Creating Accounting Entries

Pages Used to Create Accounting Entries

Page Name	Definition Name	Navigation	Usage
Create Accounting Entries	AM_AMAEDIST_RQST	select Asset Management, then select Accounting Entries, then select Create Accounting Entries, then select Create Accounting Entries	Set up and initiate a request or set of requests for accounting entry creation.
Run Depreciation Close Process	DEPR_CLOSE_RQST	select Asset Management, then select Accounting Entries, then select Close Depreciation, then select Run Depreciation Close Process	Enter and initiate a depreciation close request or requests.
Close Accounting Period	DEPR_CLOS_PD	select Asset Management, then select Accounting Entries, then select Close Accounting Period, then select Close Accounting Period	Close accounting periods to ensure that you do not make any new transactions in the period.
Review Financial Entries - List	ASSET_DIST_LIST	select Asset Management, then select Accounting Entries, then select Review Financial Entries, then select List	Review accounting financial entries in summary list. In the case where there are multiple "Future-dated" EFFDT, only the MAXIMUM effective-dated row will be displayed in the prompt for ACCOUNT in the Review Financial Entries component.
Review Financial Entries - Detail	ASSET_DIST_DETAIL	select Asset Management, then select Accounting Entries, then select Review Financial Entries, then select Detail	Review accounting financial entries in detail. In the case where there are multiple "Future-dated" EFFDT, only the MAXIMUM effective-dated row will be displayed in the prompt for ACCOUNT in the Review Financial Entries component.
Review Operating Leases - List	ASSET_NF_DIST_LN	select Asset Management, then select Accounting Entries, then select Review Operating Leases, then select List	Review operating lease entries in summary list.
Review Operating Leases - Detail	LEASE_DIST_DETAIL	select Asset Management, then select Accounting Entries, then select Review Operating Leases, then select Detail	Review operating lease entries in summary list.
Review Asset Journals	AM_GL_DRILL	select Asset Management, then select Accounting Entries, then select Review Asset Journals	Review asset journal information.
Calculate Inflation - Request	DEPR_INF_RQST	select Asset Management, then select Accounting Entries, then select Calculate Inflation, then select Request	Run a process to calculate inflation for assets.
Review Expense Entries - List	ASSET_NF_LIST	select Asset Management, then select Accounting Entries, then select Review Expense Entries, then select List	Review the expense entries (nonfinancial assets) that were created by running the Clearing Reconciliation process.
Review Expense Entries - Details	ASSET_NF_DET	select Asset Management, then select Accounting Entries, then select Review Expense Entries, then select Details	Review the expense entry details (nonfinancial assets) that were created by running the Clearing Reconciliation process.
Clearing Reconciliation	AM_CLEREC_RQST	select Asset Management, then select Accounting Entries, then select Clearing Reconciliation, then select Clearing Reconciliation	Run the process to reconcile the clearing account that is created by trackable assets from feeder systems against the expense account.

Understanding the Depreciation Close Process

The Depreciation Close process generates period depreciation accounting entries for all depreciable assets in a particular accounting period, including lease payments and offset accounts for the period. Run this process only for an accounting period that has not yet been closed. You can reverse or rerun this process if errors are detected in the results. The flexible run parameters allow processing to close the period, reversing the output of the last posting run, or reversal with reprocessing of the close entries.

Open and close accounting periods are maintained in General Ledger and migrated to the financial subsystems. Each subsystem application can either use the periods that are created in General Ledger or update the open and close periods at the application business unit level.

When you run the Depreciation Close process, you have two options: Rerun Depreciation Close and Reverse Posted Entries. The following examples demonstrate how these options affect processing.

Example of the Rerun Depreciation Close Option

With Rerun Depreciation Close enabled and the journal entries not yet created, the Depreciation Close process creates a new accounting entry, as shown in this table, and deletes the existing one (if any). If the journal entries have already been created, depreciation close will neither delete nor generate entries. No actions occur.

^{DISTRIBUTION_TYPE}	^DTTM_STAMP	^AMOUNT	^{GL_DISTRIB_STATUS}	^{REVERSE_STATUS}	^{REVERSE_DTTM_STAMP}	^{Journal ID}	^{Journal Dttm Stamp}
AD	2009-09-05 14:25:20	–110.00	N		NULL		NULL
DE	2009-09-05 14:25:20	110.00	N		NULL		NULL

When the journal entries have been posted, the system updates the general ledger distribution status to D (done).

