Reviewing Financial Information

This chapter provides an overview of the resources to review Oracle's PeopleSoft General Ledger financial information and discusses how to:

• View journal information.

• View ledger information.

• Inquire about ledger groups.

• Compare data by ledger periods.

• Compare across ledgers.

• Review imported accounting entries.

• Review entry event accounting.

• Review subsystem reconciliation data.

Note. This chapter does not include Commitment Control inquiries.

See Also

Understanding PeopleSoft Commitment Control

Understanding Ledger, Journal, and Financial Information Inquiries

PeopleSoft General Ledger provides a series of inquiries that enable you to review ledger summary and detail ledger information based on selected ChartField combinations. These inquiries use several successive views that take you down to journal line details. The ledger inquiry also enables you to drill down across products from account balances in General Ledger to specific transaction entries in other PeopleSoft Financials and Distribution products.

These terms are used in this chapter:

Note. Many of the following inquiry pages operate in deferred processing mode. Most fields are not updated or validated until you save the page or refresh it by clicking a button, link, or tab. This delayed processing has various implications for the field values on the page—for example, if a field contains a default value, any value you enter before the system updates the page overrides the default. Another implication is that the system updates quantity balances or totals only when you save or otherwise refresh the page.

See Also

Integrating and Transferring Information Among Applications

Editing ChartField Combinations

Using TimeSpans

Convert Accounting Entries to PeopleSoft Journals

Inquiry Overview

These inquiries are accessible in General Ledger:

• Journal Inquiry

  Enables you to review a specific journal or multiple journals within a ledger for a business unit and accounting period. You can use a document sequence number as part of your search criteria to review journal data.

• Ledger Inquiry

  Select a ledger to view based on selected ChartField values, including book codes, or ChartField value sets, which consist of a predefined set of selection criteria for a given ChartField. A ChartField value set can be obtained from a tree, a series of detail ChartField ranges, or a series of detail ChartField values. There are also various methods for displaying both summary and detail ledger information.

• Ledger Group Inquiry

  Review all the journals within a ledger group along with their journal line details. Compare the posted transaction amount, posted base amount, or posted total amount balances between ledger periods.

• Ledger Comparisons

  Compare one ledger by periods or compare one ledger with another within one or more ledger periods. Customize your comparison by selecting specific ChartFields or ChartField value sets. You can display comparisons for all thirteen periods or for selected periods, with or without adjustments.

• Analytic Charts

  Display analytic bar charts of the comparison across ledgers amounts.

• Imported Accounting Entries Inquiries

  Import PeopleSoft Payroll, Student Financial, Enterprise Learning Management, Contributor Relations and Global Consolidations transactions, as well as generic accounting line data into General Ledger and review this imported data before and after you run Journal Generator.

• Entry Event Budget and GL Adjustment Accounting Inquiries

  Drill down to the accounting line detail for Budget and GL adjustment transactions that use entry events.

• Subsystem Reconciliation Inquiry

  Drill back to the Payables and Receivables subsystems and review vital status fields for documents that have not been processed and posted to the general ledger.

Viewing Journal Information

This section discusses how to:

• Enter journal criteria.

• View journal header details.

Pages Used to Review Journal Information

Entering Journal Criteria

Access the Journal Inquiry page (General Ledger, Review Financial Information, Journals, Journal Inquiry).

Enter required criteria and any additional criteria on the Journal Inquiry page and click the Search button to display Journal IDs based on your selections.

Note. You can use the Customize link to hide or display specific journal column data.

Viewing Journal Header Details

Access the Journal Inquiry - Journal Inquiry Details page (Click a Journal ID link from the journal results on the Journal Inquiry page).

All Lines or From/To and enter values for From Line and To Line

Display all the journal lines for this journal, or enter a range of line numbers and click the Query Journal Lines button.

See Also

Making General Ledger Journal Entries

Processing Journals

Viewing Ledger Information

This section discusses how to:

• Specify ledger criteria to review summary and detail information.

• View ledger summary balances.

• View ledger transaction details.

• View detail journal header and journal lines.

• Drill down to the subsystem accounting entries.

• View the ledger details.

Pages Used to Review Ledger Information

Specifying Ledger Criteria to Review Summary and Detail Information

Access the Ledger Inquiry page (General Ledger, Review Financial Information, Ledger, Ledger Inquiry).

