Setting Up GL Interface Processing

This chapter provides an overview of General Ledger (GL) interface processing setup and discusses how to:

• Load setup data using PeopleSoft Application Messaging.

• Review setup table data for PeopleSoft Financials.

• Link Student Financials business units to PeopleSoft General Ledger units.

• Set up HRMS for Oracle Financials.

• Set up the Ledger Fields table.

• Synchronize Oracle GL Segments.

• Map General Ledger business units to Oracle General Ledger.

• Synchronize ChartField values.

• (Optional) Create ChartField speed type keys.

• (Optional) Activate ChartField validation options.

• Assign charts of accounts.

• Validate ChartFields.

• Set up integration with PeopleSoft Financials and Oracle Financials.

• Copy ChartField information for item types from one term to another.

Understanding GL Interface Processing Setup

This section discusses:

• GL Interface processing using PeopleSoft General Ledger or Oracle General Ledger.

• GL Interface processing using a third-party or legacy general ledger system.

Note. When customers license PeopleSoft Campus Solutions, they receive a limited use license for Human Resources, Benefits Administration, and Payroll for North America.

GL Interface Processing Using PeopleSoft General Ledger or Oracle General Ledger

Most of the setup that is needed to transfer information between the Student Financials application and the PeopleSoft General Ledger or Oracle General Ledger applications is done within General Ledger and then transferred to Student Financials. Throughout the setup process, you should work closely with staff who coordinate the General Ledger application. They will help you define your setup tables and tell you what information is necessary for the GL Interface process.

If the system interacts with PeopleSoft or Oracle Financials, it uses application messaging to share accounting line information with the PeopleSoft or Oracle General Ledger.

GL Messaging

During the GL Messaging process, Student Financials delivers these queues and messages to the PeopleSoft Financials database:

During the GL Messaging process, Student Financials delivers these queues and messages to the Oracle Financials database:

The PeopleSoft system delivers a default node of PSFT_HR. If you change this default, you must reconfigure the message channel. However, regardless of whether you change the message node, you must configure it by inserting the proper URL.

Note. An easy way to determine where messaging starts and ends is to name the publishing node with the name of the database to which it publishes or from which it publishes.

In the PeopleSoft Financials database, message definition, queue, and message node naming must match the naming that is used in the Student Financials database.

PeopleSoft Financials subscribes to the published messages in the Student Financials database, takes the accounting lines into the SF_ACCTG_LN table, and runs those lines through Journal Generator to create journal entries. PeopleSoft Financials then publishes the updated accounting lines, Student Financials subscribes to these lines, and then the data that is published by PeopleSoft Financials updates the Student Financials SF_ACCTG_LN table.

In addition, you must select the Display External ChartField check box on the SF Installation Table.

For information about messaging for Oracle Financials:

See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support.

GL Interface Processing Using a Third-Party or Legacy General Ledger System

Student Financials provides an extra field for you to use to enter chart of accounts data on your item types, course or class fees, and cashiering tenders or targets. You can use the existing PeopleSoft-delivered ChartFields (ACCOUNT, DEPTID, and so on) to enter your chart of accounts information.

Alternatively, Student Financials provides a 50-character field called External GL Chart Field (field name EXT_GL_CHARTFLD) that you can use to enter chart of accounts data. To enable this field, you must signify to the system that you are not using PeopleSoft or Oracle General Ledger. To indicate that you are not using PeopleSoft or Oracle General Ledger, clear the General Ledger check box on the Installation Table page and select Others as the financial system on the SF Installation page. After you clear this check box and complete setup on the SF Installation page, pages that usually display the PeopleSoft-delivered ChartFields for data entry display instead—or, in some instances, also—the External GL ChartField field.

Using the External GL Chart Field does have some limitations. The system does not perform any editing against this field. In addition, the ChartField validation process does not check the contents of the External GL Chart Field to ensure that you have supplied valid chart of accounts information for each item type, course/class fee, and cashiering tender/target.

Even if you are not using PeopleSoft General Ledger, you must populate the GL setup tables (except the ChartField definition tables) before you can use the GL Interface or Cashiering GL Interface processes.

