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PeopleSoft User Group
July 8, 2015
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User Group Agenda
• Monthly Allocations• Uploading SellWise to General Ledger• Audit Adjustments• Updating the Journey To Excellence
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Monthly Allocations
The user manages deferred projects on the Tree
Allocation journal entries record deferral transactions
Financial reports present deferred transactions afterjournal entries are posted
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Month End Allocation Step
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Month End Allocation Step
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Month End Allocation Step
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Month End Allocation Step
Complete this process for all 6 allocation steps by clicking on “Next in List” at the bottom of the page
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Allocation Request Process• Activity Revenues will move to 1‐2629‐XXX‐00 Deferred Income
Activities• Activity Expenses will move to 1‐1762‐XXX‐00 Prepaid Expense
Activities• Camp Revenues will move to 1‐2630‐XXX‐00 Deferred Income
Camping• Camp Expenses will move to 1‐1761‐XXX‐00 Prepaid Expense
Camping• Special Event Revenues will move to 1‐2604‐XXX‐00 Deferred
Income Special Events• Special Event Expenses will move to 1‐1760‐XXX‐00 Prepaid
Expense Special Events
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Allocation Request Process
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Allocation Request Process
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Allocation Request Process
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WARNING: You may receive a “Warning” message which likely indicates that one or more rules did not find any transactions to move. This is entirely possible, for example, if one deferred project list had revenue but no expenses yet, or if there were no deferred projects of one of the types (activity, camp or special event).
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Review Allocation Journal Entries
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Review Allocation Journal Entries
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Month‐End Allocation Journal Entry ‐Example
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Automatic Reversing Entry ‐ Example
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Uploading SellWise
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SellWise Upload
• Use PeopleSoft Security Request Form
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SellWise Upload
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SellWise Upload
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SellWise Upload
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SellWise Upload
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SellWise Upload
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SellWise Upload
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SellWise Upload
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SellWise Upload
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Audit Adjustments
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Audit Adjustments
1. Adjustments after Year End Close2. Undo the Year End Close (User Guide
Section 7.5.3.1) – Page 7‐8
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Audit Adjustmentsafter Year End Close
1. Re‐Open December 2014 (Period 12)2. Make adjusting journal entries using source
code AA3. Post journal entries – December 2014
accounting date.
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Audit Adjustmentsafter Year End Close
4. Run December Allocations (if applicable)
5. Generate Year End Reports
6. Run Year End Close Process (User Guide Section 7.3 Page 7‐4)
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Adjustments after Year End Close•
• User Guide - Chapter 7, section 7.5• Journal Source AA – Audit Adjustments• Open period 12 – disregard “998” adjustment
periods• Reclosing the year after adjustments
– Undo the Year End Close Process– Re-close the Year
• Journey to Excellence Submission
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Journey to Excellence Submission
• Submitting JTE• Populate the Finance Facts database• This is not an automatic process• Part of the month‐end process• After making Audit Adjustments
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Journey to Excellence Submission
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Journey to Excellence Submission
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Journey to Excellence Submission
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Journey to Excellence Submission
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Journey to Excellence Submission
• Using the “Refresh” button, wait until status is complete with “Success” in the Run Statuscolumn and “Posted” in the Distribution Status
• If this process completes with an “Error” in the Run Status, contact the Member Care Contact Center to report this condition.
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Journey to Excellence Submission
• If you make an adjustment to a prior period that you had previously transmitted, you must resubmit that period and any subsequent periods affected. If you make an audit adjustment to December of last year, you should resubmit that December and then also resubmit January, February, etc. down to the last month you had previously transmitted. Because of the processes that work in the background when you submit, you must wait four hours between each period submission.
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PeopleSoft Support materials
• www.scouting.org/financeimpact– PS User Guide– Month‐End procedures– Budget information– Creating report books– Many more items
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www.scouting.org/financeimpact
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For the Good of the Order
• User Guide• Best practices • Needs