PeopleSoft
Accounts Receivables (AR1)
Version 5.1 | Updated June 3, 2019
P R E P A R E D B Y T H E S D C O E C U S T O M E R R E S O U R C E C E N T E R
Contents
Contents... i
Part I: Overview ...1
About This Guide ... 2
Types of Deposits ... 3
Part II: AR Direct Journal Deposit Processing ...4
AR Direct Journals Deposits ... 5
Stage 1: Creating Regular Direct Journal Deposit Entry...6
Stage 2: Create Accounting Entries for Direct Journal Deposits ... 11
Stage 3: Mark Deposits Complete and Budget Check ... 16
Stage 4: Run FS_JGEN for ARDIRJRNL (Scheduled) ... 20
Stage 5: Validat e Standard Journal ... 22
Stage 6: Create Deposit Permit using Financial Accounting Template ... 24
Review Deposits ...25
Part III: Editing Deposits ... 27
Edit Deposit ChartFields Before Budget Check ...28
Edit Deposit Amounts ...30
Part IV: Reports ... 33
Accounts Receivable Reports ...34
Customer Account Overview ...35
Customer Item History Report ...36
Deposit Summary...37
Part V: Troubleshooting... 41
Direct Journal Deposits...42
Part I: Overview
About This Guide
This guide was created by the SDCOE Customer Resource Center for staff responsible for receiving payments and making deposits in the PeopleSoft Accounts Receivable module.
For additional copies of this guide, please go to http://crc.sdcoe.net/resources/peoplesoft/guides
Types of Deposits
Direct Journals Item Payment Deposit
Formerly Express Deposits
Payments that do not correspond to items/invoices.
Payments are often called miscellaneous cash receipts or non-AR cash.
Item/Invoice ID known
Enter & Apply Payments
Part II: AR Direct Journal
Deposit Processing
AR Direct Journals Deposits
Processing Stages. Add to Favorites.
Stage 1: Creating Regular Direct Journal Deposit Entry (Deposit-1- Regular Deposit)
Stage 2: Create Accounting Entries for DJ Deposits (Deposit-2- Acct Entries)
Stage 3: Mark Deposits Complete
Stage 4: Run FS_JGEN for ARDIRJRNL (Deposit-4 ARDIRJRNL)
Stage 5: Validate Standard Journal lines exist (Deposit-3-Modify)
Stage 6: Manually create Deposit Permit using Financial Accounting Template
Stage 1: Creating Regular Direct Journal Deposit Entry
In this stage you will set up the control totals for a Direct Journal Deposit. Direct Journals usually don’t correspond to an Item. Payments are often called miscellaneous cash receipts or non-AR cash.
Navigation: Main Menu > Accounts Receivable > Payments > Online Payments > Regular Deposit.
Add to Favorites: Deposit-1- Regular Deposit
Creating a Deposit Payment
1. On the Regular Deposit page, there are two tabs: Find an Existing Value and Add a New Value. Click on the Add a New Value tab.
2. Verify that the Deposit Unit is set to your district. If not, type it in or click the look-up tool (magnifying glass) and select your district #.
3. Leave the Deposit ID set to NEXT.
4. Click the Add a New Value tab.
5. Click Add. A screen will appear with two tabs: Totals and Payments.
Notice the Deposit ID displays NEXT; upon saving the system will assign the next ID available.
6. On the Totals tab, enter the following information:
Accounting Date: Enter the date the deposit will post at the bank. Notice it defaults to the current date.
The Accounting Date must always be within an open GL period.
Bank Code: Enter the appropriate bank code. Example: DP099
Bank Account: Enter 4TR, which is for Treasury.
Deposit Type: This will default to the proper value once you select the Bank Account.
Control Currency: Enter USD.
Format Currency: This should default to USD.
7. In the Control Totals area, enter the following:
Control Total Amount: Enter the deposit total. Example: 500.00
Count: Enter the number of payments within the deposit. This should equal the number of payments entered in the Payments tab.
8. Info in Control Data defaults to the current date. Edit the date to match the date of the deposit at the bank.
9. Click the Payments tab. Enter information for each payment. For multiple payments, click the “Add a new row” (+) icon for each payment. When the deposit amount and total of payments balance, the deposit will state, “Balanced”.
Payment ID: Enter a value to help identify a payment within the deposit. For example, a check number.
