General Ledger (GL1)

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General Ledger (GL1)

Presented by Barbara Thiss | August 15, 2016

FO R O CT OB ER 3, 201 6

GO LI VE

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C U S T O M E R R E S O U R C E C E N T E R

Objectives

 Create, edit, submit, approve & post Journal Entries

 Create, edit, and submit Auditor’s Transfers

 Copy Journal Entries

 Generate basic reports

 Do basic GL maintenance:

– View ChartFields – View Combo Edits – Add ChartFields

– Inactivate a ChartString

 Use the Sandbox to replicate training activities

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B Y T H E E N D O F T H E S E S S I O N , Y O U W I L L B E A B L E T O :

This 5.5-hour class is for staff responsible for general accounting.

It covers all aspects of General Ledger journals and Auditor’s Transfers as well as GL

Maintenance and reports.

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Agenda Agenda

Morning

 Part I: Overview (15 min)

– Agenda – Objectives – Housekeeping

– Introduction to PeopleSoft – What is General Ledger?

 Part II: Processing Journal Entries (60 min)

– Journal Entries ACTIVITY 1

 BREAK (15 min)

 Part III: Processing Auditor’s Transfers (15 min)

– Auditor’s Transfers ACTIVITY 2

 Part IV: Advanced Journal Entry Features (15 min)

– Copying Journal Entries ACTIVITY 3 – Other options

Afternoon

 Part V: FIS to PeopleSoft Conversion (15 min)

 Part VII: Reviewing Journal Entries

– ACTIVITY 4

 Part VIII & IX: Reports, Inquiries and Queries (45 min)

– GL Detail Query ACTIVITY 5 – Ledger Inquiry

– Trial Balance Report

 Part VI: GL Maintenance (2 hours)

– ChartField Values

– ChartField Reports ACTIVITY 6 – Review Combo Edit Data ACTIVITY 7 – Adding a new ChartField Inactivating a

ChartString

– Reviewing VALBTL, DDACCT, CHACCT

 Go Live review

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Housekeeping

 Restrooms

 Breaks

 Lunch

 Emergency Evacuation

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Q & A Forum

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Read posts

(public)

New Question/Post

(requires Google login)

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What is General Ledger?

p.3

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ChartField Strings

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p.4

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PeopleSoft Terms

p.4

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Agenda

Morning

 Part IV: Advanced Journal Entry Features (15 min)

 LUNCH (1 hour)

Afternoon

ACTIVITY 4

ChartString

 Wrap up and Closing (20 min)

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http://crc.sdcoe.net

PLEASE FIND YOUR LOGIN SLIP.

Let’s log into the Training database.

Click

Links.

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How to

Create and Process a Journal Entry (pp.6-26)

P R A C T I C E T O G E T H E R

p.7

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ACTIVITY 1

J o u r n a l E n t r y P r o c e s s

Let’s do this part together.

1. Refer to GL1 Training Guide: pp.6-26

2. Navigate to General Ledger > Journals > Journal Entry >

Create/Update Journal Entries

Use information on Activity Sheet to complete this on your own.

3. Create a Journal Entry and complete the process

 Were you able to get a Journal ID?

 How can you tell your journal is posted?

p. 6

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Break Time

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Agenda

Morning

 Part III: Advanced Journal Entry Features (15 min)

– ACTIVITY 4

ChartString

Afternoon

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Auditor’s Transfer Processing

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p. 28

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P R A C T I C E T O G E T H E R

p.27

How to

Create and Process an

Auditor’s Transfer between funds

(pp.28-39)

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ACTIVITY 2

A u d i t o r ’ s T r a n s f e r P r o c e s s

Let’s do this part together.

1. Refer to GL1 Training Guide: pp. 27-39

2. Navigate to General Ledger > Journals > Journal Entry >

Create/Update Journal Entries

Use information on Activity Sheet to complete this on your own.

3. Create an Auditor’s Transfer and complete the process

 Were you able to get a Journal ID?

 Who approves Auditor’s Transfers?

 Who posts Auditor’s Transfers?

p.29

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Auditor’s Transfers Between Districts

p.39

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Agenda

Morning

 Part II: Processing Auditor’s Transfers (15 min)

Afternoon

22

– ACTIVITY 4

ChartString

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Copying a Journal Entry

p.41

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ACTIVITY 3

S e a r c h f o r J o u r n a l E n t r y , C o p y & E d i t

Let’s do this part together.

