Editing ChartField Combinations

This chapter provides an overview of Oracle's PeopleSoft Enterprise ChartField combination editing, lists common elements and prerequisites, and discusses how to:

• Set up combination editing

• Run the build combination data process.

• Use user-defined combination data.

• Work with combination objects.

• View combination editing data.

• Run ChartField combination reports.

Understanding ChartField Combination Editing

Use this optional feature to set and enforce criteria for filtering out unwanted journal entry lines to ledgers based on combinations of ChartFields and their values.

If you are using Commitment Control, you can also edit commitment control budget journals online separately from posting or during the batch posting processing as a part of the Budget Processor (FS_BP) Application Engine process, which edits and posts budget journal entries.

See Combination Editing for Budget and Budget Adjustment Journals.

See Using Combination Editing with Budget, Transfer, and Adjustment Journals.

You can implement ChartField combination editing by:

• Setting up combination editing in the general ledger feeder applications as described in the application-specific PeopleBooks.

• Setting up general ledger journal editing to execute combination editing.

Note. Combination editing does not apply to summary ledgers.

If you activate combination editing for the detail ledger group in which transactions are processed and recorded, when you run the Journal Edit process, it also calls the ChartField combination editing process.

ChartField combination editing compares the ChartField combination to the definitions and rules governing ChartField combinations that you define. For example, when you assign what PeopleSoft calls the anchor ChartField a value, and then associate it with nonanchor ChartFields and their values, ChartField Combination Editing uses something like an if-then test to ensure that entries conform to the ChartField combination rules and definitions. ChartField combinations can be set up for valid or invalid conditions depending on which is more efficient at precluding unwanted entries.

The decisions as to how to implement ChartField combination editing and what types of underlying tables to use greatly affect the efficiency, speed, and the ease of maintenance.

This section discusses:

• ChartFields, rules, and trees in combination editing.

• Advantages of using various table types in combination editing.

• Online and batch combination editing availability in PeopleSoft applications.

• ChartField combination editing online.

• ChartField combination editing in batch or background processing.

• Retain detail values generated for master selector tables.

• Online combination editing for applications outside the financials database using a Web service.

• Combination editing in PeopleSoft Commitment Control.

• Master selector tables.

• ChartField combination editing templates.

• Combination editing groups.

• Various examples.

ChartFields, Rules, and Trees in Combination Editing

The following are general recommendations concerning efficiencies and ChartFields, rules, and trees.

How Many ChartFields to Use

For example, it might be required that only certain departments post to asset, liability, and equity accounts and that other departments post only to revenue and expense accounts. In the first instance, this involves defining editing rules for a combination that includes two ChartFields: Account and Department for department values that are limited to the balance sheet accounts.

You can also limit the departments that can post to income statement accounts to those recording particular product costs by introducing a third ChartField, Product, to the combination definition.

While any number of combinations is possible, limiting the combinations to three or fewer ChartFields optimizes performance.

How Many Combination Rules to Use

Analyze the proposed combination rules and decide which are critical and which are not. The more rules that you implement, the more time that it takes to edit the transactions and maintain the rules.

Ranges of ChartField Values in Trees for Combination Editing Rules

You can use PeopleSoft trees to set up combination edit rules having ranges of ChartField values rather than static values. Ranges of values can make it easier to keep ChartField combination edit rules current with changes in the ChartField values of your organization.

You can use spring, summer and winter trees with combination editing and you can further restrict values available from these trees through the use of tree levels and nodes.

See Also

Defining and Using ChartFields

Advantages of Using Various Table Types in Combination Editing

PeopleSoft uses several types of tables to support combination editing. The following compares their advantages and disadvantages:

The following provides additional details about the tables and their advantages.

In general, master selector tables when compared with the other tables:

• Require less time to build and maintain.

• Take up less space in the database.

• Can be built for date ranges or periods that encompass any number of effective dated PeopleSoft trees.

Note. When you use ranges of values in trees, you only need to rebuild when you change nodes or ranges in the trees or change tree nodes that are used in the rules.

If you use detail values in the trees, you must rebuild the selector tables each time that you make changes to the detail values that are in the trees. However, the build for the master selector tables is much faster than that for the COMBO_DATA_TBL.

In PeopleSoft General Ledger feeder systems you can build a permanent set of static master selector tables that support both batch and subsystem online editing.

You have the option to use static master selector tables or dynamic selector tables in batch edits for General Ledger. If you do not run Combo Build by using the master selector table build option, the combination editing program then builds the dynamic selector tables during the batch edit process.

The system must explode the ranges of ChartField values defined in the tree nodes when you use static selector tables and store the values in additional temporary tables. The explosion process to populate the temporary tables is repeated each time a new transaction is edited. In addition, these temporary tables are not maintained by the system beyond the current edit; however, you can elect to retain the generated combinations for the detail values in a permanent table named PS_COMB_EXPLODED for use in subsequent combination edits. When using the PS_COMB_EXPLODED table, the build process might take longer but batch combination editing performance can be greatly improved because repeated exploding of values and creation of temporary tables is avoided.

You can also configure and maintain a user defined combination data table. Because this method gives you complete control over the population of the data table, you might be able to reduce the size of the table over other table types and increase efficiency.

However, over time user-defined tables usually require more attention to analysis and maintenance in a changing ChartField environment than either the COMBO_DATA_TBL or the master selector tables. PeopleSoft provides you with functionality to maintain the COMBO_DATA_TBL and master selector tables, however, you have complete responsibility for detecting or noting changes to the applicable ChartFields or values and cleaning out the old and adding new combinations for the user-defined tables.