Accounting Date: This is the date the deposit will be made at the bank. The Accounting Date must always be within an open GL period.
Amount: Enter the amount of the payment. Example: 500.00
Journal Directly: Click the Journal Directly box.
Attachments: Click the Attachments link to add attachments if desired.
10. Click Save. The Deposit ID is assigned. Example: 2878.
11. Optional: If you are tracking customers, enter Customer ID in the Customer Information section.
NOTE: Customers must already exist in the system.
12. To verify totals match, click on the Totals tab. Control Total Amount should equal Entered Total Amount, which comes from the total of all payments entered on the Payments tab.
13. Once the deposit is completed, to view attachments on a deposit:
Navigate to: Accounts Receivable > Payments > Review Payments > All Payments Click on the Attachments link.
14. Continue to Stage 2: Create Accounting Entries for Direct Journal Deposits on p.11.
Stage 2: Create Accounting Entries for Direct Journal Deposits
Once the deposit is created, accounting entries need to be entered to identify the distribution of funds. The system will then add offset lines for cash.
Navigation: Main Menu > Accounts Receivable > Payments > Direct Journal Payments > Create Accounting Entries.
Add to Favorites: Deposit-2- Acct Entries
1. Enter your Deposit Unit and the Deposit ID. Click Search.
TIP: If you don’t know the Deposit ID, just click Search. You will either get a list of deposits or it will go directly to the Accounting Entries tab.
EXAMPLE 1 (Single Payment Deposit): Deposit ID 2878 for Deposit Unit 09900 only has one payment to enter accounting entries for. Upon search you will be taken directly to the Accounting Entries tab.
EXAMPLE 2 (Multiple Payments Deposit): Deposit Unit 00700 for Deposit ID 266 has multiple payments in the deposit. Each of the payments are listed. You will have to add accounting entries for each payment separately. Select a line and enter the chartstring to apply the payment to. Once the chartstring is entered, return to the search results and repeat until all payments have accounting entries.
2. On the Accounting Entries tab, click the look-up tool for the Entry Event and select 9140_9110.
This is critical for AR processing. The deposit will not save if this step is not executed.
3. Click on the “Show all columns” icon to reveal all the chartfields.
IM PO R T A N T ST EP!
4. Enter line(s) information. Click the add a new row icon (+) at the far right to add additional rows.
An example of a line entries:
Amount Fund Resource Goal Function Object Site Description -300.00 0100 0000000 0000 0000 8011000 000 State Money
-200.00 1200 0000000 0000 0000 8699000 000 Sale Of Equipment And Supply
Amount: Enter the amount as a negative amount because it is a credit entry. The decimal point and 00 are not necessary for even dollar amounts.
ChartString: Enter the ChartString. NOTE: Some entries may have multiple ChartStrings. If you need additional lines, scroll to the right and click the + sign to add lines.
5. Scroll right to add Line Descr. Enter the line description, up to 30 characters.
6. When all Payment Sequences are done, click the Lightning Bolt to create the 9140000 offset(s).
7. Click View All to see all accounting entries.
8. Total Debits and Total Credits should balance. If not check the amounts of the ChartStrings and/or the totals on the Deposit Control tab.
EXAMPLE: Deposit with two different ChartStrings. There are two offsetting lines because they are different funds or there may be different resources in the ChartStrings.
9. For multiple payment deposits, click Next in List or Create Accounting Entries in the breadcrumb.
Click on the next Payment Sequence. Repeat Steps 2-8 to enter distribution lines for the next Payment Sequence.
Repeat until all payment sequences have distribution lines for the Deposit ID you are working on.
Example: Deposit ID 265 only has 1 Payment sequence. Deposit ID 266 has 2 Payment sequences.
10. Make note of the Deposit IDs and Payment Sequences.
11. Continue to Stage 3: Mark Deposits Complete and Budget Check on p.16.
Stage 3: Mark Deposits Complete and Budget Check
In this stage you will mark the deposits “complete” and budget check.
Navigation: Main Menu > Accounts Receivable > Payments > Direct Journal Payments > Create Accounting Entries
1. Search for Deposit and Payment Sequence. NOTE: Each Payment Sequence is done separately.
2. On the Deposit Control tab, verify that the Accounting Date is in an open accounting period.
3. On Accounting Entries tab, verify all information is entered:
4. Check the Complete checkbox.
5. Click Save.
NOTE: If a ChartField Errors message appears, stop and verify ChartStrings are entered correctly.
