general ledger - period end processes_train

7/29/2019 General Ledger - Period End Processes_TRAIN

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General Ledger - Period End ProcessesCreated on Wednesday, July 02, 2008


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Table of ContentsIntroduction .............................................................................................................. 5Month End Processes and Queries........................................................................ 1

GL.070.002 - Building Subledger Reconciliation Table.......................................................1GL.070.003 - Running the Recon by Subsystem Report-FIN5001.....................................7GL.070.004 - Running the Recon by Chartfield Report-FIN5005.....................................13GL.030.005 - Creating EOM AM Accounting Entries........................................................19GL.030.018 - Reversing Posted AM Accounting Entries ..................................................24GL.100.001 - Closing Period Depreciation........................................................................30GL.100.003 - Mass Updating Open/Close Accounting Periods ........................................35GL.030.002 - Running Allocations - Plant Suspense........................................................39GL.030.003 - Running Allocations - Grant Revenue.........................................................45Month End Processes - Review Questions.......................................................................50

Fiscal Year End Processes and Queries.............................................................. 53GL.020.024 - Processing Year-End Closing.....................................................................53GL.040.010 - Running Year End Summer Faculty............................................................60GL.020.018 - Closing Asset Accounting Period................................................................64GL.020.041 - Update Allocation Step................................................................................67GL.020.035 - Defining Chartfield Value Sets (Tree Node)................................................71GL.020.034 - Defining Chartfield Value Sets (Selected Detail).........................................75GL.070.051 - Running Footnote 7 - Deferred Rev Rpt (BORRG028)...............................79GL.070.050 - Running Footnote 8 - LT Liabilities Rpt (BORRG031)................................84GL.070.042 - Running GASB Auxiliary SRECNA (nVision) Report..................................89GL.070.041 - Running GASB Aux Statement Net Assets(nVision) Rpt............................96GL.070.040 - Running GASB Cash Flow Statement (nVision) Report ...........................102GL.070.039 - Running GASB Natural vs Functional (nVision) Rpt.................................108GL.070.038 - Running GASB Restr Expendable Net Assets (nVision)...........................115GL.070.037 - Running GASB SRECNA (nVision) Report...............................................121GL.070.036 - Running GASB Statement of Net Assets (nVision) Rpt............................128GL.070.035 - Running GASB Unrestricted Net Assets (nVision) Rpt.............................134GL.070.071 - Running GASB Capital Asset Disclosure (nVision)...................................141Fiscal Year End Processes - Review Questions.............................................................147


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Training GuideGeneral Ledger - Period End Processes

Page 5 Published: October 16, 20082008 Board of Regents at the University System of Georgia. All Rights Reserved.

IntroductionThis chapter covers key Month End and Fiscal Year End processes and queries. At the endof each month and fiscal year, certain actions must be taken in order to reset balances andprepare for the new period. This chapter is separated into those actions that must be

completed at the end of each month, and those that must be completed at the end of eachFiscal Year.


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Month End Processes and QueriesThis lesson covers key Month End processes and queries. Some of the key month endprocesses include transactions from the Asset Management module. Financial transactionsthat you enter into the Asset Management system generate the balancing accounting entries

that the system uses to create journal entries for posting to the GL.

In addition, certain queries should be run to determine which, if any, transactions did notpost to the GL or have not yet been budget checked. Finally, allocations should be run forthe Plant and Grant Revenue groups.

Lesson Objectives:Upon completion of this lesson, you will be able to:- Build the Subledger Reconciliation table.- Run the Reconciliation by Subsystem Report (FIN5001).- Run the Reconciliation by Chartfield Report (FIN5005).- Create End of Month (EOM) Asset Management Accounting Entries.

- Reverse posted Asset Management Accounting Entries.- Close Period Depreciation.- Mass Update Open/Close Accounting Periods.- Run the Allocations Plant Suspense process.- Run the Allocations Grant Revenue process.

GL.070.002 - Bui lding Subledger Reconcil iation TableThis topic demonstrates how to build the Subledger Reconciliation Table. This processextracts transactions from PeopleSoft source systems (such as AR, AP, etc.) and GL. Afterbuilding the Subledger Reconciliation table, you can then retrieve Reconciliation reports byeither Subsystem or by Chartfield. These reports allow you to compare GL balances to thesubsystem application accounting transaction. To load the Subledger Reconciliation Table,you can specify the Fiscal Year, Periods and Business Units to include. You can alsospecify exactly which Chartfields to include.

Topic Objectives:Upon completion of this topic, you will be able to:- Describe what the Subledger Reconciliation Table build process does.- Identify what parameters you can input to build the Subledger Reconciliation Table.- Build the Subledger Reconciliation Table.

Procedure


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Published: October 16, 2008 Page 22008 Board of Regents at the University System of Georgia. All Rights Reserved.

For this topic, imagine that you need to build the Subledger Reconciliation Table for the 10thperiod in FY2007, and you need to include all Chartfields. Lets see how this is done.

Step Action

1. To begin, navigate to General Ledgerby clicking the vertical scrollbar.2. Click the General Ledgerlink.

Step Action

3. Click the General Reports link.4. Click the GL Subsystem Reconciliation link.


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Step Action

5. Click the Load Reconciliation Data link.

Step Action

6. Click theAdd a New Value tab.7. Enter "LOAD_RECONCILIATION_DATA" in the Run Control ID field.8. Click theAdd button.


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Step Action

9. Enter "Load Reconciliation Data" in the Description field.10. Enter "2007" in the Fiscal Yearfield.11. Enter "10" in the From Period field.12. Enter "10" in the To Period field.13. Click theAl l Bus iness Uni ts checkbox.14. Click the Refresh button.15. Click the Include CF checkbox.16. Click the Include CF checkbox.

17.

Click the Include CF checkbox.

18. Click the Include CF checkbox.19. Click the Include CF checkbox.20. Click the Include CFcheckbox.

Step Action

21. Click the Include CFcheckbox for Budget Reference.


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Step Action

22. Click the Save button.23. Click the Run button.

Step Action

24. Click the Server Name listbox.For this topic, PSUNX is seleted.


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Step Action

25. Click the OK button.

Step Action

26. Click the Process Monitorlink.

Step Action

27. Click the Refresh button.


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Step Action

28. Refresh the process monitor until the Run Status shows 'Success'.To continue, click in the highlighted area or press Enter.