Specify the ChartFields to view the summary by and also the order of the ChartFields to be viewed by the sequence that you select the Sum By check box. For example, if you click the Sum By check box for Account, and then Department, theAccountChartField has Order-By equal to 1, while Department has Order-By equal to 2. You can also specify adjustment periods to be included as part of the criteria by selecting the check box next to the Adjustment Periods.

Ledger Criteria

Enter or select at a minimum the required fields to establish ledger inquiry criteria. Select additional options to further refine your inquiry.

ChartField Criteria

You can select one or more ChartField values or one or more ChartField value sets leave the fields blank and place a check mark next to each row to review all ChartField information based on the selected criteria.

Include Adjustment Periods

See Also

Defining and Using ChartField Value Sets

Viewing Ledger Summary Balances

Access the Ledger Summary page (click the Search button on the Ledger Inquiry page).

From the Ledger Inquiry page, when clicking the Search button, you are directed to the Ledger Summary page. If you had selected the Show Transaction Details check box from the Ledger Inquiry page, you are directed to the Ledger Details page.

Viewing Ledger Transaction Details

Access the Ledger Inquiry - Transaction Details page (Click the Activity link on the Ledger Inquiry - Ledger Summary page to access this page).

If the Show Transaction Details check box on the Ledger Inquiry page is selected, when you click the Search button, the Transaction Details page is displayed. Under this criteria, you see journal transactions for all ledger balances that match the criteria.

In the example on the page that is pictured, the Department ChartField value, 21100, was selected as the search criteria on the Ledger Inquiry page.

Viewing Detail Journal Header and Journal Lines

Access the Journal Inquiry - Journal Inquiry Details page (Click the Journal ID value link for one of the transactions on the Transactions Details page).

All Lines	Select this option and click the Query Journal Lines button to see all journal lines.
From/To	Select this option and then enter a line number in the From Line and in the Two Line fields to display a range of journals and with their information when you click the Query Journal Lines button.
Drill to Source	Click the drill to source button to access the source of journal lines in the general ledger feeder systems, such as PeopleSoft Receivables. This icon is not available on the page if there is no feeder system source, for example when an adjusting general ledger journal is created in General Ledger to record a miscellaneous adjustment to receivables or payables.

Drilling Down to the Subsystem Accounting Entries

Access the Drill to Source page (Click the Drill to Source icon on the Journal Inquiry Details page).

The Drill to Source page is an intermediate page that provides detail about the entry with links to drill further to the accounting lines. Some PeopleSoft applications provide a separate intermediate drill down page, such as the AR_ITEM_DRILL_PNL provided by PeopleSoft Receivables. In this case, there are several related links for the purpose of drilling to the underlying data.

Access the Accounting Entries page (Click the document links from the Details group box of the Drill to Source page or any other intermediate page).

This page name varies depending upon the subsystem. It can be Voucher Accounting Entries or Activity Accounting Entries, for example.

Viewing the Ledger Details

Access the Ledger Inquiry - Ledger Details page (click the Detail link on the Ledger Inquiry - Ledger Summary page).

Activity

Click this link to return to Ledger Inquiry - Transaction Details page. There you can again view each of the pages listed above until you reach the subsystem entry source document.

Inquiring About Ledger Groups

This section discusses how to:

• Review ledger group information.

• View journal lines.

Pages Used to Review Ledger Information

Reviewing Ledger Group Information

Access the Journals page (General Ledger, Review Financial Information, Ledger Group, Journals).

Enter the criteria to access one or more journals in a selected ledger group.

Viewing Journal Lines

Access the Journal Lines Inquiry page (select to show all lines or a range of lines and click the Drill to Journal Line button on the Journals page).

Query Journal Line Again

If you queried to display a specific number of journal lines to review on this page, you can enter one or more different journal line numbers and select this option to display them along with the journal lines that you displayed with your original query.

Comparing Data by Ledger Periods

You can select and compare ChartFields of selected ledger entries based on selected accounting periods.

This section discusses how to:

• Enter search criteria.

• Compare ledger by period.

Pages Used to Compare Data by Ledger Period

Entering Search Criteria

Access the Ledger Period Comparison page (General Ledger, Review Financial Information, Ledger Period Comparison, Ledger Selection Criteria - Ledger Period Comparison).

