Integrating with Enterprise General Ledger

This chapter provides an overview of the interface with Oracle's PeopleSoft Enterprise General Ledger and discusses how to:

• Set up business units for general ledger integration.

• Group earnings, deduction, and tax expenses.

• Map expense groups to ChartField combinations.

• Prepare and transfer payroll data to General Ledger.

Note. The General Ledger interface provides flexible integration between Payroll for North America and General Ledger. Make sure you work in conjunction with your general ledger staff to use this interface.

See Also

Getting Started with Manage Commitment Accounting

Understanding the General Ledger Interface

Sending payroll data to General Ledger is one of the final steps in the payroll cycle. When you integrate Payroll for North America and General Ledger, you can automatically post earnings and deductions that are associated with a finalized calendar run to your General Ledger system.

This section discusses:

• Prerequisites.

• Description of the interface with General Ledger.

• Integration points.

Prerequisites

These setup tasks must be completed before you begin the tasks in this chapter:

1. Update the General Ledger fields on the Installation table – Product Specific page.

   See Entering Application- and Industry-Specific Installation Information.

2. Set up the integration with the Financials database.

   See PeopleSoft Enterprise Human Resources PeopleBook: Enterprise Components

3. Set up the ChartFields and ChartField configuration.

   See Setting Up and Working with ChartFields and ChartField Combinations.

Description of the Interface with General Ledger

With Payroll for North America you can send payroll accounting transactions to General Ledger. The payroll data that is sent to General Ledger includes the following expense and liability account data:

• Earnings.

• Deductions.

• Federal, state/provincial, and local tax and insurance deductions.

• Net pay and direct deposit data.

Integration Points

Integration Points are interfaces between PeopleSoft applications. They enable the transfer of data from one database to another.

The Payroll for North America and General Ledger interface uses two sets of integration points, one to retrieve ChartField and business unit information from General Ledger and one to publish payroll results to General Ledger.

The Payroll for North America interface with PeopleSoft General Ledger uses the following integration points:

See Also

Setting Up and Working with ChartFields and ChartField Combinations

Working with Integration Points in Enterprise HRMS

Setting Up Business Units for General Ledger Integration

To map PeopleSoft HRMS and PeopleSoft General Ledger, use the GL/HR Business Unit Mapping component (BU_GL_HR_LNK).

This section provides an overview and discusses how to:

• View general the ledger business unit definition.

• View journal generator template defaults.

• View the template's summarization options.

• Map business units.

See Also

PeopleSoft General Ledger PeopleBook, "Defining Your Operational Structure"

PeopleSoft Application Fundamentals for Financials and Supply Chain Management PeopleBook

Understanding Business Unit Setup

This section discusses:

• General ledger business units.

• Journal templates.

• Business unit mapping.

General Ledger Business Units

If you're using Enterprise General Ledger, set up General Ledger business units in the Financials database using the General Ledger Definition component. PeopleSoft HRMS subscribes to the General Ledger business unit data and displays it using the Business Unit GL component. The pages are unavailable for entry in HRMS; use them to review the Financials values.

Note. Payroll for North America must post data to at least one PeopleSoft General Ledger business unit so you need to set up at least one business unit.

If your organization does not use Enterprise General Ledger, you must set up a General Ledger business unit directly in PeopleSoft HRMS, using the Business Unit GL component.

Journal Templates

PeopleSoft Enterprise Journal Generator uses the defaults set up in Journal Generator templates to create journals. Most organizations define templates for each application that distributes to the general ledger. If you're using Enterprise General Ledger, set up and maintain Journal Generator templates in PeopleSoft Financials. Enterprise HRMS subscribes to the Journal Generator template data in Financials and displays it using the Review Journal Generator Templ component in Enterprise HRMS.

If your organization does not use Enterprise General Ledger, you must set up a Journal Generator template directly in HRMS, using the Journal Generator Templates component. The system requires that a template ID be assigned, but it does not use the template.

Business Unit Mapping

To share information successfully with PeopleSoft General Ledger, confirm that you've correctly associated (or mapped) your PeopleSoft HRMS business units to General Ledger business units. The system uses this mapping information to determine which General Ledger business unit to use when generating accounting transactions.