This table shows the results after the PeopleSoft General Ledger run:

^{DISTRIBUTION_TYPE}	^DTTM_STAMP	^AMOUNT	^{GL_DISTRIB_STATUS}	^{REVERSE_STATUS}	^{REVERSE_DTTM_STAMP}	^{Journal ID}	^{Journal Dttm Stamp}
AD	2009-09-05 14:25:20	–110.00	D		NULL	XX	Journal Dttmstamp
DE	2009-09-05 14:25:20	110.00	D		NULL	XX	Journal Dttmstamp

Example of the Reverse Posted Entries Option

When the Reverse Posted Entries option is selected and the journal entries have been created, the original entry is reversed with new rows inserted showing the reversed amounts. The new entries display the statuses R for reversal and X for reversed entries.

This table shows the original entry:

^{DISTRIBUTION_TYPE}	^DTTM_STAMP	^AMOUNT	^{GL_DISTRIB_STATUS}	^{REVERSE_STATUS}	^{REVERSE_DTTM_STAMP}	^{Journal ID}	^{Journal Dttm Stamp}
AD	2009-09-05 14:25:20	–110.00	D	X	NULL	XX	Journal Dttmstamp
DE	2009-09-05 14:25:20	110.00	D	X	NULL	XX	Journal Dttmstamp

This table shows the reversed entry:

^{DISTRIBUTION_TYPE}	^DTTM_STAMP	^AMOUNT	^{GL_DISTRIB_STATUS}	^{REVERSE_STATUS}	^{REVERSE_DTTM_STAMP}	^{Journal ID}	^{Journal Dttm Stamp}
AD	2009-09-12 17:37:25	110.00	N	R	2003-09-05 14:25:20
DE	2009-09-12 17:37:25	–110.00	N	R	2003-09-05 14:25:20

Example of Both the Rerun Depreciation Close and Reverse Posted Entries Options

When the Reverse Posted Entries and the Rerun Depreciation Close options are both selected, and the journal entries have been created, then the original entry is reversed as shown in the previous example, and a new accounting entry is created.

This table shows the original entry:

^{DISTRIBUTION_TYPE}	^DTTM_STAMP	^AMOUNT	^{GL_DISTRIB_STATUS}	^{REVERSE_STATUS}	^{REVERSE_DTTM_STAMP}	^{Journal ID}	^{Journal Dttm Stamp}
AD	2009-09-05 14:25:20	–110.00	D	X	NULL	XX	Journal Dttmstamp
DE	2009-09-05 14:25:20	110.00	D	X	NULL	XX	Journal Dttmstamp

This table shows the reversed entry:

^{DISTRIBUTION_TYPE}	^DTTM_STAMP	^AMOUNT	^{GL_DISTRIB_STATUS}	^{REVERSE_STATUS}	^{REVERSE_DTTM_STAMP}	^{Journal ID}	^{Journal Dttm Stamp}
AD	2009-09-12 17:37:25	110.00	N	R	2003-09-05 14:25:20
DE	2009-09-12 17:37:25	–110.00	N	R	2003-09-05 14:25:20

This table shows the results of the rerun with the new entry:

^{DISTRIBUTION_TYPE}	^DTTM_STAMP	^AMOUNT	^{GL_DISTRIB_STATUS}	^{REVERSE_STATUS}	^{REVERSE_DTTM_STAMP}	^{Journal ID}	^{Journal Dttm Stamp}
AD	2009-09-12 17:37:25	–140.00	N		NULL		NULL
DE	2009-09-12 17:37:25	140.00	N		NULL		NULL

Common Elements Used in This Section

Request ID

Displays the number of process requests that you have submitted.

Unit

Enter the business unit for which transactions are processed.

Book Name

Enter the book for which transactions are processed.

Currency

Displays the currency in which the transactions are processed, based on the base currency for the selected book or business unit.

Create Accounting Entries Page

Use the Create Accounting Entries page (AM_AMAEDIST_RQST) to set up and initiate a request or set of requests for accounting entry creation.

Navigation

select Asset Management, then select Accounting Entries, then select Create Accounting Entries, then select Create Accounting Entries

Cost Summarize

Select to create cost summary while creating accounting entries.

From Asset ID and To Asset ID

Enter the transaction range to process.

Note: The system calls the Inter/IntraUnit central processor to create balanced accounting entries.

See Understanding PeopleSoft Interunit and Intraunit Functionality.

Run Depreciation Close Process Page

Use the Run Depreciation Close Process page (DEPR_CLOSE_RQST) to enter and initiate a depreciation close request or requests.

Navigation

select Asset Management, then select Accounting Entries, then select Close Depreciation, then select Run Depreciation Close Process

Fiscal Year and Period

Enter the appropriate fiscal year and open periods to be closed.