6. Click the Budget Check icon, .
If you receive a Budget Warning message, click OK to continue. Lightning Bolt and Budget icon will disappear when process is complete.
If you receive a Budget Checking Errors Exist message, click OK. The error must be resolved before continuing.
Click on the Budget Check Options icon.
In the Commitment Control window, click on Go to Transaction Exceptions link.
In this instance, the Error or Exception is No Budget Exists. Enter a Budget.
Once all corrections are made, click Save, then Budget Check again.
7. Navigate to the Modify Accounting Entries screen.
Navigation: Main Menu > Accounts Receivable > Payments > Direct Journal Payments > Modify Accounting Entries
Notice the Complete checkbox is checked and greyed out. Budget Status is now Valid.
8. Process is complete. Journal will be generated on the overnight process.
Stage 4: Run FS_JGEN for ARDIRJRNL (Scheduled)
This process runs is scheduled to run every night. Districts can run the process if the Deposit needs to be processed on demand. Creates Direct Journal of cash control entries and gets Journal ID. “JGEN” is the Journal Generator Application Engine process.
Navigation: Main Menu > General Ledger > Journals > Subsystem Journal> Generate Journals Add to Favorites: Deposit-4-ARDIRJRNL
1. Find Existing Value – ARDIRJRNL
If no match, click on Add New Value tab.
Enter Run Control ID: ARDIRJRNL.
Click Add.
2. Enter the parameters below on the Generate Journals Request screen:
Under the Journal Processing Options, click the Edit, Budget Check, and Post boxes.
Process Frequency: Select Always
4. On Process Scheduler Request page: Select FS_JGEN. Click OK.
5. A Process Instance number will generate. Click the Process Monitor link.
6. Click Refresh until Run Status = Success and Distribution Status = Posted.
IMPORTANT! There is no report.
7. Continue to Stage 5: Validate Standard Journal on p.22.
Stage 5: Validate Standard Journal
After running the FS_JGEN process, verify the journal was generated and noted in the deposit.
Navigate: Main Menu > Accounts Receivable > Payments > Direct Journal Payments > Modify Accounting Entries
Add to Favorites: Deposit-3-Modify
1. On the Find Existing Values tab, enter your District in the Deposit Unit field and the Deposit ID. Click Search. If there are multiple results for your search, click on the Deposit to view. If only one Deposit fits the search criteria, the Directly Journalled Payments tab will appear.
2. In the Accounting Line Display area, Standard is selected. The “Standard” journal creates Accounting entries that will post to GL (DR 9140000 CR ChartString).
4. Scroll to the Journal ID column and verify an ARD Journal number is assigned. Example: ARD0489732
5. If no Journal ID exists, re-run the process. If a journal does not generate after the second attempt, contact the SDCOE CRC.
Stage 6: Create Deposit Permit using Financial Accounting Template
Email the completed template to Financial Accounting by 9:00 am the next business day after the bank deposit.
Enter PeopleSoft Deposit ID in the Document Number field.
Review Deposits
Review completed deposits to verify Financial Accounting posted the deposit. Financial Accounting will generate an additional ARD Journal for accounting entries to post to GL (DR 9110000 CR 9140000). Financial
Accounting will run this process once the deposit appears on the Wells Fargo bank statement.
Navigate: Main Menu > Accounts Receivable > Payments > Direct Journal Payments > Modify Accounting Entries
Add to Favorites: Deposit-3-Modify
1. On the Find Existing Values tab, enter your Deposit Unit and the Deposit ID, then click Search.
2. In the Accounting Line Display area, select Supplemental (Entry Event). Click Display.
3. Click the Show all columns icon.
4. Scroll to the Journal ID column and verify an ARD journal number is present for the column.
If a Journal ID is not present, contact Financial Accounting at SDCOE.
NOTE:
Standard: Verifies process done by district that creates Accounting entries (DR 9140000 CR Revenue ChartString), assigns Journal ID, date and posts to GL.
Part III: Editing Deposits
Edit Deposit ChartFields Before Budget Check
These directions explain how to edit deposit ChartFields before the deposit is budget checked.