You can combine these table approaches with different combination edit groups to increase efficiency. When ChartField combination definitions and rules do not change often, they are candidates for a user-defined data table, because you can afford to trade flexibility for the prospect of additional speed in processing. For situations when you expect periodic changes in combination definitions and rules, using master selector tables may improve both speed and flexibility. Exploding the COMBO_DATA_TBL is desirable when the volume of the table does not burden the system or unduly increase processing time and you only occasionally need to update the table for ChartField combination changes.

Both batch combination editing and online PeopleCode editing support your choice of combo editing option. Although you run a process to populate both types of tables, the advantage of using the master selector tables is that the process to rebuild them is much faster than the COMBO_DATA_TBL explosion. Also, if you use tree ranges, you do not need to build the dynamic selector tables when you add ChartField values or delete them from the chart of accounts as you do with the COMB_DATA_TBL.

Both batch and online PeopleCode editing support multiple combination groups that are attached to a business unit, each using a different choice for the combo editing option.

Online and Batch Combination Editing Availability in PeopleSoft Applications

PeopleSoft applications can use ChartField combination editing online or in background (batch) processing, as shown for various applications in the following table.

* Combination edits for online journal entries that are in General Ledger are performed when the journal is edited. Journal edit can be performed immediately after saving an online journal entry. The difference between General Ledger and the other applications is that General Ledger uses the background editing program while the other applications use the online routines to perform online editing.

** Because PeopleSoft Enterprise Learning Management (PeopleSoft ELM) runs in a different database from that of financials you use the delivered web service to perform combination editing . You can use the combo edit request service that calls combo edit online validation logic and returns the results to ELM before ELM sends entries to General Ledger for posting.

*** While Commitment Control is not an application, it is a major optional functionality that is used by several of the PeopleSoft application. You can use combination editing in commitment control for budget journal editing. Combination editing of budget journals is discussed in the commitment control documentation.

For specific information on how ChartField combination editing is used with the previously listed and other PeopleSoft applications, see the application-specific PeopleBooks.

ChartField Combination Editing Online

Typically, you click either an edit or a save button to initiate PeopleCode that starts an online edit for transactions that you enter in a particular application. For example, when you save Accounts Payable vouchers, many edits and processes occur automatically, including online combination editing if you implement this option.

Various underlying tables that are available to the Combination Editing process do support online editing. These underlying table options are described in a separate topic in this chapter.

After you decide on the table type and build the underlying table, the system can use the table to validate accounting and voucher lines against combinations in the table while online if the application supports online combination editing. This enables PeopleSoft General Ledger feeder systems, such as PeopleSoft Accounts Payable, to capture and correct errors as a standalone application before running the journal generator and performing journal edits. By performing the combination edit in the feeder system, you can correct errors promptly at the source before you post journals to the general ledger.

The online edit process edits one transaction line at a time. Each line is edited against all the process groups that are attached to the business units. The online edit process cannot dynamically build the tables, so you must build the COMBO_DATA_TBL, the master selector tables, the PS_COMB_EXPLODED table, or the user-defined table prior to using online edits in the feeder system applications.

The online combination editing process in the feeder systems does the following:

• If the combination exists in the table, it marks the line as valid or invalid depending on the Combination Group Defines option that you select.

• It analyzes transaction lines that are not found on the table to determine if the anchor ChartField has a value for which you have defined a combination rule.

  • If the anchor ChartField value has a combination rule that is defined for it and if the entire combination is not found, the combination fails.

  • On the ChartField Combination Group page, you can select a value for the Anchor Values Not in Rules field. This option determines if the system marks valid or invalid those journal lines having an anchor ChartField value that has no combination rule that is defined for it.

Feeder systems have three ways to initiate online logic:

• Use the edit_combo function in FUNCLIB_FS.EDIT_COMBINATION FieldFormula record PeopleCode.

• Use the ComboEdit application class in the FS_COMBO_EDIT application package.

• Use the combination edit service operation to perform edits on data originating from other than the financial database. The Web service calls ComboEdit to perform combination editing and returns the results to the requesting application whether PeopleSoft or third party application.

Every page component that uses the edit_combo function must include the COMBO_EDIT_WRK page. When you select the Save button, the system first populates the work page with information from combination editing groups and rules. Combination editing online uses the information that is on the work page to process the transaction lines. The system refreshes the work page when the business unit changes.

Components that use the ComboEdit application class do not need the COMBO_EDIT_WRK page. The ComboEdit application class should be instantiated at the component level so that the combination editing groups and rules that are stored in the class object can be reused for all transactions that are going to the same business unit. PeopleSoft recommends that feeder systems use the ComboEdit application package instead of the edit_combo function.

ChartField Combination Editing in Batch or Background Processing

To make combination editing background processing generic to all PeopleSoft applications, combination editing uses a ChartField Combination Editing template, which is discussed in a separate topic in this chapter. The template defines the table structure of the various application transaction records. The combination editing process uses this structural information to perform its edit.

Record templates have a unique name that is applicable to a particular PeopleSoft application. You supply that name for your application to enable background combination editing.

Select the name of the combination edit template on the ChartField Combination Template page, in the Template field. The template is used only for background, or batch, editing.

Various underlying tables are available to combination editing that support batch editing. These underlying table options are also described in a separate topic in this chapter.

The system performs batch, or background, combination editing at the time of journal editing or during accounting line and voucher line edits in the various PeopleSoft General Ledger feeder systems. In any case, editing occurs before posting journals to the general ledger.

Note. During journal editing , the Transaction Set Editor (TSE) determines whether a journal line is valid by finding a ChartField on a line, and then checking the ChartField against its ChartField table to make sure that the ChartField itself is valid. If the ChartField is invalid, the TSE marks it invalid and immediately excludes the journal line from the combination editing process.

