PeopleSoft Enterprise Global Options and Reports 9.1 PeopleBook

Generating Subsystem Reconciliation Reports

This chapter provides an overview of subsystem reconciliation reports, lists prerequisites, and discusses how to generate subsystem reconciliation reports.

Understanding Subsystem Reconciliation Reports

Subsystem reconciliation reports compare accounting transactions that have been posted in the subsystem with General Ledger balances. The loader summarizes transactions by General Ledger business unit, fiscal year, accounting period, ledger, selected ChartFields, and system source. Subsystem transactions are categorized as either distributed or not distributed. General Ledger journal transactions are categorized as either posted or not posted. This enables the customer or auditors to check the integrity of the journal entries in General Ledger by verifying that no discrepancies occurred between subsystems and the General Ledger.

A subsystem reconciliation report is run at the end of each period. The auditors should validate the data before running the final closing because discrepancies can occur from:

Accounting entries posted in subsystems and not distributed in General Ledger.
Accounting entries posted in subsystems, distributed in General Ledger but not posted because of various statuses such as errors, posting incomplete, not edited, or hold.

Prerequisites

Before you can run the subsystem reconciliation reports, you must run subsystem and General Ledger processes, such as the:

Receivable Update process (ARUPDATE).
PeopleSoft Payables Voucher Posting (AP_PSTVCHR)/ Payment Posting (AP_PSTPYMNT) processes.
PeopleSoft Billing Load GL Accounting Entries process (BILDGL01).
Post PeopleSoft Expenses process (EX_POST_LIAB) for expense liabilities.
PeopleSoft General Ledger Journal Generator (FS_JGEN), Journal Edit (GL_JEDIT), and Journal Post (GLPPPOST) processes.

Running the Subsystem Reconciliation Reports Loader Request (GL_RECN)

The Subsystem Reconciliation Loader process (GL_RECN) extracts transactions from General Ledger and from all subsystems that have set up a journal generator template to send information to General Ledger, such as Receivables, Billing, Payables, Purchasing, Expenses, Inventory, Treasury, Asset Management, Contracts, and Project Costing subsystems, to name a few. You must run the Subsystem Reconciliation Loader process before you run the reports. The loader summarizes transactions by General Ledger business unit, fiscal year, accounting period, ledger, selected ChartFields, and system source.

For improved performance, you can load data for selected business units and selected system sources (Payables and Receivables). In addition to improved performance, you have greater flexibility in the data load process and reduce redundant output in the reconciliation reports.

Subsystem Reconciliation includes an online inquiry that provides insight into the Payables and Receivables subsystems for documents that have not been fully processed. The 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 Reconciliation by Chartfield report allows you the flexibility of selecting individual ChartField values or selecting groups of ChartFields from trees.

This section discusses how to:

Loading subsystem reconciliation data (GL_RECN).
Specifying field names and values using the Document Definition page.
Using subsystem reconciliation criteria to retrieve data.
Reviewing the reconciliation data.
Run subsystem reconciliation reports.

Pages Used to Generate Subsystem Reconciliation Reports

Page Name	Definition Name	Navigation	Usage
Load Reconciliation Data	GLRCN_REQUEST	General Ledger, General Reports, GL Subsystem Reconciliation, Load Reconciliation Data	Runs the Load Reconciliation process (GL_RECN) to extract data from the subsystem or General Ledger journal transactions based on all or selected business units and the selected ChartFields. Load data for selected business units, fiscal periods and system sources.
Reconciliation Load Status Table	GLRCN_STATUS	Click the View Recon Data Status link from the Load Reconciliation Data page.	View reconciliation data process information.
Subsystem Document Definition	GLRCN_SS_DEFN	General Ledger, General Reports, GL Subsystem Reconciliation, Subsystem Document Definition, Subsystem Defn	Provides the definition of the source system documents that feed into accounting lines associated with the system definitions.
Page Transfers	GLRCN_SS_DEFN2	General Ledger, General Reports, GL Subsystem Reconciliation, Subsystem Document Definition, Page Transfers	Provides the menu and path information used by the drill down on the Subsystem Document page.
GL Reconciliation Inquiry	GLRCN_CRIT	General Ledger, General Reports, GL Subsystem Reconciliation, GL Reconciliation Inquiry	Provides visibility to both the subsystem accounting lines/General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines.
Reconciliation Overview	GLRCN_INQ_OVW	Click the Search button on the GL Reconciliation Inquiry page.	View and update subsystem data.
Subsystem Document	GLRCN_SS	General Ledger, General Reports, GL Subsystem Reconciliation, GL Reconciliation Inquiry, Subsystem Document	Select source documents defined in the Subsystem Document definition component. Loads and displays source documents that have not yet been generated into accounting lines.
Reconciliation by System Srce (reconciliation by system source)	RUN_GLRCN_RPTS	General Ledger, General Reports, GL Subsystem Reconciliation, Reconciliation by System Srce	Generates FIN5001 Reconciliation by System Source report. Compare GL balances to the subsystem application accounting transaction.
Reconciliation by ChartFields	RUN_GLRCN_RPTS	General Ledger, General Reports, GL Subsystem Reconciliation, Reconciliation by ChartFields	Generates FIN5005 Reconciliation by ChartField report. Compare GL balances to the subsystem application accounting transaction.

Using the Subsystem Reconciliation Reports Loader Request (GL_RECN)

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

Last Run On

System updates this field every time this process is run.

Description

Enter a brief description of this process.

Fiscal Year

Use four-character years. For example, 2007.