29. Congratulations. You have just completed the Building the SubledgerReconciliation Table topic. Below is a summary of the key concepts of thislesson:

- By building the Subledger Reconciliation Table, transactions from PeopleSoft

source systems and GL are extracted.- When building the Subledger Reconciliation Table, you can specify Fiscal Year,Periods, Business Units, and Chartfields.- After Building the Subledger Reconciliation Table, you can run the Reconciliationby Subsystem report or the Reconciliation by Chartfield report.End of Procedure.

GL.070.003 - Running the Recon by Subsystem Report-FIN5001This topic demonstrates how to run the Reconciliation by Subsystem Report. This reportcompares GL balances to the subsystem application accounting transaction. The

parameters for this report include Business Unit, Ledger, Fiscal Year, and Periods. You canchoose to display the full numeric field or generate a summary report. You can also specifywhich system sources and Chartfields to include.

Topic Objective:Upon completion of this topic, you will be able to:- Run the Reconciliation by System Source Report.


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Procedure

For this topic, imagine that you need to run the Reconciliation by Subsystem Report for theActuals Ledger, covering the 10th period in FY2007. Create a summary report that includesall system sources and all Chartfields. Lets see how this is done.

Step Action

1. Begin by navigating toGeneral Ledger. Click the vertical scrollbar.2. Click the General Ledgerlink.


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Step Action

3. Click the General Reportslink.4. Click the GL Subsystem Reconciliationlink.5. Click the Reconciliation by System Srce link.

Step Action

6. Click theAdd a New Value tab.7. Enter "RECONCILE_BY_SOURCE" in the Run Control ID field.8. Click theAdd button.


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Step Action

9. Enter "27000" in the Business Unit field.10. Enter "ACTUALS" in the Ledgerfield.11. Enter "2007" in the Fiscal Yearfield.12. Enter "10" in the From Period field.13. Enter "10" in the To Period field.14. Click the Summary Reportcheckbox.15. Click the Refresh button.16. Click the Include CF checkbox.17. Click the Include CFcheckbox.18. Click the Include CF checkbox.19. Click the Include CFcheckbox.20. Click the Include CF checkbox.21. Click the Include CF checkbox.22. Click the Include CFcheckbox.23. Click the Save button.24. Click the Run button.


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Step Action

25. Click in the Server Name listbox.For this topic, PSUNX has been selected.

Step Action



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Step Action

27. Click the Report Managerlink.

Step Action

28. Click theAdminist rat ion tab.


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Step Action

29. Click the Refresh button.30. Click the Reconciliation by System Srce link.31. Review the report and determine if any corrected actuion is required.

Press Enterto continue.

32. Congratulations. You have just completed the Running the Reconciliation bySubsystem Report topic. This report compares GL balances to the subsystemapplication accounting transaction.End of Procedure.

GL.070.004 - Running the Recon by Chartfield Report-FIN5005This topic demonstrates how to run the Reconciliation by Chartfield Report. This reportcompares GL balances to the subsystem application accounting transaction. Theparameters for this report include Business Unit, Ledger, Fiscal Year, and Periods. You canchoose to display the full numeric field or generate a summary report. You can also specifywhich system sources and Chartfields to include.

Topic Objective:Upon completion of this topic, you will be able to:- Run the Reconciliation by Chartfield Report.

Procedure

For this topic, imagine that you need to run the Reconciliation by Chartfield Report for theActuals Ledger, covering the 10th period in FY2007. Create a summary report that includes


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all system sources and the Account, Fund Code, Department, and Budget ReferenceChartfields. Lets see how this is done.

Step Action

1. Click the vertical scrollbar.2. Click the General Ledgerlink.

Step Action

3. Click the General Reportslink.4. Click the GL Subsystem Reconciliationlink.5. Click the Reconciliation by ChartFields link.


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Step Action

6. Click theAdd a New Valuetab.7. Enter "RECONCILIATION_BY_CHARTFIELD" in the Run Control ID field.8. Click theAdd button.

Step Action

9. Enter "27000" in the Business Unit field.10. Enter "ACTUALS" in the Ledgerfield.


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Step Action

11. Enter "2007" in the Fiscal Yearfield.12. Enter "10" in the From Periodfield.13. Enter "10" in the To Period field.14. Click the Refresh button.15. Click the Include CFcheckbox.16. Click the Include CFcheckbox.17. Click the Include CF checkbox.18. Click the Include CF checkbox.19. Click the Save button.20. Click the Run button.

Step Action

21. Click the Server Name listbox.For this topic, PSUNX has been selected.


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Step Action


Step Action



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Step Action


Step Action

25. Click the Refresh button.

26. Click the Reconciliation by Chartfields link.27. Review the report for accuracy and completeness.

Press Enterto continue.


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Step Action

28. Congratulations. You have just completed the Running the Reconciliation byChartfield Report topic. This report compares GL balances to the subsystemapplication accounting transaction.End of Procedure.

GL.030.005 - Creating EOM AM Accounting EntriesThis topic demonstrates how to create End-of-Month (EOM) Asset Management AccountingEntries. Asset accounting entry creation is one step in the Month End Processing of financialasset data. However, it may be run at any time during the period to process Open

Transactions. The other EOM processes are Depreciation Calculation, Depreciation Close,and J ournal Generation.

Financial transactions that you enter into the Asset Management system generate thebalancing accounting entries that the system uses to create journal entries for posting to the

GL. Many sources of accounting entries are in Asset Management. The primary sourcesinclude:- Accounting entries created from financial transactions, such as additions, adjustments, andretirements.- Accounting entries that are created from the depreciation close process for a particularaccounting period.- Accounting entries that are created from lease payments.

When you run the Creating EOM Accounting Entries process, the system applies theassociated accounting entry templates (AET) to open transactions. The system uses thefollowing information from the asset transaction to determine which AET to apply foraccounting entry creation: Accounting Entry Template ID, Category, Cost Type, Transaction

Type, and Transaction Code.

Topic Objectives:Upon completion of this topic, you will be able to:- Identify sources of accounting entries in Asset Management.- Identify the EOM processes.- Create End of Month Accounting Entries.

Procedure

For this topic, imagine that you need to create EOM AM Accounting Entries. Lets see howthis is done.


