Understanding the Data Export Process

Before transmitting transactions to financials, you must:

• Create subledger groups.

  See Subledger Page.

• Define subledger update options.

  See Subledger Update Options Page.

• Set up payment methods.

  See Understanding Payment Method Setup.

• Enroll learners in classes or register learners in programs that have associated fees.

  See Understanding Enrollment and Registration.

Enterprise Learning Management enables you to track chargeback and revenue transactions. Chargeback transactions include transactions where a balance from one internal account is moved to another internal account. Chargebacks are primarily used by internal learners (employees). Revenue transactions include any transactions that generate revenue. Revenue based methods of payment include cash, checks, credit cards, purchase orders, and training units.

The system posts chargeback and revenue transactions that meet specific criteria to an Enterprise Learning Management subledger. You can update transactions posted to the subledger as often as necessary to ensure accurate transaction data in the subledger. For example, if a learner drops a class after the enrollment was already written to the subledger, you can update the subledger with a new entry for the drop. In this case, the new transaction would indicate either no charge for the enrollment fee, or would be a drop fee.

After you post transactions to a subledger you can export the internal transactions to the general ledger in the financials system. The system exports only chargeback transactions to the general ledger. The system does not export revenue transactions. Enterprise Learning Management provides several reports that you can use to track revenue transactions and bill customer organizations.

The process by which you export chargeback transactions to the general ledger varies, depending on whether you integrate with PeopleSoft Enterprise Financials or a third-party financials system. If you integrate with Enterprise Financials, the system exports transactions from a subledger in Enterprise Learning Management to the Financial Management Accounting Entry tables, where they are formatted according to a journal template that you specify. PeopleSoft Journal Generator then processes the data in the Accounting Entry tables to create journal entries before posting them to Enterprise General Ledger. Journal Generator validates all data in the tables, including combination editing rules, and determines which accounting calendar to use based on the accounting date that you specify in Enterprise Learning Management. Journal Generator tables store journal entries as Header and Journal Lines to facilitate control of processing and posting to the General Ledger and to provide complete and ready accessibility to an audit trail. After the subledger information is successfully exported , General Ledger sends a message back to Enterprise Learning Management, which updates the transactions in the subledger with the journal ID and journal date.

If you integrate with a third-party financials system, the system still utilizes the subledger tables in Enterprise Learning Management. However, you must create a process for how chargeback transactions are moved into the general ledger in the financials system.