Posting Transactions to the Subledger

The system stores all financial transactions for enrollment and registration transactions in the Transaction table (LM_ENRLMT_PYMT). Payment information includes the class or program fee or drop charge, as well as details about the payment method. This includes chargeback, training unit pool, purchase order, credit card, cash, or check information.

Each time payment information for an enrollment or registration record is updated, the system adds a new row to the Transaction table . The Transaction table stores a row for every change in the enrollment or registration with a date and time stamp, which allows you to track modifications over time. This table serves as payment history for each enrollment or registration.

Transactions in this table that meet specific criteria are eventually posted to an Enterprise Learning Management subledger and then, in the case of chargebacks, exported to the general ledger in the financials system.

The enrollment and registration transactions that the system selects and posts to a subledger are based on several criteria:

• The system writes transactions to the subledger for class enrollments that meet the criteria that you specify on the Subledger Update Options page.

• The system writes transactions for programs to the subledger when the registration status for the program is registered, in progress, completed, dropped, or incomplete.

• The system writes transactions with pending and updated transaction statuses to the subledger.

  Transactions in the Transaction table with a posted status have already been posted to a subledger and do not need to be posted again.

• The system writes only the most recent transaction for a particular enrollment or registration record to the subledger.

  For example, when an administrator enrolls a learner in a class that has a charge, the system adds a transaction to the Transaction table. If the learner drops the class and is charged a drop fee, the system adds another transaction to the Transaction table. This enables you to keep a running audit trail of all charges for a particular enrollment or registration record. When you update the subledger, the system posts only the most recent transaction for a particular enrollment or registration record, which in this case is the class drop fee.

• The system does not write 0.00 rows from the Transaction table to the subledger unless the row is an update to a transaction that has already been written to the subledger.

  For example, when an administrator enrolls a learner in a class that has a charge, the system adds a transaction to the Transaction table. If the learner drops the class and is not charged a drop fee, the system adds another transaction to the Transaction table with a 0.00 amount. Since the current row in the Transaction table is a zero amount, the system does not write the transaction to the subledger. However, if the first transaction with the enrollment fee was already written to the subledger, the system will write the 0.00 amount transaction to the subledger to update the transaction for the enrollment fee.

After the system writes a transaction to a subledger group, the system cannot remove it or write it to another subledger group. However, the system does cross check between subledger groups during the update process. This enables a transaction in a subledger group to be updated, even when you update a different subledger group. The system posts the new transaction to the new subledger group, and updates the original transaction to reflect that it is no longer current. You can update a subledger group as many times as necessary to ensure that all subledger entries are up to date and accurate before you export them to the general ledger in the financials system.

Use the Process Payment Details page (LM_RUNCTL_FI_ENRL) to post enrollment and registration transactions to a subledger.

Run the Process Payment Details Application Engine process (LM_FI_ENRLMT) to post enrollment and registration transactions to a subledger. PeopleSoft Process Scheduler runs the Process Payment Details process at user-defined intervals.