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Step Action

1. Click theAsset Management link.

Step Action

2. Click theAccounting Entries link.3. Click the Create Accounting Entries link.


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Step Action

4. Click theAdd a New Value tab.5. Enter "RUNACCTENT" in the Run Control ID field.6. Click theAdd button.

Step Action7. Click the Look up Unit (Alt+5) button.8. Click an entry in the Business Unit column.


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Step Action

9. Click the Look up Book Name (Alt+5) button.10. Click an entry in theAsset Book Name column.11. Click the Process Frequency list.12. Click theAlways list item.13. Click the Run button.

Step Action

14. Click the Server Name drop down list.15. Click the PSUNX list item.16. Click the Format list drop down list.

17.

Click the PDF list item.



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Step Action


Step Action

20. Click the Refresh button to monitor the process until the Run Status showsSuccess and theDistribution Status show posted.


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Step Action

21. Congratulations. You have just completed theCreating End of Month AssetManagement Accounting Entries topic. Below is a summary of the key conceptsof this lesson:

- Asset accounting entry creation is one step in the Month End Processing offinancial asset data.- The End of Month processes are Depreciation Calculation, Creating EOMAccounting Entries, Depreciation Close, and Journal Generation.- Asset Management sources for accounting entries include entries created fromadditions, adjustments, retirements, depreciation, and lease payments.End of Procedure.

GL.030.018 - Reversing Posted AM Accounting EntriesThis topic demonstrates how to Reverse Posted Asset Management Accounting Entries.

This procedure reverses accounting entries that have been created and posted to theGeneral Ledger from Asset Management (GL.030.005). This process creates reversingentries and marks old entries with a status of Reversed.

This option allows for the correction and retention of those corrections in AssetManagement. In the DIST_LN table, you will see the credits for the Deprecation Expenseand the debits for the Accumulated Depreciation in the Depreciation journal entries.

Topic Objectives:Upon completion of this topic, you will be able to:- Identify the purpose of reversing accounting entries from Asset Management to GL.- Identify when Depreciation Close may be rerun when reversing accounting entries.

- Reverse Posted Accounting Entries.

Procedure

For this topic, imagine that you need to reverse the posted accounting entries for BusinessUnit 36000 for the 2nd period in FY08. Lets see how this is done.


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Step Action


Step Action

2. Click theAccounting Ent ries link.

3. Click the Close Depreciation link.


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Step Action

4. Click theAdd a New Value tab.5. Enter "REVAEC" in the Run Control ID field.6. Click theAdd button.

Step Action7. Enter "36000" in the Unit field.8. Click the Book Name list.9. Click the ENTERPRISE list item.


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Step Action

10. Enter "2008" in the Fiscal Yearfield.11. Enter "2" in the Period field.12. Click the Process Frequency list.13. Click theAlways list item.14. Rerun Depreciation Close may be processed at the same time that the posted

accounting entries are reversed. You would only want to do that if the desiredcorrections have been made and processed through Accounting Entry Creation. Ifyou have not made your corrections yet, select only Reverse Posted Entries.

15. Click the Reverse Posted Entries checkbox.

Step Action

16. Click the Run button.


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Step Action


Step Action

18. Click the Server Name list.

19. Click the PSUNX list item.20. Click the OK button.


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Step Action

21. Click the OK button.22. Click the Process Monitorlink.

Step Action

23. Click the Refreshbutton until the Run Status goes to Success andtheDistribution Statussays Posted.24. In the DIST_LN table, you will see credits for the Depreciation Expense and debits

for the Accumulated Depreciation in the Depreciation J Es.


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Step Action

25. Congratulations. You have just completed theReversing Posted AssetManagement Accounting Entries topic. Below is a summary of the key conceptsof this lesson:

- By reversing posted accounting entries, you can correct the accounting entriesthat were created and posted to GL from Asset Management.- You can rerun Depreciation Close at the same time that the posted accountingentries are reverse, only if the desired corrections have been made and processedthrough Accounting Entry Creation.- In the DIST_LN table, you will see credits for the Depreciation Expense anddebits for the Accumulated Depreciation in the Depreciation journal entries.End of Procedure.

GL.100.001 - Closing Period Depreciation

This topic demonstrates how to Close Period Depreciation. This process generates perioddepreciation entries for all depreciable assets in a particular accounting period, includinglease payments and offset accounts for the period. You can run this process only foraccounting periods that have not yet been closed in Asset Management.

Closing Period Depreciation is one of the End of Month processes. The other EOMprocesses are Depreciation Calculation, Creating EOM Accounting Entries, and J ournalGeneration.

Topic Objectives:Upon completion of this topic, you will be able to:- Identify the purpose of the Period Depreciation Close process.

- Identify when the Period Depreciation Close process can be run.- Close Period Depreciation.

Procedure

For this topic, imagine that you need to close period depreciation for the 11th period ofFY2007. Lets see how this is done.


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Step Action


Step Action

2. Click theAccounting Ent ries link.3. Click the Close Depreciation link.


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Step Action

4. Click theAdd a New Value tab.5. Enter "DEPCLOSE" in the Run Control ID field.6. Click theAdd button.

Step Action7. Click the Process Frequency list.8. Click theAlways list item.9. Enter "27000" in the Unit field.


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Step Action

10. Click the Book Name list.11. Click the ENTERPRISE list item.12. Enter "2007" in the Fiscal Yearfield.13. Enter "11" in the Period field.14. Click the Run button.

Step Action

15. Click the Server Name list.16. Click the PSUNX list item.17. Click the Format list.18. Click the PDF list item.



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Step Action


Step Action

21. Click the Refresh object until the Run Statusshows Success and theDistribution Status shows Posted.


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Step Action

22. Congratulations. You have just completed the Closing Period Depreciation topic.Below is a summary of the key concepts of this lesson:

- The Period Depreciation Close process generates period depreciation entries for

all depreciable assets in a particular accounting period, including lease paymentsand offset accounts for the period.- You can only run the Period Depreciation Close process for accounting periodsthat have not yet been closed in Asset Management.End of Procedure.

GL.100.003 - Mass Updating Open/Close Accounting PeriodsThis topic demonstrates how to make mass changes to open accounting periods forbusiness units. You can make changes to open periods for General Ledger business unitsand ledger groups, or an applications business units, and migrate General Ledger open

period changes to specified applications. You can also make changes to the open periodsfor a single business unit and ledger group, or business unit and transaction group.