Use the GL/HR Business Unit Mapping page to:

• Confirm that a specific Enterprise General Ledger business unit is correctly mapped to the appropriate Enterprise HRMS business unit.

• Associate a journal template and calendar ID.

• If you use commitment accounting, also identify the associated calendar ID.

See Also

Defining Business Units

Pages Used to Set Up Business Units for General Ledger Integration

Viewing the General Ledger Business Unit Definition

Access the Review GL Business Units - Definition page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review GL Business Units, Definition).

Unit	The PeopleSoft General Ledger business unit you selected to access the page.
Base Currency	The base currency for this PeopleSoft General Ledger business unit. A General Ledger business unit supports one base currency per ledger. This is usually the local currency for the organization, but accounting rules or other circumstances might dictate that it be different.

Options

Consolidations

Viewing Journal Generator Template Defaults

Access the Review Journal Generator Templ - Defaults page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review Journal Generator Templ, Defaults).

If you are not interfacing with PeopleSoft Enterprise Financials, this page is editable. To set up a journal generator template enter a:

1. Template ID.

2. SetID.

   The setID needs to match the setID of the General Ledger business units you created on the Review GL Business Units component (BUS_UNIT_TBL_GL) for the business unit to use a journal generator template.

The remaining fields are not required, so you can enter dummy information or leave them blank.

If you are using PeopleSoft General Ledger, the system displays data in the following fields:

Journal Header Fields

Journal Line Fields

Viewing the Template's Summarization Options

Access the Review Journal Generator Templ - Summarization page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review Journal Generator Templ, Summarization).

If you are using PeopleSoft General Ledger, review the primary and alternate summarization options for the template on this page.

Mapping Business Units

Access the GL/HR Business Unit Mapping page (Set Up HRMS, Common Definitions, ChartField Configuration, GL/HR Business Unit Mapping, GL/HR Business Unit Mapping).

Business Unit - GL	The PeopleSoft General Ledger business unit and description.
Journal Template	Select the journal template to associate with this PeopleSoft General Ledger business unit from the list of available options. Journal templates are used during the Actuals and Encumbrances processes (PAYGL02 and PAYGL03).
Calendar ID	If you use commitment accounting, select a calendar ID to associate with this PeopleSoft General Ledger business unit. The system uses calendar IDs to distribute actuals over accounting periods. Review calendars on the Detail Calendar page (DETAIL_CALENDAR1). See Reviewing Detail Calendars and Budget Periods.

HR Business Units

The HR Business Units scroll area displays the Enterprise Human Resources business units and descriptions currently associated with the PeopleSoft General Ledger business unit.

If the PeopleSoft Human Resources and PeopleSoft General Ledger business units aren't correctly mapped, correctly associate them on the Business Unit Reference page. After mapping Human Resources business units to the appropriate General Ledger business units, return to the GL/HR Business Unit Mapping page to associate a journal template and calendar ID with each General Ledger business unit.

See Also

Defining Business Units

Grouping Earnings, Deduction, and Tax Expenses

To group payroll expense activities, use the GL Activity Grouping component (PYGL_ACTIVITY_GRP).

This section provides an overview of expense grouping and discusses how to:

• Group earnings expenses.

• Group deduction expenses.

• Group tax expenses.

Understanding Expense Grouping

If your organization uses noncommitment accounting, you can track expenses by grouping expense activities into logical definitions that share the same combination of ChartField values. For example, you can group all regular earnings in one group and all overtime earnings in another group.

You can then map the groups to the combination of ChartField values for each group.

Note. Work with your finance office to identify expense activity groups and their members, and to map each group to the correct combination of ChartField values.

The GL Activity Grouping Component

When you add a new value and enter the component, you must select an activity type in the Valid Activity Type(s) group box. The selected activity type determines which page in the component is available for data entry.

You must then access the correct page in the component for the type of expense group that you are creating.

Default Groups

You must create a default group for each activity type. Select Group contains all codes.

During distribution of costs, when the GL Interface process encounters an expense that is not mapped to a valid group, it assigns the expense to the default group for that activity type.

The default group contains all codes so that no expense of this activity type is excluded from this group.

Updating Expense Groups

After you map all expense activities, if you add new earnings, deductions, or taxes, you must add the new codes to an existing group, create a new group, or let the new code be distributed to the existing default group. If you add a group, you must also map it to the correct ChartField combination.