Combination editing also validates whether a combination group is associated with a business unit and ledger group during a batch combination edit process.

Batch Combination Editing Using the Combo Data Table or a User-Defined Data Table

The combination editing process repeats the following steps for each combination group that you associate with a business unit and ledger group for which you select either the Combo Data table or a user-defined combination data table:

• Combination editing compares all transaction lines against the table.

  If the combination exists in the data table, it marks the line as valid or invalid depending on the Combination Group Defines option that you select.

  If the anchor ChartField value has a combination rule defined for it and if the entire combination is not found, the combination fails the edit.

  If the anchor ChartField value does not have a combination rule defined for it, then the line is marked with the state that you select—either Mark Invalid or Mark Valid on the ChartField Combination Editing Group page for the Anchor Values Not in Rules field.

• When the program encounters an invalid combination, it logs the invalid transaction with an error status message in the error log records that are defined in the Combination template.

Batch Combination Editing Using the Master Selector Tables Option

If you select the master selector tables option for the combination group, the batch combination editing process does the following:

• It retrieves the combination groups that are attached to the business unit and ledger group that you specify.

• It loops through the combination groups and determines if the master selector tables are built for a group. If you have not built them, it builds them dynamically according to the rules, using Application Engine temporary tables.

• It expands the master selector tables to create an Application Engine temporary COMB_EXP_TAO table that contains the permutations of values for the combinations.

• It compares each journal line against the COMB_EXP_TAO table and if the combination exists in the table, it marks the line as valid or invalid depending on the option that you select in the Combination Group Defines field.

• It analyzes transaction lines that are not found on the table to determine if an anchor ChartField has a value for which you have defined a combination rule.

  • If the anchor ChartField value has a combination rule defined for it and if the entire combination is not found, the combination fails.

  • If the anchor ChartField value does not have a combination rule defined for it, then the line is marked with the state you select, —either Mark Invalid or Mark Valid on the ChartField Combination Editing Group page in the Anchor Values Not in Rules field.

    Note. In other words, if the combination fails, it is marked valid or invalid depending on the attribute that is selected for this field.

• If the process encounters an invalid combination, it logs the invalid transaction with an error status message in the error log records defined in the ChartField Combination Editing Template.

• When the edits are complete, the process deletes the COMB_EXP_TAO tables.

Retain Detail Values Generated for Master Selector Tables

When using master selector tables and trees to specify ChartField combination values, the build process for static master selector tables stores only the range of values described by the tree nodes. The build process does not store the detail values encompassed by the nodes. It is when transactions are edited during combination editing batch processing that the range of values for each ChartField is exploded and stored in temporary tables for each editing request. Because the process deletes the temporary tables when the edits are complete, the temporary tables must be rebuilt for each separate edit request.

However, if you select the Retain Detail Values option for master selector tables on the ChartField Combination Editing Group page, combinations for the detail values are retained in a permanent table, PS_COMB_EXPLODED, after the values are generated during the build process. This precluding the repeated generation of combination detail values that were previously generated.

The Retain Detail Values option is of particularly value if the tree nodes encompass large numbers of ChartField values. When you use this option, the build process might take longer but batch combination editing performance is greatly improved because repeated exploding of values is eliminated.

However, if a new value is added within a ChartField range that is setup for a tree node, it does not cause the new value to be automatically included in the permanent ChartField value combination table even if the Increment option is selected on the ChartField Combination Editing Group setup page. Addition of a new value to a range does not in itself cause a rebuild of the detail values for the master selector table because the tree version is not changed.

If you add a new ChartField value within a range of values in a tree node and if you have selected the Retain Detail Values option and have already built the combination data, you must run the combination build process again to include the newly added values in the PS_COMB_EXPLODED table.

Note. The Review Combination Selector table inquiry displays the result from the selector tables and not the detail values even if a Combination Group has the Retain Detail Values check box selected.

Online Combination Editing for Applications Outside the Financials Database Using a Web Service

Using a PeopleSoft synchronous web service, COMBO_CF_EDIT_REQUEST, systems and products that run outside of the financials core database can validate ChartField combinations. The service exposes ChartField combination editing as a black box service to the other systems. This is provided to third party and PeopleSoft products running outside of the financials database, such as PeopleSoft Enterprise Learning Management (PeopleSoft ELM).

The following is the processing logic using PeopleSoft Enterprise Learning Management (ELM) as an example:

• ELM initiates ChartField Combination Editing from its transactions by sending a synchronous request COMBO_CF_EDIT_REQUEST service to the financials database for General Ledger and waits for the reply.

• General Ledger listens to the service and calls the Combo Edit application class to validate the transactions that it receives.

• General Ledger returns the results in a synchronous reply to the ELM process that is waiting for the reply.

• ELM then proceeds with its transaction according to the Combination Editing result.

Note. While you can use the Web service with third-party products, PeopleSoft does not officially support third-party products.

See PeopleSoft Enterprise Learning Management 9.0 PeopleBook: Managing Person and Organization Data, Setting Up Financial Chartfield Data

See Integrating and Transferring Information Among Applications.

Combination Editing in PeopleSoft Commitment Control

Commitment Control is an optional functionality providing commitment accounting and budget control and is available to many PeopleSoft applications. If you are using commitment control you can also use combination editing for budget and budget adjustment journal entries.

Note. You can specify winter and spring trees, which facilitates combination editing of control budgets by eliminating the need for multiple trees to accommodate commitment control combination editing.

Combination editing for commitment control is fully discussed in the commitment control documentation.