Topic Objectives:Upon completion of this topic, you will be able to:- Identify what mass changes can be made to open periods.- Describe how to migrate GL open period changes to subsystem applications.- Make mass changes to open accounting periods.

Procedure

For this topic, imagine that you want to update all ledger groups for all GL transaction typesfrom Accounting Period 6 in 2008 to Accounting Period 12 in 2008. Lets see how this isdone.


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Step Action

1. Click the Set Up Financials/Supply Chain link.

Step Action

2. Click the Business Unit Related link.3. Click the General Ledgerlink.4. Click the Open Periods link.5. Click the Open Periods Mass Update link.6. The GL PeopleSoft Product defaults into the Selection Criteria box. You may select

to update individual ledger groups or all ledger groups.

In this case we are going to update all ledger groups.


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Step Action

7. Click in the ledger group field and press [Delete].Delete the Ledger Group value in order to use the wildcard value for all ledgergroups.

8. Enter a '%' value in the Ledger Group field to retrieve all ledger groups.9. Click the Search button.10. Click the vertical scrollbar.

A complete list of all ledger groups and GL transaction types appear on the page.

11. Enter "2008" in the From Yearfield.12. Enter "6" in the From Period field.13. Enter "2008" in the To Yearfield.14. Enter "12" in the To Period field.15. Click the Select Al llink.

In this case we are selecting to update all ledger groups for all GL transactiontypes. You may use the Clear All check box to clear all selections or you mayselect the ledger group and GL transaction type individually.

16. Click theApply button to update the selected rows using the mass updateprocesses.

17. Once the changes have been made on the screen, the component must be saved.Navigate to the bottom of the component.Click the vertical scrollbar.


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Step Action

18. Click the vertical scrollbar.

19. Click the Save button.20. Once the ledger groups have been closed, the open period settings need to be

migrated to the submodules. Navigate back to the top of the screen.Click the vertical scrollbar.

21. Click theAP checkbox.In order to mass update all other applicable subsystem modules you may selectthe individual module check box.

22. Click the EX checkbox.23. Click theAM checkbox.24. Click theAR checkbox.25. Click the Migrate button.

This action will migrate the mass update to the selected subsystem modules.

26.

Once the migration has occurred, the component must be saved again. Navigateto the bottom of the page.Click the vertical scrollbar.

27. Click the vertical scrollbar.

28. Click the Save button.29. Congratulations. You have just completed theMass Updating Open/Close

Accounting Periods topic. Below is a summary of the key concepts of this topic:

- Changes to open periods for GL business units and ledger groups, or anapplications business units can be made.- General Ledger open period changes can be migrated to specified applications,such as AP, EX, AM, and AR.End of Procedure.


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GL.030.002 - Running Allocations - Plant SuspenseThis topic demonstrates how to allocations for the Plant Process Group. To run anallocation, you first specify the request parameters, specifically the allocation group, processdate, and output options. The Calculation Log identifies the process steps performed duringthe allocation run and can be used to determine whether any errors occurred. This topic

demonstrates running an allocation for the Plant Allocation group, and showing an error inthe processing.

Topic Objective:Upon completion of this topic, you will be able to:- Run allocations for the Plant Allocation group.

Procedure

For this topic, you will run an allocation with request parameters of PLANT Allocation Group,

for the date 12/31/2007. You will then select to create the Calculation Log and Output toview the processing steps. You will see that there was an error in processing the PlantAllocation group. Let's see how this is done.

Step Action

1. Click theAl locations link.


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Step Action

2. Click the Define and Perform Allocations link.

3. Click the Request Allocation link.

Step Action

4. Click theAdd a New Valuetab.5. Enter "ALLOCATE_PLANT" in the Run Control ID field.6. Click theAdd button.


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Step Action

7. Click the Process Frequency list.8. Click theAlways list item.9. Click theAl locat ion Group button.10. Click an entry in theAl location Group column.11. Click the Request Date Option list.12. Click theAs-Of Date list item.13. Enter "12/31/2006" in theAs of Date field.14. Click the *Output Options Listbox.

For this topic, Create Calc Log and Output has been selected.

15. Click the Save button.16. Click the Run button.


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Step Action

17. Click the Server Name Listbox.For this topic, PSUNX has been selected.

18. Click the Select checkbox.19. Click the *Format Listbox.

For this topic, PDF has been selected.



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Step Action


Step Action

22. Click an entry in the Details column.

Step Action

23. Click the View Log/Trace link.


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Step Action

24. Click an entry in the Name column.

Step Action

25. Note Error.Press Enter to continue.


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Step Action

26. Congratulations. You have just completed the Running Allocations PlantSuspense topic. To run an allocation, you first specify the request parameters,and then run the allocation. The Calculations Log displays a chronology of theprocessing steps and can be used to identify any errors that may have occurred.

End of Procedure.

GL.030.003 - Running Al locations - Grant RevenueThis topic demonstrates how to run allocations for the Grant Revenue Allocations Group. Torun an allocation, you first specify the request parameters, specifically the allocation group,process date, and output options. The Calculation Log identifies the process stepsperformed during the allocation run and can be used to determine whether any errorsoccurred.

Topic Objective:

Upon completion of this topic, you will be able to:- Run allocations for the Grant Revenue Group.

Procedure

For this topic, you will run an allocation with request parameters of Grant RevenueAllocation Group and a date of 12/31/2006. You will then select to create the CalculationLog and Output to view the processing steps. Let's see how this is done.

Step Action

1. Click theAl locations link.


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Step Action

2. Click the Define and Perform Allocations link.

3. Click the Request Allocation link.

Step Action

4. Click theAdd a New Value tab.5. Enter "GRANT_REVENUE" in the Run Control ID field.


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Step Action

6. Click theAdd button.

Step Action

7. Click the Process Frequency list.8. Click theAlways list item.9. Click theAl locat ion Groupbutton.10. Click an entry in theAl location Group column.11. Click the Request Date Option list.12. Click theAs-Of Datelist item.13. Enter "12/31/2006" in theAs of Date field.14. Click the Output Options list.15. Click the Create Calc Log and Output list item.16. Click the Save button.