Amount Field	Select POSTED_TRAN_AMT to display the amounts in the transaction currency for all ledger balances including those in the base currency. Select POSTED_BASE_AMT to display the total of the transaction amounts converted to the base currency of the ledger. Select the POSTED_TOTAL_AMT to display the amounts in the transaction currency for all ledger balances except those in the base currency.
Include All Periods	Includes periods for the ledger criteria if selected. Note. When Include All Periods is selected, a maximum of 13 periods can be used. This can include one adjustment period, but no more than one.
Include Balance Forward	Includes any balances carried forward from the previous period in the totals.
Include Closing	Includes closing adjustments for period 999 in the totals.
ChartField and Value	Select the ChartField values that you want to appear on the Ledger Period Comparison - Period Comparison Results page. To limit the number of ChartField values, enter a specific Value for a selected ChartField. You can also use a wildcard (%) to select a range of values. If you do not specify ChartField values, the system determines the values to use based on the selected ledger. The Alternate Account ChartField (AltAcct) appears in the ChartField Criteria group box only if you enabled the alternate account option on the Installation Options - Products page and the Ledgers for a Unit page.
Period Selection	Select the periods you want to use for comparison on the Ledger Period Comparison - Period Comparison Results page. To remove a period from the list, click the minus sign button to remove the row. If you want to include an adjustment period, click the plus sign button to add a row. Select the Adj check box and either manually enter an adjustment period or use the prompt to select an adjustment period. Select the adjustment periods you want to display.
Search	Click this button to access the Ledger Period Comparison - Period Comparison Results page.

Comparing a Ledger by Period

Access the Ledger Period Comparison - Period Comparison Results page (Click Search after selecting criteria on the Ledger Period Comparison page).

Period Bal Fwd (period balance forward)	If you selected the Include Balance Forward option, this column appears on the first tab and displays the opening balance for the period in the Ledger Comparison grid.
Period Close	If you selected the Include Closing Adjustments option, this column for period 999 appears on the last tab. It displays the adjustment for year end closing in the Ledger Comparison grid.
ChartField Criteria	Click to display the list of ChartFields. Deselect or select a ChartField check box and when you click the Refresh button, the Ledger Period Comparison - Period Comparison Results page redisplays ChartFields based on your selections.
Ledger Compare Criteria	Click to display the Ledger Criteria as well as ChartField Criteria. You can modify your selections and click Search to display results based on the newly-selected criteria.

Comparing Across Ledgers

This section discusses how to:

• Enter comparison criteria for two ledgers.

• Review comparison amounts between the ledgers by period.

• Use a bar chart to analyze the ledger comparison data.

Pages Used to Compare Ledgers Across Periods

Entering Comparison Criteria for Two Ledgers

Access the Compare Across Ledgers page (General Ledger, Review Financial Information, Compare Across Ledgers, Compare Across Ledgers).

You can select and compare total amounts for selected ChartField criteria between two ledgers.

Reviewing Comparison Amounts Between The Ledgers by Period

Click Search and scroll down to the comparison information.

Depending how you set up your criteria, the selected ledgers are compared to one another for each ledger period.

Note. This page is also integrated with the CFO Portal.

Using a Chart to Analyze the Ledger Comparison Data

Access the Compare Ledgers page and scroll down to the chart.

Reviewing Imported Accounting Entries

You can inquire about PeopleSoft Payroll, Generic, Student Financial, and Contributor Relations accounting lines that you import into General Ledger.

This section discuss how to inquire on imported accounting entries.

See Also

Integrating and Transferring Information Among Applications

Pages Used to Inquire on Accounting Lines

Inquiring on Imported Accounting Entries

Before you can use any of these inquiry options, you must import the following into General Ledger:

• Payroll accounting lines.

• ELM accounting lines.

• Generic accounting entries.

• Student financial accounting entries.

• Contributor relations accounting entries.

Note. You use the same method to access the accounting entries for all of these Review Ledger/Journal options.

To access accounting entries that were imported to General Ledger:

1. Enter the Business Unit, Journal ID, Journal Date, GL Journal Line number, and Ledger.

   The Payroll, Generic, ELM, Student Financial, or Contributor Relations accounting journal information appears at the top of the page.