See Also

Reviewing Installation Setup and System Defaults

Defining Student Financials Installation Settings

Loading Setup Data Using PeopleSoft Application Messaging

If your system interacts with PeopleSoft or Oracle Financials, it shares accounting messaging directly through PeopleSoft Application Messaging.

This table lists all PeopleSoft Financials published messages to which Student Financials subscribes in order to load ChartFields:

This table lists the messages that are required to integrate with Oracle Financials:

See Also

PeopleSoft General Ledger PeopleBook, "Integrating and Transferring Information Among Applications," and "Integrating PeopleSoft General Ledger with PeopleSoft Applications"

PeopleTools PeopleBook: PeopleSoft Integration Broker

CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support.

Reviewing Setup Table Data for PeopleSoft Financials

This section provides an overview of setup table data and lists the pages used to review setup table data.

Note. This section applies to integration with PeopleSoft Financials only.

Understanding Table Setup Data

After you load all of the setup tables that support the GL Interface, you can use a variety of components to review the setup data for accuracy.

The PeopleSoft Student Financials application recognizes three types of business units: the SF (student financials) business unit, the AP (accounts payable) business unit, and the GL (general ledger) business unit. You define GL business units in PeopleSoft General Ledger and load them through an integration point. The Business Unit GL component enables you to review the GL business unit definition.

You define the journal generator templates in PeopleSoft General Ledger and load them through an integration point. The Journal Generator templates define the valid template IDs that the GL Interface process assigns to each accounting entry that it creates. Each accounting entry must have a valid journal generator template ID for it to be properly recorded in PeopleSoft General Ledger.

Note. Most of the fields on the Journal Generator Template - Defaults and Journal Generator Template - Summarization pages are used only by the PeopleSoft General Ledger system during journal generation processing.

Pages Used to Review Setup Table Data

Linking Student Financials Business Units to PeopleSoft General Ledger Units

This section applies to integration with PeopleSoft Financials only.

After reviewing your PeopleSoft general ledger setup data, you must associate each Student Financials business unit to a PeopleSoft General Ledger unit using the General Ledger Unit field on the General 1 page.

See Also

Defining Basic Business Unit Parameters

Setting Up HRMS for Oracle Financials

For integration with Oracle Financials, the General Ledger check box must be cleared on the HRMS Installation Table (Setup HRMS, Install, Installation Table).

Use the Business Unit GL - Definition page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review GL Business Units, Definition) to create and maintain GL business units. These business units are mapped to Oracle Ledger, Operating Unit, and Legal Entity using the Chartfields Mapping page—more information about this page is provided later in the chapter.

For more information, refer to the User Task Flow diagram in the Using GL Interface Processing chapter.

See Also

Understanding GL Interface Processing

Defining Student Financials Installation Settings

Mapping General Ledger Business Units to Oracle General Ledger

CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support.

Setting Up the Ledger Fields Table

To set up the ledger fields table, use the Ledger Fields Table component (SF_LED_FLDS_TBL).

This section provides an overview of setting up the ledger fields table and discusses how to define ledger fields.

Note. This page is not used for integration with Oracle Financials.

If you select Oracle Financials as the financial system, you must manually remove the Ledger Fields Table page from the menu navigation by changing the Permission Lists. You should create a custom permission list to hide the menu navigation to this component.

Understanding the Ledger Fields Table Setup

When you define an item type GL Interface, you specify the ledger to which account information is transferred. The Ledger Fields Table defines the fields that are available. Not all available ChartFields are needed to convey the accounting information. To prevent entering data into an incorrect ChartField, define only the values that you need. The business unit, account, and ledger fields are always required for the GL Interface definition and do not need to be added to the Ledger Fields Table.

Page Used to Set Up the Ledger Fields Table

Defining Ledger Fields

Access the Ledger Fields Table page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, Ledger Fields Table).

This page is not available if Oracle Financials is selected in the Financial System group box on the SF Installation page.

Synchronizing Oracle GL Segments

Integration Broker messaging brings all available Segment details—Segment Name, Segment Description, Segment ID and Ledger ID—from Oracle GL and stores them in the SSF_EB_SEGMENTS record in Student Financials.

You use the data that is available as a result of this process to complete the chartfields to segments mapping on the Chartfields Mapping page.

Warning! Synchronizing Oracle GL segments is essential for integration with Oracle Financials.

No delivered process or Campus Solutions component is available for this synchronization.

