, if you want all million-dollar amounts displayed as the number of
millions without the zeros, enter 6 as your scale position. In this case, 24,000,000 is
displayed as 24, but is stored in the database as 24,000,000.
14. You have successfully viewed an existing currency code.
End of Procedure.
Viewing European Common Currency Codes

If your company operates in multiple countries or transacts business in foreign currencies, you
might need to process multiple currency transactions. These transactions might also include use
of currencies that participate in the European Common Currency. You can add currency codes to
the list of currencies that participate in the European Common Currency.
In this topic, you view an existing European common currency code, Austrian Schilling.
Procedure
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Step Action
1. Begin by navigating to the Currency - Euro Participating page.
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Step Action
Step Action
4. Click the Currency Codes (Euro) link.
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Step Action
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Step Action
7. Use the Currency Codes (Euro) component to enter currencies in the process of
being replaced by the Euro or for countries newly participating in the Euro. To
update the currency, set the Status to Active.
Do not attempt to modify the currency quotation methods for currencies that are
linked to the Euro.
8. You have successfully viewed a currency code from the list of currencies in the
European Common Currency.
End of Procedure.
Using the Currency Exchange Calculator

A currency exchange rate is the ratio of equivalency between two different currencies. If a
company operates in multiple currencies, it becomes necessary to convert currencies.
Consider this scenario: Your company operates in multiple European countries and transact
business in currencies other than your base currency. You need to calculate the currency
exchange between a Euro (EUR) and the US Dollar (USD) at the current exchange rate.
Procedure
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Step Action
1. Begin by navigating to the Currency Exchange Calculator page.
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Step Action

4. Click the Currency link.
Step Action
5. Click the Currency Exchange Calculator link.
6. The Currency Exchange Calculator page enables you to quickly compute the
converted amount of an exchange between two currencies.
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Step Action
7. Enter the amount you want to calculate in the From Amount field.
The currency exchange is based on the From Amount that you enter and the
current exchange rate set up on the Market Rates page.
Enter the desired information into the *From Amount field. Enter "100".
8. In the From Currency Code field, select or enter the currency code from which to
calculate the exchange amount.
Click in the *From Currency Code field.
9. Enter the desired information into the *From Currency Code field. Enter "EUR".
10. In the To Currency Code field, select or enter the currency code to which to
calculate the exchange amount.
In this example, retain the default value.

11. Use the Exchange Rate Type field to specify the type of exchange rate.
Click in the *Exchange Rate Type field.
12. Enter the desired information into the *Exchange Rate Type field. Enter
"CRRNT".
13. Use the Effective Date field to specify the date you want to use for the conversion.
The system populates this field with the current system date. You can override this
value, if required.
14. Click Calculate to calculate the amount and display it in the Converted Amount
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Step Action
field.
Click the Calculate button.
Step Action
15. The calculated amount is displayed in the Converted Amount field.
16. You have successfully calculated the currency exchange between a Euro and the US
Dollar at the current exchange rate.
End of Procedure.
Viewing Currency Quotation Methods

Currency Quotation is a direct quotation in the foreign exchange markets where the value of
currency is stated as a per unit measure of a foreign currency. PeopleSoft General Ledger
supports direct and indirect rate quotation, quote units, and triangulation. In this topic, you learn
to set up and maintain a currency quotation method for a From currency/To currency pair.
Consider this scenario: Your company transacts with multiple European countries. You need to
view the currency quotation method for a pair of European countries.
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Procedure
Step Action
1. Begin by navigating to the Currency Quotation Method page.
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Step Action

4. Click the Currency link.
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Step Action
5. Click the Currency Quotation Method link.
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Step Action
6. Enter the desired information into the From Currency Code field. Enter "ATS".
7. Click in the To Currency Code field.
8. Enter the desired information into the To Currency Code field. Enter "BEF".
Step Action
10. The Currency Quotation Method page enables you to record currency quotation
methods between currencies for each From currency/To currency pair.
11. Indicate whether the rates for this currency pair are quoted directly or indirectly. For
example, when defining a currency quotation method for USD and FRF:
• Select Direct if you want 1 USD to equal x.xxxx FRF.
• Select Indirect if you want x.xxxx USD to equal 1 FRF.
Even currency quotation methods for currency pairs that triangulate must be
classified as either direct or indirect. In this case, the value is used to display the
calculated cross rate.
Support for indirect and direct quotation methods allows applications to eliminate
use of calculated reciprocal rates by using a single rate by which you either divide
or multiply, depending on whether the conversion method is direct or indirect.
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Step Action
12. In the Quote Unit field, enter a unit for the exchange rate, as is common business
practice for some currencies. This field can have any value, but is usually a power
of 10.
Sometimes called scaling factors, quote units are often used to preserve more
decimal precision. For example, the exchange rate between Swiss francs (CHF) and
Deutsche marks (DEM) may be stated as 100 CHF = 119.335 DEM instead of 1
CHF = 1.19335 DEM.
13. Select Auto Reciprocate to automatically create or update the rate for the
reciprocal currency pair on the Market Rates page whenever an exchange rate is
added or updated.
For example, if you create a currency quotation method for USD to EUR, the
reciprocal currency quotation method for EUR to USD is automatically created,
regardless of this setting.
When you create a rate for USD to EUR on the Market Rates page, the EUR to
USD reciprocal rate is automatically created if this Auto Reciprocate option is
selected for the currency pair.
If either rate for the currency pair is updated on the Market Rates page, the
reciprocal rate is updated as long as the Auto Reciprocate option is selected for one
of the currencies in the pair.
14. Select Triangulate to triangulate conversions between this currency pair using a
reference currency.
15. In the Reference Currency field, enter the currency for a triangulated conversion.
16. With triangulated currency pairs, there are three exchange rates to consider:
• The rate between the from-currency and the reference currency.
• The rate between the reference currency and the to-currency.
• The calculated cross rate between the from-currency and the to-currency.
Select which of these three rates you want to be the primary visual rate. This is the
rate displayed on the primary pages and reports. For online applications, other
components of the rate can be viewed and modified on the Exchange Rate Detail
page.
17. For triangulated currency pairs, select Allow Override to enable users to override
the cross rates on the Market Rates page and Exchange Rate Detail page.
18. If the Allow Override option is selected, select a Recalculate option to indicate
which of the two other rates should be recalculated to bring the triangle back into
balance again. Because the triangulated rate is initially a calculated rate, if you
allow it to be overridden, the rates used to initially calculate it must be recalculated.
19. You have successfully viewed a currency quotation method.
End of Procedure.
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Entering Market Rate Definition

PeopleSoft's approach to market rates and currency conversion is driven by the need to
accommodate business practices related to the European Common Currency (Euro). In addition to
currency exchange rates, PeopleSoft supports different types of global market rates, such as
interest rates, stock exchange indexes, and economic indicators.
Market rate definitions specify the valid term, currency, and other appropriate combinations for
market rates. If you do not have a market rate definition, the application creates one for you using
the default values. You can set the parameters to initiate action if a rate rises or falls outside of
established limits. The Rate Definition page describes the valid combinations available for
exchange rates.
Consider this scenario: You want to enter the market rate definition for the currency code ADP to
EUR.
Procedure
Step Action
1. Begin by navigating to the Rate Definition page.
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Step Action

4. Click the Market Rates link.
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Step Action
5. Click the Market Rate Definition link.
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Step Action
6. The market rate index name is already populated in the Market Rate Index field.
7. The Rate Definition page enables you to specify trading relationships and tolerance
limit values. You can also specify the action taken when a new rate value exceeds
the specified tolerance value.
Step Action
8. Review the market rate definition information on this page.
Click the Add Row button.
9. The Term, From Currency, Maximum Variance, and Error Type field values
copy down from the previous row.
Specify the appropriate currency code in the To Currency field. This value is used
with the currency code in the From Currency field as part of an exchange rate pair.
Click in the To Currency field.
10. Enter the desired information into the To Currency field. Enter "EUR".
11. Use the Maximum Variance field to modify the percentage of variance allowed
when you maintain the market rate. If the change exceeds the tolerance, an error
results. The default value is 2.50 (2.5 percent).
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Step Action
12. Use the Error Type list to specify the type of error that is generated when the
tolerance limit exceeds the value defined in the Maximum Variance field. The
Error Type can contain values, such as None, Stop, or Warning.
14. You successfully specified a market rate definition.

End of Procedure.
Entering Market Rate Index

The Market Rate Index stores and describes the lists of rates you track. PeopleSoft provides the
flexibility to track currency exchange rates from multiple sources. In this topic, you will learn to
track exchange rates from different sources for the same currency. You also will learn to record a
new index and make it the default index to retrieve currency exchange rates.
Consider this scenario: You want to specify new market rates. To accomplish this, you need to
use the market index and make it the default index from where the system will retrieve the
currency exchange rates.
Procedure
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Step Action
1. Begin by navigating to the Market Rate Index page.
Step Action

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Step Action
5. Click the Market Rate Index link.
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Step Action
Step Action
7. Enter the desired information into the Market Rate Index field. Enter
"MODEL01".
9. The Market Rate Index page enables you to record an index, select a rate category,
and specify the description.
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Step Action
10. Use the Rate Category field to select a rate category from the list. Some valid
values are Commodity Price, Economic Indicator, Exchange Rate, Future Price, or
Interest Rate.
Click the *Rate Category list.
13. Enter the desired information into the *Description field. Enter "Default".
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Step Action
14. Click the Default Exchange Rate Index option to indicate that the index value will
be used as the default index to retrieve currency exchange rates.
Click the Default Exchange Rate Index option.
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Step Action
16. You have successfully defined a market index and made it the default index.
End of Procedure.
Entering Market Rate Type

Market rate types are defined to enable multiple exchange rates between the same currencies.
In this topic, you will add a new market exchange rate for the current rate.
Procedure
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Step Action
1. Begin by navigating to the Market Rate Type page.
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Step Action

Step Action
5. Click the Market Rate Type link.
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Step Action
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Step Action
7. Enter the desired information into the Rate Type field. Enter "CRNT".
9. The Market Rate Type page enables you to enter a description and a short
description for the rate type.
Step Action
10. Enter the desired information into the Description field. Enter "Current Rate".
11. Click in the Short Description field.
12. Enter the desired information into the Short Description field. Enter "Current".
14. You have successfully added a rate type.

End of Procedure.
Entering Market Rates

Market rates, also known as exchange rates, are defined to convert values when items are
entered in a currency other than the base currency for a business unit. PeopleSoft General Ledger
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enables you to maintain market rates. You can track these market rates and change them, if
required.
Consider this scenario: Creative Manufacturing transacts in multiple currencies. You observed
that the market rate for converting Canadian dollars to US dollars has changed in the last week.
You need to use the new market rate for the transactions that occur this week. Your goal is to
enter the new market rate.
Procedure
Step Action
1. Begin by navigating to the Market Rates page.
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Step Action

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Step Action
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Step Action
6. The Market Rate Index field specifies the index containing the lists of rates you
track.
Enter the desired information into the Market Rate Index field. Enter "MODEL".
7. Click in the From Currency Code field.
8. Enter the desired information into the From Currency Code field. Enter "CAD".
9. Click in the To Currency Code field.
10. Enter the desired information into the To Currency Code field. Enter "USD".
11. The Rate Type field specifies the recognized types of exchange rates such as spot,
current, negotiated, average, and historical rates.
Click in the Rate Type field.
12. Enter the desired information into the Rate Type field. Enter "CRRNT".
14. The Market Rates page enables you to enter and maintain market rates.
Step Action
15. Click the Rate Definition link.
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Step Action
16. The Rate Definition page enables you to view or change rate definition rates.
17. The Maximum Variance field specifies the percentage of variance allowed when
you maintain the market rate. If the change exceeds the tolerance, it generates an
error. The default value is 2.50.
18. Use the Error Type field to specify the type of error that results when the tolerance
defined in the Maximum Variance field exceeds during data entry. For this
example, retain the default value.
Step Action
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Step Action
20. To update the exchange rate, insert a new row with a new effective date.
21. The Effective Date field specifies a date from which the new exchange rate is
applicable. PeopleSoft automatically populates the effective date with the current
system date. For this example, accept the default value.
22. Use the Rate field to specify the rate as of the effective date. This field displays the
visual rate. In the case of triangulated exchange rates, it displays the primary visual
rate. The visual rate is the cross rate, but it can also be one of the other component
rates of the triangle.
Click in the *Rate field.
23. Enter the desired information into the field. Enter "1.18870".
24. Click the Exchange Rate Detail button.
25. The Exchange Rate Detail page enables you to view details of the exchange rate,
including current and historic quotes.
26. The Current Quote field displays the current exchange rate used to convert the
value of one currency to the other.
27. The Historic Quote field displays a quote to indicate the quotation method used by
a historic exchange rate if the original quotation method of the historic rate differs
from the current quotation method.
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Step Action
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Step Action
30. You have successfully updated a market rate.

End of Procedure.
Calculating Cross Rates and Reciprocal Rates

When you define the conversion rate from a currency A to another currency B, it is also necessary
to define the reciprocal rate of conversion. However, if you define the conversion rate from A to a
third currency C, the cross exchange rate ratio of currency B to C is not known. PeopleSoft
General Ledger enables you to define exchange definition for the currency automatically and
calculates any reciprocal or cross currencies.
Consider this scenario: Your organization operates in multiple European countries. They need to
report or transact business in other currencies and need to process the Euro currency transactions
based on the current rate. You need to create a report that calculates cross reciprocal rates for the
Euro currency.
Procedure
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Step Action
1. Begin by navigating to the Parameters page.
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Step Action

Step Action
5. Click the Cross/Reciprocal Rate Calc link.
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Step Action
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Step Action
8. Enter the desired information into the Run Control ID field. Enter "CRRR1".
10. The Parameters page enables you to calculate the different inverse and cross
currency rates between specified currencies.
11. In the Market Rate Index field, select or enter a market rate index. Applications
other than PeopleSoft Treasury should use the default index that you select for the
exchange rate. In this example, retain the default.
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Step Action
12. Use the From Common Currency field to specify a currency code to calculate a
reciprocal rate.
Click in the *From Common Currency field.
13. Enter the desired information into the *From Common Currency field. Enter
"EUR".
14. Use the Exchange Rate Type field to enter the currency type for the exchange rate.
Click in the *Exchange Rate Type field.
15. Enter the desired information into the *Exchange Rate Type field. Enter
"CRRNT".
16. In the As of Date field, specify the effective date of the newly created exchange
rates, which are the output of the process. The as of date also determines the rates
used as the basis for the calculations, which are the input of the process.
The report uses the most current currency quotation method for the currency pair as
the input to the process. If the as of date is the current effective rate on the specified
date, it can affect triangulation. For example, a USD to EPC (euro participating
currency) triangulated rate effective April 1, 2004 might be comprised of the EUR
to USD rate also effective April 1, 2004 and the fixed EUR to an EPC rate effective
on the date the newly participating EPC officially becomes a euro participating
currency.
Click in the *As of Date field.
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Step Action
17. Enter the desired information into the *As of Date field. Enter "01/01/2005".
18. Select the Generate Report option to generate a report that displays the cross,
triangulated, and reciprocal rate calculations performed by the process.
19. Select the Override Existing Rates option to have the calculated rates override
rates for the exchange rate type, regardless of the as of date.
20. Select the Generate Reciprocal Rate option to calculate reciprocal rates for
currency pairs that do not have the Auto Reciprocate option selected on the
Currency Quotation Method page.
You can select this option alone, or in combination with the Generate Cross Rates
and Rate Triangulate options.
This process does not directly manipulate the exchange rates. The system uses
numerator and denominator values instead, such that the following is true:
(from-currency / RATE_DIV) × RATE_MULT = to-currency
21. Select the Generate Cross Rates option to automatically generate cross rates. For
example, to generate cross currency rates for USD, CAD, and MXP, you enter USD
to CAD = 1.473 and USD to MXP = 9.8793. The system automatically generates
CAD to MXP = 9.8793/1.473 = 6.7069246.
If you choose to generate cross rates, the From Cur (from-currency) and To Cur (to-
currency) fields display and you must select a from-currency and a to-currency. You
can enter a wild card of % in either or both fields to indicate from all or to all
currencies.
22. Select the Rate Triangulate option to convert two currencies through a third
currency.
Select to convert two currencies through a third currency. If you select Rate
Triangulate, the From Cur (from-currency) and To Cur (to-currency) fields display
and you must select a from-currency and a to-currency. You can enter a wild card of
% in either or both fields to indicate from all or to all currencies.
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Step Action
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Step Action
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The current status of the process is Success/NA. The process is finished when the
status is Success/Posted. Continue to click the Refresh button until the status is
Success/Posted.
29. Once the Run Status is Success/Posted, you can view the details of the report.
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Step Action
30. Click the View Log/Trace link.
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Step Action
31. Click the EO9030_5423.PDF link.
Step Action
32. Review the resulting report. Close the window when done.
33. You have successfully created a report that calculates cross-reciprocal rates
End of Procedure.
Viewing Revaluation Steps