2. Review the accounting entry data that appears in the lower portion of the page.

3. There are four pages of data concerning the selected Journal ID:

   • ChartFields

   • More ChartFields

   • Currency Details

   • Misc.

Reviewing Entry Event Accounting

This section discusses how to:

• Drill down to entry event budget accounting details.

• Drill down to entry event GL adjustment accounting details.

Pages Used to Review Entry Event Accounting

Drilling Down to Entry Event Budget Accounting Details

Access the Entry Event Budget Accounting Details page (General Ledger, Review Financial Information, Entry Event Budget Acctg, Entry Event Budget Accounting Entries).

Account	Displays the accounts generated by the Entry Event processor that are posted to the budget.
GL Journal (go to general ledger journal)	Click to review the Journal Header and Journal Lines page for this transaction.

Drilling Down to the Entry Event GL Adjustment Accounting Details

Access the Entry Event GL Adjustment Accounting Entries page (General Ledger, Review Financial Information, Entry Event GL Adjust Acctg, Entry Event GL Adjustment Accounting Entries).

Account	Displays an entry event accounting line generated by the Entry Event Processor.
GL Journal (general ledger journal)	Click this link to access Journal Header and Journal Lines page for this transaction.

Reviewing Subsystem Reconciliation Data

Subsystem Reconciliation is a reporting and inquiry tool that provides insight into the Payables and Receivables subsystems for documents that have not been fully processed. Subsystem Reconciliation reporting allows you to report on individual documents within a subsystem and review vital status fields that may identify why a document has not been fully processed and posted to the general ledger. The inquiry is based upon data that is loaded through a process (GL_RECN) that maintains a status table, which keeps a record of the date and time of last processing by Business Unit, System source, fiscal year, and accounting period.

The load process allows you to load data for selected business units, system sources, fiscal periods and ChartFields. You can also select to increment data from the last process. Allowing this flexibility in the data load process improves performance and reduces redundant output in the reconciliation reports.

See Generating Subsystem Reconciliation Reports.

Pages Used to Load, Define and Review Subsystem Reconciliation Data

Subsystem to GL Reconciliation Inquiry

Access the GL Reconciliation - Reconciliation Criteria page (General Ledger, General Reports, GL Subsystem Reconciliation, GL Reconciliation Inquiry, GL Reconciliation).

Once you have completed the subsystem reconciliation definitions setup and you run the data load process (GL_RECN) to populate the reconciliation data, search for the accounting line reconciliation data by GL business unit, ledger group, fiscal year and accounting period range for entries as of a given date.

Provide ChartField criteria for which to retrieve data by specifying ChartField value ranges or by using ChartField Value Sets.

Note. Account values are necessary. If no account values are chosen, then the inquiry will always sum to zero.

Reconciliation Overview

Access the Reconciliation Overview page (click the Search button on the GL Reconciliation page).

Not Distributed amount	Displays the subsystem accounting line data amount that is not distributed to the general ledger.
Distributed amount	Displays the subsystem accounting line data amount that is distributed to general ledger.
Ledger Amount	The General Ledger total amount.
Not Distributed amount	The General Ledger amount not distributed from subsystem amounts.
Jrnl Amount Not Posted	The General Ledger amount not posted from the subsystem amounts.
Total Acctg Ln/Adjusted GL Amount	The amount in these fields should be equal. Any difference is specified in the Difference field.

Reviewing the Subsystem Document

Access the Subsystem Document page (General Ledger, General Reports, GL Subsystem Reconciliation, Subsystem Document).

Application Business Unit	Select the Payables or Receivables business unit of the system source.
System Source	Select GAR or GAP. GAR represents the PeopleSoft Receivables system source and GAP represents the PeopleSoft Payables system source.
Accounting Data From/Accounting Date To	The accounting date range to be used for the data load and inquiry.
Source Document	Choose from the source documents defined in the Subsystem Document Definition component.
Selected	Specifies whether its source document is to be included in the current inquiry or data load/delete.
Load Date and Time	Displays the date and time that the data was last loaded into the inquiry table.
Fetch	Click to display the data specified by the Search Criteria.
Load Data	Click to refresh specified data. This action deletes and reloads the selected document types.
Clear	Click to remove selected data from the inquiry table.
	Transfers you to the Subsystem Document Inquiry or entry page.

See Also

Generating Subsystem Reconciliation Reports