Pages Used to Group Expense Activities

Grouping Earnings Expenses

Access the Earnings Expenses page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, GL Activity Grouping, Earnings Expenses).

Valid Activity Type(s)	Select Earnings Group.
Group contains all codes	To create the required default earnings group, select Group contains all codes. This group is used for any earnings expenses that are not included in a specific group. When you select this check box, the other fields on the page disappear.

Codes in Group Definition

Grouping Deduction Expenses

Access the Deduction Expenses page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, GL Activity Grouping, Deduction Expenses).

Valid Activity Type(s)	Select Deduction Group.
Group contains all codes	To create the required default deduction group, select Group contains all codes. This group is used for any deduction expenses that are not included in a specific group. When you select this check box, the other fields on the page disappear.

Codes in Group Definition

Grouping Tax Expenses

Access the Tax Expenses page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, GL Activity Grouping, Tax Expenses).

Valid Activity Type(s)	Select Tax Group.
Group contains all codes	To create the required default tax group, select Group contains all codes. This group is used for any tax expenses that are not included in a specific group. When you select this check box, the other fields on the page disappear.

Codes in Group Definition

Mapping Expense Groups to ChartField Combinations

To map expense groups, use the ChartField Expense Mapping component (PYGL_CF_MAPPING) or (PYGL_CF_MAPPING_CAN).

This section provides an overview of expense mapping and discusses how to:

• Map earnings groups.

• Map deduction groups.

• Map U.S. tax groups

• Map Canadian tax groups.

Understanding Expense Mapping

This section discusses:

• Mapping levels.

• Example of employee-level mapping.

• Component Search page.

• ChartField configuration.

Mapping Levels

When mapping expense groups to ChartField combinations, you can assign ChartField combinations based on these levels:

• Company

• Department

• Position

• Job code

• Employee

When resolving the mapping for a payroll record, the GL Interface PSJob process (PAYGL01) starts at the lowest level--employee--and determines whether there is a definition for the employee and activity group being processed. If it is not found, the search goes one level up, to the job code being processed, and continues up until a mapping for the current payroll record is found. The search stops when an entry is found.

This way, you need only define mapping entries at lower levels where desired. For example, earnings could be assigned at the employee level while the employer expenses for taxes remain at the company level.

Example of Employee-Level Mapping

You might want to map earnings expense at the employee level if an employee is on loan to another department and the originating department wants to charge the temporary department for the time. To do this, you would map the earnings at the employee level on a temporary basis. This also reduces any overhead due to initiating transfers, and so forth.

Note. Note. To assign expenses at the employee level, use the Combination Code field on the employee's Job Data – Payroll page.

Component Search Page

On the search page for the component, you must select a company and business unit. If you select a mapping level more specific than Company, you must further select the particular value, such as the department, position, or employee ID.

ChartField Configuration

The fields displayed on the mapping pages are determined by the ChartField configuration.

See Also

Setting Up and Working with ChartFields and ChartField Combinations

Entering Payroll Processing Data

Common Elements Used in This Section

Pages Used to Map Expense Groups to ChartField Combinations

Mapping Earnings Groups to ChartField Combinations

Access the Earnings Mapping page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, ChartField Expense Mapping USA, Earnings Mapping; or Set Up HRMS, Product Related, Payroll for North America, GL Interface, ChartField Expense Mapping CAN, Earnings Mapping).

Note. The whole page is not visible above. The fields displayed on the page are determined by the ChartField configuration.

Mapping Deduction Groups

Access the Deductions Mapping page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, ChartField Expense Mapping USA, Deductions Mapping; Set Up HRMS, Product Related, Payroll for North America, GL Interface, ChartField Expense Mapping CAN, Deductions Mapping).

Note. The whole page is not visible above. The fields displayed on the page are determined by the ChartField configuration.

(USA) Mapping U.S. Tax Groups

Access the U.S. Tax Mapping page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, ChartField Expense Mapping USA, U.S. Tax Mapping).

Note. The whole page is not visible above. The fields displayed on the page are determined by the ChartField configuration.

(CAN) Mapping Canadian Tax Groups

Access the Canadian Tax Mapping page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, ChartField Expense Mapping CAN, Canadian Tax Mapping).