The Revaluation Step component helps identify the accounts to revalue, specify journal and
output options, and set up loss or gain accounts. Revaluation takes place at the end of an
accounting period before the translation of the balance to other currencies.
In this topic, you will review an existing revaluation step.
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Procedure
Step Action
1. Begin by navigating to the Ledger and TimeSpan page.
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Step Action
3. Click the Process Multi-Currency link.
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Step Action
4. Click the Revaluation Step link.
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Step Action
5. Click in the Process Step field.
6. Enter the desired information into the Process Step field. Enter "MULTIBOOK".
Step Action
8. Use the Ledger and TimeSpan page to define a ledger, TimeSpan, and rate type
for revaluation.
9. Use the Effective Date field to enter the date on which this step is valid. Using a
date far in the past ensures that the value will be available for any record requiring
the use of this step.
10. The Status can be Active or Inactive.
11. Use the From Ledger Group and Ledger fields to specify the from ledger group
and specific ledger in which you want to perform the revaluation. You cannot
specify a translation ledger for revaluation. If you do not specify a ledger,
revaluation revalues the amounts of all the ledgers in the ledger group. In order to
revalue a ledger group with KLS (keep ledgers in sync) selected, you must leave the
Ledger field blank.
12. General Ledger generates journal entries whose amounts represent the period of
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Step Action
time indicated by the TimeSpan for the revaluation being processed. The
TimeSpan normally used for balance sheet accounts is BAL (year to date). With
this TimeSpan, the system totals the account balances in periods 0 through n for
balance sheet accounts.
13. Use the Rate Type field to enter the exchange rate type for the process.
Step Action
14. Click the Source Chartfields tab.
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Step Action
15. Use the Source Chartfields page to identify accounts to revalue.
16. Select the ChartField (for example, Account or Alternate Account) for which
values are to be revalued using the TimeSpan and rate type specified.
17. In the How Specified group box, list your accounts individually by selecting the
Selected Detail Values option or, more likely, select the Selected Tree Nodes
option. The latter option activates the Tree Information fields for you to specify a
tree from which to select nodes. Using trees establishes rollups for the account
values so that you can select particular types of accounts according to the structure
of your business unit.
18. Use Trees to establish rollups for account values.
19. If the tree has levels, you can limit prompting in the Level field to selected levels.
20. In the ChartField values/Tree nodes grid, select particular types of accounts
according to the structure of your business unit. It is recommended that you use
trees whenever possible to reduce future maintenance when your ChartField values
change.
21. Click the Output and Journal Options tab.
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Step Action
22. Use the Output and Journal Options page to specify output options, journal
information, and revaluation reversal options.
23. The Journal ID Mask field identifies the revaluation journal naming convention
that you specify. General Ledger identifies journals by a 10-character alphanumeric
identifier. The system automatically names journals starting with the mask value
that you specify here. For example, if you entered a mask of RVAL1, the system
supplies the remaining characters based on the next available journal ID number. If
the next available journal ID number is 19, the generated journal ID would be
RVAL100019. Alternatively, if you do not use the journal ID mask, the system
automatically assigns the next 10–character available journal ID number.
If you use a journal ID mask, reserve a unique mask value to ensure that no other
process creates the same journal ID.
24. The Source field identifies the source of the journals. You can select any valid
source on the Source table.
25. If you enabled PeopleSoft Document Sequencing in your system, select a
predefined document type for your revaluation journals. Document sequencing
requires that you have a document type for all of the journal entries that you create.
26. Selecting the Create Journal Entries check box creates journal entries with a
header status of V = Valid that can be posted automatically as part of revaluation
processing or through the normal posting methods.
Select the Post Journal(s) check box along with this option to automatically post
the journals created.
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Step Action
27. Because values being processed are from previously edited data in existing ledger
tables, journal entries are created with a valid status. However, you can submit
journal entries created by revaluation to the journal edit process to be validated for
such things as changes to combination edits or inactivated ChartFields. You can
then review the journals using journal inquiry after you edit them.
To restrict further activity for inactive accounts that have balances, you bypass
journal edit and post translation journals for these accounts. Clear the Edit
Journal(s) check box to bypass journal edit. The multicurrency process handles the
multibook processing features within journal edit for these journals.
28. Selecting the Budget Check Journal(s) check box submits journal entries to the
budget processor for the control budget.
29. Selecting the Post Journal(s) check box posts the journals to the target ledger as
part of revaluation processing. When you process multiple revaluation steps
together, where each step depends on the results of the previous step, you must
select this check box for all but the last step to provide updated ledger balances for
each subsequent step. In the last step, posting the journals is optional.
The journals created by multicurrency processing are not intended or designed to be

viewed using the journal entry pages before running journal edit or journal post.
30. Click the Target to Adjustment Period check box to specify an adjustment period
as the accounting period for the revaluation journals. Enter a period in the Target
Adjusting Period field.
An adjustment period revaluation journal can only be reversed to an adjustment

period. If you want to reverse the journal, click the Reversal link and select the
Adjustment Period check box to enter an adjustment period in the Specify field on
the MultiCurrency Process Journal Reversal page.
31. Click the Reversal link to access the option. To facilitate period based reporting, the
system generates a reversal for the period that follows the revaluation process
period. The net amount that results on the target ledger represents the current period
year-to-date (YTD) amount, less the reversal amount generated by the prior period
process run. (The reversal journal date is calculated using the as-of date of the
process request, the reversal option, and business unit calendar.)
32. Select the ChartFields to be included in the revaluation journal entries. The
ChartFields defined here relate to the ChartFields that you specified on the
Specifying Gain and Loss ChartFields for the Revaluation page. If you are
balancing by ChartFields, include all balancing ChartFields as your target
ChartFields.
33. You can either select the Retain Value check box or enter a ChartField value in the
Chartfield Value column.
If you select this check box, the ChartField values are carried over from the source
transaction entries to the system-generated position accounts.
For the ledger defined on the Ledger and TimeSpan page and for a balancing
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Step Action
ChartField as defined in the ledger group, if Retain Value is selected for the gain
and loss ChartFields, it must also be selected here for the Target ChartField. If
Retain Value is not selected for gain and loss ChartFields, then it is clear for the
Target ChartField. All three fields must have the same ChartField value if retain
value is not selected.
34. If you did not select the Retain Value check box, use the ChartField Value field to
specify the ChartField value that is to be used for the system-generated target
account. If you enter a ChartField value here, the system ignores the ChartField
value on the source transaction entry.
When a ChartField value is not included in target ChartFields, it is blank for the
target journals.
Extra gain or loss entries can be created from multiple runs of revaluation, if the
gain ChartField value is different from the corresponding loss ChartField value.
35. Click the Gain and Loss Chartfields tab.
Step Action
36. Use the Gain and Loss Chartfields page to identify the revaluation gain and loss
accounts or specify the specific accounts where you record translation gain or loss.
37. In the Gain ChartKeys grid, enter the ChartField and either select the Retain
Value check box or enter a value in the ChartField Value field.
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Step Action
38. Indicate the ChartFields to be included in the revaluation gain and loss journal
entries. If you are balancing by ChartFields, include all balancing ChartFields (do
not include business unit and currency) as your target ChartFields.
39. You can either select the Retain Value check box or enter a ChartField value in the
Chartfield Value field.
If you select this check box, the ChartField values are carried over from the source
transaction entries to the system-generated position accounts.
40. Select Retain Value for a ChartField for both gain and loss, or for neither. So, for
the same ChartField, either select both check boxes, or clear both.
41. For the ledger defined on the Ledger and TimeSpan page, for a balancing
ChartField as defined in the ledger group, if Retain Value is selected for the gain
and loss ChartFields, it must also be selected for the Target ChartField. If the
Retain Value check box is clear for gain and loss ChartFields, then it is clear for the
Target ChartField. All three fields must have the same ChartField value if Retain
Value is clear (not selected).
Extra gain or loss entries may be created from multiple runs of revaluation if a
ChartField is set to retain value in gain or loss but not in target. If some ChartFields
are not included as target ChartFields, they will be blank.
42. If you did not select the Retain Value check box, use the ChartField Value field to
specify the ChartField values that are to be used for the system-generated target
account. If you enter a ChartField value here, the system ignores the ChartField
value on the source transaction entry.
When a ChartField value is not included in target ChartFields, it will be blank for
the target journals.
43. In the Loss ChartKeys grid, enter the loss ChartField and either select the Retain
Value check box or enter a ChartField value. The field definitions for the loss
ChartFields are the same as for gain ChartFields. If a ChartField retains value for
gains, it must retain value for loss, and conversely.
44. When you balance by ChartFields, if a balancing ChartField is designated as a gain
or loss ChartField, then the balancing ChartField overrides the value specified on
this page.
45. You have successfully viewed an existing revaluation step.
End of Procedure.
Viewing Translation Currency Balance Rules

Because different accounts are translated according to different exchange rate rules, you can use
the Translation Rule pages to define which accounts are processed with which conversion rate
types. This information defines your approach to translating types of accounts. For example, you
can translate your asset and liability accounts at the current rate, but use historical rates to
translate equity accounts. You refer to these rules when you define your translation steps.
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To set up translation rules, use the Translation Rule component.
In this topic, you will view an existing translation rule.
Procedure
Step Action
1. Begin by navigating to the TimeSpan and Rate page.
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Step Action
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Step Action
4. Click the Translation Rules link.
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Step Action
5. Click in the Translation Rule field.
6. Enter the desired information into the Translation Rule field. Enter
"ASLI_CRRNT".
Step Action
8. The TimeSpan and Rate page enables you to define time spans and rates for a
translation rule.
9. The Effective Date field defines the date from which this translation rule is valid.
Using a date far in the past ensures that this rule will be available for any record that
may need to use it.
10. Use the Status list to enter the status of the ledger. It can be Active or Inactive.
11. PeopleSoft General Ledger generates journal entries whose amounts represent the
time period indicated by the TimeSpan field for the translation rules being
processed. The time spans normally used are ITD (profit and loss accounts) or BAL
(balance sheet accounts). With these TimeSpans, the system sums the account
balances in periods 1 through n for profit and loss accounts and periods 0 through n
for balance sheet accounts.
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Step Action
12. Use the Rate Type field to specify the type of exchange rate.
Step Action
13. Click the Chartfields tab.
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Step Action
14. The Chartfields page enables you to specify the chartfields for the translation rule.
15. In the ChartField field, select the ChartField (Account) to be translated using the
TimeSpan and rate type specified. For example, assets and liabilities are typically
translated as balances (BAL) at the current exchange rate (CRRNT), while retained
earnings are translated at a historical exchange rate (HSTRE).
16. Use the How Specified group box to define how the values will be specified. For
example, list your asset accounts individually by selecting the Selected Detail
Values option or, more likely, select the Selected Tree Nodes option. The latter
option activates the Tree Information fields for you to specify a tree from which to
select nodes.
17. If using tree nodes, use the Tree Information region to enter each tree node;
entering level is optional. If the tree has levels, you can limit prompting in this field
to selected levels. Using trees establishes rollups for the account values so that you
can select particular types of accounts according to the structure of your business
unit. We recommend that you use trees whenever possible to reduce future
maintenance when your ChartField values change.
18. You successfully viewed an existing translation rule.
End of Procedure.
Entering Translation Currency Steps

The translation of income statement and balance sheet accounts can include multiple steps. For
instance, you may have to translate income statement items for one month, reverse that
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translation in the next month, and then translate them again for the next month. To accommodate
this, PeopleSoft General Ledger enables you to define the necessary steps to translate the income
statement and balance sheet accounts.
Consider the scenario: You want to translate the income statement and balance sheet accounts of
your company. You also need to create journal entries and submit those to the journal edit process
for validation. Your goal is to define steps for translating the income statement and balance sheet
accounts.
Procedure
Step Action
1. Begin by navigating to the Ledger page.
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Step Action
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Step Action
4. Click the Translation Steps link.
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Step Action
Step Action
7. Enter the desired information into the Process Step field. Enter "TRANS_MB".
9. The Ledger page enables you to specify the source and target ledger group and
ledgers for a translation step.
10. Use the Effective Date field to specify the date from which this translation step is
valid. The system automatically populates this field with the current system date.
For this example, retain the default value.
11. Use the Status list to enter the status of the ledger. The status can be Active or
Inactive.
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Step Action
12. Use the Descr field to specify a short description for this process in less than 30
characters.
Click in the *Descr field.
13. Enter the desired information into the *Descr field. Enter "Translation".
14. You can enter a longer description of the step in the Description field. For the
purposes of this example, this will be done for you to save time.
15. Use the From Ledger Group field to specify the ledger group that needs to be
translated.
Click in the *From Ledger Group field.
16. Enter the desired information into the *From Ledger Group field. Enter
"RECORDING".
17. Use the From Ledger field to specify the ledger name that needs to be translated.
You can translate any type of ledger in a group, including secondary, primary, and
translation ledgers.
Click in the From Ledger field.
18. Enter the desired information into the From Ledger field. Enter "LOCAL".
19. Use the Target Ledger Group field to specify the name of the target ledger group
that will receive the translation results.
Click in the Target Ledger Group field.
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Step Action
20. Enter the desired information into the Target Ledger Group field. Enter
"TRANSLATE".
21. For the From Currency Type field, select one of the following values:
• L (ledger base currency): The system uses the base currency of the from ledger.
• S (specify): Specify a value in the From Currency field.
Translation translates to the base currency of the target ledge, and populates both
the foreign amount and the monetary amount on the journal, which in turn populates
the POSTED_TOTAL_AMT and POSTED_BASE_AMT on the translation ledger.
These two fields always are the same on the ledger. In other words, the foreign
currency and the base currency will always be the same for the journals posting to
this ledger.
22. If you selected S (specify) in the From Currency Type field, select or enter the
currency code in the From Currency field.
Step Action
23. Click the Rule tab.
24. The Rule page enables you to specify the translation rules to use in this step.
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Step Action
25. Use the Translation Rule field to specify a translation rule for the translation step.
Enter the desired information into the *Translation Rule field. Enter
"ASLI_CRRNT".
26. Click the Add Row button.
27. Enter the desired information into the *Translation Rule field. Enter
"EQ_HIST1A".
"REVEXP_AVG".
"RE_HISTRE".
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Step Action
33. The Output and Journal Options page enables you to determine whether
PeopleSoft General Ledger automatically posts translated amounts to the ledger or
generates journal entries for subsequent posting.
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Step Action
34. Use the Journal ID Mask field to specify the ID as per the journal naming
convention.
Enter the desired information into the Journal ID Mask field. Enter "TRNS".
35. Click in the Description field.
36. Enter the desired information into the Description field. Enter "Translate Ledger".
37. Use the Source field to specify the source of the journals from the Source table.
Click in the Source field.
38. Enter the desired information into the Source field. Enter "MCP".
39. If you enabled PeopleSoft Document Sequencing in your system, select a
predefined document type for your revaluation journals. Document sequencing
requires that you have a document type for all of the journal entries that you create.
Click in the Document Type field.
40. Enter the desired information into the Document Type field. Enter "FS-TRS".
41. Select the Create Journal Entries option to create journal entries with a header
status of V = Valid that can be posted automatically as part of revaluation
processing or through the normal posting methods. Select the Post Journal(s) check
box along with this option to automatically post the journals created.
Click the Create Journal Entries option.
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Step Action
42. Because values being processed are from previously edited data in existing ledger
tables, journal entries are created with a valid status. However, you can submit
journal entries created by revaluation to the journal edit process to be validated for
such things as changes to combination edits or inactivated ChartFields. You can
then review the journals using journal inquiry after you edit them.
To restrict further activity for inactive accounts that have balances, you bypass
journal edit and post translation journals for these accounts. Clear the Edit Journals
check box to bypass journal edit. The multicurrency process handles the multibook
processing features within journal edit for these journals.
Click the Edit Journal(s) option.
43. Use the ChartField list to specify chartfields you want to include in the journal
entries.
Click the *ChartField list.
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Step Action
47. The Gain and Loss Chartfields page enables you to specify the accounts where
you want to record translation gain or loss.
Step Action
48. Use the ChartField list to specify the chartfields to include in the revaluation gain
or loss journal entries.
53. Click the *ChartField list.
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59. You successfully defined how a specific translation is processed.

