Reviewing Subledgers

This topic provides an overview of subledger statuses and discusses how to:

Review subledger entries.
Review transaction information.

Pages Used to Review Subledgers

Page Name	Definition Name	Navigation	Usage
Review Subledger	LM_SUBLEDGER_INQ	select Enterprise Learning, then select Financial Details, then select Review Subledger, then select Review Subledger	Review current and historical transactions for a specific subledger group.
Additional Information	LM_SUBLDGR_JRNL	Click the Posted link in the Status column on the Review Subledger page.	View additional information for a particular subledger entry.
Class Enrollment Details	LM_SUBLDGR_ACT_ENR	Click the Enrollment Details link on the Review Subledger page.	View enrollment information for the learner, such as the class type, title, code, and enrollment status.
Class Drop Details	LM_SUBLDGR_ACT_DP	Click the Class Drop Details link on the Review Subledger page.	View class drop information, such as the class type, title, code, enrollment status for the learner, and the date the class was dropped.
Program Registration Details	LM_SUBLDGR_PROG_RG	Click the Registration Details link on the Review Subledger page.	View registration information for the learner, such as the program type, name, code, and registration status.
Program Drop Details	LM_SUBLDGR_PROG_DP	Click the Program Drop Details link on the Review Subledger page.	View registration details such as the program type, name, code, the learner's current registration status, and the date the program was dropped.
Review Subledger - Payment Details	LM_SUBLDGR_PYMT_CB	Click the Payment Details link on the Review Subledger page.	View chargeback account information for a learner.
Credit Details	LM_SUBLDGR_CREDIT	Click the Credit Details link on the Review Subledger page.	View credit account information for a learner.

Understanding Subledger Statuses

Transactions in a subledger have one of these statuses:

Status	Description
Pending	Transaction has not been written to the general ledger.
History	This status can mean one of the following: The transaction has been updated since it was originally written to the subledger. This transaction originally had a `Pending` status but a new transaction for the enrollment or registration record has been written to the subledger. The new transaction has a `Pending` status. The transaction is an update to a current `Pending` status transaction, but this new transaction is for a zero amount. Since the new transaction is for a zero amount, both transactions are set to `History` status. The system does not export either of the transactions to the general ledger. A transaction with an `Updated` status is changed to `History` status when the transaction is updated again.
Posted	Transaction has been exported to the financials database. When a transaction has a `Posted` status, you cannot make changes to the transaction. The status of the transaction remains `Posted` even when the system writes a new transaction to the subledger that is an update to the posted transaction. Any updates to a posted transaction result in a new transaction entry with an `Updated` status.
Updated	Transaction is an update to a transaction that has a `Posted` status. The system does not export transactions with an `Updated` status to the general ledger. You must run the Payment Update report to extract all payment updates and manually make the adjustments in the financials system. See Financial Reports. You can make changes to transactions that have `Updated` statuses. The status of the updated transaction changes from `Updated` to `History` and the new transaction is added to the subledger with a status of `Updated.`

Review Subledger Page

Use the Review Subledger page (LM_SUBLEDGER_INQ) to review current and historical transactions for a specific subledger group.

Navigation

select Enterprise Learning, then select Financial Details, then select Review Subledger, then select Review Subledger

Image: Review Subledger page

This example illustrates the fields and controls on the Review Subledger page.

Learner Name

Displays learners to which the financial transactions apply. The system sorts each subledger by learners' last names. To sort by status or price, click the Status or Price headers at the top of each column.

Status

Displays the status of the transaction: Pending, History, Updated, or Posted.

Click the Posted link to access the Additional Information page, where you can view additional status information for the transaction such as the journal ID, journal date, accounting date, and the user who ran the process to export the transaction to the general ledger.

Price

Displays the transaction amount.

Currency

Displays the currency for the transaction.

Enrollment Details

Click to access the Class Enrollment Details page, where you can review enrollment details such as the class type, title, code, and the learner's current enrollment status. This link appears only if the transaction is an enrollment fee for a class.

Class Drop Details

Click to access the Class Drop Details page, where you can review enrollment details such as the class type, title, code, the learner's current enrollment status, and the date the class was dropped. This link appears only if the transaction is a drop charge for a class.

Registration Details

Click to access the Registration Details page, where you can review registration details such as the program type, name, code, and the current registration status for the learner. This link appears only if the transaction is a registration or drop fee for a program.

Program Drop Details

Click to access the Program Drop Details page, where you can review registration details such as the program type, name, code, the learner's current registration status, and the date the program was dropped. This link appears only if the transaction is a drop charge for a program.

Payment Details

Click to access the Review Subledger - Payment Details page, where you can review the payment method used to pay for the class or program and information pertaining to that payment method.

Credit Details

Click to access the Credit Details page, where you can review information for the account that is credited when a chargeback transaction occurs. Each chargeback transaction that is sent to the general ledger in the financials system must also include information for the account that is to be credited. Otherwise, the transaction is not exported to the general ledger. Define ChartField values for accounts that are credited transaction amounts on the Business Unit Accounts page.

The fields on the Credit Details page are empty for all payment methods except chargeback.

Additional Information Page

Use the Additional Information page (LM_SUBLDGR_JRNL) to view additional information for a particular subledger entry.

Navigation

Click the Posted link in the Status column on the Review Subledger page.

Journal ID and Journal Date

Displays the journal ID and journal date. The system populates this field when it receives an inbound message from the general ledger confirming that the transaction was successfully posted to the general ledger.

Accounting Date

Displays the accounting date that you entered on the Export Accounting Entry to GL page when you ran the Export Accounting Entry to GL Application Engine process (LM_FI_GL_INTFC).

Last Maintained By

Displays the user that ran the Export Accounting Entry to GL process.