The Synchronize Oracle GL Segments web service is a Consulting solution only.

See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support.

The Integration Broker Message is successful only if Oracle Financials is selected in the Financial System group box on the SF Installation page.

See Defining Student Financials Installation Settings.

Mapping General Ledger Business Units to Oracle General Ledger

This section discusses how to:

• Map GL business units to Oracle GL.

• Map transaction classifications to Oracle GL journal categories.

See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support.

Pages Used to Map General Ledger Business Units to Oracle General Ledger

Mapping GL Business Units to Oracle GL

Access the Chartfields Mapping page (Setup SACR, Product Related, Student Financials, General Ledger Interface, Map GL BU to Oracle GL, Chartfields Mapping)

To use this page, ensure that you have selected the Oracle Financials check box in the Financial System group box on the SF Installation page.

Note. The synchronization of Oracle GL Segments must be performed before you map chartfields to segments on this page.

GL BU to Oracle Ledger Mapping

You must enter a value in the Ledger, Legal Entity, and Operating Unit fields because in Oracle Financials, the chart of account consists of Ledger, Legal Entity, and Operating Unit.

The values in the Ledger field are available after you run the Synchronize Oracle GL Segments web service.

The Legal Entity and Operating Unit fields are not validated in Student Financials at this time, but must be valid values in Oracle Financials (available from the department that sets up Oracle GL).

You must enter a value in the Created By field because when transactions from Accounting Line are pushed to the GL Interface, a Created By value is required. The value must be numeric.

ChartFields to Segments

The chartfields that appear in this group box are the active chartfields on the HRMS Standard Chartfield Configuration page (Set up HRMS, Common Definitions, ChartField Configuration, Standard ChartField Configuration). This list of chartfields here is the same as the list on the Journal Set ChartFields page.

The 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and will not be available—ensure that these values are inactive on the Standard Chartfield Configuration page.

Note. You must map each chartfield to a segment name. If you do not, when you click Save, an error message appears and the page is not saved: All available segments must be mapped to chartfields.

Also, you must map each chartfield to a distinct segment name. If you do not, when you click Save, an error message appears and the page is not saved: Segment is mapped to more than one chartfield.

Mapping Transaction Classification to Oracle GL Journal Categories

Access the Journal Details Mapping page (Setup SACR, Product Related, Student Financials, General Ledger Interface, Map GL BU to Oracle GL, Journal Details Mapping).

To use this page, ensure that you have selected the Oracle Financials check box in the Financial System group box on the SF Installation page.

The Journal Source field is used to identify the source of financial transactions in Oracle GL. The value that you enter here is passed to the GL_INTERFACE in Oracle GL. This value must exist as a valid source in Oracle GL. The journaling process in Oracle GL validates this value during import and fails to import details if the source is invalid. Oracle GL provides a facility to correct such entries and re-import.

Transaction Classification to Journal Category

The list of Transaction Classification values on this page is the same as the list of values that are available in the Item Type Code field on the Item Types (Search) page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types).

The Journal Category value is used to identify the category of financial transactions in Oracle GL. This value must exist as a valid category in Oracle GL. The journaling process in Oracle GL validates this value during import. Errors are logged and Oracle GL provides a facility to correct the entries and re-import.

Map a journal category for Cashiering to ensure that cashiering entries are transferred to Oracle GL.

You should map each transaction classification to a journal category—you must map at least one journal category to be able to save the page. If you leave a journal category blank, you receive a warning message when you save the page and a value of Others is entered in the Journal Category field.

Synchronizing ChartField Values

The Synchronize Chartfield Values component is used for integration with Oracle Financials only.

Use the Synchronize Segment Values (SSF_SYNSEGVL) batch process to insert/update segment values into appropriate ChartField prompt tables based on the values that you mapped in the ChartFields to Segments group box on the ChartFields Mapping page.

Note. Synchronization of Oracle GL segments must be performed and chartfields must be mapped to segments before you run the Synchronize Segment Values process.

See ChartField Display Options.

See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support.

Page Used to Synchronize ChartField Values

Synchronizing ChartField Values

Access the Synchronize Chartfield Values page (Setup SACR, Product Related, Student Financials, General Ledger Interface, Synchronize Chartfield Values, Synchronize Chartfield Values).