End of Procedure.
Preparing for the Translate Within Ledger Process

At the end of the accounting period, you can run the Translate Within Ledger translation
process against the translation ledger to produce the appropriate gain or loss adjustment. This
process handles the translation ledger in the same manner as revaluation processing. The
Translate Within Ledger process only processes translation ledgers. (Revaluation processes
regular secondary ledgers but not translation ledgers.)
Prepare for this process on the Detail Ledger Group - Definition page by establishing a
particular ledger as a translation ledger.
When journal lines are generated online for the secondary ledgers of a multibook ledger group,
the base currency is calculated differently for currency (multibook) translation ledgers than for
normal secondary ledgers. Normal secondary ledger lines contain a foreign currency and foreign
amount equal to the transaction currency and transaction amount of the primary ledger. For
multibook translation ledgers, lines are generated with the foreign currency and foreign amount
equal to that of the base currency and base amount of the primary ledger. This results in
multibook translation ledgers having at most one foreign currency at any time. This foreign
currency will always be the base currency of the primary ledger of the ledger group.
The Translation Within Ledger process generates a translation adjustment with the multibook
translation ledger for specified accounts in order to maintain a real time balance for the accounts.
Use the Translate Within Ledger Group pages to define the criteria for running this process.
To prepare for the Translate Within Ledger process, use the Translation Within Ledger
component.
Consider this scenario: Your company wants to see the gain or loss adjustment value when
translating or revaluing other currencies in the Transaction ledger. To generate these values, you
need to update the Translate Within Ledger pages.
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Procedure
Step Action
1. Begin by navigating to the Ledger and Timespan page.
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4. Click the Translation Within Ledger link.
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7. Enter the desired information into the Process Step field. Enter "TRANSLATE".
9. The Ledger and Timespan page enables you to define a ledger and time span for
the Translate Within Ledger process.
10. Use the Effective Date field to specify the date for which this process is valid. The
system automatically populates the field with the current system date. For this
example, retain the default value.
11. Use the Status list to enter the status of the ledger. It can be Active or Inactive.
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12. Use the Descr field to specify a short description for this process in less than 30
characters.
Click in the *Descr field.
13. Enter the desired information into the *Descr field. Enter "Translation process".
14. If desired, enter a longer description in the Description field.
15. Use the From Ledger Group field to specify the ledger group name where you
need to perform the Translate Within Ledger process.
Click in the *From Ledger Group field.
16. Enter the desired information into the *From Ledger Group field. Enter
"TRANSLATE".
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17. Click the Chartfields tab.
18. The Chartfields page enables you to identify the accounts you want to include in
the process step.
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19. Use the Chartfield list to select the account for which values are to be revalued
using the timespan and rate type specified.
Click the ChartField list.
21. Use the Select Value field to specify the accounts according to the structure of your
business unit. You should use trees whenever possible to reduce future maintenance
if the ChartField values change.
Click in the Select Value field.
22. Enter the desired information into the Select Value field. Enter "100000".
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24. The Output and Journal Options page enables you to determine whether
PeopleSoft General Ledger automatically posts translated amounts to the ledger or
generates journal entries for subsequent posting.
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25. Use the ChartField list to select the ChartFields values to include in the journal
entries.
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29. The Gain and Loss Chartfields page enables you to specify the accounts where
you want to record translation gain or loss.
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30. Use the ChartField list to specify the chartfields to include in the revaluation gain
journal entries.
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33. Use the ChartField Value field to specify the ChartField value that will be used for
the system-generated target account.
Click in the ChartField Value field.
35. Use the ChartField list to specify the chartfields to include in the revaluation loss
journal entries.
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41. You successfully entered Translate Within Ledger information in preparation for
running the Translate Within Ledger process.
End of Procedure.
Viewing MultiCurrency Process Groups

After you have defined the steps to accomplish revaluation, translation, or translation within
ledger, you need to define a MultiCurrency group that defines a processing sequence for these
steps. To combine steps into a multicurrency group, use the Currency Group component.
Consider this scenario: Your company operates in multiple countries and transacts in multiple
currencies. Due to changes in the exchange rate of a currency, the company has run a Revaluation
process. A multicurrency group to specify the processing sequence for the revaluation steps has
already been defined. You want to review this multicurrency group to verify the setup.
Procedure
Step Action
1. Begin by navigating to the MultiCurrency Process Group page.
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4. Click the Define Process Group link.
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5. You can define an allocation by using multiple process steps. These steps together
form a process group, with each allocation identified by a unique group ID. You use
the Process Group field to specify the process group name.
Click in the Process Group field.
6. Enter the desired information into the Process Group field. Enter "MULTI-
TRAN".
Step Action
8. Use the MultiCurrency Process Group page to define a multicurrency group.
9. The Sequence determines the order in which the system performs the steps.
Because the ledger may be updated with each step, it is important to perform the
steps in the appropriate sequence.
10. Use the Process Step field to specify the process name, such as Revaluation,
Translation, or Translate Within Ledger.
11. The system populates the Description field with the description for the value you
specify in the Process Step field.
12. Select the Continue check box to indicate that even if this step fails, processing
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should continue to the next step.
13. You have successfully viewed a multicurrency process group.
End of Procedure.
Processing MultiCurrency Group

After a multicurrency group is established, you can run the group processes using a process
request. PeopleSoft MultiCurrency Processing determines when and which groups are processed
on the system.
In this topic, you have already created a multicurrency group. You now need to run the Translate
Within Ledger process.
Procedure
Step Action
1. Begin by navigating to the MultiCurrency Process Request page.
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4. Click the Request Process link.
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7. Enter the desired information into the Run Control ID field. Enter "MCG1".
9. The MultiCurrency Process Request page enables you to list which multicurrency
groups are used in what sequence and frequency.
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10. Use the Process Frequency list to define the process frequency for running the
multicurrency processing request.
12. Use the Unit field to enter or select a business unit.

13. Use the Group field to specify the multicurrency group you want to process with
this request.
Click in the *Group field.
14. Enter the desired information into the *Group field. Enter "TRNS_MB".
15. You use the Request Date Option list to select the option for processing the steps.
If you select the As of Date option, you need to specify a date in the As of Date
field. The steps that are processed by the multicurrency processing request will be
effective on or before the As of Date.
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You successfully processed a multicurrency group.

End of Procedure.
Viewing Journal Entry Currency Defaults

PeopleSoft General Ledger may provide default values that appear automatically on data entry
pages. Default values in the system are set up to reduce the amount of data entry required by the
user. However, you can override these values, if required.
In this topic, you will view currency default for an existing journal entry.
Procedure
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9. Click the Currency Defaults: USD / / 1 link.
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10. The Journal Entry Currency Default page enables you to specify default currency
information for individual journal lines.
11. Use the Transaction Currency field to override the default base currency for the
journal. You can do this only if the Foreign Currency Per Journal option
specified on Journal Source, Ledgers For A Unit, and General Ledger
Definition, Currency Options page is not set to No Foreign Currencies.
If the Foreign Currency Per Journal option is set to Only One Foreign
Currency, you must specify that foreign currency here. Later, when you are
entering journal lines, their transaction currency values can be equal to the foreign
currency or to the base currency.
12. Currency Code appears by default as the base code currency for the ledger group.
13. In the Rate Type field, enter the rate type, which is used to convert amounts.
14. The Currency Effective Date appears by default from the journal date, but you can
override it.
15. After you change the transaction currency, rate type, and/or currency effective date
on this page, click the Get Rate button to get the new exchange rate retrieved from
the system setup table based on the new information that you just entered.
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16. Use the Exchange Rate Detail link to access the page that displays exchange rate
detail information.
Click the Exchange Rate Detail link.
17. The Exchange Rate Detail page enables you to view details of the exchange rate,
including current and historic quotes.
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Step Action
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20. You successfully viewed default currency information for an existing journal entry.
End of Procedure.
Entering a Journal in a Foreign Currency

double entry system, according to Generally Accepted Accounting Principles (GAAP) where
debits equal credits. The end result of the journal entries produces a balance sheet, cash flow
statement, income statement, and other reports necessary to manage a business through analysis,
planning, and forecasting.
Consider this scenario: Management and Budget, Inc. has opened an office in Italy. Your
supervisor wants you to change the transaction currency to Euro's to handle transactions with the
new office. You goal is to enter journals in appropriate foreign currency.
Procedure
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Step Action
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6. Enter the desired information into the Journal ID field. Enter "BTAD1".
8. The Header page displays information that uniquely identifies a journal such as
Step Action
9. Enter the desired information into the Long Description field. Enter "$15000
advance to BTX Binocular".
10. Use the Ledger Group field to specify the ledger group used to post the journal.
11. Use the Source field to specify options for entering and editing the journal. You
need to select a journal source that represents the way you want to process the
journal.
12. You need to create the journal entry in Euro. Therefore, you change the default
currency to Euro.
Click the Currency Defaults: USD / CRRNT / 1 link.
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Step Action
13. The Journal Entry Currency Default page enables you to specify default currency
information for individual journal lines.
Step Action
14. Use the Transaction Currency field to override the default base currency for the
journal by specifying the currency code. For this example, the currency code for
Euro is EUR.
Enter the desired information into the *Transaction Currency field. Enter "EUR".
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Step Action
17. The Lines page enables you to record the transactions making up the journal.
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19. By default, the Unit field displays the name of the business unit. You can accept the
default value or specify the new business unit. Valid values are pre-defined in the
GL business unit table.
20. The Ledger field displays the name of the ledger where all journal lines will be
posted. You can leave this field blank to indicate that the journal lines will be
distributed to secondary ledgers.
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21. Use the Account field to determine the nature of a transaction by providing a
classification code.
23. Use the Amount field to enter the amount of the transaction.
29. Verify that the amount in the first row is equal to the amount in the second row.
30. Notice that the Amount field is automatically populated and the amounts balance.
These amounts are in Euro's.
31. Also notice that the Base Amount field is calculated to show the amounts in U.S.
Dollars.
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Step Action
33. Next, you need to edit and post the journal.
Step Action
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39. The journal has been posted and you now want to review it.
Step Action
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43. Enter the desired information into the Inquiry Name field. Enter "BTAD01".
46. By default, the Unit field displays the name of the default business unit. You can
accept the default, enter, or select the new business unit. Valid values are pre-
defined in the GL business unit table.
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Step Action
47. In the Ledger field, enter or select the ledger for the journals you want to review.
55. Click in the Status field.
56. Enter the desired information into the Status field. Enter "P".
58. The journals that meet the defined search criteria are displayed. To view a journal,
click the Journal ID link.
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information.
60. Click the Journal Criteria link.
61. You have successfully entered a journal in a foreign currency.

End of Procedure.
Creating and Processing Journals with VAT

You normally enter VAT data as part of a PeopleSoft subsystem transaction. VAT is calculated
within the transaction, the transaction is edited, the VAT Transaction Loader is run, and the
transaction is posted. Use General Ledger to enter adjustments, corrections, or miscellaneous
transactions that either include VAT or affect only the VAT portion of a transaction.
In this topic, you will enter and post a VAT related journal.
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Procedure
Step Action
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5. Enter the desired information into the Business Unit field. Enter "AUS01".
7. At a minimum, VAT journals in PeopleSoft General Ledger consist of header

information and journal entry lines.
The Header page contains information that uniquely identifies the journal including
Business Unit, Journal Source, and Journal Date. It also
contains options to set up foreign currencies and to adjust and reverse entries. You
can enter journals in either the base currency for a business unit or in other valid
foreign currencies.
Step Action
8. Enter the desired information into the Long Description field. Enter "VAT journal
entry".
9. Use the Ledger Group field to enter the ledger group, where you want to post the
journal.
10. In the Source field, select a journal source that best represents how the journal
determines various options for entering and editing journals.
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12. The Lines page enables you to enter foreign currencies and automatically convert
the currency to your base currency. VAT can be calculated for journal lines that post
to VAT Applicable accounts and additional journal lines (for VAT
applicable business units) will automatically be created to post the VAT to the
appropriate ChartFields.
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Step Action
16. You associate VAT Codes, VAT Transaction Types and Account Types with
individual journal lines in General Ledger journal entries. You can then
automatically generate VAT
accounting transactions, and extract information associated with these VAT entries
to the VAT transaction table for reporting purposes.
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Step Action
17. Enter a VAT-related account number.
26. Notice the amount is entered automatically to balance the journal.
27. When a journal line is entered on the Lines page, the system checks the Account
definition. If the Account is defined as VAT Applicable or VAT Account, then the
VAT link to the right of the journal line can be used.
Click the VAT link to access the GL Journal Entry - VAT page.
Click the VAT link.
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Step Action
28. Use the GL Journal Entry - VAT page to override VAT default information
generated from the business unit, source, and account that are entered on the
Header and Lines pages.
Step Action
29. Click the Expand All Sections button to scroll to and access every section on the
page. You can also expand one or more sections by clicking the arrow next to the
section name.
Click the Expand All Sections button.
30. You can modify any of the accessible fields on this page. These are the VAT default
values that were defined in the VAT Default Setup page for Account ChartField ,
Journal Source , GL Business Unit, VAT Entity Registration, or VAT Country VAT
Driver.
Adjusting or resetting VAT defaults only affects the fields within this VAT
Defaults group box.
31. Click in the Use Type field.
32. Enter the desired information into the Use Type field. Enter "R75N25".
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34. If you changed any fields on this page, these changes may impact VAT defaults on
this page. For accuracy and consistency, click the Adjust Affected VAT Defaults
button if you want the system to adjust the VAT defaults that are affected by your
changes. All changes you have made to VAT Defaults on this page that affect other
VAT Defaults on this page are retained.
35. Click the “i” button to list the fields that will be adjusted.
36. The levels affected when you click the Reset All VAT Defaults button may be
different depending the application you are working with and the type of VAT page
you are working on.
• All lower levels: Do not select this option for General Ledger VAT because it
only has one level.
• This and all lower levels: Do not select this option for General Ledger VAT
because it only has one level.
• This level only: Select this field value to reset all VAT defaults on this VAT page.
37. Click the Reset All VAT Defaults button if you want the system to reset the VAT
defaults based on the Levels value you selected. All changes you made to VAT
defaults will be lost.
39. Click the Return to Journal Entry Lines Page link.
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41. Save and post the journal.
Click the Save button.
Step Action
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47. You have successfully created and posted a journal with VAT.
End of Procedure.
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Processing Allocations
Generally Accepted Accounting Principles (GAAP) require the matching of expenses with the
revenue created as a result of incurring those expenses. Therefore, it is necessary to redistribute
some expenses incurred to other departments or business units.
When you share assets and expenses, you allocate those resources to individual departments or
business units. You can allocate resources based on square feet, head count, revenues, or in a
manner that is relevant to your company. The process of allocating shared assets and expenses
enables a company to distribute its expenses within a department or business unit based on a
predefined allocation method.
PeopleSoft General Ledger enables you to allocate assets or expenses based on fixed amounts or
on amounts specified in a general ledger account. You can also create allocation definitions to
store and reuse recurring allocations.

• Define an allocation step.
• Define an allocation group.
• Process an allocation request.
• Copy an allocation step.
Defining an Allocation Step

When you share assets and expenses across a company, you may allocate those resources to
individual departments or business units. You can allocate resources based on square feet, head
count, revenues, or in any manner that is relevant to your company. You can also allocate certain
administrative expenses to projects, product lines, departments, or business units.
A resource allocation can be defined using a single or multiple steps depending on its complexity.
Multiple steps represent a step-down allocation. These steps together form a process group, with
each allocation identified by a unique group ID. Each allocation step represents a discrete stage in
the Allocation process. This means that the ledger balances are updated or journals are created at
the end of each step.
The allocation step must be defined before you start the Allocation process. When you create an
allocation step, you must define several items, such as allocation type and pool. PeopleSoft
allows you to allocate assets or expenses based on specific amounts specified in a general ledger
account. Any type of account, such as asset, liability, revenue, expense, or equity, can be used in
an allocation.
Consider this scenario: The sales and marketing expenses related to a business unit are booked
under various administrative departments. However, these expenses are not categorized by
product. You want to allocate the expenses of a department to various products. To do this, you
can use the prorata share of the revenue recorded by product for the same period.
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Procedure
Step Action
1. Begin by navigating to the Type page.
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2. Click the Allocations link.
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3. Click the Define Allocation Step link.
Step Action
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5. You use the Allocation Step field to specify an allocation step ID for expenses
based on a prorata share of revenues.
Click in the Allocation Step field.
6. Enter the desired information into the Allocation Step field. Enter "EXPNSPRO1".
8. The Type page enables you to specify the effective date, status, and description of
the allocation step. You also specify the pool allocation method or the allocation
source.
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9. Use the Effective Date field to specify the date from which this allocation step is
valid. It defaults to the current system date, but can e changed if necessary.
Enter the desired information into the *Effective Date field. Enter "01/01/2005".
11. Enter the desired information into the *Description field. Enter "Admin expenses
by product".
12. Select a calculation option to determine the pool amounts that are going to the
targets from one of the following allocation types:
• Copy: Copies pool amounts to the target or offset with possible percentage
changes.
• Spread Evenly: Divides pool amounts equally by the specified basis fields to
derive the target amounts. For example, this type can be used to divide the pool
equally in thirds among department IDs 0100, 0200, and 0300.
• Allocate on Fixed Basis: Allocates on a fixed basis and percentage of pro rata
allocation. It is based on the fixed allocation percentage that you specify in the %
field in the Value/Node scroll area on the Basis page.
• Prorata with Record Basis: Divides the pool amount among the targets based on
amounts that are stored in the basis record.
• Arithmetic Operation: Defines the allocation calculation as a mathematical
operation between the pool and basis.
13. For this example, keep the default selection, Prorata with Record Basis, which
divides the pool amount among the targets based on the amounts stored in the basis
record.
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Step Action
14. Click the Pool tab.
15. The Pool page enables you to define a pool record, selection criteria, and selection
method for a pool. You can define the pool from ledger balances, table, or a fixed
amount.
16. For the Pool Record Type field:
• If you are specifying the pool record for General Ledger, select the Ledger Group
option and enter the ledger group name.
• If you are defining the pool record for Project Costing, select Any Table and enter
the table name.
• If you want to pool a specific amount, select Fixed Amount. While the pool
amount is typically based on amounts from the ledger, you can choose to base it on
any fixed amount, such as equipment cost of 40000.00 GBP allocated across
departments. Specify the fixed amount on the Amounts Field page.
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17. Click in the Pool Ledger field.
18. Enter the desired information into the Pool Ledger field. Enter "RECORDING".
19. Select a Time Span value to specify a period that is relative to the current period:
the fiscal year and accounting period that are to be used to retrieve pool records.
Enter a single or multiple period time span to determine the accounting periods that
are used for the pool. Relative time spans, such as PER (current period activity),
retrieve amounts that are relative to the as of date that you specify on the Allocation
Request page. You are not required to specify a value in the Time Span field; if
you do, the system retrieves only the pool amounts for the specified fiscal year and
accounting periods. If you leave this field blank, the system retrieves all the pool
amounts for all fiscal years and accounting periods. If you specify Any Table for
the pool record, and the pool record does not have both FISCAL_YEAR and
ACCOUNTING_PERIOD fields, you cannot specify a time span value here.
20. If you specify Ledger Group for the Pool Record Type field, the system
determines the fiscal year and accounting period by using the calendar that is
defined for the ledger group on the Ledgers for a Unit - Definition page. If you
specify Any Table for the Pool Record Type, the system determines the fiscal year
and accounting period by using the calendar that is defined on the Time Spans
page.
21. If you specify a multiple period time span, the system adds together the pool
amounts for all periods to get one single pool amount, regardless of the values that
you enter in the Basis Time Span, Target Time Span, Basis Span Opt, and
Target Span Opt fields. You cannot split pool amounts across periods to match
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basis or target periods.
22. Click in the Time Span field.
23. Enter the desired information into the Time Span field. Enter "PER".
24. Use the Pool factor field to specify a percent value that refers to the pool amount in
the ledger. The pool amount is typically based on amounts from your ledger and you
can base it on any fixed amount.
25. Select one of the following options from the Zero Pool Amount Option list to tell
the system how to proceed when the amount of the pool record retrieved is zero:
• Calculate This Pool: Proceed to calculate the amount when the pool is zero.
• Select Next Pool: Skip the zero amount pool record and select the next pool
record for processing.
• Stop Processing: Issue an error message to indicate a zero amount pool record is
selected, and stop the allocation step due to this error.
• Calc No Rows as Zero (calculate no rows as zero): If no pool rows are selected
based on the time span and selection criteria that is specified in the Pool fields, the
allocations process processes these rows as zero pool amounts. For rows that exist
in the database, the system processes these rows the same as Calculate This Pool.
When you use this option, any selection criteria field that you use for the pool must
be explicitly defined. For example, if on the Target/Offset pages one of the fields
has a source defined as group by pool and basis, then this field must also be defined
in the pool.
26. Before the allocation process selects pool records, it groups them based on how the
target and offset fields are specified. The process uses the zero pool amount option
logic only if the total amounts of the group of pool records totals zero. If some
individual pool amounts are zero but the total amount of the group of the pool
records is not zero, the system process this group of pool records.
27. Click the Zero Pool Amount Option list.
29. In the Pool Fields grid, you can specify the field name that the Allocation process
uses to select specific pool rows from the pool record.
30. In the Field Name field, enter the field name that the PeopleSoft Allocations
process uses in selecting only certain pool rows from the pool record. If the pool
record type is a ledger group, the pool record name is the ledger record name that is
defined in the ledger template for the ledger group. The Field Name prompt table
lists all fields that are in the pool record.
Click the *Field Name list.