Note. The whole page is not visible above. The fields displayed on the page are determined by the ChartField configuration.

Preparing and Transferring Payroll Data to General Ledger

This section provides overviews of the preparation and transfer of data and the GL reset process, and discusses how to:

• Generate payroll accounting lines.

• Generate The HR Accounting Line report.

• Transfer payroll accounting lines to PeopleSoft General Ledger.

Note. This section applies only to noncommitment accounting.

See Also

PeopleSoft Enterprise Human Resources PeopleBook: Manage Commitment Accounting

Understanding the Preparation and Transfer of Data

This section discusses:

• Processing steps.

• The GL Reset Run Flag (general ledger reset run flag) SQR Report process (GLXRESET).

Processing Steps

This diagram illustrates the general ledger processing steps to transmit payroll accounting lines to the general ledger:

General ledger processing steps showing how to transmit payroll accounting lines to the general ledger

After the GL interface setup is complete, these are the ongoing steps for each payroll cycle:

1. Verify that the payroll is confirmed.

2. Run the GL Interface process.

   You can run the GL Interface Application Engine process (PAYGL01) in one step or two separate steps:

   1. (Optional) Prepare the distribution without generating the HR accounting lines, then review and update the distribution in online pages.

   2. (Required) Generate the HR accounting lines.

3. Publish the contents of the HR Accounting Line table to PeopleSoft Enterprise General Ledger.

Note. Payroll for North America does not subscribe to any post-processing messages that are published by Enterprise General Ledger.

The Review Distribution Option

You can view and update the distribution data in the Review Payroll Distribution component after running the GL Interface process with the Review Distribution before GL option selected.

This table summarizes the review pages on which you can update combination codes:

Understanding the GL Reset Run Flag SQR Report Process (GLXRESET)

The system allows you to process only confirmed payrolls that have not yet had the GL Interface process run on them. When you run the GL Interface process, the system selects the GL Interface Run check box on the Pay Calendar table. If you need to rerun the GL Interface process, you must first run the GL Reset Run Flag process. You can run the process only for payrolls that you haven't published to PeopleSoft General Ledger.

This process:

• Deletes all rows on the HR Accounting Line table for the pay run ID that is specified on the reset process run control.

• Deselects the GL Interface Run and GL Distribution Runcheck boxes on the Pay Calendar table for the pay run ID that you specified on the reset process run control page.

Note. Running this process is necessary only if you have made a change that requires rerunning the GL Interface process. If you do not have to rerun the GL Interface process for the pay run ID, then you do not run this reset process.

Pages Used to Prepare and Transfer Payroll Data to General Ledger

Generating Payroll for North America Accounting Lines

Access the Non Commitment Accounting Information page (Payroll for North America, Payroll Distribution, Prepare GL Information, Non-Commit Accounting Info, Non Commitment Accounting Information).

To run the process:

1. Enter the pay run ID that you want to process. Alternatively, if you have more than one pay calendar for a pay run ID and want to process an individual pay calendar, enter the company, pay group, and pay end date for that pay calendar. The system processes both on-cycle and off-cycle information.

2. Click the Run button to display the Process Scheduler page.

3. Select the GL Interface (general ledger interface) check box and click the OK button to complete the process.

(E&G) If you want to interface E&G 7.5 to PeopleSoft General Ledger 8, then select the GL Interface - EG 7.5 (general ledger interface - education and government 7.5) check box.

See Also

Understanding the Preparation and Transfer of Data

Creating Pay Calendars and FLSA Calendars

Understanding the GL Reset Run Flag SQR Report Process (GLXRESET)

Generating The HR Accounting Line Report

Access the HR Accounting Line Report page (Payroll for North America, Payroll Distribution, GL Interface Reports, HR Accounting Line, HR Accounting Line Report).

Optional Report Filters

You can limit the report results for a specified date range and GL business unit.

Transferring Payroll Accounting Lines to PeopleSoft General Ledger

Access the Batch Publish page (Enterprise Components, Integration Definitions, Initiate Processes, Batch Publish, Batch Publish).

Process Frequency	Typically, you select Always.
Process Name	Select PAYGL01.

Note. Before trying to send any transactions to PeopleSoft General Ledger, verify with your IT staff that PeopleSoft Integration Broker nodes, queues, and service operations (routings and handlers) on have been activated .