See Combination Editing for Budget and Budget Adjustment Journals.

See Using Combination Editing with Budget, Transfer, and Adjustment Journals.

Master Selector Tables

As an alternative to the COMBO_DATA_TBL, you can build static or dynamic master selector tables. Make the decision about the combination build option based on the nature of the combination rules. Consider both the number of rules and expected changes in the relationships of the underlying values.

You build a static set of master selector tables to support online and batch PeopleCode editing that is done in general ledger feeder systems when it is not practical to build the COMBO_DATA_TBL. This is usually due to the number of combinations that are generated or due to the time it takes to clear and rebuild the COMBO_DATA_TBL when you make changes in the combination values.

Static master selector tables are not maintained dynamically by the online PeopleCode or the batch editing process and must be rebuilt each time that you change a tree or a combination rule. However, they still have an advantage over the COMBO_DATA_TBL, which must be built every time you add a ChartField value to the system. You do not need to rebuild the master selector tables when you add a ChartField value if it falls within a range of values that are defined in a tree that is used by the combination rules.

When you use trees to define the combination rule, the system stores the ranges of values in the tree that you specify for the master selector tables when you build the tables. You only need to rebuild the tables when certain data on which they are based changes. For example, rebuild the tables when you change the combination rule to reference a different node of a tree, or if you change a tree originally having a range of accounts from 100001-100099 to a new range of 100004-100099 in a particular node.

You can build master selector tables for a range of time spanning a period as long as you want. The transactions during the specified date range are correctly edited. The tables contain data from the PeopleSoft trees you referenced in your combination rules. If you do not have many effective dated versions of trees, you can build the Master Selector Tables for a very large date range, for example January 1, 1900 to January 1, 2999.

However, if you change the trees often and create new effective dated versions of trees when you make changes to the trees, you can build the master selector tables more often, and have the tables span shorter periods of time. The amount of data that is in the master selector tables grows according to the number of effective dated trees in the time period that you specify. We recommend that you build master selector tables only for the time period for which journals or transactions are most actively being edited. For example, build them for one or two accounting periods or for one fiscal year at a time.

Batch editing, such as for journal edits, use the master selector tables if they are built for a time period that includes the date of the journals or vouchers being edited. If they are not built, batch edit builds the tables dynamically. You may want to build the master selector tables even if you are only using batch editing to improve the performance of the edits.

Run Build Combination Data Request Page for Master Selector Tables

Use the Build Combination Data Request page to run the process to build master selector tables.

Before you can run the Build Combination Data process, you must first define the detail ledger group for the business unit, and then tie the combination editing group to that ledger group.

Select Build Selector Tables in the Build Option field, and the From Date and To Date fields become available for you to specify a time period. All trees that are in the rules that have effective dates that are within the range of this time period are included in building the Master Selector tables.

See Also

Linking Ledgers to a Ledger Group

ChartField Combination Editing Templates

The ChartField Combination Editing Template page defines the structure for each transaction record for each PeopleSoft application that uses the background, or batch, ChartField Combination Editing process. The ChartField Combination Editing Template is not used in online processing.

PeopleSoft delivers specific templates that are needed to run background combination editing . For example, the JOURNALS ChartField Combination Editing Template is used in the PeopleSoft Journal Edit process in general ledger, and the VCHREDIT template is used in the voucher edit process that is in PeopleSoft Accounts Payable.

The following is a list of delivered templates:

Note. PeopleSoft provides the ChartField Combination Editing templates for the PeopleSoft applications that do combination editing background processing, and you do not need to change them unless you modify a related table or field name.

Combination Editing Groups

Combination editing groups define a set of combination rules. You can use the Combination Group page to associate multiple combination rules with a combination group definition. The system then applies the rules as a group during the journal edit process.

For example, if you create a combination definition in which you specify ACCOUNT as the anchor ChartField and DEPTID and PRODUCT as the nonanchor ChartFields for the rules, all the rules that are in a common group must use this combination definition. If you create a combination definition for PROJECT_ID and AFFILIATE, you must create another group for the rules with this combination definition.

Note. You can define several groups by using the same ChartField combination definition and attach all of these groups to the business unit or ledger group. However, PeopleSoft recommends that you keep all the rules that have the same combination definition within the same group. This increases performance of the combination editing process, because it reduces the number of groups that are being processed.

Various Examples

Before examining the various representative examples that are presented, keep in mind the following:

• Combination definitions define the ChartFields that are involved in the combination editing.

• Combination rules define the valid ChartField values for the combination definitions.

• Combination groups require that all combination rules that are within a group have the same combination definition.

  Also, when the same anchor ChartFields are specified in different combination rules that are within a combination group, careful consideration is required to avoid problems.

• Combinations that are found to match the rules and definitions can be marked valid or invalid at your option.

• Combinations that do not match the rules and definitions are invalid and they cannot be marked as valid.

The following examples illustrate some logic and functional considerations when you define the combination groups and apply the various parameters.

Grouping When There is the Same Anchor ChartField in Different Rules

If the same anchor ChartField exists in multiple rules that you include in the same group, and if the values that you define for the anchor and nonanchor ChartFields are sets or subsets of one another, it can easily cause confusion.

In the following example, rule 1 and rule 2 share the same anchor ChartField, account. The anchor account value of 614000 in rule 2 also exists in the range of account values that are described by the INCSTMT tree node, and the DeptID value 10000 also exists in the set of values that are described by any value that is valid:

When the rules are included in the same combination group, the system marks a row valid when either of the if-then conditions that are specified by the anchor and nonanchor values in either rule 1 or rule 2 is met. The result is that any row is valid if it meets the conditions of rule 1 or rule 2. These rules are redundant when they are included in the same combination group.