33. Select the Selected Detail Values option to activate the first Specify Values/Range
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of Values/Tree Nodes edit box so that you can list individual pool field values,
such as specific departments or accounts.
34. Select the Selected Tree Nodes option to activate the tree information fields for you
to specify a tree from which to select nodes. The Level Name field is optional and
is used to limit the prompting to the selected level.
Use the Set Control Value field to select trees that are not keyed by SetID. For
example, some Project Costing trees are keyed by business unit. The system uses
the value to identify which trees are available in the Tree Name field.
Click the Selected Tree Nodes option.
35. Select the Range of Values option to activate the Specify Values/Range of
Values/Tree Nodes edit box for you to enter the beginning and ending pool field
values. If you leave the Value field blank, the system selects all pool field values
that are less than or equal to the To field value. You cannot leave the To field blank
because the blank value is always the smallest value. You can insert multiple ranges
of values.
36. Click in the Tree Name field.
37. Enter the desired information into the Tree Name field. Enter "ACCTROLLUP".
38. Use the Value field to specify allocation pool values for the Account field name.
For this example, MRKTSELL is the account code for Marketing and Selling.
Click in the Value field.
39. Enter the desired information into the Value field. Enter "MRKTSELL".
40. Now you need to add an additional Pool Field to include specific departments in
this allocation step.
41. Click the *Field Name list.

44. Use the Value field to specify the Pool Field values for specific departments that
you want to include in this allocation. For this example, 21600 is the department
code for the European sales region.
45. Enter the desired information into the Value field. Enter "21600".
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46. You now want to allocate funds based on the product revenue account, which has
the account code 400000 in the system.
Click the Basis tab.
47. The Basis page enables you to determine the basis of the allocation or how to
allocate the pool amount to the target. This depends on the type of allocation you
selected on the Type page.
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48. In the Field Name field, select the basis field name that the Allocations process uses
in selecting only certain rows from the basis record. If you do not explicitly specify
the BUSINESS_UNIT field value, the system uses the business unit that is
specified on the Allocation Request page to select basis rows.

51. Use the Value field to specify the Basis Field values for specific accounts that you
want to include in this allocation.
53. You now need to add a Basis value for this allocation to include specific
departments in this allocation step.

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57. Click in the Value field.
59. You need to add a Basis value to this allocation to include specific products in this
allocation step.
62. In the Value field, you can specify the basis field values that you want to include in
this allocation for this product.
63. Enter the desired information into the Value field. Enter "ACCSSR".
64. You need to add another product value for this allocation basis.
65. Enter the desired information into the Value field. Enter "SERVRS".
66. Now, you need to define the allocation target on the Target page.
Click the Target tab.
67. The Target page enables you to define the destination for the allocation or the
target record (journal or any table) and target field values.
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68. The Source list is used to populate the target field values, especially if the values
are from the pool or basis records.
Click the *Source list.
69. The Pool option enables you to use field values from pool records.
70. You need to add a value for the allocation target.


74. Click the *Source list.
76. You need to add a value for the allocation target.

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81. Selecting Basis as the source enables you to take field values from basis records.
Step Action
82. Click the Offset tab.
83. The Offset page enables you to define the offset entry that will balance the target.
Offset usually reflects the clearing of pool amounts as they are transferred to the
targets.
However, if the target record is not a balanced ledger, such as a budget ledger, there
is usually no offset.
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84. The Source list is used to populate the field values, especially if the values are from
the pool or basis records.
Click the *Source list.
86. You need to add a value for the offset of the allocation.

91. Selecting Pool as the source enables you to take the field values from pool records.
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92. Click the Output Options tab.
93. The Output Options page enables you to define journal options if the target or
offset record is Journals. You can also specify how allocated amounts should be
converted to base currency amounts for InterUnit allocations between business units
of different base currencies.
If the target or offset is a journal that is on the Allocations Target or Allocations

Offset pages, you must define the journal options.
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94. The Journal ID Mask field enables you to specify a prefix for naming allocation
journals. 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 the Journal ID Mask to be ALLOC, the allocation journal IDs might be
ALLOC00001, ALLOC00002, and so on. Alternatively, the value NEXT causes the
system to assign the next available journal ID number automatically.
Reserve a unique mask value for allocations to ensure that no other process creates
the same journal ID.
Enter the desired information into the Journal ID Mask field. Enter "XX".
95. Select the Post Journal(s) option to post the journals. If you select this option, the
system automatically selects the Edit Journal(s) and Budget Check Journal(s)
check boxes. You can clear the Budget Check Journal(s) check box if you want to
run the Budget Processor later to update the commitment control ledgers.
96. Select the Edit Journal(s) option to edit the journals that the PeopleSoft
Allocations process creates so that you do not have to edit them later in a separate
process. You select this option when you want to edit journals without posting them.
Typically, you select this option in a multiple-step allocation process where the pool
amount for the next step comes from the target of the previous step. If journals are
not posted, the ledger is not updated. The next multiple step then draws erroneous
data from the ledger. If you select this option, the PeopleSoft Allocations process
calls the Journal Edit process (GL_JEDIT) first to edit the journals.
97. If the journals fail in the Journal Edit process, the system does not post them to the
ledger and the PeopleSoft Allocations process issues this error message: “Allocation
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step … is complete with journal created but not posted.” Journals can fail the
Journal Edit process for many reasons, including invalid ChartFields, balancing by
ChartField, or ChartField combination edit. After you determine the cause of the
problem, you might have to change the allocation step definition to avoid it.
Click the Edit Journal(s) option.
98. Select the Budget Check Journal(s) check box to run the Budget Processor to
budget check journals for the commitment control ledgers. This option is available
only if you enable the commitment control option. If you select this option, the
system automatically selects Edit Journal(s). You must edit journals before you
budget check them.
Step Action
99. Click the Round Options tab.
100. Use the Round Options page to define the method for rounding the
allocation amount and distributing odd cents. This option is valid for only
these allocation types: Spread Evenly, Allocate of Fixed Basis, and Prorata
with Record Basis.
101. Specify the method to use to round the allocation amount from the
following options:
• Normal: This is the default. The process rounds the allocated amount
based on the decimal precision of the currency control value. For example,
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104.495 is rounded to 104.50 GBP.
• Round Down: The process rounds the allocated amount down to the
nearest decimal based on the decimal precision of the currency control
value. For example, 104.495 is rounded down to 104.49 GBP.
• Round Up: Rounds the allocated amount up to the nearest decimal based
on the decimal precision of the currency control value. For example,
104.495 and 104.494 are both rounded up to 104.50 GBP.
• Truncate: Truncates the allocated amount after the decimal precision of
the currency control value. For example, 104.495 and 104.4949 are
truncated to 104.49 GBP.
102. For allocation types of prorata, spread even, and fixed basis, the process
balances the target and offset amounts to the pool amount that is allocated.
In other words, the process attempts to allocate 100 percent of the pool
amount to the target and offset amount, sometimes resulting in odd cents.
The Distribute Odd Cents option gives you the flexibility to determine
where to distribute odd cents. Because allocation processing is set based
rather than row-by-row to improve performance, this option is required for
allocation types of prorata, spread even, and fixed basis.
103. If you select Specify ChartFields as the Distribute Odd Cents option, use
the Specify Field Values grid to enter the ChartField combination to which
you want to distribute the odd cents. Enter the ChartField in the Field Name
field and the ChartField value in the Field Value field. For example, enter
ACCOUNT for the field name and 100000 for the field value.
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Step Action
104. Click the Batch Records link.
105. Use the Batch Records page to specify the batch temporary tables that are
used in the PeopleSoft Allocations process.
Step Action
106. Click the Amount Fields link.
107. Use the Amount Fields page to define the amount field mapping between
the pool, basis, target, and offset records.
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108. Scroll to the right to view all the fields.
111. You successfully defined an allocation step.

End of Procedure.
Defining an Allocation Group

After you define the steps required to accomplish resource allocation, you need to define an
allocation group that specifies the processing sequence of these steps. The allocation steps and
allocation groups must be defined before you initiate the Allocation process.
You must define an allocation group even if the allocation involves a single step. You must also
define an allocation step before you can select it for the processing group sequence.
In this topic, you will create an allocation group for an allocation step.
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Procedure
Step Action
1. Begin by navigating to the Allocation Group page.
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Step Action
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3. Click the Define Allocation Group link.
Step Action
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5. Click in the Allocation Group field.
6. Enter the desired information into the Allocation Group field. Enter
"EXPNS_PRO".
8. Use the Allocation Group page to define multiple allocations across ChartFields.
9. Click the Copy Allocation Group button to make a copy of the group.
10. Click the Rename Allocation Group button to rename the copy group.
11. Click the Delete Allocation Group button to delete the copy group.
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12. In the Descr field, enter a short description to appear in prompt lists and reports.
Enter the desired information into the Descr field. Enter "Admin expenses by
product".
13. Enter a long description in the Description box. This is particularly useful for
documenting the purpose of each step in a complex allocation.
Click in the Description field.
14. Enter the desired information into the Description field. Enter "To allocate US004
admin expenses by product".
15. In the Step field, enter the name of the process step that determines the various
allocations processing options in addition to the pool, basis, target, and offset
ChartFields. Define each allocation step in a series of pages. You must define a step
before you can select it in the allocation process group sequence. After it's defined,
you can use a step in any number of allocations.
The sequence determines the order in which the PeopleSoft Allocations process
performs the steps. It is important to enter them in the correct sequence because the
target of each step becomes the pool for the next step (or basis if the journals are
posted).
Click in the *Step field.
16. Enter the desired information into the *Step field. Enter "EXPNSPRO1".
17. Select the Continue check box for a specific step to indicate that you want the
system to continue processing even if that allocation step fails.
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19. You have successfully created an allocation group for processing an allocation.
End of Procedure.
Processing an Allocation Request

Allocation steps and groups must be defined before you process the request. You indicate the
request parameters and process group allocations that you want processed. Next, you identify the
process group to be processed in the allocation request. You can opt to generate an Allocation
Calculation Log report, which creates a list of the allocation calculations that the specified
process step performed within a process instance. You also test the allocation process by creating
a calculation log without outputting journals to the appropriate ledgers.
Consider this scenario: You finished creating an allocation step and the associated group. Now,
you want to conduct a test run of the allocation. Therefore, you will create an allocation
calculation log on the Request page. After the process is run, you can view the allocation
calculation log to see how the allocation is distributed.
Procedure
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Step Action
1. Begin by navigating to the Allocation Request page.
Step Action
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Step Action
3. Click the Request Allocation link.
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Step Action
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Step Action
"EXP_PRO_REQ".
8. The Allocation Request page enables you to specify the request parameters and
process group allocations.
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Step Action
9. Use the Process Frequency field to determine the frequency of the process.
11. Use the Unit field to enter the business unit. For this example, the business unit is
US004.
Click in the *Unit field.
12. Enter the desired information into the *Unit field. Enter "US004".
13. Use the Allocation Group field to specify the name of the allocation process group
that you want to process.
Click in the *Allocation Group field.
14. Enter the desired information into the *Allocation Group field. Enter
"EXPNS_PRO".
15. Use the Request Date Option list to select the date of processing the request. For
this example, accept the default value.
16. Use the Output Options list to select the output format of the process. You are
creating an Allocation Calculation Log report without any output so that no journals
are created when you run the process.
Click the *Output Options list.
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Step Action
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Step Action
24. Now that you have completed the process request, you need to review the
Allocation Calculation Log report.
Click the Reports link.
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Step Action
25. Click the Allocation Calculation Logs link.
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Step Action
"EXP_PRO_REQ".
28. The Allocation Calculation Logs Report page enables you to specify parameters
to print a report showing details of an allocation calculation.
Step Action
29. Use the Allocation Step field to specify the name of the process step that you want
calculated in the Allocation Calculation Log report.
Click in the Allocation Step field.
30. Enter the desired information into the Allocation Step field. Enter "EXPNSPRO1".
31. Specify the process instance number of the process for which you want to create a
log report.
Click in the Begin Process Instance field.
32. Enter the desired information into the Begin Process Instance field. Enter "5431".
33. You only want to view the calculation log from the process group with a single step
that you created. Therefore, the same value will appear automatically for the End
Process Instance field.
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Step Action
Click in the End Process Instance field.
35. Select the Include CF option to specify the ChartFields to be displayed in the
report.
Click the Include CF option.
Step Action
If you access this page for a second time, the fields are automatically populated
based on the values selected the last time this process was run.
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Step Action
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Step Action
Success/Posted.
40. You have successfully processed an allocation request.