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Step Action

17. Click the Run button.

Step Action

18. Click the Selectcheckbox.19. Click the OK button.


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Step Action


Step Action

21. Click the Refresh button.22. Click an entry in the Detailscolumn.


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Step Action

23. Click the View Log/Trace link.24. Here you can see the Calculation Log for the Grant Revenue Allocation Group.25. Congratulations. You have just completed theRunning Allocations Grant

Revenue topic. To run an allocation, you first specify the request parameters, andthen run the allocation. The Calculations Log displays a chronology of theprocessing steps and can be used to identify any errors that may have occurred.End of Procedure.

Month End Processes - Review QuestionsThese are review questions for the lesson you just completed:Month End Processes.

When completing the review questions, please note the following:

- Select the most correct answer from the options provided.- Select your answer by clicking directly on your choice; clicking anywhere else but thecorrect answer will result in a wrong answer.- You must answer the questions in order.- If you have selected the correct answer, you will move on to the next question.- If you have selected an incorrect answer, you will be prompted to try again.- There is no official scoring of review questions; however, you will see a summary of yourresults at the end of the review questions.

Procedure

The following are Lesson Review Questions forMonth End Processes.

Please keep the following in mind when completing the review questions:

- Questions are not scored.- To select an answer, click directly on your choice; clicking anywhere but the correct answerwill register as an incorrect choice.- Completing the review questions will help prepare you for the end of chapter quiz.


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Step Action

1. Click the correct object.Select the correct answer by clicking directly on it.





6. This completes this lessons review questions.End of Procedure.


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Fiscal Year End Processes and QueriesThis lesson covers key Fiscal Year End processes and queries. The Fiscal Year runs fromJ uly 1st through J une 30th. At the end of each fiscal year, certain measures need to betaken in order to accrue and reverse the expenses for the payrolls that span two fiscal

years. Asset Management accounting periods are also closed at the end of the fiscal year.In addition, a number of reports are run at the end of each fiscal year.

Lesson Objectives:Upon completion of this lesson, you will be able to:-Run the Year End Payroll Accrual process.-Run the Year End Maymester Faculty process.-Run the Year End Summer Faculty process.-Run the Year End Zero Personal Services Encumbrance process.-Close the Year End Asset Accounting Period.-Perform Year End Closing Activities.-Run the Footnote 7 Deferred Revenue report.

-Run the Footnote 8 Long Term Liabilities report.-Run the GASB Auxiliary SRECNA (nVision) report.-Run the GASB Auxiliary Statement of Net Assets (nVision) report.-Run the GASB Cash Flow Statement (nVision) report.-Run the GASB Natural vs. Function (nVision) report.-Run the GASB Restricted Expendable Net Assets (nVision) report.-Run the GASB SRECNA (nVision) report.-Run the GASB Statement of Net Assets (nVision) report.-Run the GASB Unrestricted Net Assets (nVision) report.-Run the GASB Capital Disclosure (nVision) report.

GL.020.024 - Processing Year-End ClosingWhen you record year-end adjustments, it is often desirable to post these entries to a periodother than one of the normal accounting periods. PeopleSoft General Ledger maintainsspecial periods that are not stored in normal calendar periods, so that they do not distort theperiod-to-period or year-to-year results. You can include them when you run reports,inquiries, or other processes such as summary ledgers.

To get around this problem, you can make year-end adjustments to a special period, period998, so that reports for the entire fiscal year include the year-end entries, but no oneprevious month's activity is changed or skewed. Posting the adjustments to period 998 alsohelps to segregate the final adjusting entries from others for easier analysis of theadjustments.

The closing process can be initiated manually, or you can schedule the process to runautomatically at a later time by using the Process Scheduler. During year-end closing, theprofit and loss (P/L) accounts for the defined closing sets are set to zero and the balancesare moved to retained earnings. The balances for the balance sheet accounts carry forwardto the new fiscal year. For interim closing, the process is similar, but the system does notclose out the P/L accounts.


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Topic Objectives:Upon completion of this topic, you will be able to:- Identify how the Year-End Process can be initiated.- Identify what takes place during year-end closing.

Procedure

In this topic, you are going to apply the year-end closing rule you previously created forManufacturing and close it out for fiscal year 2004. Let's see how this is done.

Step Action

1. Click the General Ledgerlink.


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Step Action

2. Click the Close Ledgers link.

3.

Click the Request Ledger Close link.

4. A Run Control ID is an identifier that, when paired with your User ID, uniquelyidentifies the process you are running. The Run Control ID defines parameters thatare used when a process is run. This ensures that when a process runs in thebackground, the system does not prompt you for additional values.

Step Action

5. You can run this process by searching for an existing Run Control ID or you canadd a new value. Creating a Run Control ID that is relevant to the process may helpyou remember it for future use.Click theAdd a New Value tab.


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Step Action

6. Enter "2007_YEAREND_CLOSE" in the Run Control ID field.7. Click theAdd button.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.

Step Action9. Use the Process Frequency field to specify how many times the process can be

executed.Click theAlways option.


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Step Action

10. Use the Close Request Type list to specify whether you are running a Close orUndo process.

For this example, accept the default value.

11. Use the Fiscal Yearfield to enter the year to be closed.Click in the Fiscal Yearfield.

12. Enter "2007" in the Fiscal Yearfield.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 beselected.Click in the Business Unit for Prompting field.

14. Enter "27000" in the Business Unit for Prompting field.15. Use the Check on ly, Do not process option to perform validation checking during

the close, but the system will not calculate retained earnings or balance forwardamounts.Click the Check only, Do not process checkbox.

16. Use the Closing Rule field to enter or select the closing rule to be processed forthis request.Click in the Closing Rule field.

17. Enter "FY06_ACT" in the Closing Rule field.18. Use the Ledger Group field to select the ledger group for the ledger being closed.

Click in the Ledger Group field.

19. Enter "ACTUALS" in the Ledger Group field.20. Use theAs of Date option to specify a date for the closing process.

Click theAs of Date option.

21. Use the Specify field to enter either a Business Unit (BU) Process Date or the Asof Date.

In this example, you want to process the interim close on J une 30, 2007.

Click in the Specify field.

22. Enter "06/30/2007" in the Specify field.


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Step Action

23. In the Selections region, you can select the business units to be closed. You canspecify selected business units or you can use trees to identify which businessunits you want to close.