If the rules are included in different combination groups, the system marks a row valid only if it satisfies the requirements of all rules. In this scenario 614000 is valid only with DeptID 10000. So, when rules 1 and 2 are in different combination groups, boolean and logic applies whether both combination groups use the same combination definition, or whether the combination groups define valid combinations, invalid combinations or a mix of both.

Dealing With Anchor Values Not Included When There are Multiple Rules Having the Same Anchor ChartField

Whenever a combination group specifies that anchor values that are not included in rules are to be marked invalid, this criteria overrides other rules that may specify valid combinations for values that are not included in the original rule:

In this scenario, anchor account 614000 in rule 2 is an income statement account and as such is not part of the BALSHEET tree node that is specified in rule 3. Rows using account 614000 are always marked invalid, regardless of the fact that another rule specifically identifies it as a valid account when used with department 10000. You can see that marking anchor values that are not included as invalid should be thoroughly analyzed if more than one rule that is in a group has the same anchor ChartField.

Comparing Valid and Invalid Rules

When combination definitions are comprised of two ChartFields, there may be times when defining an invalid combination is more efficient than defining a valid combination. However, if the combination definition uses three ChartFields, there are distinct differences when defining a combination group as valid or invalid:

In this example, both rule 4 and rule 5 might seem as though they generate about the same results. However, rule 4 specifies that BALSHEET accounts need both a valid DeptID and product.

Rule 5 specifies that BALSHEET accounts must not have a blank department ID and blank product. If the combination that is edited in rule 5 meets the condition, then it is marked invalid.

The difference in the rules is that rule 5 marks as valid a BALSHEET account with either a blank department ID or a blank product. The rule states that only a blank department ID and a blank product are invalid with BALSHEET accounts. Specifying invalid combinations when the combination definition includes more than two ChartFields should be done with careful analysis of the intended result.

ChartField Combination Group, Anchor Values Not In Rules:

When you run the following journal line ChartField values through the Journal Edit process:

In this example, Account is the anchor ChartField, with department ID and product as the nonanchor combinations for a group of rules. You specify the following exact value combinations as valid:

These combinations are contained in one combination group. When you run the Journal Edit process, different combination editing results occur depending on which Anchor Values Not in Rules option you select.

You can define the combination direction by using the Combination Group Defines options to specify whether the combinations that you define should be marked as valid combinations or invalid combinations. In some cases it is possible to greatly reduce the number of combinations that you must define by taking either an inclusive or exclusive approach. Rather than editing across a large number of valid combinations, you might edit against a relatively small number of invalid combinations.

Whether the system marks the combination valid or invalid depends on the combination direction option that you select for the combination group. The choice is applicable to all rules that are within the group.

• If you take the inclusive approach, the system marks as valid all the lines that have the same values as those that are in the combination rule and marks as invalid all the lines that have the same anchor value but different nonanchor values.

• If you choose the exclusive approach, the system marks as invalid all the lines that have the same values as those that are in the combination rule and marks as valid all the lines that have the same anchor value but different nonanchor values.

Since you can define a combination with a blank nonanchor ChartField value as an invalid combination, you can use this option in place of the Value Required flag. You can only define a combination with a blank value by using trees.

Note. To use the PeopleSoft rules for Combination Editing, you must select at least one valid combination rule. You can add any number of rules by inserting additional rows.

Common Elements Used in This Chapter

Prerequisites

Although it is best to initiate ChartField combination editing when you first begin to use the new system, you can put it in place at any time after implementation. Implementation prerequisites are:

• General ledger and subsystem applications exist.

• Summarization rules and reporting structure for ChartFields using PeopleSoft trees are in place.

  You must understand how to create and use PeopleSoft trees. Trees enable you to create combination edit rules that reference a range of ChartField values rather than static values.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Tree Manager

Setting Up Combination Editing

To set up combination editing, use the following components:

• ChartField Editing Template (COMBO_EDIT_TMPL1).

• Templates (LEDGER_TEMPLATE).

• Combination Definition (COMBO_CF_DEFN).

• Combination Rule (COMBO_RULE).

• Combination Group (COMBO_GROUP).

• Ledgers For A Unit (BUSINESS_UNIT_LED).

Use the EM_BUS_UNIT_LED component interface to load data into the tables for the BUSINESS_UNIT_LED component.

This section provides an overview of combination editing setup and discusses how to:

• Define the ChartField combination editing template.

• Link templates.

• Define combinations of ChartFields to edit.

• Define the combination rule.

• Define the combinations for editing ChartField values.

• Link combination rules in a combination group.

• Associate combination editing groups to ledger groups.

Understanding Combination Editing Setup

To set up the combination editing process, complete the following setup steps:

1. Enable combination editing in the applications, for example Accounts Payable and Billing.

2. Select or define the ChartField combination editing template that is specific to the application for performing background combination editing.

3. Link the combination edit template to the applicable ledger template for People Soft General Ledger.

4. Set up combination definitions that specify two or more ChartFields that you want to edit in combination for a business unit and ledger group.

5. Define combination rules 1 and 2 that link ChartField combination values for journal entries.

   These rules determine the combinations of ChartField values that pass the Journal Editing process. Consider the following:

   • Whether to edit for valid or invalid combinations, after analyzing which is more efficient in the circumstances.

   • Whether to define ChartField values as specific values or as a range of values using PeopleSoft tree-based criteria.

   • Which rules, and how many, to define for each ledger group.

     An unlimited number of rules is possible, but the more rules there are, the slower the process. This is especially true when you have required ChartFields in the combination rules.