Rerun Depreciation Close

Select to delete all existing accounting entries that haven't been generated as journal entries for depreciation expense and lease obligations for the specified business unit, book, fiscal year, and period. The system generates new entries.

To generate new journal entries and to reverse a journal entry, run a request with both Rerun Depreciation Close and Reverse Posted Entries options selected.

To rerun depreciation close for budgeted depreciation, run a request with both Rerun Depreciation Close and Create Budgeted Depreciation options selected.

Reverse Posted Entries

Select to reverse only those accounting entries that have been created and posted to the general ledger, including all existing accounting entries for depreciation expense and lease payments for the specified business unit, book, fiscal year, and period. The process creates reversal entries and marks the old entries with a status of Reversed. If journal entries have not been created, the entries marked Reversed are not used by the Journal Generator process.

To reverse entries that are created and post them again, use Reverse Posted Entries in tandem with Rerun Depreciation Close. When you do this, the original journal entry is reversed and a new entry is created.

When an entry has not been posted to the general ledger, use the rerun option. Reverse Posted Entries does not reverse unposted entries.

Create budgeted Depreciation

Displays the resulting accounting entries as budgeted depreciation and lease payments. These entries are posted to the budget ledger that is specified in the Business Unit Book options page when you run the Journal Generator process.

Process a range of assets

Select to process a specific range of assets for a business unit, book, fiscal year, and period. Use this option to split up a large volume of assets for a particular business unit and book. Because the program AM_DPCLOSE commits its work after each request, selecting this option accelerates the process. You can also use this selection with the parallel option to take advantage of servers that have parallel processors. This speeds up processing for large volumes of data.

For example, to increase throughput when creating depreciation accounting entries for 1,000,000 assets, you can enter 10 requests to process 100,000 assets each. Select Process in Parallel, and assign a processing sequence number to each process request. Processing sequence numbers must be unique.

Use care when specifying From asset ID and To asset ID processing parameters, as these parameters are inclusive. Overlapping can occur, and no edit is available to verify that you have set up inclusive asset ranges. For example, suppose that request 1 is processed from asset ID 0001 and to asset ID 0005. If request 2 is processed from asset ID 0005 and to asset ID 9999, asset 0005 is processed twice. You can use Query to verify ranges by counting the number of assets in total and number of assets per range.

Note: If you use the interface between PeopleSoft Asset Management and PeopleSoft Billing, accounting entries are created by these integrated transactions. How the entries are created is described in more detail in the PeopleSoft Billing documentation.

See Understanding How PeopleSoft Asset Management Integrates with Other Applications.

See Understanding Asset Management Business and Cash Generating Units.

See Understanding General Ledger Journal Entries.

See Understanding PeopleSoft Billing and Asset Management Integration.

Closing Accounting Period Page

Use the Close Accounting Period page (DEPR_CLOS_PD) to close accounting periods to ensure that you do not make any new transactions in the period.

Navigation

select Asset Management, then select Accounting Entries, then select Close Accounting Period, then select Close Accounting Period

Enter the year and period to be closed, and save the page. When a period has been closed, you cannot create additional depreciation-related accounting entries for that period.

See Understanding Interim and Year End Closing.

Clearing Reconciliation Page

Use the Clearing Reconciliation page (AM_CLEREC_RQST) to run the process to reconcile the clearing account that is created by trackable assets from feeder systems against the expense account.

Navigation

select Asset Management, then select Accounting Entries, then select Clearing Reconciliation, then select Clearing Reconciliation

Image: Clearing Reconciliation page

This example illustrates the fields and controls on the Clearing Reconciliation page. You can find definitions for the fields and controls later on this page.

PeopleSoft Asset Management provides an optional Capitalization Threshold feature that, once enabled, can automatically determine capitalization status of an asset, by profile, based on its cost or quantity according to limits that you define. The system classifies assets as capital, noncapital, or expense. The Clearing Reconciliation process (AM_CLEREC) provides a way to reconcile accounting entries for expensed assets.

See Capitalization Thresholds Page.

When assets came from other sources, a debit is usually recorded to a fixed asset account and a clearing account is credited that was previously debited in the source system. When an asset is deemed trackable because of the specified threshold, the asset ID is generated but no accounting activities take place. This reconciliation process provides a way to balance out the clearing account that was debited in the source system and debit the expense account instead. This is not applicable to expensed (trackable) assets that are entered directly in Asset Management with no clearing account.

Enter the parameters and run the process. The system searches noncapital assets for the specified parameters in the acquisition detail. For each noncapital row that matches the system source, the following entry is generated in the DIST_LN table:

Debit	Credit	Distribution Type
Expense Account		EX
	Clearing Account	AP