If you select the Selected Detail Values option, you can enter a specific businessunit value, or values, in the Business Unit to Close region.

24. Use the Select Value field to select business units to be closed.Click in the *Select Value field.

25. Enter "27000" in the *Select Value field.26. Click the Run button.

Step Action

27. Use the Process Scheduler Request page to enter or update parameters, suchas server name and process output format.

You must select a Server Name to identify the server on which the process willrun. If you use the same Run Control ID for subsequent processes, the servername that you last used will default in this field.Click the Server Name list.

28. Click the relevant entry in the Server Name list.29. Click the OK button.


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Step Action

30. Notice the Process Instance number appears. This number helps you identify theprocess you have run when you check the status. You should check to make surethe process completed successfully.Click the Process Monitorlink.


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Step Action

31. Use the Process List page to view the status of submitted process requests.The current status of the process is Success/NA. The process is finished when thestatus is Success/Posted. Continue to click theRefresh button until the status is

Success/Posted.Click the Refresh button.

32. The Run Status reads Success/Posted, which indicates that the closing wassuccessful.Click the Go back to Vendor Summary Listing link.

33. Congratulations. You have just successfully completedProcessing Year-EndClosing topic. Below is a summary of the key concepts of this topic:

- This is the ledger closing process. It has moved the net income to the institutions

fund balance section and set revenue and expense accounts to zero in preparationfor the beginning of a new fiscal year.- The year-end process can be initiated either manually or you can schedule theprocess to run automatically at a later time by using the Process Scheduler.End of Procedure.

GL.040.010 - Running Year End Summer FacultyThis topic demonstrates how to run the year end Summer Faculty payroll process. Thisprocess will create the data needed to accrue/reverse the salary and fringe expenses for theSummer Faculty payroll. The data will need to be journal generated to produce one journal

to reverse the faculty payroll in the new fiscal year, and one journal to expense the samefaculty payroll in the old fiscal year. In order for the transactions to post to the generalledger, journal generation, edit, budget check, and post must complete successfully withouterrors.

The new PYRLEXPDEF accounting entry definition and the new PAYROLL_EX journalgenerator template will need to be used for journal generating the year end accrualaccounting entries.

Topic Objectives:Upon completion of this topic, you will be able to:- Identify the purpose of the Year End Summer Faculty process.

- Run the Year End Summer Faculty process.

Procedure

For this topic, imagine that you need to run the Year End Summer Faculty Process for endof FY2007. Lets see how this is done.


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Step Action

1. Click the BOR Menus link.

Step Action

2. Click the BOR General Ledgerlink.3. Click the BOR Year End link.4. Click the Interface link.5. Click the Year End Summer Faculty link.


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Step Action

6. Click theAdd a New Value tab.7. Enter "YESUM" in the Run Control ID field.8. Click theAdd button.

Step Action9. Enter "730" in the Payrun ID field.10. Enter "212102" in the Payroll Acc rual Offset Account field.11. This account should be between 212000 and 212999.


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Step Action

12. Click in theAcct Date field.Press [Delete].

13.

Enter "063007" in theAcct Date field.14. This will be the date used for the old year journal.15. Click in theAcct Date field.

Press [Delete].

16. Enter "07/01/07" in theAcct Date field.17. This will be the date used for the new year journal.18. Enter "2007" in the Budget Period field.19. Enter "2008" in the Budget Period field.20. Click the Run button.

Step Action


22. One report will be produced by the BORIF06B interface process, the Year EndSummer Faculty Payroll Expense Journal Load report. You may view the reportby navigating to Report Manager.

23. After the process completes successfully the data will need to be journalgenerated and the journals processed (Edit, Budget Check and Post).


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Step Action

24. Congratulations. You have just completed theRunning Year End SummerFaculty Process topic. Below is a summary of the key concepts of this lesson:

- The Year End Summer Faculty Process creates the data needed to

accrue/reverse the expenses for the Summer Faculty Payroll that spans two fiscalyears.- After the data is produced from this process, it will need to be journal generatedto produce one journal to reverse the faculty payroll in the old fiscal year and one

journal to expense the same faculty payroll in the new fiscal year.End of Procedure.

GL.020.018 - Closing Asset Accounting PeriodThis topic demonstrates how to Close the Year End Asset Accounting Period. AssetManagement accounting periods are closed at the end of a fiscal year after all data in the

AM module has been journal generated and posted to the Capital Ledger and after all datafor the entire fiscal year has been extracted and accepted to the data warehouse (FRS).

After closing your Fiscal Year End, you will close the first accounting period for that fiscalyear. You will then process closing for each subsequent period until all twelve periods havebeen closed. This procedure should only be done once a year, for all periods during thatFiscal Year.

Topic Objectives:Upon completion of this topic, you will be able to:- Identify what must be done prior to closing the year end asset accounting period.- Close the Year End Asset Accounting Period.

Procedure

For this topic, imagine that you need to close the year end asset accounting periods forFY2006. After closing your Fiscal Year End, you will close the first accounting period for thatfiscal year, then process closing for each subsequent period until all twelve periods havebeen closed, This process should be done for all 12 periods after ensuring that all data hasbeen processed for the entire fiscal year, and that all year-end reports and FRS submissionshave been completed. Lets see how this is done.


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Step Action


Step Action

2. Click theAccounting Ent ries link.

3. Click the Close Accounting Period link.


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Step Action

4. Enter "27000" in the Business Unit field.5. Click the Look up Asset Book Name (Alt+5) button.6. Click an entry in theAsset Book Name column.7. Click the Search button.

Step Action

8. Enter "2006" in the Yearfield.9. Enter "2" in the Period field.


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Step Action

10. Click the Save button.11. Congratulations. You have just completed the Closing Year End Asset

Accounting Period topic. Below is a summary of the key concepts of this lesson:

- Before closing the year end asset accounting period, ensure that all data in theAM module has been journal generated and posted to the Capital Ledger.- Another requirement before closing the year end asset accounting period is thatall data for the entire fiscal year must have been extracted and accepted to thedata warehouse (FRS).- After closing your Fiscal Year end, you will close the first accounting period forthat fiscal year. You will then process closing for each subsequent period until all12 periods have been closed. This process should be done for all 12 periods of theyear after ensuring that all data has been processed for the entire fiscal year, andthat all year-end reports and FRS submissions have been completed.