   • You must update the rules whenever the accounting control requirements change.

6. Define combination editing groups.

   Associate multiple combination rules with a combination group definition. Include combination editing rules that belong to each group. The system uses these related combinations for validating journal entries during the journal edit process.

7. Tie a combination group to a ledger group on the Ledgers for a Unit page.

8. Run the process to build the COMBO_DATA_TBL or master selector tales from the Build Combination Data page.

9. Build a user-defined data table if it fills your needs.

10. Run the Journal Edit process to generate selector tables dynamically and validate ChartField combinations.

11. Use the Retain Detail Values options to create a permanent table of combination ChartField Values from the master selector table.

12. Maintain the system by changing combination rules and regenerating the tables as necessary.

Pages Used to Set Up Combination Editing

Define the ChartField Combination Editing Template

Access the ChartField Combination Editing Template page.

In the example screen shot, the JOURNALS combination template appears. This is a delivered template that is used in the background combination editing as well as the journal edit process. PeopleSoft delivers several templates for its applications that define the record names, field names, and line status values that are to be used in combination editing.

Note. You do not need to change the delivered templates for the various PeopleSoft application or create new templates unless you customize the system.

Linking Templates

Access the Ledger Template - Field Definitions page.

For PeopleSoft applications that use the background combination editing process, you must link the combination edit template for the application to a ledger template on the Ledger Template - Fields Definition page. The Journal Edit process uses the specified combination edit template for ChartField validation during journal editing.

Warning! The Journal Edit process requires this template for ChartField validation. The Journal Edit process fails if this field is blank.

Defining Combinations of ChartFields to Edit

Access the ChartField Combination Editing Definition page.

Combination Definition	Name each unique set of ChartFields for the new combination definition by setID.
ChartField	Specify the ChartFields that you want in the combination. Note. The first ChartField that you enter is selected by default as the anchor ChartField.

When you run the Combination Editing process, the system first searches for the anchor ChartField that you define in the combination definition and then matches the other nonanchor ChartFields in the combination.

For example, you define ACCOUNT as the anchor ChartField for the definition, with DEPTID and PRODUCT as valid ChartField combinations that are associated with the anchor.

You can then create ChartField value combinations using the Rule Definition page that you determine to be valid for this ACCOUNT, DEPTID and PRODUCT ChartField combination definition. The anchor ChartField drives the combination rule dealing with ChartField values that you define in the next step.

Note. For commitment control budget journal combination editing, Analysis Type (ANALYSIS_TYPE), Category (RESOURCE_CATEGORY) and Sub-Category (RESOURCE_SUB_CAT), Project Costing related ChartFields, are not supported.

Defining the Combination Rule

Access the Rule Definition page..

Effective Date From and Effective Date To	Specify the effective date range that determines the time frame in which the rule is valid. During journal editing, the program, by using journal date as its criteria, applies only valid combination rules to combinations that fall within this range.
Open Effective Date To	Select this option to specify an open-ended date for effective date to. The Effective Date To field becomes unavailable for entry and displays 01/01/2099.
Combination Definition	Identifies which ChartFields are included in this combination rule. You can modify this as long as no combination rules are based on this definition.
Effective Date for Prompting	Enter an effective date for prompting detail ChartField values and PeopleSoft trees that are dated on or prior to this date. Because there is a range of dates rather than an effective date on the page, you might want to enter ChartFields from any time period within the range. You can specify the date from which to prompt for these ChartFields, but the default is to the current date.
Non-Anchor ChartField Option	When you define a rule for the first time, the system displays the nonanchor ChartFields. You enter these ChartFields on the ChartField Combination Editing Definition page; however, the first ChartField that is entered is the anchor ChartField and does not appear on this page.
Value Required	Select this check box for nonanchor ChartFields to specify that any nonblank valid value is required. When you select this check box, the system restricts you from entering values or tree nodes in the rule for the related nonanchor ChartField. Note. Selecting this check box provides an easy way for you to require a valid value for a ChartField without having to define each valid value in the rule. Using a blank tree node or level, you can accomplish much the same thing by defining a combination with a blank ChartField value as an Invalid Combination on the ChartField Combination Group page.

Defining the Combinations for Editing ChartField Values

Access the ChartField Combinations page..

If you select the Value Required check box on the Rule Definition page, this page is automatically populated.

Linking Combination Rules in a Combination Group

Access the ChartField Combination Editing Group page.