Note. To use this batch process, ensure that you have selected the Oracle Financials check box in the Financial System group box on the SF Installation page.

Refresh Options

When you click Run:

1. Ledger details associated with the GL Business Unit are retrieved based on the setup on the ChartFields Mapping page.

2. SetID and Segment details for the specified GL Business Unit are retrieved from the Chartfields to Segments Mapping table— this information is required to insert data into the ChartField prompt tables.

3. A Web Service call to Oracle GL is made with the Ledger and Segment details.

   The SSF_GL_SEGMENT_VAL_SYNC message is invoked for both Partial and Full options. For the Partial option, the business unit that is selected on this page is used and the related setID and segment details are retrieved from the mapping setup. For the Full option, all business units that are mapped to Oracle GL in the mapping setup are used.

4. Returned data is inserted into the appropriate prompt tables along with the derived SetID and Effective Date is updated with the LAST_UPDATE_DATE from Oracle Financials.

See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support.

(Optional) Creating ChartField SpeedType Keys

To set up ChartField speed type keys, use the SpeedTypes component (SPEEDTYPE).

This section provides an overview of Chartfield SpeedType Keys and discuss how to define ChartField SpeedTypes Keys.

Understanding ChartField SpeedType Keys

Often you will want to enter the same combination of ChartField values repeatedly. By creating shortcut keys called SpeedTypes for these frequently used combinations of ChartFields, you can reduce data entry time and increase data entry accuracy. Using a SpeedType key that you define, you can enter one alphanumeric code that automatically enters all of its defined ChartField values.

Page Used to Create ChartField SpeedType Keys

Defining ChartField SpeedTypes

Access the SpeedTypes page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, SpeedTypes).

The type of SpeedType depends on what you select for the User ID and Primary Permission List fields. The type of SpeedType is then displayed at the top of the SpeedTypes page.

Integration with Oracle Financials

The SpeedTypes page appears differently if Oracle Financials is selected in the Financial System group box on the SF Installation page:

• The Ledger field is not available.

• The Validate icon is available to validate the combination entered. Click the icon to trigger real time validation of the entered combination with Oracle GL.

• The Bypass Edits check box is cleared by default.

• ChartField prompt tables display valid values based on the Chartfields to Segments mapping on the ChartFields Mapping page and the values populated from Oracle GL for each segment into respective prompt tables.

• The 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and should be made inactive on the HRMS Standard Chartfield Configuration page.

See ChartField Display Options.

See Also

Setting Up Business Units

(Optional) Activating ChartField Validation Options

ChartFields in Student Financials can be dynamically displayed, and they depend on the ChartField setup in PeopleSoft Human Resources Management (HRMS).

See Defining Student Financials Installation Settings.

See Setting Up Item Types and Item Type Groups.

See PeopleSoft HRMS Application Fundamentals PeopleBook, Setting Up and Working with ChartFields and ChartField Combinations, Populating HRMS with Valid ChartField Combinations

Assigning Charts of Accounts

You can assign a chart of accounts (ChartFields) to item types, course and class fees (if you use course and class fees), and cashiering setup (if you use the Cashiering feature).

See Also

Setting Up Item Types and Item Type Groups

Establishing Criteria for Tuition Groups and Fee Triggers

Setting Up Cashiering

Validating ChartFields

This section provides an overview of chartfield validation and discusses how to identify invalid chartfields.

This section applies to integration with PeopleSoft Financials only.

To identify invalid chartfield combinations,

See Running the Chartfield Audit Report.

Understanding ChartFields Validation

Student Financials provides several methods for ensuring that the chartfields that you enter on item types, course and class fees, and Cashiering tender keys and target keys are valid. When you create these elements, PeopleCode programs on the GL Interface pages validate the chartfields that you enter against the setup data that you loaded from PeopleSoft General Ledger. Because your General Ledger staff can change chartfields over time, inactivating them or even perhaps deleting them, Student Financials provides a process that validates chartfields on item types, course and class fees, and cashiering tenders and targets. The ChartField Validation process produces a report that identifies item types, course and class fees, and cashiering setup that contain invalid chartfields.

Page Used to Validate ChartFields

Identifying Invalid ChartFields

Access the Chartfield Validation page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, Chart Field Validation, Chartfield Validation).