End of Procedure.

GL.020.041 - Update Allocation StepThis topic demonstrates how to update the Budget Reference year in an allocation step. Atthe end of each year, some allocation steps will require the budget reference field beupdated. The following business process walks users through this process.

Topic Objective:Upon completion of this topic, you will be able to:- Update an Allocation Step for the next fiscal year.

Procedure

For this topic, imagine that you need to update the NONOPISTAT allocation step to reflectthe new Budget Reference year. Let's see how this is done.


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Step Action

1. Click theAl locat ions link.

Step Action

2. Click the Define and Perform Allocations link.3. Click the Define Allocation Step link.


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Step Action

4. Enter "NONOPISTAT" in theAl locat ion Step field.Note: The value specified in this example is representative. Users should not inferNONOPISTAT is the only allocation step to update. Please verify all allocation stepseach year.

5. Click the Search button.

Step Action

6. Click the Target tab.


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Step Action

7. Enter "2009" in the Budget Reference Value field.8. Click the Offset tab.

Step Action

9. Enter "2009" in the Budget Reference field.10. Click the Save button.


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Step Action

11. Congratulations. You have just completed the Update Allocation Step topic.Below is the key concept of this topic:

- At the end of the Fiscal Year all allocations should be checked to see if any

updates need to be made for the next year.End of Procedure.

GL.020.035 - Defining Chart field Value Sets (Tree Node)This topic demonstrates how to define chartfield value sets using tree nodes. ChartFieldvalue sets enable you to define combinations of ChartField values to be used for sourcedata during the general ledger closing process and the Commitment Control ledger closingprocess. They can also be used to define the source data for consolidations, equitization,and various other process.

For example, you can create one ChartField value set for the income statement accountsused in interim closing and a different set to be used in year-end closing. When you defineclosing rules for the interim close or the year-end close, you select which ChartField valuesets to use.

The are three ways to specify chartfield value sets:- Selected Detail Values- if you want to select individual ChartField values to include in theset.- Detail-Selected Parents- if you want to select values based on tree nodes. This optionactivates a Tree edit box where you can specify a tree from which to select nodes.- Range of Values- to enter a value From and a value To.

Topic Objective:Upon completion of this topic, you will be able to:- Define a chartfield value set using tree nodes.

Procedure

For this topic, imagine that you need to create a Chartfield Value Set for balance sheetaccounts based on tree nodes of the ACCOUNT_REPORTS tree. Let's see how this isdone.


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Step Action


Step Action

2. Click the Common Definitions link.

3. Click the Design ChartFields link.4. Click the ChartField Value Sets link.5. Click the Setup ChartField Value Sets link.


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Step Action

6. Click theAdd a New Value tab.7. Enter "BALSHTACCTS" in the ChartField Value Set field.8. Click theAdd button.

Step Action

9. Enter "01/01/1901" in the Effective Date field.10. Enter "Balance Sheet Accounts" in the Description field.


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Step Action

11. Click theAccount list item from the Field Namedropdown menu.12. Click the Detail - Selected Parents list item from the How Specified dropdown

menu.

Step Action

13. Enter "ACCOUNT_REPORTS" in the Tree Name field.14. Click the Tree View button.


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Step Action

15. Click the Expand Folderbutton.16. Click the Expand STATEMENT_NET_ASSETS button.17. Click theASSETS link.18. Click the LIABILITIES link.19. Click the NET ASSETS link.20. Click the Save button.21. Congratulations. You have just completed the Defining Chartf ield Value Sets

(Tree Node) topic. Below is the key concept of this topic:

- If you want values based on tree nodes to be included in the value set selectDetail-Selected Parents in the How Specified field.End of Procedure.

GL.020.034 - Defin ing Chart field Value Sets (Selected Detail)This topic demonstrates how to define Chartfield value sets using detail chartfield values.ChartField value sets enable you to define combinations of ChartField values to be used forsource data during the general ledger closing process and the Commitment Control ledger

closing process. They can also be used to define the source data for consolidations,equitization, and various other process.

For example, you can create one ChartField value set for the income statement accountsused in interim closing and a different set to be used in year-end closing. When you defineclosing rules for the interim close or the year-end close, you select which ChartField valuesets to use.

The are three ways to specify chartfield value sets:- Selected Detail Values- if you want to select individual ChartField values to include in theset.- Detail-Selected Parents- if you want to select values based on tree nodes. This option

activates a Tree edit box where you can specify a tree from which to select nodes.- Range of Values- to enter a value From and a value To.

Topic Objective:Upon completion of this topic, you will be able to:- Define a chartfield value set using selected detail values.


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Procedure

For this topic, imagine that you need to create a Chartfield Value Set for two specific ProjectIDs. Let's see how this is done.

Step Action


Step Action

2. Click the Common Definitions link.


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Step Action

3. Click the Design ChartFields link.4. Click the ChartField Value Sets link.5. Click the Setup ChartField Value Sets link.

Step Action

6.

Click theAdd a New Value tab.

7. Enter "GRANTS" in the ChartField Value Set field.8. Click theAdd button.


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Step Action

9. Enter "01/01/1901" in the Effective Date field.10. Enter "Specific Grants" in the Description field.

Step Action

11. Click the Project list item from the Field Name dropdown menu.


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Step Action

12. Enter "UATGRT1" in the Look up Select Value (Alt+5) field.13. Click theAdd a new row at row 1 (Al t+7) button.14. Enter "UATGRT4" in the Look up Select Value (Alt+5) field.15. Click the Save button.16. Congratulations. You have just completed the Defining Chartf ield Value Sets

(Selected Detail) topic. Below is the key concept of this topic:

- If you want individual ChartField values to be included in the value set selectSelected Detail Values in the How Specified field.

End of Procedure.

GL.070.051 - Running Footnote 7 - Deferred Rev Rpt (BORRG028)This topic demonstrates how to run the Footnote 7 Deferred Revenue Report. Footnote 7appears on the year end financial statements and lists Deferred Revenue. Deferred revenueis revenue the institution possesses but has not yet been earned, such as paymentreceived for work not yet performed. Deferred revenue is a liability. The Fiscal Year is theonly parameter for the report.