Combination Definition	Select the appropriate combination definition. This field is available when you create a new process group. It is a required field and must be the same as that defined for the rules in the group.
Combo Editing Option	Specify one of the following types of table that you want to use: Combo Data Table: Use the COMBO_DATA_TBL to edit your ChartField combinations. Master Selector Tables: Use a set of master selector tables. Batch editing edits the accounting, voucher line, or journal line combinations using one of the following : COMBO_DATA_TBL that contains many rows of detail combinations. Master selector tables that are multiple tables which store PeopleSoft tree ranges. Both batch and online PeopleCode editing support multiple combo groups that are attached to a business unit, each using a different choice for the combo editing option.
User Defined	This check box becomes available if you select Combo Data Table in the Combo Editing Options field. Select if you want to use the user-defined prepopulated combination data table during the Journal Edit process. Use this feature if you make modifications to meet the requirements by creating an approach to defining and maintaining a table of valid combinations. When you select this option, the system requires and prompts for a combination definition to identify which combination of ChartFields to validate. Do not select this check box for combination data if you want the Journal Edit process to consider the combination rules. The User Defined option recognizes the Anchor Values Not in Rules option and the Combination Group Defines option for either valid or invalid.
Increment	This check box becomes available when you select the Master Selector Tables option in the Combo Editing Option field. Select if you want the master selector tables to be incrementally updated. After you make changes to ChartField trees or to combination rules, the master selector tables are incrementally updated during combination build or batch journal editing. This field is only available for process groups that use static master selector tables. By default this check box is not selected, which disables the process.
Retain Detail Values	This check box becomes available when you select the Master Selector Tables option in the Combo Editing Option field. Select this option to retain the combinations for the detail values in a permanent table called PS_COMB_EXPLODED after they are generated from the master selector tables during the build process. If this option is not selected, detail values are generated and cleared from temporary tables each time master selector tables are used to perform a combination edit. By default this check box is not selected. Note. Note. IF you add a new value within a ChartField range that is setup for a tree node, selecting Retain Detail Values will not cause the new value to be included in the combination even when the Increment option for the Combination Group setup is selected. New values are included in the PS_COMB_EXPLODED table when the master selector table is rebuilt with the Retain Detail values option selected.
Anchor Values Not In Rules	This option defines what happens to those combinations that contain anchor ChartField values that are not included in the rules. Validation is always limited to the specified anchors; this option affects what you do with the other anchor values. Mark Valid: Lines containing anchor ChartField values that are not included in a rule are marked valid by the system. Mark Invalid: Lines containing anchor ChartField values that are not included in a rule are marked invalid by the system.
Combination Group Defines	This option defines whether the combinations that are defined in the group are valid or invalid combinations. Note. Never set the Anchor Values Not In Rules field to Mark Invalid and the Combination Group Defines field to Invalid Combinations because the system invalidate all combinations in this case. You can set this field to: Valid Combinations: Lines containing any combination in the group are marked valid by the system. Invalid Combinations: Lines containing any combination in the group are marked invalid by the system.

Note. To use the PeopleSoft rules for Combination Editing, you must select at least one valid combination rule. You can add any number of rules by inserting additional rows.

Associating Combination Editing Groups to Ledger Groups

Access the Journal Edit Options page.

Designate which combination editing rules apply to specific transactions by tying combination editing groups to ledgers on this page. During the Journal Edit process, the system looks to the ledger group that is indicated on the journal to see which rules apply.

Warning! For subsystems that do not pass ledger groups with the accounting entry lines (for example, PeopleSoft Billing), be sure that you set up the ledger group as a journal generator default ledger group on the Ledgers For A Unit Definition page.

Note. If you do not want to use combination editing, turn it off by not entering combination editing groups in the Process Group field on the Journal Edit Options page. If no combination editing groups are entered in this field, the system does not apply any combination editing rules. If you receive a combination editing error after you remove all groups, check to ensure that the combination template is attached to the ledger template. This template applies only to journals, not to feeder system transactions.

See Also

Setting Up Ledgers

Running the Build Combination Data Process

To run the Build Combination Data process, use the Build Combination Data component (COMBO_BUILD_REQ).

Run the Build Combination Data process (FS_CEBD) to build either of the following:

• COMBO_DATA_TBL, which is populated by the combination explode process.

• A static set of master selector tables.

You can then edit voucher lines or accounting entry lines against these tables in the feeder systems as well as journal lines as part of the journal editing process in General Ledger. Combination editing uses either the COMBO_DATA_TBL or a static set of master selector tables but not both in a particular edit, for both online or background combination editing.

Page Used to Run the Build Combination Process

Building the Combination Data

Access the Build Combination Data Request page.

Note. You can run the explosion process at any time to maintain valid combinations. However, check the system space limitations before running the explosion process in PeopleSoft applications to avoid exceeding available space.

The build combination data process populates either the COMBO_DATA_TBL or the master selector tables.

If you choose the build data table option, the process analyzes the rules for a business unit and ledger group to produce all possible combinations of ChartField values and inserts these combinations into the data table. This is referred to as exploding the COMBO_DATA_TBL. The benefit of exploding the combination rules can be an increase in performance at Journal Edit time.

If you choose the build selector tables option, the process analyzes the rules and trees to produce valid ranges of ChartField values and stores the ranges in the master selector tables. The master selector tables are smaller and easier to maintain.

Note. By using the Retain Detail Values option with the master selector tables you can gain additional efficiency by retaining the tables for future use rather than expanding the tree ranges and repopulating the TAO tables with each edit.

After you define the detail ledger group for the business unit, and after you tie the combination editing group to that ledger, you are ready to run the Build Combination Data request.

Because the system does not consider the combination rules during the actual editing while using the COMBO_DATA_TBL, you must ensure that the data table is always in sync with the combination rules whenever you modify combination rule tree information or add or inactivate a ChartField. The COMBO_DATA_TBL does not update automatically if new ChartFields are added to a combination rule or a tree. You must rebuild the table to maintain consistency with the chart of accounts.

Note. If you choose the option to build the master selector tables for a business unit in error, but all the combination edit groups that are attached to the business units have an edit option of COMBO DATA TABLE, nothing happens in the explode process.

See Also

PeopleSoft Enterprise Human Resources 9.0 PeopleBook: Manage Commitment Accounting

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook: Setting Up the Payroll Process

Integrating and Transferring Information Among Applications

Setting Up Ledgers

Using User-Defined Combination Data

The user-defined combination data feature in combination editing enables you to use your own prepopulated combination data table during the journal editing process. You enter the data by specifying valid ChartField combinations in the data table without using the combination rules. Journal edit validates journal lines against this table and does not consider any combination rules. If you want the Journal Edit process to consider the combination rules, you cannot use this option.

Note. If you use the user-defined combination data feature, you are fully responsible for maintaining the integrity of the data in the combination data table.