From Period and To Period

Enter a numeric starting period, such as 1and a numeric ending period such as 3. The To Period field is not a required field. If you do not enter a value in the To Period field, the value in the From Period field is used.

All Business Units

Check to reconcile all General Ledger business units. Select to load data from all business units. Upon selection, Specify Business Units group box is disabled.

Specify Business Units - Business Unit

If you do not select All Business Units, select one or more General Ledger business units to reconcile.

ChartField Selection - Include CF (ChartField selection - Include ChartField)

Select to choose the specified ChartField for summarization. You control how the data is summarized at the ChartField level.

Note. If you do not select any ChartFields, the GL_RECN process logs an error message and does not load any data.

All System Sources

Select to load reconciliation data from all system sources. If selected, the Specify System Sources group box is emptied and disabled.

System Source

Select individual source system values to load.

Request Type

Select to Increment the data loading process or to create new reconciliation data.

Note. If you select the Increment value but the data is not able to increment, then the process creates the data.

View Recon Data Status

Select to view the status table.

Note. The data loading process maintains a status table which maintains a record of the date and time processing by business unit, system source, fiscal year and accounting period.

Defining the Subsystem Document Data

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

Source Document

Select the source document for which you want to define for reconciliation to GL. PeopleSoft delivers the following source documents:

AP_PYMNT - Payments not Posted

AP_VOUCHER - Payables Voucher

AR_DD - Direct Debits

AR_DIRJRNL - Accounts Receivable Direct Journals

AR_DRAFT - Accounts Receivable Draft

AR_MAINTWS - Maintenance Worksheets

AR_PAYMENT - Accounts Receivable Payments

AR_PEND - Pending Items

AR_XFERWS - Transfer Worksheets

System Source

Select one of two applicable system sources that are delivered for use with this reconciliation:

GAP - generated accounts payable

GAR - generated accounts receivable

Selection Criteria

Specify additional Field Name and Field Value information, which will be used by the load data application engine program when selecting the data.

Status Field/Field Name

Provides mapping to application-specific fields into a common set of fields for use in the data load process.

Defining Page Transfers for Drillback

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

The Page Transfers page defines the path and key fields to be used for the drill to source (on the Subsystem Document page) drill down data from the GL Reconciliation Inquiry to the subsystem documents. The drill down is accessed from a popup menu in the subsystem document inquiry.

Reviewing Subsystem Reconciliation Data

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

Provides visibility to both the subsystem accounting lines/General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines.

See Reviewing Subsystem Reconciliation Data.

See PeopleSoft Enterprise General Ledger 9.1 PeopleBook, Reviewing Financial Information, Reviewing Subsystem Reconciliation Data.

Running Subsystem Reconciliation Reports

Run subsystem reconciliation reports to reconcile General Ledger balances to the accounting transactions that enter the General Ledger from a selected subsystem application. Any ChartField that you select must already exist in the loaded data.

FIN5001 - Reconciliation by System Source

This report lists the data at the system source level, such as AP, and then lists all the activity for the subsystem (AP), including what was posted and not posted, for one or more selected ChartFields that appear in the data that you loaded.
FIN5005 - Reconciliation by ChartFields

This report lists the data based on one or more selected ChartFields that appear in the data that you loaded. Each of the subsystem amounts that fall within the ChartField combination is listed on the report along with the total amounts for the ChartFields and the related ledgers.

Last Run On	System updates this field every time this process is run.
Description	Enter a brief description of this process.
Fiscal Year	Use four-character years. For example, 2007.
From Period and To Period	Enter a numeric starting period, such as 1and a numeric ending period such as 3. The To Period field is not a required field. If you do not enter a value in the To Period field, the value in the From Period field is used.
All Business Units	Check to reconcile all General Ledger business units. Select to load data from all business units. Upon selection, Specify Business Units group box is disabled.
Specify Business Units - Business Unit	If you do not select All Business Units, select one or more General Ledger business units to reconcile.
ChartField Selection - Include CF (ChartField selection - Include ChartField)	Select to choose the specified ChartField for summarization. You control how the data is summarized at the ChartField level. Note. If you do not select any ChartFields, the GL_RECN process logs an error message and does not load any data.
All System Sources	Select to load reconciliation data from all system sources. If selected, the Specify System Sources group box is emptied and disabled.
System Source	Select individual source system values to load.
Request Type	Select to Increment the data loading process or to create new reconciliation data. Note. If you select the Increment value but the data is not able to increment, then the process creates the data.
View Recon Data Status	Select to view the status table. Note. The data loading process maintains a status table which maintains a record of the date and time processing by business unit, system source, fiscal year and accounting period.

Source Document	Select the source document for which you want to define for reconciliation to GL. PeopleSoft delivers the following source documents: AP_PYMNT - Payments not Posted AP_VOUCHER - Payables Voucher AR_DD - Direct Debits AR_DIRJRNL - Accounts Receivable Direct Journals AR_DRAFT - Accounts Receivable Draft AR_MAINTWS - Maintenance Worksheets AR_PAYMENT - Accounts Receivable Payments AR_PEND - Pending Items AR_XFERWS - Transfer Worksheets
System Source	Select one of two applicable system sources that are delivered for use with this reconciliation: GAP - generated accounts payable GAR - generated accounts receivable
Selection Criteria	Specify additional Field Name and Field Value information, which will be used by the load data application engine program when selecting the data.
Status Field/Field Name	Provides mapping to application-specific fields into a common set of fields for use in the data load process.