1. Refer to GL1 Training Guide pp. 41-43

2. Navigate to Main Menu > General Ledger > Journals > Journal Entry

> Create/Update Journal Entries

Do this on your own.

3. Create a copy using you journal ID from Activity #1

What is the new journal ID? _____________________________

4. Complete Journal process

Where can you see if the journal is posted? ____________________

pp.41-43

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Other Journal Entry Options

 Unpost Journal pp.44-47

 Use Excel to create journal entries and to import to PeopleSoft pp.48-67

pp.44-67

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Lunch

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Agenda

Morning

Afternoon

– ACTIVITY 4

ChartString

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FIS to PeopleSoft Conversion Data

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pp.69-72

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ACTIVITY 4

R e v i e w S t a t u s o f G L J o u r n a l s pp.121-123

Let’s do this part together.

1. Navigate to: Main Menu > General Ledger > Journals > Journal Entry >

Create/Update Journal Entries

2. On the Find an Existing Value tab, enter parameters:

– Business Unit: 00700

– Journal Date: Change operator to between enter dates 07/01/2016 – T – Journal Header Status: Select the blank field

– Entered by: use you User ID – Click Search

Do this on your own.

3. Answer questions #3- #4 Review Answers

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Agenda

Morning

Afternoon

30

– ACTIVITY 4

ChartString

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Queries

Do this process together

pp.123-125

Checking Cash Balance

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ACTIVITY 5

G L D e t a i l s Q u e r i e s Let’s do this part together.

Use current Period.

pp.123-125

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ACTIVITY 5

Q u e r i e s

Do this on your own.

1. Locate the first journal entry you did by journal ID #.

2. Verify the account string and amount.

3. Are there any other journals with the same account string?

pp.121-123

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Ledger Inquiry Reports

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Brief overview of reports.

Run this Inquiry together.

pp.126-133

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Ledger Inquiry Reports

Click on Activities (drilldown)

pp.126-133

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Agenda

Morning

Afternoon

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– ACTIVITY 4

ChartString

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ChartField Values

Work together

p. 74

Navigate to:

Set Up Financials / Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values

Select an

Object

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ChartField Values

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p.74

Review Object information.

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Running Reports

Navigate to A

the report

Enter/find B

the Run Control ID

Enter or C

update the parameters

, then Run

Monitor the D

report process (if desired)

View the E

report

SAMPLE REPORT

INTRO

Basic steps for running a report:

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ACTIVITY 6

C h a r t F i e l d R e p o r t / C r e a t e R u n C o n t r o l I D

Refer to GL1 Training Guide: pp. 76-79

In Training Database:

Navigate: Set up Financial/Supply Chain > Common Definitions >

Design ChartFields > Reports > ChartField Reports

Do this on your own.

Name 2 Resources listed.

pp.75-78

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N A V I G A T E T O G E T H E R

Review Combo Edits (Fund_Object)

pp.79-81

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ACTIVITY 7

R e v i e w i n g C o m b o E d i t D a t a

Do this on your own.

Refer to GL1 Training Guide: pp. 80-82 Combo Edits Fund_Resource

 How many rows were retrieved?

 Name 2 Resources that can be used with Fund 0100.

 Were you able to see more than 10 rows?

pp.80-82

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Adding a ChartField Value (pp.83-87)

D E M O N S T R A T I O N

pp.83-87

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Agenda

Morning

Afternoon

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– ACTIVITY 4

ChartString

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Objectives Completed

 Create, edit, submit, approve & post Journal Entries

 Create, edit, and submit Auditor’s Transfers

 Copy Journal Entries

 Generate basic reports

– Queries – Inquires – Reports

 Do basic GL maintenance:

– View ChartFields

– Add ChartFields

– View Combo Edits

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Resources

 Co-workers

 CRC contact person

 Training Guides

 CRC web site

 HEAT Ticketing

 800-289-1500

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Q & A

Before we go to the course evaluation, what kinds of questions can we answer?

COURSE EVALUATION

Please go to the Links page on the CRC website.

Scroll all the way to the bottom and click on Charlie Brown.