To use a user-defined combination table:

1. Specify the combination table name in the Combo Data field on the Ledger Template - Record Definitions Page.

2. Store the combination data in the combination table.

   PeopleSoft supports combination editing on any table that is in the system, but the table must conform to the same structure as the default table COMBO_DATA_TBL. You can use the default table (COMBO_DATA_TBL) or change to a table of any name having the same structure. You can also use several different tables, one for each ledger template.

3. Create a combination definition with the ChartFields that are to be edited.

4. Create a combination group by using the combination definition that is defined in step 2.

5. Select the Combo Editing Option and click the User Defined check box on the ChartField Combination Editing Group page.

6. Tie the combination group that is defined in step 3 to the appropriate ledger group on the Ledgers for A Unit page.

   Verify that the PROCESS_GROUP field on the combination table contains the name of the combination group that is defined in step 3.

7. The COMBINATION field on the combination table must be populated with the same name as the PROCESS_GROUP field.

Working with Combination Objects

To copy, rename, or delete combination objects, use the Combo Copy/Rename/Delete component (RUN_GLS4003).

You can implement user ID security to restrict access to this page. If you have permission, you can enter a run control ID and access this page.

Page Used to Copy, Rename, or Delete Combination Objects

Copying, Renaming and Deleting Combination Rules

Access the Combination Copy/Rename/Delete page.

Action Code	Use to specify whether to Copy, Rename, or Delete a combination object.
Combination Object	Specify the type of combination object that you want to copy, rename, or delete: Definition, Group, or Rule. When you select a value, the system dynamically makes available the objects that you specify in the drop-down list box and correctly labels the field and the new object field. If you are copying or renaming an object, enter the new name in the field that becomes available.
SetID	Specify the setID for the combination object. This is a required field.
Combination Rule, Definition, or Process Group	The name of this field changes depending on the selected combination object. Select the combination definition, process group, or rule that you want to rename, copy, or delete.
New Definition, New Group Name, or New Rule Name	This field appears if you are copying or renaming a combination object. The name of the field changes depending on the selected combination object. Enter the new name for the new combination definition, group, or rule.
Clear Master Selector Tables	Click this check box to delete the contents of the master selector tables. You can delete the data from the PS_COMB_EXPLODED table by clicking the Clear Master Selector Tables check box and selecting the Delete action code.
Clear Combo Data Table	Select this check box to delete the contents of the combo data table.

Viewing Combination Editing Data

PeopleSoft provides functionality for viewing the combination editing data.

This section discusses how to:

• Review combination groups.

• Query combination data.

• Create a query online and download results to a spreadsheet.

Pages Used to View Combination Editing Data

Reviewing Combination Groups

Access the Selector Tables or Combo Data page.

Use the:

• Selector Tables page for reviewing combination groups that use master selector tables.

• Combo Data page for reviewing combination groups that use the COMBO_DATA_TBL.

Querying Combination Data

Access the appropriate inquiry page (Review Combination Data or Review Budgets Combination Data).

SetID and Group	These are required fields. Select the setID and combination group you want to query. You can click the Searchbutton at this point to return all combination data for the entered setID and group.
	Click the Informational only button to view details of the combination group
Rule	You can further limit the results that the query returns by selecting a specific combination rule.
Business Unit for Prompting	Enter a business unit to provide the correct set ID for ChartField prompting. The business unit entered in this field does not provide criteria to further refine or limit the query but is necessary because the set ID for combination data might be different than the set ID for the relevant ChartFields.
Account, Alt Account, Oper Unit, Fund, Dept, Program Code, Class, Budget Reference, Product, Project, Affiliate, Fund Affiliate, Operating Unit Affiliate, Book Code, Stat, or Currency	Further refine the query by limiting it to a specific ChartField value.
Search	Click the Search button to retrieve a listing of value combinations based on the search criteria.

You can navigate to specific rows that are retrieved by using the first row, last row, next and previous buttons. You can also limit or increase the number of rows returned by using the Max Rows Displayed field.

Creating a Query Online and Downloading Results to a Spreadsheet

Access the Review Combination Selector Table Data page.

SetID and Group	These are required fields. Select the setID and combination group that you want to query. You can click the Searchbutton at that point to return all rules that are for the entered setID and group.
	Click the Informational only button to view details of the combination group
Rule and As of Date	Enter values in these option fields to further refine the query.
Business Unit	Enter a business unit for the purpose of providing correct prompting for the ChartField selection criteria fields.
Max Rows (Maximum Rows)	Use to limit the number of rows that the search returns. The default is 25.
Account, Department, Product, Affiliate, Fund Code, and Book Code	Use these fields as needed to further refine the query.
View ChartField Tree Effdt (view ChartField tree effective date)	Select this check box to display the effective dates for the ChartFields in the results.
Search	After you enter the search criteria, click this button. The system returns rows matching the search criteria for the entered setID and group to the Combination Data grid as shown in the following screen shot:

Review Combination Selector Table Data page (2 of 2)

Note. The inquiry displays the result from the selector tables and not the detail values even if a Combination Group has the Retain Detail Values check box selected.

Results downloaded to a Microsoft Excel spreadsheet:

Results of the query downloaded to a Microsoft Excel spreadsheet

In this example, the query is created for the demo data ChartField combination group called BSACCTS. In this example, the page displays the ChartFields that are associated with this process group, account, department, and product. Other combination groups using different ChartFields, display those ChartFields.

Running ChartField Combination Reports

The table below lists pages that are used to specify parameters for running standard ChartField combination reports. Navigate to the page, then enter the report parameters, and use Process Scheduler to run the report.

Pages Used to Run ChartField Combination Reports