End of Procedure.
Copying an Allocation Step

Copying an allocation step is useful if you want to modify some information of the existing step.
The Copy / Rename/ Delete Allocation Step page enables you to create new steps that are
identical or similar to the ones you have already defined. You can also use this page to rename or
delete an existing allocation step.
Consider this scenario: Your supervisor created an allocation step for a process that can spread
the overhead expenses incurred by one business unit to another department. Your supervisor
wants you to copy this allocation in the next quarter.
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Procedure
Step Action
1. Begin by navigating to the Copy / Rename/ Delete Allocation Step page.
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Step Action
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Step Action
3. Click the Copy / Rename / Delete Step link.
Step Action
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Step Action
"COPYOHEAD".
8. The Copy / Rename / Delete Allocation Step page enables you to create new steps
that are similar to the existing ones. This is useful when you want to modify a step
slightly from an existing one.
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Step Action
9. Use the Process Frequency list to specify how many times the process can be
executed.
Click the Process Frequency list.
11. Select one of the action options:

• For Copy or Rename, the New Step field is available. Use this field to identify
the new step or rename the original one.
• If you select Delete, the process purges the step definition from the system. If you
rename to delete a process step, the process automatically updates the allocation
process groups.
12. Use the SetID field to enter an identification code that represents a set of control
table information. For this example, accept the default value, SHARE.
13. Use the Allocation Step field to specify the step name that you want to copy to
create a new step. For this example, you want to copy the step OHEXPENSE.
Click in the *Allocation Step field.
14. Enter the desired information into the *Allocation Step field. Enter
"OHEXPENSE".
15. Use the New Step field to enter a name for the new step that is copied from an
existing allocation step.
Click in the New Step field.
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Step Action
16. Enter the desired information into the New Step field. Enter "OHEXPEN_A".
18. When you copy a step, you can choose an option to add the step to the process
group where the process step, used to copy the new step, exists. Use the Add step to
Allocation Groups list to select the process group for the new allocation step.
In this example, you are copying the new step into the same process group as the
existing process step.
Click the Add step to Allocation Groups list.
Step Action
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Step Action
Step Action
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Step Action
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Step Action
26. Now that the process has been run successfully, you can review the allocation step
that you have created.
Click the Define Allocation Step link.
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Step Action
27. Click in the Allocation Step field.
28. Enter the desired information into the Allocation Step field. Enter
"OHEXPEN_A".
30. The Type page is used to define one of five allocation types, as well as any special
arithmetic operations that you want to perform by using the pool and basis.
Select a transaction code for use in interunit and intraunit allocations.
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Step Action
31. Click the Pool tab.
32. The Pool page is used to define the allocation pool: pool record, selection criteria,
and selection method. You can define the pool from ledger balances, any table, or a
fixed amount.
33. Click the Basis tab.
34. The Basis page is used to determine the basis of the allocation or how the pool
amount is to be allocated to the target.
35. Click the Target tab.
36. The Target page is used to define the destination for the allocation or the target
record (journal or any table) and target field values.
37. Click the Offset tab.
38. The Offset page is used to define the offset entry that balances the target. Offset
usually reflects the clearing of pool amounts as they are transferred to the targets.
However, if the target record is not a balanced ledger, such as a budget ledger, there
is usually no offset.
39. Click the Output Options tab.
40. The Output Options page is used to define journal options if the target or offset
record is journals, or define the Table Output Option if the target or offset record is
table.
41. Click the Round Options tab.
42. The Round Options page is used to define the method for rounding the allocation
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amount and distributing odd cents. This option is valid for only these allocation
types: Spread Evenly, Allocate of Fixed Basis, and Prorata with Record Basis.
Step Action
43. Click the Batch Records link.
44. The Batch Records page is used to specify the batch temporary tables that are used
in the PeopleSoft Allocations process.
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Step Action
45. Click the Amount Fields link.
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Step Action
46. The Amount Fields page is used to define the amount field mapping between the
pool, basis, target, and offset records.
47. You have successfully copied an allocation step to serve as a model for a new
allocation step.
End of Procedure.
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Maintaining Budgets
The preparation of a company's budget is the key to its success. Budgets are the mechanism by
which an organization plans for its short term and long term operations. By using budgets,
companies can forecast a course of action and periodically compare actual results with predicted
ones. This comparison of the budgeted operations with actual results makes it possible to review
management and the company's performance at all levels. This helps the companies determine the
adjustments, if any, that should be made to the organization’s operations.
Companies can create a new budget each year, revise the previous year's budget, or use rolling
budgeting and revise the budget monthly or quarterly.
Budgets can be as detailed or as simple as your needs demand. You can also maintain multiple
budgets, representing different levels of detail.

• Adjust a budget by year.
• Adjust a budget by period.
• Copy a budget.
• Enter a budget copy group.
• Process a budget copy request.
Adjusting a Budget by Year

You can adjust a budget by year. The process to adjust a budget by year requires you to enter the
new information and then, a calculation is made for the new adjustment by using the Budget
Calculation page. Successful changes are reflected on the Data By Year page.
Consider this scenario: Your business unit's budget for last fiscal year's employee advances was
copied from the 2000 budget. However, the budget was not adjusted to reflect the 30% increase
that the Chief Financial Officer approved for employee's advances in 2001. Your goal is to adjust
the budget for the year in PeopleSoft.
Procedure
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Step Action
1. Begin by navigating to the Detail Budget Maintenance page.
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Step Action
3. Click the Maintain Standard Budgets link.
Step Action
4. Click the Detail Budget Maintenance link.
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Step Action
5. The business unit is specified by default. You can change the business unit
depending on your requirement.
6. Click in the Ledger field.
7. Enter the desired information into the Ledger field. Enter "BD_ACTUALS".
9. The Detail Budget Maintenance page enables you to identify the fiscal year and
the ChartFields or specific ChartField values that display on the Data By Year and
Data By Period pages for the selected business unit and budget ledger.
You can then make adjustments on the Data By Year and Data By Period pages.
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Step Action
10. Use the Fiscal Year field to enter the fiscal year you want to review or modify for
this business unit and budget ledger.
Enter the desired information into the *Fiscal Year field. Enter "2003".
11. The ChartField Criteria grid consists of General Ledger ChartField names and
values. You can narrow your search of ChartFields by using wildcard (%) or by
selecting specific values in the ChartField Value field.
Use the ChartField Value field to specify a value for the Account ChartField.
When you enter an account number, all lines for that account are listed.
13. Click the Query link.
14. The Data By Year - Detail Budget Maintenance page displays information for the
specified account. This page enables you to delete rows for the selected budget data
and fiscal year and drill down to the Data By Period page for this specific account.
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Step Action
16. Review the values in the Posted Base Currency Amount and Posted Transaction
Amount fields.
17. You need to click the Del/Cal option next to the Account field for which you want
to recalculate the budget. To recalculate budget amounts for all accounts, you select
all the Del/Cal check boxes.
Click the Del/Cal option.
18. For the purposes of this example, the rest of the check boxes will be selected for you
to save time.
19. You can modify the amounts by clicking the Calculate link.
Click the Calculate link.
20. The Budget Calculation page enables you to select the calculation options to
modify the amounts.
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Step Action
21. Use the Calculation Type list to select the type of calculation to adjust a budget.
Click the Calculation Type list.
23. You need to adjust the budget amount to reflect the 30% increase that the Chief
Financial Officer approved for employee's prepaid expenses in 2001.
Click in the Change value field.
24. Enter the desired information into the Change value field. Enter "30".
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Step Action
27. Notice that the values in the Posted Base Currency Amount and Posted
Transaction Amount fields for all departments are updated.
29. You have successfully adjusted the budget for the year.
End of Procedure.
Adjusting a Budget by Period

You can adjust budgets by a specific period. During a year, you can make adjustments to the
budget ledger or you may want to copy a previous year's budget and make adjustments for the
current year. When you make adjustments, you can choose to distribute a fixed amount evenly
across each period, repeat a fixed amount for each period, or adjust the amount by a percentage or
designated amount.
Consider this scenario: It is the last day before the final budget is to be completed. After
reviewing the detail numbers for your business unit, your supervisor noted some discrepancies.
The amount for employee advances in the Western Sales Region was increased by $30,000 for
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the last 5 months of the last fiscal year, yet that information was not updated in the budget. You
have to adjust the budget for these periods in PeopleSoft.
Procedure
Step Action
1. Begin by navigating to the Detail Budget Maintenance page.
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Step Action
3. Click the Maintain Standard Budgets link.
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Step Action
4. Click the Detail Budget Maintenance link.
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Step Action
5. The business unit is specified by default. You can change the business unit
depending on your requirement.
6. In the Ledger field, specify the ledger name for which you want to adjust the
budget.
Click in the Ledger field.
7. Enter the desired information into the Ledger field. Enter "BD_ACTUALS".
9. Use the Detail Budget Maintenance page to identify the fiscal year and the
ChartFields or specific ChartField values that appear on the Data by Year page and
the Data by Period page for the selected business unit and budget ledger.
Step Action
10. Use the Fiscal Year field to enter the fiscal year you want to review or modify for
this business unit and budget ledger.
11. The ChartField Criteria grid consists of General Ledger ChartField names and
values. You can narrow your search of ChartFields by using wildcard (%) or by
selecting specific values in the ChartField Value field.
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Step Action
Use the ChartField Value field to specify a value for the Account ChartField.
When you enter an account number, all lines for that account are listed.
14. The Data By Year - Detail Budget Maintenance page appears with information
for the specified account. This page enables you to delete rows for the selected
budget data and fiscal year.
This page also drills down to the Data By Period page for this specific account.
Step Action
16. Review the values in the Posted Base Currency Amount and Posted Transaction
Amount fields.
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Step Action
17. To adjust information for an account on a period-by-period basis, click the specific
account link that you want to modify, in the Account field. This displays the Data
By Period page.
For this example, you want to modify the 600020 account information for the 21200
department.
Click the 600020 link.
18. The Data By Period - Detail Budget Maintenance page enables you to modify
most of the values on this page, add and delete selected rows of data, and perform
calculations on specific periods.
Step Action
19. All the periods for this budget line are displayed.
20. Review the values in the Posted Base Amt and Posted Transaction Amount
fields.
21. You can modify the amounts by clicking the Calculator link. Notice the Revised
budget amount. After you adjust the budget by period, this amount will be updated.
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Step Action
Click the Calculator link.
22. You can use the Budget Calculation page to select one of the calculation types and
specify a range of period. For this example, you are adjusting a budget by period.
Step Action
23. Use the Calculation Type field to choose the type of calculation.
Click the Calculation Type list.
25. In this example, the amount for employee advances in the Western Sales Region
was increased by $30,000 for the last five months of the last fiscal year. Therefore,
you need to specify the period for the last five months.
Click in the Selected From Period field.
26. Enter the desired information into the Selected From Period field. Enter "8".
27. The value in the Selected to Period field need not be changed. You need to
distribute $30,000 among five months.
Click in the Change value field.
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Step Action
28. Enter the desired information into the Change value field. Enter "6000".
30. Notice that the budget amount in the Revised field has changed.
Step Action
31. The budget amounts are updated for all the periods. Review the updated amounts
for department 21200.
32. Notice that the values in the Posted Base Currency Amount and Posted
Transaction Amount fields are updated.
34. You have successfully adjusted and updated a budget by period. To adjust by
period, you can choose to distribute a fixed amount evenly across each period,
repeat a fixed amount for each period, or adjust the amount by a percentage or
designated amount.
End of Procedure.
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Copying a Budget
The copying budgets option allows you to complete "what-if" scenarios or create entirely new
budgets without having to enter completely new data. It is ideal to create multiple versions of a
budget. For example, you might have this year's budget complete but want to know what the end
results would be if sales were to increase by X percent. You can copy the entire budget over and
then make an adjustment to the sales accounts, or you can make the changes to sales accounts
during the copy process. Alternatively, you might want to create an entirely new budget and you
know that the ledger between this year and last year is about the same. In this case, you might
copy last year's budget entirely and make the changes necessary to reflect the current year budget.
You might also copy a budget and update only the selected ChartFields depending on the selected
criteria.
The Budget Copy Definition component enables you to copy an entire ledger or any
combination of ChartField values from a source ledger to an unbalanced ledger within the same
business unit. When you copy the budget, the system overwrites any existing data of a ChartField
in the target ledger. If the ChartField does not exist in the target ledger, the system creates the
item in the target ledger.
Consider this scenario: You want to create an initial budget projection for the year 2004. To do
this, you copy the previous year's budget ledger.
Procedure
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Step Action
1. Begin by navigating to the Pool page.
Step Action
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Step Action
3. Click the Budget Copy Definition link.
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Step Action
Step Action
6. Enter the desired information into the Process Step field. Enter "CLASSD".
8. Use the Pool page to specify the pool records, the selection criteria, and the method
for the copy. Copy or update an entire ledger or any combination of ChartField
values from a source ledger to an unbalanced ledger within the same business unit.
Once you set up the pages in the Budget Copy Definition component, you save and
reuse them.
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Step Action
9. The Effective Date field defines the date from which this record is valid. It defaults
to the current system date, but can be overridden if necessary.
11. Enter the desired information into the *Description field. Enter "Copy from
Budgets to Initial".
12. Use the Ledger field to enter or select the source ledger for the new budget.
14. In the TimeSpan field, specify the period (relative to the current fiscal year and
accounting period) for which to retrieve the source records. Enter a single or
multiperiod time span to determine the accounting periods used for the copy.
Click in the TimeSpan field.
15. Relative timespans, such as PER (for current period activity) retrieve amounts
relative to the date specified. The other timespan ALLYEAR can be specified for an
year.
Enter the desired information into the TimeSpan field. Enter "ALLYEAR".
16. In the Pool factor field, enter the factor that the system uses to increase or decrease
the amounts copied to the target ledger. You can enter positive or negative values.
For example, to increase 1,000.00 USD to 1,100.00 USD (10 percent), enter 10, or
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you could decrease the amount by 10 percent by entering –10.

17. In the Pool Fields grid, select the field name that the system uses to select pool rows
from the pool record for the copy. The pool record name is the same as the ledger
record name that is defined in the ledger template. If the pool record uses a
subrecord to define its ChartFields, the prompt table for the field name does not list
these ChartFields. However, you can still enter the ChartFields. When you save the
budget copy definition, the system checks the record to validate the field name that
you enter.
18. You need to add an additional pool field.
19. Use the Field Name list to specify a field name for the system to use when it selects
only certain pool rows from the pool record for copying.

22. In the How Specified section, you can specify individual pool field values, use trees
to select ChartField values from specified levels and nodes, or specify a range of
field values.
It is preferable to use trees whenever possible to reduce future maintenance in case

your ChartField values change.
23. Select the Selected Detail Values option to use detail values. Use the Specify
Value/Range of Values group box to list pool field values, such as specific
department or account values.
24. Select the Range of Values option to activate the From and To fields to enter the
start and end pool field values. If you leave the From field blank, the system selects
all pool field values that are less than or equal to the value in the To field. You
cannot leave the To field blank. If the field is blank, the system uses the lowest
possible value.
25. Select the Selected Tree Nodes option to activate the tree information fields. In the
Tree Type field, select Detail to enter a range of detail values for a node. Select
Dynamic to include the range of detail values defined by a table in the database.
Enter each tree node. The tree level is optional. If the tree has levels, you can limit
prompting in this field to selected levels.
Click the Selected Tree Nodes option.
26. The Tree Type field defines the tree information for the pool field. It is specified as
Detail by default. For this example, accept the default value.
27. Click in the Tree field.
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28. Enter the desired information into the Tree field. Enter "ACCTROLLUP".
29. The fields in the Specify Values/Range of Values/Tree Nodes grid define the
value, node, or range of values for the pool field. This grid enables you to enter
multiple entries.
You need to enter the value, node, or range. Valid values are predefined and based
on your selection in the How Specified section.
30. Enter the desired information into the Value field. Enter "EXPENSES".
Step Action
31. Click the Target tab.
32. Use the Target page to specify the destination for the copy of the target records and
field values.
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33. The fields in the Target Record section identify the target ledger, timespan, and
timespan option for the effective date displayed.
Use the Ledger field to specify the target ledger to update. The system populates
the Specify Field Values scroll area with the target ledger ChartFields. Changing
the value in the Ledger field causes the data in the target fields to be deleted as the
new values are populated. To ensure a one-to-one copy, all ChartFields that are
common to both the target ledger and the pool ledger must appear in the Specify
Field Values scroll area, and the value in the Source field must be Pool.
35. When you specify the target ledger, the Specify Field Values grid is automatically
populated with the target ledger ChartFields.
Use the TimeSpan field to specify the timespan for the target ledger. For this
example, you are copying the budget from 2003 to 2004.
Click in the TimeSpan field.
36. Enter the desired information into the TimeSpan field. Enter "ALLYEAR+1".
37. The fields in the Specify Field Values grid identify the target field names and the
source of the values. To ensure a one to one copy, all the ChartFields in common
between the target and pool ledgers must be in the Specify Field Values grid, with
the Source field as Pool.
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38. The Field Name field displays the ChartField names from the target ledger
specified in the Ledger field.
39. You select the Pool option as the source to copy the field from the source ledger.
The other option you can specify as the source is Value. If you select Value, the
Field Value field appears. This option must be used if the defined target field does
not already exist in the target ledger.
Use the View All link to view the remaining items on the page.

41. The field Scenario, which is the target field, only exists in the budget ledger.
Therefore, you cannot derive the value from the pool. To do so, you need to change
the source to Value for the field name Scenario.
Click the Source list.
43. You need to copy from Budgets to Initial. Therefore, you need to enter the field
value as Initial.
Click in the Field Value field.
44. Enter the desired information into the Field Value field. Enter "INITIAL".
45. Use the Source field to specify the source for the Ledger field.
Click the Source list.
47. When you specify Value as the source for the Ledger field, the field value is
already specified.
49. You successfully created a budget copy definition by identifying the pool records,
selection criteria, and method to copy, for the new budget.
End of Procedure.
Entering Budget Copy Groups

You need to define a budget copy group after creating budget copy definitions and before running
the budget copy process. A budget copy group can contain multiple budget definitions.
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In this topic, you will create a budget copy group for the budget copy definition that you
previously created. This budget copy definition specifies the pool records, selection criteria, and
method to copy the 2003 budget's ledger to create an initial budget projection for 2004.
Procedure
Step Action
1. Begin by navigating to the Budget Copy Group page.
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3. Click the Budget Copy Group link.
Step Action
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5. Click in the Process Group field.
6. Enter the desired information into the Process Group field. Enter
"COPY_BUDG1".
8. The Budget Copy Group page enables you to select budget copy definition for the
budget copy group steps.
9. Click the Copy Allocation Group button to make a copy of the group.
10. Click the Rename Allocation Group button to rename the copy group.
11. Click the Delete Allocation Group button to delete the copy group.
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12. In the Descr field, enter a short description to appear in prompt lists and reports.