Topic Objective:

Upon completion of this topic, you will be able to:- Run the Footnote 7 - Deferred Revenue interface

Procedure

For this topic, imagine that you need to run the Footnote 7 Deferred Revenue report forFY2007. Lets see how this is done.


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Step Action


Step Action

2. Click the BOR General Ledgerlink.3. Click the BOR Year End link.4. Click the Year End Reports link.5. Click the Footnote 7 - Deferred Revenue link.


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Step Action

6. Click theAdd a New Value tab.7. Enter "FOOTNOTE7" in the Run Control ID field.8. Click theAdd button.

Step Action

9. Enter "2007" in the For Fiscal Year Ending field.10. Click the Run button.


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Step Action


Step Action



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Step Action

13. Click the Refresh button periodically until the Run Status shows Success and theDistribution Status shows Posted.


Step Action

15. Click the View Log/Trace link.


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Step Action

16. Click an entry in the Name column.17. Review the report for accuracy and completeness.18. Congratulations. You have just completed theRunning the Footnote 7

Deferred Revenue Report topic. Footnote 7 appears on the year end financialstatements and lists Deferred Revenue.End of Procedure.

GL.070.050 - Running Footnote 8 - LT Liabil ities Rpt (BORRG031)This topic demonstrates how to run the Footnote 8 Long Term Liabilities report. Footnote 8

appears on the year end financial statements and lists long term liabilities. Long termliabilities are institution obligations that extend beyond one year, such as mortgagepayments on an occupied building. The Fiscal Year is the only parameter for the report.

Topic Objective:Upon completion of this topic, you will be able to:- Run the Footnote 8 Long Term Liabilities report.

Procedure

For this topic, imagine that you need to run the Footnote 8 Long Term Liabilities report forFY2007. Lets see how this is done.


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Step Action


Step Action

2. Click the BOR General Ledgerlink.3. Click the BOR Year End link.4. Click the Year End Reports link.5. Click the Footnote 8 - LT Liabilities link.


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Step Action

6. Click theAdd a New Value tab.7. Enter "FOOTNOTE8" in the Run Control ID field.8. Click theAdd button.

Step Action9. Enter "2007" in the For Fiscal Year Ending field.10. Click the Run button.


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Step Action


Step Action



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Step Action

16. Click an entry in the Name column.17. Review the report for accuracy and completeness.18. Congratulations. You have just completed the Footnote 8 Long Term

Liabilities topic. Footnote 8 appears on the year end financial statements. Longterm liabilities are institution obligations that extend beyond one year, such asmortgage payments on an occupied building.End of Procedure.

GL.070.042 - Running GASB Auxiliary SRECNA (nVision) Report

This topic demonstrates how to run the GASB Auxiliary SRECNA nVision report. The ReportID for the GASB Auxiliary SRECNA report is AUXSREC.

Topic Objective:Upon completion of this topic, you will be able to:- Run the GASB Auxiliary SRECNA nVision report.

Procedure

In this topic, you will run the GASB Auxiliary SRECNA nVision report. Lets see how this isdone.


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Step Action

4. Click the Look up Business Unit (Alt+5) button.5. Click an entry in the Business Unit column.6. Click the Search button.7. Click the vertical scrollbar.8. Click an entry in the Report ID column.


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Step Action

9. Click the Run Current Report Request button.

Step Action

10. Click the Server Name list.11. Click the PSNT list item.12. Click the OK button.


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Step Action


Step Action


Step Action

15. Click the Refresh button periodically until your report appears and the Statusshows Posted.


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Step Action


Step Action


Step Action

18. Click the Open button.


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Step Action

or

Press [Alt+O].

Step Action

19. Click the Yes button.or

Press [Alt+Y].


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Step Action

20. Click the Maximize/Restore button.21. Review the report.

Click the horizontal scrollbar.

22. Click the vertical scrollbar.23. Press [Enter] to continue.24. Congratulations. You have just completed theRunning GASB Auxiliary

SRECNA nVision Report topic.End of Procedure.

GL.070.041 - Running GASB Aux Statement Net Assets(nVision)RptThis topic demonstrates how to run the GASB Auxiliary Statement of Net Assets nVisionreport. The Report ID is AUXSNA.

Topic Objective:Upon completion of this topic, you will be able to:- Run the GASB Auxiliary Statement of Net Assets nVision report.

Procedure

In this topic, you will run the GASB Auxiliary Statement of Net Assets nVision report. Letssee how this is done.


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Step Action

1. Click the Reporting Tools link.

Step Action

2. Click the PS/nVision link.3. Click the Define Report Request link.

Step Action

4. Click the Look up Business Unit (Alt+5) button.


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Step Action

5. Click an entry in the Business Unit column.6. Click the Search button.7. Click the vertical scrollbar.8. Click an entry in the Report ID column.

Step Action



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Step Action


11.

Click the PSNT list item.


Step Action



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Step Action


Step Action

15. Click the Refresh button periodically until your report is displayed and the Statusshows Posted.



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Step Action


Step Action

18. Click the Open button.or

Press [Alt+O].


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Step Action

19. Click the Maximize button.20. Click the horizontal scrollbar to review the report.21. Click the horizontal scrollbar.22. Click the vertical scrollbar.23. Congratulations. You have just completedRunning GASB Auxiliary Statement

of Net Assets nVision Report topic.End of Procedure.

GL.070.040 - Running GASB Cash Flow Statement (nVision) Report

This topic demonstrates how to run the GASB Cash Flow Statement (nVision) report. TheReport ID is CASHFLOW.

Topic Objective:Upon completion of this topic, you will be able to:- Run the GASB Cash Flow Statement nVision report.

Procedure

In this topic, you will run the GASB Cash Flow Statement nVision report. Lets see how thisis done.


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Step Action

1. Click the Reporting Tools link.

Step Action

2. Click the PS/nVision link.3. Click the Define Report Request link.

Step Action

4. Click the Look up Business Unit (Alt+5) button.


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Step Action

5. Click an entry in the Business Unit column.6. Click the Search button.7. Click the vertical scrollbar.8. Click an entry in the Report ID column.

Step Action



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Step Action


11.

Click the PSNT list item.


Step Action



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Step Action


Step Action

15. Click the Refresh button periodically until your report appears and the Statusshows Posted.



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Step Action


Step Action

18. Click the Open button.or

Press [Alt+O].

7/29/2019 General Led

general ledger - period end processes_train

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