Navigation: Main Menu > Accounts Receivable > Payments > Direct Journal Payments > Create Accounting Entries
1. Enter your Deposit Unit and click the Search button to bring up a list of deposits yet to be completed.
2. Click on the Deposit ID you wish to edit.
3. On the Accounting Entries tab, you will see the ChartStrings for the deposit. To make changes to the deposit, the 9140000 line(s) need to be deleted.
4. Click the Delete icon.
5. The 9140000 line is removed and the ChartFields for the original line are made available for editing. Edit the chartstring where necessary, then click the Create icon (lightning bolt) to enter the 9140000 line again.
6. The offsetting accounting line(s) are added. If no more changes, click Save.
7. Deposit is ready for AR process. Go to Stage 3: Mark Deposits Complete on p.16.
Edit Deposit Amounts
To edit deposit amounts, the 9140000 lines need to be removed at the Create Accounting Entries screen prior to editing the total amount of the deposit on the Regular Deposit screen. Once the correct amount has been entered, proceed as usual.
1. Perform Steps 1-4 as described in the section titled Edit Deposit ChartFields Before Budget Check (p.28).
2. After deleting the accounting lines, click Save.
3. Using the breadcrumbs at the top of the page, navigate to Main Menu > Accounts Receivable >
Payments > Online Payments > Regular Deposit. This is the Regular Deposit page.
You are going to change the Control Total for this deposit first.
4. Change the amount. Click Refresh. Notice there is now a difference.
5. On the Payments Tab, change the amount.
Before
After
6. Click on the Totals tab to check that you are in balance. When done, click Save.
7. Now you need to add the offsetting accounting lines.
8. Refer to Edit Deposit ChartFields Before Budget Check section, page 28, to edit amount chartfield and continue processing deposit.
Part IV: Reports
Accounts Receivable Reports
Used For Report Name Page
Reference
Customers
Customer Account Overview
Accounts Receivable > Customer Accounts > Customer Information >
Account Overview
p.35
Customer Item History Report
Accounts Receivable > Customer Accounts > Item Information > Item List
p.36
Deposits
Deposit Summary
Accounts Receivable>Payments>Reports>Deposit Control by Entry Date
p.37
Customer Account Overview
Navigation: Main Menu > Accounts Receivable > Customer Accounts > Customer Information > Account Overview
Customer Item History Report
Navigation: Main Menu > Accounts Receivable > Customer Accounts > Item Information > Item List
Deposit Summary
Navigation: Main Menu > Accounts Receivable > Payments > Reports > Deposit Control by Entry Date Run Control ID: Deposit_Summary
1. Enter Parameters:
From Date / To Date : Enter date range to report on deposit entry
Unit: Enter District Number
Deposit Type: Enter C, Customer Receipts
Bank Code: Select your District
Posting Status: Select All to return all deposits or other choices (Complete, Posted, Partial) to narrow results.
2. Click Run.
3. Click select box for Deposit Control by Entry Date.
4. Click OK.
5. Click the Process Monitor and click Refresh if necessary until Run Status and Distribution Status show Success and Posted, respectively for the AR20001 Process.
6. Click the Details link.
7. In the Process Detail window, click the View Log/Trace link.
8. In the View Log/Trace window, click on the ar20001_XXXXXXX.PDF link.
Each day’s deposits are listed on separate pages.
Part V: Troubleshooting
Direct Journal Deposits
Budget Exceptions Override
Some ChartStrings may need to be overridden so the deposit will post. An example of these are abatements that are going to expense lines.
Navigation: Main Menu > Commitment Control > Review Budget Check Exceptions > Revenues > Direct Journal
1. Enter the Deposit ID you want to override. Or you can leave the search blank to see all exceptions.
3. The Misc. Payment Exceptions tab will show the exception.
4. Click on the View Related Links icon next to Go To… to see the ChartString with issue.
5. In the message box, click on Go to Budget Inquiry.
6. Budget Details are displayed.
7. From here you can decide to do a budget journal to allow the line to post, or you can navigate back to the Exceptions page and override the transaction.
8. Click on Direct Journal in the navigation above and re-enter your Deposit ID. Click Search.
9. You can override the transaction or the individual lines from this page if you have security to do so.
10. After selecting Override Transaction or Override Budget, click the Budget Check icon.
11. Click Save.
12. Return to Stage 4: Run FS_JGEN for ARDIRJRNL on p.20.