Business Unit	Select the Student Financials business unit for which you want to validate ChartField information.
As of Date	Because ChartField values can change as you synchronize with the PeopleSoft Financials application, you must specify a date on which you want to run the verification.
Effective Status Option	Status options are: Active Status Only: Select to validate ChartField definitions for item types with a status of Active. Active and Inactive Status: Select to validate ChartField definitions on all item types regardless of status.
Term	Select the term that you want to verify.

Setting Up Integration with PeopleSoft Financials and Oracle Financials

This section discusses how to:

• Define batch publish rules for GL messaging.

• Define batch programs for GL messaging.

• Set up business unit synchronization for PeopleSoft Financials.

• Synchronize Student Financials business unit data with PeopleSoft Financials.

Pages Used to Set Up Integration with PeopleSoft Financials and Oracle Financials

Defining Batch Publish Rules for GL Messaging

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

To define batch publish rules:

1. Enter STUDENT_FIN_ACCTG_LINE in the Publish Rule ID field.

2. Select Active in the Status field.

3. For PeopleSoft Financials 8.4 integration, select the Create Message Header and Create Message Trailer check boxes.

   For integration with PeopleSoft Financials version 8.8 onwards, clear both check boxes.

   For Oracle Financials integration, clear both check boxes.

Defining Batch Programs for GL Messaging

Access the Batch Programs page (Enterprise Components, Integration Definitions, Batch Publish Rules, Batch Programs).

1. Select STUDENT_FIN_ACCTG_LINE as the message name.

2. Enter the process names SFDPTREC (Cashiering GL Interface process) and SFPGLINT (GL Interface process), which EOP_PUBLISHM picks up when publishing accounting lines to PeopleSoft Financials or Oracle Financials.

If you do not select these process, the messages will not be created when EOP_PUBLISHM runs.

Setting Up Business Unit Synchronization for PeopleSoft Financials

This section applies to integration with PeopleSoft Financials only.

Access the Full Table Publish Rules page (Enterprise Components, Integration Definitions, Full Data Publish Rules, Full Table Publish Rules).

To set up business unit synchronization:

1. Enter BUS_UNIT_SF_FULLSYNC in the Publish Rule ID field.

   This rule publishes three fields (Business Unit, Description, Short Description) for all rows on the table to PeopleSoft Financials.

2. Select Active in the Status field.

3. Select the Create Message Header and Create Message Trailer check boxes.

Note. You must synchronize all Student Financials business units before you run any GL processes by running BUS_UNIT_SF_FULLSYNC full table publish once. Thereafter, the system manages additions or changes through messaging in the SF Business Unit component (BUSINESS_UNIT_SF).

Synchronizing Student Financials Business Unit Data with PeopleSoft Financials

This section applies to integration with PeopleSoft Financials only.

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

To synchronize business units:

1. Enter a request ID and description.

2. Select the Once option in the Process Frequency group box.

   Note. You can rerun this process without harming your system if the PeopleSoft Financials database becomes unsynchronized or corrupt.

3. Select BUS_UNIT_SF_FULLSYNC in the Message Name field.

4. Click Run.

After the process runs, the system keeps business units synchronized by triggering a message to the PeopleSoft Financials database whenever you change information in the Description field or the Short Description field on the General 1 page of the SF Business Unit component. In addition, the system triggers a message to PeopleSoft Financials whenever you add a new business unit.

Note. The queue HR_SETUP enables one-way messaging and data publishing. To use this channel, you must configure the message node information by inserting the proper URL. PeopleSoft Financials must subscribe to these Student Financials published messages to keep its database up to date.

See Also

PeopleSoft General Ledger PeopleBook

Copying ChartField Information for Item Types from One Term to Another

This section discusses how to run the GL Term Copy process.

Page Used to Copy ChartField Information for Item Types from One Term to Another

Running the GL Term Copy Process

Access the GL Term Copy page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, Copy Term, GL Term Copy).

Parameters

Check One or More Item Types for Copy

In this group box, select the classification of item types for which you want to copy ChartField information.

When you run the GL Term Copy process, it copies all of the ChartField information for all item types within the classification that you select. This process functions even if you previously copied ChartField information for an individual item type using the Copy GL Interface button on the GL Interface page of the Item Types component.