Enter the desired information into the Descr field. Enter "Copy Final Budget to
Initial".
13. Enter a long description in the Description box. This is particularly useful for
documenting information about the group.
For the purposes of this example, this will be done for you to save time.
14. Use the Step field to identify the name of the process step that determines the
processing order.
Click in the *Step field.
15. Enter the desired information into the *Step field. Enter "CLASSD".
16. Select the Continue check box for a particular step to have the system continue the
copy even if the step fails.
18. You have successfully created the budget copy group to copy this period's final
budget to next period's initial budget.
End of Procedure.
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Processing a Budget Copy Request

After creating the budget copy group, you can process the budget copy request to complete the
copy process. To process the budget copy request, you need the authorization to copy the budget.
In this topic, you will process a budget copy request for a process group. This budget copy group
is for creating an initial budget projection for the year 2004 by copying the 2003 budget ledger.
Procedure
Step Action
1. Begin by navigating to the Budget Copy Request page.
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3. Click the Request Budget Copy link.
Step Action
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6. Enter the desired information into the Run Control ID field. Enter "AcctDistrib".
8. The Budget Copy Request page enables you to define parameters for processing
budget copy requests.
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budget copy request.
11. Use the Allocation Group field to specify the budget copy group.
Click in the *Allocation Group field.
12. Enter the desired information into the *Allocation Group field. Enter
"COPY_BUDG1".
13. Use the Request Date Option field to specify an option for the request date.

14. Use the Output Options list to select the output option for the process.
Click the *Output Options list.
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The current status of the process is Initiated. The process is finished when the status
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Step Action
22. Notice that the Run Status for the process has changed to Success. This indicates
that the Budget Copy Request was successfully executed.
Now, you want to view the results in the Data By Year page.
Click the Detail Budget Maintenance link.
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Step Action
23. Click in the Ledger field.
24. Enter the desired information into the Ledger field. Enter "BUDGETS".
26. The Detail Budget Maintenance page enables you to identify the Fiscal year and
the ChartFields or specific ChartField values that display on the Data By Year and
the Data By Period pages for the selected business unit and budget ledger.
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27. In the Fiscal Year field, specify the fiscal year you want to review for this business
unit and budget ledger.
29. The Data By Year - Detail Budget Maintenance page appears with the details.
This page enables you to delete rows for the selected budget data and fiscal year.
This page also drills down to the Data By Period page for this specific account.
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30. Review the Account and Dept fields of the copied ledger.
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31. Review the Posted Base Currency Amount and Posted Transaction Amount
fields on the remaining part of the page .
32. You successfully processed a budget copy request using existing ledgers and
reviewed the copied information.
End of Procedure.
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Calculating Average Balances

PeopleSoft General Ledger provides a flexible, powerful solution for organizations that report
financial position using average, rather than period-end, balances. Using the capabilities of
average balance, you can target the ChartFields on which you want to base average balances,
select which ChartField values are included in average balances, and summarize amounts for
selected values according to your reporting requirements. Using average balances and
PS/nVision, you can report prior day and current average balances. You can select time periods
for Average Daily Balance (ADB) calculations from month-to-date, quarter-to-date, and year-to-
date options, or define your own time periods. You can report average balances based on an
average daily balance date or journal date. Summary ledgers also support summarization of ADB
target ledgers.

• Define average daily balance.
• Process average balances.
Defining the Average Daily Balance

There are three journals used in the Average Daily Balance (ADB) processing: detail ledger,
ADB ledger, and target ADB ledger. The detail ledger stores the normal ledger activity, whereas
the ADB ledger stores the daily balances. The ADB ledger is also called the ledger ADB or the
daily ledger. The target ADB ledger stores the average balances.
You define the detail ledger and the target ADB ledger. They must be separate ledgers and you
can have as many target ledgers as you need.
When averages are calculated from balanced ledger data, the calculated averages may not be in
balance because of rounding. However, daily balances must be balanced. The ADB process
creates rounding adjustments to bring the calculated averages back into balance.
In this topic, you will use the Definitions page to create an average daily balance and define
which ledgers and ChartFields will be used. You use the ChartFields page to identify the
Account and Currency Code ChartField values from the source ledger.
Procedure
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Step Action
1. Begin be navigating to the Definition page.
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Step Action
3. Click the ADB Definition link.
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Step Action
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5. Click in the Average Daily Balances field.
6. Enter the desired information into the Average Daily Balances field. Enter
"LOCMTD".
8. The Definition page enables you to identify the ledgers and their associated amount
fields to be used in the definition.
Step Action
9. Use the Descr field to enter a short description to help identify this ADB definition.
The length of description should not be more than 30 characters.
Enter the desired information into the *Descr field. Enter "Local Month to Date
Averages".
10. Click in the Description field.
11. Enter the desired information into the Description field. Enter "Local Month to
Date Averages".
12. Use the ADB Type list to specify how average daily balance is calculated. Select
from the following values:
• Management Balances: Calculates ADB from the daily balances posted from the
ADB date.
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• Regulatory Balances: Calculates the ADB from the daily balances posted from
the journal date.
13. Use the Ledger field to specify the name of the detail ledger associated with the
ADB ledger.
15. Use the Target Ledger field to specify the name of the ledger, which is used to
store average balances. You must have created this ledger using the Detail Ledger,
Detail Ledger Group, and Ledgers For A Unit pages.
Click in the *Target Ledger field.
16. Enter the desired information into the *Target Ledger field. Enter
"LOCALMTD".
17. Use the Batch Work Record field to specify the name of the temporary table that is
used during the ADB calculation process. The default work table is
LED_ADBTG_TAO.
18. Use the Adjustment Period Option list to specify whether ADB calculation
includes Period 998 balances. Values are:
• As First Day of Report Period: The system treats the period 998 balances as the
first day of the report period's transaction (based on period type) and includes the
balances in the ADB calculation.
• As Last Day of Report Period: The system treats the Period 998 balances as the
last day of the report period's transaction (based on period type) and includes the
balances in the ADB calculation.
• No Adjustment Period: The ADB calculation does not include period 998
balances.
19. Click the Default button to automatically populate the Map Amount Fields
section. It will return default amount fields for the posted transaction amount,
posted total amount, and posted base amount fields. You can map up to three
amount fields.
Click the Default button.
20. The Map Amount Fields section connects the Amount field of the ADB ledger to
the target ADB ledger's amount, ending balance, and aggregate amount fields.
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21. Click the Rounding Adjustment tab.
22. The Rounding Adjustment page enables you to identify the ChartFields where the
average daily balance rounding adjustment will be stored.
23. Select the Balanced ADB check box to have the system automatically verify
whether selected ledger amounts balance and to adjust average balance calculations
for rounding discrepancies. The system also records related adjustments to the value
of the rounding adjustment entry ChartField that you specify.
To record average balances without automatic rounding adjustments, clear the

Balanced ADB check box.
24. If the Balanced ADB check box is selected, and the ADB Calculation process
determines that the ADB is not balanced based on the ChartFields specified in the
ADB Definition setup, the ADB Calculation process issues the following message
and the target ledger isn't updated: “Ledger amounts for CHARTKEYS specified in
the ADB (target ledger) is not balanced. Important! You must check the Batch
Message Log to view this message.”
25. Click the ChartFields tab.
26. The ChartFields page enables you to identify the ChartField values from the source
ledger. You need to include these values while performing average balance
calculations.
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27. Click the Refresh button to retrieve all the ChartFields defined for the ADB ledger
(the source ledger).
28. The ADB calculation process creates an average balance for every ChartField
combination listed. Click the View All link to display all of the ChartFields.
29. Use the Detail Ledger ChartField list to specify the ChartField of the target ADB
ledger associated with the ChartField of the ADB ledger.
30. In the How Specified section, specify how the ChartField values are to be
summarized for use in the ADB Calculation process.
31. All Detail Values include all detail values of the selected ChartField.
32. Selected Detail Values summarizes the detail ChartField values that you select in
the Value field in Specify Values/Range of Values/Tree Node group box.
33. Range of Values summarizes the range of values that you select in the Value and
To Value fields in the Specify Values/Range of Values/Tree Node group box.
34. Selected Tree Nodes activates the Tree and Level fields in which you can select a
tree name and level name (for trees with levels). Summarizes the values rolled up by
the tree node that you select in Value in the Specify Values/Range of Values/Tree
Node group box.
35. Children at a Level activates the Tree and Level fields in which you can select a
tree name and level name (for trees with levels). Summarizes every node at the
specified level that is a child of the parent node that you select in the Specify
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Values/Range of Values/Tree Node group box.
36. All Nodes at Selected Levels activates the Tree and Level fields in which you can
select a tree name and level name (for trees with levels). Summarizes every node at
the specified level.
37. Detail of Selected Parents activates the Tree and Level fields in which you can
select a tree name and level name (for trees with levels). Summarizes the values
rolled up by the parent node that you select in the Specify Values/Range of
Values/Tree Node group box.
Click the Detail - Selected Parents option.
38. In the Tree field, enter a tree name if you are using trees to select your ChartField
values for ADB processing.
Click in the Tree field.
39. Enter the desired information into the Tree field. Enter "ACCTROLLUP".
40. In the Value field, enter the tree node or ChartField value to use for ADB
processing.
41. Enter the desired information into the Value field. Enter "BALSHEET".
42. Click the Next Row button.
43. Click the Delete Row button to delete unwanted ChartFields.
For example, if your ledger has Account, Department, Product, Program, and
Project ChartFields, but you want to have only average balances for
Account/Department/Product ChartField combinations, delete the Program and
Project ChartFields.
For the purpose of this example, delete the Alternate Account ChartField.
Click the Delete Row button.
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45. For the purpose of this example, all the ChartFields except Account and Currency
Code are deleted for you to save time.
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46. The Selected Detail Values option summarizes the detail ChartField values you
select in the Value field.
Click the Selected Detail Values option.
47. Click in the Value field.
48. Enter the desired information into the Value field. Enter "USD".
50. You have successfully specified the ledgers and ChartFields to use while defining
an average daily balance.
End of Procedure.
Processing Average Balances

After you establish the basis for average balance calculations, you can initiate the background
process that calculates the balances and updates the target ledger. If you want to run average
balances for a ledger that has already been archived, you need to restore the ledger and then run
the ADB process.
In this topic, you will use the ADB Process Request page to process the average daily balance.
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Procedure
Step Action
1. Begin by navigating to the ADB Process Request page.
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3. Click the ADB Process link.
Step Action
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6. Enter the desired information into the Run Control ID field. Enter "ADBMTD1".
8. The ADB Process Request page enables you to identify the business unit, ADB
definition, and period type of the ADB you want to process. It also enables you to
specify whether you want to recalculate existing average daily balances.
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ADB process request. The Process Frequency list contains options, such as
Always, Don't, or Once.
11. Use the ADB field to enter the ADB definition. This field works in combination
with the Period Type field to determine which calculation method the system uses.
Click in the ADB field.
12. Enter the desired information into the ADB field. Enter "LOCMTD".
13. In the Request Type field, select one of these request type options:
• Calc End of Per (calculate for period end date): Calculate only one period's
average daily balance. The average balance is for the period end date.
• Calc Each Per (calculate for each period): Generate multiple period's average
daily balances, one for each day of the reporting period.
14. Use the Period Type field to define the time period for the ADB calculation. This
field works in combination with the ADB field to determine which calculation
method the system uses.
Select the Period Type option for average balance calculations. Values are:
• DTD (date to date): Calculates average balances from the specified begin date to
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the date specified in the Request Date Option field. The begin date appears when
you select this option.
• MTD (month to date): Calculates average balances from the first day of the
month, which is the beginning date of the accounting period in which the run
request date falls, to the date specified in the Request Date Option field. To use
this option, the detail ledger for the business unit must be tied to a detail calendar
that uses monthly periods.
• QTD (quarter to date): Calculates average balances from the first day of the
quarter, which is the beginning date of the first accounting period in the quarter in
which the run request date falls, to the run request date. To use this option, the detail
ledger for the business unit must be tied to a detail calendar that uses monthly
periods 1 through 12.
15. Select the Period Type option for average balance calculations. Values are:
• Reg Date (regular date): Calculates average balances for a date range that you
enter in Begin Date and End Date fields, which appear when you select this option.
• Reg Per (regular period): Calculates average balances from the beginning date of
the from period to the ending date of the to period for the specified fiscal year. The
from period, to period, and fiscal year appear when you select this option.
• YTD (year to date): Calculates average balances from the first day of the year,
which is the beginning date of accounting period 1, to the run request date specified
in the Req Date Option field.
16. In the Request Date Option field, specify the date option for the ADB process.
Values are:
• Process Date: Uses the process date of the business unit as the request date for the
ADB process.
• SYSDATE: Uses the system date as the request date for the ADB process.
• As-Of Date: Uses the date that you specify in the As of Date field, which appears
when you select this option. If As-Of Date is selected in the Request Date Option
field, the As of Date field and Update As Of Date button appear above the Process
Request group box. Click this Update As Of Date button to globally update the as
of date for requests that use the as of date option. If you want to update only the as
of date for one of the ledgers listed, use the as of date in the process request row.
17. In the Tree Date Optn field, select the effective date of the tree used to select the
ChartFields values to be processed. Values are:
• Use EndDt (use period end date): Sets the effective date to the end of the
accounting period.
• Use OverDt (use override date): Activates a field in which you can enter a date
other than the period end.
19. Use the Description field to identify this run of average balance calculations with a
short description.
20. Enter the desired information into the *Description field. Enter "Process MTD
ATB".
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27. The Run Status for the process has changed to Success.
You have successfully identified the business unit, ADB definition, and period type
for processing average daily balances.
End of Procedure.
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Managing Interim and Year-End Processing

At the end of each fiscal year, the revenue and expense accounts are closed out to retained
earnings. This process resets the balance of all revenue and expense accounts to zero in
preparation for the beginning of the next fiscal year. It also updates the balance sheet for the
increase or decrease in owner's equity. PeopleSoft provides several options for the closing
process so that you can fit the closing procedure to your specific business needs.

• Specify closing rules for year-end close.
• Specify closing rules for interim close.
• Process year-end closing.
Specifying Closing Rules for Year-End Close

Fiscal years are divided into segments called accounting periods. Although each fiscal year could
have different periods, they often contain consistent periods from fiscal year to fiscal year. For
example, if your company uses monthly accounting periods in your fiscal year, you would have
12 periods. In addition to the accounting periods you define, PeopleSoft automatically includes 3
additional periods: Period 0 contains the beginning balances, Period 998 contains adjusting
entries, and Period 999 contains the results of year-end closing.
The year-end closing rules define how PeopleSoft General Ledger will calculate retained
earnings from the income and expense accounts and carry balance sheet balances forward into the
next fiscal year. You have tremendous flexibility in how your retained earnings are calculated.
You can define any number of closing rules for different contingencies.
You specify closing rules to identify the scope for your year-end close and other closing options.
You can identify the profit and loss (P/L) ChartField value sets and the retained earnings
ChartFields for the closing. You can specify a default Retained Earnings account, but you have
the ability to specify additional retained earnings accounts to use by ChartField value sets. In
addition, you can specify if you want to create journal entries for the year-end close, and identify
whether or not to roll forward accounts with zero balances. You can also define journal options
for the system-generated journals created during the close.
Consider this scenario: You have a new closing procedure for Manufacturing for which you need
to specify year-end closing rules. The rules should stipulate that all departments close to separate
retained earnings accounts.
Procedure
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Step Action
1. Begin by navigating to the Closing Options page.
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Step Action
3. Click the Closing Rules link.
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5. Click in the Closing Rule field.
6. Enter the desired information into the Closing Rule field. Enter
"ManufacturingYE".
7. When adding a new closing rule, you must designate if the rule is defining an
interim closing or a year-end closing type. Depending on your selection, different
fields will be available to define your closing rule.
Click the Closing Type list.
10. The Closing Options page enables you to identify the type of closing, such as
interim or year-end, the closing scope, and other closing options.
Step Action
11. Use the Effective Date field to specify the date from which the closing rule is valid.
It defaults to the current system date but can be changed if needed.
12. Use the Status list to specify the status as Active or Inactive.
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Step Action
For this example, accept the default status.

13. Use the Description field to briefly describe the closing rule that will appear on
pages and reports. In this example, you are specifying that you will close profit and
loss (P/L) accounts for administrative departments to retained earnings account. All
other departments' P/L accounts will close to account 360000 and retain the original
department number.
14. Enter the desired information into the *Description field. Enter "Close to single
Acct with Dept".
15. Use the Ledger Template field to enter the ledger template associated with the
ledger to be closed. This template determines the ChartFields that are listed in the
selection fields for this closing rule. Only the ChartFields defined for the selected
ledger template can be included in the closing rules.

16. Use the ChartFields list to specify the Account ChartField required for year-end
closing.
For year-end closing, all P/L accounts must be closed to retained earnings. All P/L
accounts will close to the account specified here unless overridden on the Net
Income/Retained Earnings page.
19. Use the ChartField Value field to enter the retained earnings account value that
will be used as a default.
In this example, 360000 is the retained earnings account for all departments that are
not administrative departments.
22. Click the *ChartField list.
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Step Action
24. Use the Retain CFV option to have the system retain the ChartField value from the
ledger.
The Retain CFV option is not allowed if the ChartField is Account. If this check
box is selected, then the ChartField Value field must be blank. If the check box is
blank, then you must specify a specific value for the ChartField.
Click the Retain CFV option.
25. Click the Year End Closing Options link to access the year end close options. The
link is available only for year end closings.
Click the Year End Closing Options link.
26. You can perform year end close on either the Account ChartField or the Alternate
Account ChartField.
In addition, you can define a year end closing rule on the Alternate Account only. In
this case, no Account ChartField is required for retained earnings, P/L ChartField
value sets, or roll-forward ChartField value sets. Closing populates the Account
ChartField with the default values for the particular Alternate Account ChartField.
However, you can enter an Account ChartField to accompany the Alternate Account
ChartField if you want.
To perform a year end close by Alternate Account ChartField only, select

ALTACCT in the Close by field.
In the close sequence, you typically perform a currency translation from the local
ledger to a reporting ledger. You then close and report the local ledger by Alternate
Account ChartField. You can then close and report the translated reporting ledger
by the Account ChartField.
27. Select Set Default Retained Earnings to use the default retained earnings that you
also define on the Closing Options page.
If not selected, you must use the Net Income/Retained Earnings page to define all
accounts to be closed. If you do not select this check box, no default retained
earnings account exists for P/L accounts that may have inadvertently been omitted
on the Net Income/Retained Earnings page.
When you use the balance sheet indicator option at the installation level, this option
is set to Off, and it is display-only.
28. Select Create Jrnl by RE Group to have year end close create separate journals for
each P/L ChartField value set group and retained earnings pair; that is, one journal
for one ChartField value group number. For example, to have a separate journal for
each department, you might enter DEPTID in the ChartField value set criteria, as
well as in the retained earnings ChartFields on the Net Income/Retained Earnings
page and then select this option.
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Step Action
29. Select Close the G/L Open Periods to close all open general ledger periods for the
business-unit-and-ledger-group combination and year being closed. This prevents
any additional journals from being entered for the year that is being closed.
30. Select Close Adjustment Periods to close all open adjustment periods for the
business-unit-and-ledger-group combination and year being closed.
31. Select Store P/L Reversal Entries to store P/L offsets in period 999 (where the
closing entries for all accounts are stored).
If you select this option, the system inserts ledger rows for the entries made to
period 999 to close revenue and expense accounts. You can access these amounts
using the General Ledger inquiry pages.
If this option is not selected, offsets are not stored in period 999. If you select period
999 for reports, the ledger will be out of balance.
32. Select Initialize DR/CR with Net Bal to begin the year with net balances of debits
and credits, instead of carrying forward separate balances for debits and credits.
This option is available only if you have enabled separate debits/credits (DR/CR) on
the database. When separate DR/CR is enabled, the period 999 entries for profit and
loss accounts offset not only the net ending balances, but also the debit and credit
ending balances. This option enables you to begin the year with net balances of
debits/credits, instead of carrying forward separate balances for debits and credits.
If selected, the debit or credit balances are initialized with the net period zero
balance. If the net balance is positive, this amount is placed in the DR column for
period 0; if the net balance is negative, this amount is placed in the CR column for
period 0.
If not selected, the system moves the ending debit balance and ending credit balance
forward to become the beginning balances of the following year. The DR column in
period 0 is the sum of DR through the previous year. The CR column in period 0 is
the sum of CR through the previous year.
33. Select the Close DR/CR with Net Balance option if you are using the separate
debit credit modification and want to net the separated debit and credit amounts
during year end closing for the equity—profit and loss accounts before posting a
single net amount to period 999.
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Step Action
34. For this example, accept the default selections.
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Step Action
35. Click the Net Income/Retained Earnings tab.
36. The Net Income/Retained Earnings page enables you to identify the profit and
loss (P/L) ChartField value sets, and the retained earnings ChartFields for the
closing.
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Step Action
37. Select the Close To Multiple Ret Earnings option to close to multiple retained
earnings accounts.
If cleared (year end closings only), the system uses the default account for retained
earnings defined on the Closing Options page. All P/L accounts will close to the
default retained earnings account.
This option is required when the Book Code option, the Balance Sheet option, or
the Off-Balance Sheet option is selected at installation.
Click the Close To Multiple Ret Earnings option.
38. Select the ChartField Value Set for the P/L accounts to be closed. If there are other
P/L ChartField value sets that close to the same retained earnings account, click the
Add Row button and select the appropriate ChartField value set.
Click in the ChartField Value Set field.
39. The system uses the values in the ChartField Value Set field to identify the P/L
accounts that close to the retained earnings account that you enter in the Retained
Earnings group box.
For best system performance, select ChartField value sets that have the same
ChartField combinations. For example, if you select ChartField value sets 1, 2, and
3, and ChartField value set 1 includes the Department ChartField and the Project
ChartField, then the other ChartField value sets should also include Department and
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Step Action
Project. If they included different ChartFields (for example Product and Project),
then processing the close may take longer and be less efficient.
Enter the desired information into the ChartField Value Set field. Enter
"INCOM_ACCT_ADMIN_DIV".
40. Click the Update/New link to access the Setup ChartField Value Sets page, where
you can create or update a ChartField value set to use as P/L ChartField value set.
41. In the Retained Earnings section, define the mapping of P/L accounts to the
retained earnings accounts.
Use the ChartField list to specify the Account ChartField required for year-end
closing.
44. In the ChartField Value field, enter the retained earnings account value that will be
used for the specified value set.
In this example, 360100 is the account code used for administrative departments.
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Step Action
46. Click the Journal Options tab.
47. The Journal Options page enables you to define journal options for system-
generated journals created during the close. You can also specify whether you want
to create journal entries for year-end close.
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Step Action
48. In the Journal ID Mask field, enter a prefix for naming closing journals. Journals
are identified by a 10-character alphanumeric ID. The system automatically appends
the prefix that you specify here to the journal IDs. For example, if you specify the
journal ID mask as YEC, the year end closing journal IDs might be YEC0001,
YEC0002, and so on.
Alternatively, the value NEXT causes the system to assign the next available journal
ID number automatically, without including the mask. (This option makes it more
difficult to identify the closing journals.)
Reserve a unique mask value for closing to ensure that no other process creates
identical journal IDs.
Enter the desired information into the Journal ID Mask field. Enter "YE".
49. Use the Source field to identify the originating responsibility for the journal entries
being created.
50. In this example, CLO is the code for Closing Journal Source.
Enter the desired information into the *Source field. Enter "CLO".
51. If you use the Document Sequencing feature, select a predefined closing document
type for the closing journals. The Document Sequencing feature requires that you
identify a document type for all created journal entries.
Click in the Closing Doc Type field.
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Step Action
52. In this example, FS-CLS is the code for Closing Journals.
Enter the desired information into the Closing Doc Type field. Enter "FS-CLS".
53. Use the OpenBal Doc Type field to select a predefined Open Balance Document
Type for your journals.
Click in the OpenBal DocType field.
54. In this example, FS-OPEN is the code for Opening Balance Journals.
Enter the desired information into the OpenBal DocType field. Enter "FS-OPEN".
55. Select the Create Journal Entries option to create journal entries for year-end
close transactions.
Click the Create Journal Entries option.
Step Action
56. Click the Roll Forward Options tab.
57. The Roll Forward Options page enables you to identify whether or not to roll
forward accounts with zero balances. You can also use this page to indicate if you
want to roll forward none, some, or all of your profit and loss accounts. Normally,
only balance sheet accounts are rolled forward.
58. The Do Not Roll Forward Zero Bal option prevents the system from creating
balance-forward amounts (period 0) for accounts with a zero ending balance.
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Step Action
59. Normally, only balance sheet accounts are rolled forward, and their balance forward
amounts stored in period 0. Options in the P/L to Roll Forward to Next Yr list are:
• Do Not Roll Forward: Do not roll forward any amounts from prior year accounts
with the Balance Forward field on the Account Type page set to the value Not
Carry Forward.
• Partial RollForward 1 Year: For selected ChartField Value Sets, closing rolls
forward the amounts from the first period through 998 of the year being closed to
period 0 of the new year.
• Partial RollForward Cumulative: For selected ChartField Value Sets, closing
rolls forward amounts from periods 0, and periods 1 through 998 of the year being
closed to period 0 of the new year.
• Roll Forward All 1 Year: Closing rolls forward all account with the Balance
Forward field equal to Not Carry Forward balances from period 1 through 998 for
the year being closed to period 0 of the new year.
• Roll Forward All Cumulative: Closing rolls forward all accounts with the
Balance Forward field equal to Not Carry Forward balances for period 0, and 1
through 998 for the year being closed to period 0 of the new year.
60. If you elect to roll forward in the P/L to Roll Forward to Next Yr field, select the
ChartField value set for the P/L accounts that you want to roll forward. To roll
forward more than one ChartField value set, click the Add Row button and select
additional ChartField value sets.
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Step Action
62. You have successfully specified the rules for year-end closing. You have identified
the P/L ChartField Value Sets and the retained earnings ChartFields for the closing.
You have also opted to create journals during the close and defined the journal
options for the system-generated journals.
End of Procedure.
Specifying Closing Rules for Interim Close

Although most companies only need to close profit and loss (P/L) accounts to retained earnings
once a year, other companies require this as frequently as daily. PeopleSoft General Ledger
allows you to run closing as frequently as you need through interim, or net income, closings.
Interim closing is similar to year-end closing except that it does not create the carry-forward
balances. Furthermore, you can close only part of your chart of accounts, rather than the entire
ledger, during an interim close.
You can transfer net income to retained earnings as often as needed by performing an interim
close. You can identify the specific accounts you want to close and the retained earnings accounts
to which they should be distributed. These can be the same as, or different from, the retained
earnings accounts you use for year-end close. The interim closing process provides flexibility in
tracking profit and loss.
Consider this scenario: Your supervisor has implemented a new closing procedure for interim
closing for which you need to create closing rules.
Procedure
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Step Action
1. Begin by navigating to the Closing Options page.
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Step Action
Step Action
3. Click the Closing Rules link.
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Step Action
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Step Action
5. Click in the Closing Rule field.
"MANUFACTURE_INT".
7. When adding a new closing rule, you must designate if the rule is defining an
interim closing or a year-end closing type. Depending on whether you select interim
or year-end, different fields will be available to define your closing rule.
Click the Closing Type list.
10. The Closing Options page enables you to identify the type of closing, interim or
year-end, closing scope, and other closing options.
Step Action
11. Use the Effective Date field to specify the date from which the closing rule is valid.
It defaults to the current system date but can be changed if needed.
12. Use the Status list to specify the status as Active or Inactive.
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Step Action

13. Use the Description field to enter a brief description of the closing rule that will
appear on pages and reports.
In this example, you are specifying that this interim close will close the P/L
accounts year-to-date from when the closing process is initiated.
14. Enter the desired information into the *Description field. Enter "Interim close
YTD".
15. Use the Ledger Template field to enter the ledger template that is associated with
the ledger to be closed. The system uses this template to determine which
ChartFields to list in the selection fields for the closing rule. Only the ChartFields
defined for the selected ledger template can be included in the closing rules.
When you select a ledger group on the Close Request page, the ledger group must
be associated with the ledger template entered here.

16. The Closing Scope region is available only for interim closings. Use the Scope list
to select the scope of the interim close. Values are:
• Incremental Current Period: Includes current period balance (from period start
date to the end of period date).
• Incremental Year to Date: Used for daily close, includes transactions that you
have posted since the last closing process, up to the as of date entered on the Close
Request page. The closing process marks the journals that it processes as Closed,
and the journals are not processed in future runs.
• Incremental Year to Curr Period (incremental year to current period): Includes
transactions starting with period 1 (that is, period 1 through the end of the current
period).

In this example, retain the default selection.
17. For interim closings, use the Target Currency Option list to identify which base
currency is used for the closing journal entries and offsets. Values are:
• Base currency of Prim Ledger (base currency of primary ledger): Uses the base
currency of the primary ledger in the ledger group (as entered on the Detail Ledger
Group page). The ledger group is automatically entered on the Close Request
page.
• Business Unit Base Currency: Uses the base currency of the business unit.
• Retain currency: Uses the source transaction's currency.
• Specify Target Currency: Uses the currency that you specify in the Target
Currency field.
To retain the offset entry in the original currency, select the Currency Code
ChartField on the Journal Options page, and select Retain Value.
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Step Action
In this example, retain the default selection.

18. You have the flexibility to include multiple adjustment periods or no adjustment
periods in the Adjustment Period field when doing an interim close.
Use this Adjustment Period list to select the adjustment period that you want
closed in this interim closing.
Click the Adjustment Period list.
21. Click the Adjustment Period list.
23. Period 998 is delivered by PeopleSoft and is an adjustment period specifically set up
to contain adjusting entries.
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Step Action
24. Click the Net Income/Retained Earnings tab.
25. The Net Income/Retained Earnings page enables you to identify the profit and
loss (P/L) ChartField value sets and the retained earnings ChartFields for the
closing.
26. You can only close to multiple retained earnings accounts during an interim close,
this is why the Close to Multiple Ret Earnings check box is selected and gray.
27. If your business practices require you to indicate second retained earnings account
and its driver, you can click the Add Row button to the right of ChartField Value
Group Number 1 to add another value. Group 1 can have one Retained Earnings
account number, while group 2 can have another Retained Earnings account.
28. Use the Closing Offset Options list to specify the offset options for interim closing.
Options are:
• Autofill Offset From First Row: Copies from the offset defined in the first row
down to any offsets that are not yet populated.
• Fill Individual Offset: Verifies whether an offset is entered for every ChartField
group.
• Retain All CF Value for Offset (retain all ChartField values for offset): Closes to
the same date and same detail account as the source transaction. If not selected,
specify the ChartField and value for the offset using the fields in the Offset
Chartfields group box. If you select this option, no audit trail exists.
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Step Action
29. Use the ChartField Value Set field to select the ChartField value set for the P/L
accounts to be closed.
The system uses the values in these ChartField Value Sets to identify the P/L
accounts that will close to the retained earnings account that you will enter in the
Retained Earnings group box.
Click in the ChartField Value Set field.
30. Enter the desired information into the ChartField Value Set field. Enter
"ACCT_GAIN_AND_LOSS".
31. In the Retained Earnings section, identify the retained earnings account or target
account, to which the P/L accounts will be closed.
Use the ChartField list to specify the Account ChartField required for interim
closing.
34. Use the ChartField Value field to enter the retained earnings account value that
will be used as a default. This option is required for the Account ChartField.
If you perform interim closes using an offset to retained earnings, you must use the
offset account as the target retained earnings for the year end close.
In this example, 360100 is the account used for administrative departments.

36. For interim closings only, identify the ChartField and ChartField value for the offset
to the retained earnings entries.

39. For interim closings only, the ChartField Value can be only the Account
ChartField, or it can be a combination of ChartFields (for example, Department and
Account).
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Step Action
Step Action
41. Click the Journal Options tab.
42. The Journal Options page enables you to define journal options for system-
generated journals created during the close. Also, use this page to specify whether
you want to create journal entries for year-end close.
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Step Action
43. In the Journal ID Mask field, enter a prefix for naming closing journals. Journals
are identified by a 10-character alphanumeric ID. The system automatically appends
the prefix that you specify here to the journal IDs. For example, if you specify the
journal ID mask as YEC, the year end closing journal IDs might be YEC0001,
YEC0002, and so on.
Alternatively, the value NEXT causes the system to assign the next available journal
ID number automatically, without including the mask. (This option makes it more
difficult to identify the closing journals.)
Reserve a unique mask value for closing to ensure that no other process creates
identical journal IDs.
Enter the desired information into the Journal ID Mask field. Enter "INTCL".
44. Use the Source field to identify the originating responsibility for the journal entries
being created.
In this example, CLO is the code for the Closing Journal Source.
45. Enter the desired information into the *Source field. Enter "CLO".
46. If you use the Document Sequencing feature, enter a predefined closing document
type in the Closing Doc Type field for the closing journals. The Document
Sequencing feature requires that you identify a document type for all created journal
entries.
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Step Action
47. From the Closing Journal Date Option list, select one of the following:
• Retain Transaction Date: Sets the output journal date to equal the original
transaction date.
• Use Process Date: Sets the output journal date to equal the process date of the
closing process run.
48. Select Create Journal Entries to create journal entries for year end close
transactions only. Interim close always creates journal entries.
49. The Edit Journal(s), Budget Check Journal(s), and Post Journal(s) check boxes
are for interim close only (because year end close directly updates the ledgers and
interim close does not). If you select these check boxes, the system processes the
journals without any intervention by you. If you want to edit and post the journals
through journal processing, do not select these check boxes.
50. For interim close only, select Edit Journal(s) to have the journals automatically
undergo the edit process.
If you do not select this option, the closing process designates the journals as No
Status - Needs to be Edited.
51. For interim closings only, select Budget Check Journal(s) to have the journals
automatically checked against the Commitment Control budget for the business unit
and account.
To select this option, you must have the Commitment Control feature enabled for
the ledger group, and you must have selected the Edit Journal(s) option.
52. For interim closing only, select Post Journal(s) to have the journals automatically
posted to the ledger.
To select this option, you must have selected the Edit Journal(s) option and the
Budget Check Journal(s) option if the Commitment Control feature is enabled for
the ledger.
54. You have successfully specified closing rules for interim close. You have identified
the P/L ChartField Value Sets, the retained earnings ChartFields for the interim
closing, and defined the journal options for the system-generated journals created
during the close.
End of Procedure.
Processing Year-End Closing

When you record year-end adjustments, it is often desirable to post these entries to a period other
than one of the normal accounting periods. PeopleSoft General Ledger maintains special periods
that are not stored in normal calendar periods, so that they do not distort the period-to-period or
year-to-year results. You can include them when you run reports, inquiries, or other processes
such as summary ledgers.
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To get around this problem, you can make year-end adjustments to a special period, period 998,
so that reports for the entire fiscal year include the year-end entries, but no one previous month's
activity is changed or skewed. Posting the adjustments to period 998 also helps to segregate the
final adjusting entries from others for easier analysis of the adjustments.
The closing process can be initiated manually, or you can schedule the process to run
automatically at a later time by using the Process Scheduler. During year-end closing, the profit
and loss (P/L) accounts for the defined closing sets are set to zero and the balances are moved to
retained earnings. The balances for the balance sheet accounts carry forward to the new fiscal
year. For interim closing, the process is similar, but the system does not close out the P/L
accounts.
In this topic, you are going to apply the year-end closing rule you previously created for
Manufacturing and close it out for fiscal year 2004.
Procedure
Step Action
1. Begin by navigating to the Ledger Close Request page.
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Step Action
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Step Action
3. Click the Request Ledger Close link.
Step Action
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Step Action
"2004_YEAREND_CLOSE".
8. The Ledger Close Request page enables you to enter or select the closing set,
business unit, fiscal year, and ledger that you want to close.
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Step Action
9. Use the Process Frequency field to specify how many times the process can be
executed.
10. Use the Close Request Type list to specify whether you are running a Close or
Undo process.

11. Use the Fiscal Year field to enter the year to be closed.
Click in the Fiscal Year field.
12. Enter the desired information into the Fiscal Year field. Enter "2004".
13. Use the Business Unit for Prompting field to select the business unit to be closed,
which will determine which ledger groups and closing rules can be selected.
Click in the Business Unit for Prompting field.
14. Enter the desired information into the Business Unit for Prompting field. Enter
"US004".
15. Use the Check only, Do not process option to perform validation checking during
the close, but the system will not calculate retained earnings or balance forward
amounts.
Click the Check only, Do not process option.
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Step Action
16. Use the Closing Rule field to enter or select the closing rule to be processed for this
request.
Click in the Closing Rule field.
"MANUFACTURINGYE".
18. Use the Ledger Group field to select the ledger group for the ledger being closed.
Click in the Ledger Group field.
19. Enter the desired information into the Ledger Group field. Enter "RECORDING".
20. Use the Ledger field to enter a specific ledger to process.
Click in the Ledger field.
21. Enter the desired information into the Ledger field. Enter "LOCAL".
22. Use the As of Date option to specify a date for the closing process.
Click the As of Date option.
23. Use the Specify field to enter either a Business Unit (BU) Process Date or the As of
Date.
In this example, you want to process the interim close on December 31, 2004.
Click in the Specify field.
24. Enter the desired information into the Specify field. Enter "12/31/2004".
25. In the Selections region, you can select the business units to be closed. You can
specify selected business units or you can use trees to identify which business units
you want to close.
If you select the Selected Detail Values option, you can enter a specific business
unit value, or values, in the Business Unit to Close region.
26. Use the Select Value field to select business units to be closed.
Click in the *Select Value field.
27. Enter the desired information into the *Select Value field. Enter "US004".
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Step Action
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Step Action
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Step Action
Success/Posted.
34. The Run Status reads Success/Posted, which indicates that the closing check was
successful. Now that you have seen that the process will run successfully, you can
go ahead and run the actual closing process.
Click the Go back to Request Ledger Close link.
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Step Action
35. Click the Check only, Do not process option.
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Step Action
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Step Action
38. Click the Process Monitor link.
Step Action
40. You have successfully completed the ledger closing process. This has moved the net
income to the company's equity section and set the revenue and expense accounts to
zero in preparation for the beginning of a new fiscal year.
End of Procedure.
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Running Reports
Process Scheduler's primary role is to support the PeopleSoft application environment. It is used
to run PeopleSoft processes, including programs, batch programs, reports, and so on.
More specific examples of processes include running reports, posting journal entries, loading
benefit enrollment forms, and calculating payroll deductions. All of these are performed behind
the scenes of your online system.
There are several advantages to using Process Scheduler to run reports. This lesson focuses only
on running reports and not on any other types of processes. Because a report is a type of process,
these two terms may be used interchangeably, depending upon the context in which they are used.
Process Scheduler Advantages:

• System Efficiency: Data-centric processes can run close to the database on high-powered
servers. Non-data-centric processes can run anywhere.
• Low Administration Overhead: User accounts on servers are unnecessary. Users don't need to
know additional passwords to run processes.
• End-User Productivity: Users don't need to know the syntax of running a report or any process
for that matter. Workstations remain available for other tasks while a process runs in the
background on a server.
Process Scheduler enables you to run processes one at a time, per your request. For example, you
may want to run a report that generates a list of employees hired last month. If it fits your needs,
you can also schedule a recurring report to run at specified times, such as every Friday at 6:00
p.m.
Process Scheduler enables you to run reports easily and efficiently, without interruption to your
workstation. A report may be running at the same moment you are reconciling financial data in a
spreadsheet or entering personnel data into a database -- whatever the case may be for your
particular position. In short, you can continue your daily work routine while Process Scheduler
takes care of running your reports.

• Run a report using Process Scheduler.
• Monitor a report using Process Monitor.
• Manage a report using Report Manager.
Running Financials and SCM Reports

Using Process Scheduler, running a report is a simple process. Before beginning, it is important
to understand a few basic Process Scheduler terms.
• Process Request: A single "run request," such as an SQR or Crystal report.

• Run Control ID: A unique ID, associating each operator with his or her own run control table
entries.
• Process Instance: A unique number that identifies each process request. This value is
automatically incremented and assigned to each requested process when the process is submitted
to run.
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In this topic, assume your organization is analyzing budget data. As part of this project, you have
been asked to run a ChartField report that lists all the valid department codes for your
organization. ChartFields are the fields that store charts of accounts and provide the system with
the basic structure to separate and categorize transactional and budget data. Your goal is to run
the Valid Department Codes report.
Procedure
Step Action
1. Begin by navigating to the Department page.
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Step Action

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Step Action
5. Click the ChartField Reports link.
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Training Guide
Step Action
6. Click the Department link.
7. Notice that there is a blank Run Control ID field. A Run Control ID is an identifier
that, when paired with your User ID, uniquely identifies the process you are
running. The Run Control ID defines parameters that are used when a process is
run. This ensures that when a process runs in the background, the system does not
prompt you for additional values.
Step Action
8. You can run this report by searching for an existing Run Control ID or you can add
a new value, thus creating your own Run Control ID. The advantage of creating
your own is that you can create one that makes sense to you, and one that you will
most likely remember and be able to use again and again.
For example, assume your name is Morgan. You can create a Run Control ID that is
the same as your name so you can easily identify and remember it.
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Step Action
9. By creating your own Run Control ID, you will be able to save it and all assigned
parameters so that you can easily access this report again in the future.
For this example, you will create a new Run Control ID called "Morgan".
Enter the desired information into the Run Control ID field. Enter "Morgan".
11. Use the Department page to enter the request parameters. These parameters will be
used to define the processing rules and data to be included when the report is run.
The parameters will vary depending on which report you are running. For example,
other reports might have fields where you specify Business Unit, Employee ID, or
Department values before running the report.
12. For this report, you must define the SetID and the As of Date fields.
A SetID is a label used to identify Control Tables. It tells you which subsets of data
on a Control Table a Business Unit can access.
For this example, use the SetID "SHARE".

13. Enter the date for which you are running the report in the As of Date field (usually
the system date). In this example, use today's date which is 08/31/2005.
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Step Action
14. The parameters are set for this report.
Click the Run button.
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Step Action
16. You must select a Server Name to identify the server on which the process will run.
18. Use the Run Date field to specify the date you want the process to run. This gives
you the ability to set a report to run on a future date.
19. Use the Recurrence field to specify the recurring time intervals for a process
request to run. For instance, if you need to run a process every week day at 5 pm
that resolves all the transactions managed by your website, you could select the run
recurrence definition of M-F at 5 pm to schedule this process to run at the
appropriate time.
20. Use the Run Time field to specify the time you want the process to run. This gives
you the ability to set a report to run at a future time.
21. Use the Reset to Current Date/Time button to sets the Run Date and Run Time to
the present date and time.
22. Use the Time Zone field to select the time zone in which the process will run. For
example, you might be in Eastern Standard Time (EST) and schedule a process to
run in Pacific Standard Time (PST).
23. The Description field helps to uniquely identify a process. You should be familiar
enough with the processes that you run as part of your daily tasks to identify them
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Step Action
by this description.
24. The Process Name field displays the name of the process as it appears in the
definition.
25. The Process Type field displays the type of process, such as SQR, Crystal, and so
on.
26. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
File: This enables you to write the output to a file that will appear in the Output
Destination.
Printer: You can enter a custom printer location if you have the appropriate
security access.
Email: You can enter the destination information to send to a particular email
recipient(s). Note that Email is available only for SQR, PS/nVision, and Crystal.
Web: Sends all output of the process to the report repository, including log and
trace files.
27. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have chosen. For example, the default format
for Crystal and PS/nVision is HTML.
29. The report is now running. Notice that your report has been assigned a Process
Instance number, 5384. It is a good idea to make a note of the Process Instance
number for future tracking.
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Training Guide
Step Action
30. Now that you have used Process Scheduler to run your report, you next will use
Process Monitor to monitor the status of your report. You use Process Monitor to:
• Check the status of your submitted process requests.
• Cancel process requests that have been initiated or are currently processing.
• Hold process requests that are queued, and queue process requests you have put on
hold.
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Training Guide
Step Action
31. Process Monitor supplies you with two pages, the Process List page and the Server
List page. Use the Process List page to view the status of submitted report/process
requests.
32. You use the fields in the View Process Request For section to display specific
processes based on the criteria entered in these fields
33. Use the User ID field to view the processes submitted by a user ID. Usually, you
view your own user ID.
Leave this field blank to view all of the processes that you are authorized to view.
34. Use the Type field to view by a process type, such as Application Engine, Crystal,
COBOL, SQR, or Application Engine processes.
35. Use the Last fields to specify an interval of time by which to limit the process
requests that appear in the list. Enter a custom numerical value in the field, and then
select a unit type: Days, Hours, or Minutes.
36. Use the Server field to view processes that are run on a particular server.
37. Use the Name field to view all processes for a specific process name.
38. Use the Instance fields to display results based on the process instance number.
This number is automatically generated when a process is requested.
39. Use the Run Status field to view processes by status, such as Completed or Error.
40. Use the Distribution Status field to view processes by distribution status, such as
Generated, Posted, or Not Posted.
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Training Guide
Step Action
41. The Process List itemizes all the requested processes for the user, in this example
VP1.
You can get details about a particular process request by clicking the Details link in
the Details column. This opens the Process Detail page where you can view such
details as request parameters and message logs.
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Training Guide
Step Action
42. Most of the items on the Process Detail page are display-only; however, you can
use some controls to manipulate the program run, as needed.
43. The Process group box contains general information to help you identify the
process request. This is a display-only group, showing basic descriptive information
about this process.
44. The Run group box shows specific run information, such as the run control ID and
the run location. If the process runs on the server, the server name appears in the
Server field and any run recurrence that you have selected appears in the Recurrence
field.
45. The Update Process group box displays the actions you can take for this field
depend upon your user authorizations and the current status of the request. If you
are authorized, you have the following options for your request: Hold, Queue,
Cancel, Delete, or Restart.
46. The Actions group box contains links to other pages that provide additional details
about the process parameters.
47. Click the Parameters link to view additional information about the process
parameters, such as runtime definition variables, the path and program used to run
the process, the location of the completed output, and additional information about
the process status.
48. Click the Message Log link to view messages that are inserted into the message log
by the program that is running.
49. The Batch Timings link is only available for process requests with a process type
of Application Engine.
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Training Guide
Step Action
The Batch Timings report contains a set of statistics that system administrators can
use to tune the system to gain better performance. This report relates specifically to
PeopleSoft Application Engine program performance.
50. When you click the View Log/Trace link, a new browser window opens, displaying
links that enable you to view the message log and trace file in a browser.
The View Log/Trace link appears on the Process Monitor Detail page when at least
one of the following conditions is met:
• The output destination for the process request is Web, and the report and log files
were successfully posted to the Report Repository by the Distribution Agent.
• The process has a run status of Success.
• The process request ran from a PeopleSoft Process Scheduler Server Agent that
was set up using the Server Definition page with a distribution node.
Step Action
51. Return to the Process List page.
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Training Guide
Step Action
52. The current status of the report is Initiated. The report is finished running when it
has a status of Success. How detailed the report is will dictate how long it takes to
obtain a status of Success. This report is not long, so you will click the Refresh
button after a few moments to update the Run Status. For reports that take longer to
run, it is a good idea to continue other work while your report is being run in the
background; there is no need to watch and wait.
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Training Guide
Step Action
53. Knowing the run status of your job helps you to see where it is in the queue or
identify a problem if the process has an error.
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Training Guide
Step Action
55. The status of your report is now Success, meaning that your report has finished
running.
56. Now that your report has finished running, you are ready to use Report Manager to
view your report.
Click the Go back to Department link.
Step Action
57. Report Manager is like your own personal "in box" of reports and process output.
It provides a secured means to view report content, check the posting status of your
output, and see content detail messages.
Click the Report Manager link.
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Training Guide
Step Action
58. The List page displays the reports from multiple databases to which you have
access. Unlike the Administration page, the List page lists reports when both of the
following events occur. First, the Distribution Agent has successfully posted the
report to the report repository. Once the report has posted, the Distribution Agent
publishes a message to have an entry added to the report folder table for the new
report. Second, the local message node has subscribed to the message that was sent
by the Distribution Agent by adding an entry for the report in the report folder table.
59. The Explorer page displays a hierarchical view of folders and reports. Unlike the
Administration page, the Explorer page lists reports when both of the following
events occur. First, the Distribution Agent has successfully posted the report to the
report repository. Once the report has posted, the Distribution Agent publishes a
message to have an entry added to the report folder table for the new report. Second,
the local message node has subscribed to the message that was sent by the
Distribution Agent by adding an entry for the report in the report folder table.
60. You use the Administration page to view the report, view details about the report,
and delete unwanted reports from the system. New reports that have been scheduled
or are in the process of being posted to the report repository are viewed only
through the Administration page.
61. You use the Archives page to view reports that have been archived.
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Training Guide
Step Action
62. For this example, you need to go to the Administration page to view the report.
Click the Administration tab.
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Training Guide
Step Action
63. The reports are listed in the Report List section of the page. You can sort this list
by using the fields in the View Reports For section of the page.
64. The Valid Departments Report with the instance number 5384 is at the top of the
list, and the status is Posted.
65. In Report Manager, there are several status possibilities. Knowing what they mean
will help you to understand the progress of your job without having to check the
Process Monitor.
Step Action
66. Because the status of your report is Posted, you may now view your report. Notice
the Details link on the right side of your screen.
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Training Guide
Step Action
67. The link for the report contains the process name followed by the process instance
number.
Click the FIN0011- 5384.PDF link.
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Training Guide
Step Action
68. A second browser window is opened that displays the report.
Click the Maximize/Restore button.
69. Review the Valid Department Codes report. If you wish, you can also print this
report by using the browser's print button.
70. Return to the Report List page.
Click the Close button.
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Training Guide
Step Action
71. Return to the Administration page.
Page 703
Training Guide
Step Action
72. If you are authorized to delete a report, the Select check box will be active. This
enables you to select the report and then click the Delete button to remove the report
from the list.
Note that you must be assigned the ReportDistAdmin (Report Manager

administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be
able to delete a report in Report Manager.
73. You have successfully requested a report, viewed the status using Process Monitor,
and viewed the report using Report Manager.
End of Procedure.
Page 704

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Enterprise General Ledger 8.

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Viewing Currency Codes........................................................................................................381

Upon completion of this module, you will be able to:

Setting Up User Preferences

Upon completion of this lesson, you will be able to:

Setting Overall User Preferences

3. Click the Common Definitions link.

Setting General Ledger User Preferences

3. Click the Common Definitions link.

13. Click the Save button.

Managing Journal Entries

Upon completion of this lesson, you will be able to:

Viewing ChartField Definitions

3. Click the Common Definitions link.

3. Click the Common Definitions link.

7. Click the Search Results table.

Modifying the Standard Journal Entry Template

3. Click the Common Definitions link.

8. Click the Search button.

13. Click the horizontal scrollbar.

20. Click the horizontal scrollbar.

24. Click the Miscellaneous tab.

26. Click the Save button.

Creating and Posting a Journal Entry

3. Click the Journals link.

14. Click the OK button.

25. Click the Save button.

32. Click in the Account field.

39. Click an entry in the list.

40. Click the Process button.

Specifying a Journal Entry Reversal

3. Click the Journals link.

11. Click the Search Results table.

23. Click the OK button.

Specifying Journal Search Criteria

3. Click the Journals link.

Viewing and Updating Journal Entries

3. Click the Journals link.

13. Choose from the following tasks:

17. You have successfully viewed and updated a journal entry.

Entering Journal Entry Totals

3. Click the Journals link.

18. You successfully entered control totals to a journal.

Viewing Journal Entry Errors

3. Click the Journals link.

7. Click an entry in the list.

8. Click in the Source field.

11. Click the Search Results table.

Viewing Journal Approval

3. Click the Journals link.

Viewing a Journal with an Incomplete Status

3. Click the Journals link.

7. Click an entry in the list.

8. Click the Search button.

9. Click the Search Results table.

Viewing Secondary Ledger Lines

3. Click the Journals link.

Creating a Standard Journal Entry

3. Click the Journals link.

14. Click an entry in the list.

44. Click an entry in the list.