Setting Up and Using Multibook Ledgers

To set up multibook ledgers, use the following components:

Installation Options (INSTALLATION)
Ledger Template (LEDGER_TEMPLATE)
Detail Ledger (DETAIL_LEDGER)
Detail Ledger Group (DETAIL_LEDGER_GROU)

This topic lists prerequisites and discusses how to:

Set up for multibook processing.
Process Multibook Transactions—journal header page.
Process Multibook Transactions—journal lines page.

Pages Used to Set Up and Use Multibook Ledgers

Page Name	Definition Name	Navigation	Usage
Overall	INSTALLATION_FS1	Setting Up Financials/Supply Chain, Install, Installation Options Click the Overall link	Select the Create Multibook Accounting Entries in Subsystems option.
Templates - Record Definitions	LEDGER_TEMPLATE1	General Ledger, Ledgers, Templates, Record Definitions	You can create or modify the record names for a ledger template; however, do this only if you are adding a new template or modifying the default records of the templates delivered with the system.
Templates - Field Definitions	LEDGER_TEMPLATE2	General Ledger, Ledgers, Templates, Field Definitions	You can create or modify the field names for a ledger template; however, do this only if you are modifying the default fields or if you are adding the fields to store debit amounts separate from credit amounts (separate debit and credit configuration).
Detail Ledger - Definition	LEDGER_DETAIL1	General Ledger, Ledgers, Detail Ledgers, Definition	Define a detail ledger ID and name, and link the detail ledger to a ledger template.
Ledger Group - Definition	LEDGER_GROUP	General Ledger, Ledgers, Ledger Groups, Definition	Define a ledger group, link it to a ledger template, assign ledger details to the group, and identify the unique attributes of each ledger within the group.
Ledger Group - Chartfield	LEDGER_GROUP2	General Ledger, Ledgers, Ledger Group, Chartfield	Define default ChartFields for this ledger group. The system generates a set of default values, which you can modify.
Ledger Group - Balancing	LEDGER_GROUP3	General Ledger, Ledgers, Ledger Group, Balancing	Specify the ChartField balancing options for the journals generated to the detail ledger.
Create/Update Journal Entries - Header	JOURNAL_ENTRY1	General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Header	Select the multibook transaction ledger group.
Create/Update Journal Entries - Lines	JOURNAL_ENTRY2_IE	General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Lines	Enter transaction amounts and currency codes for one or more ledgers included in the multibook ledger group.

Prerequisite

Before you set up and process multibook ledgers, set up base currencies.

Setting Up for Multibook Processing

Use the Overall (INSTALLATION_FS1) page to select the create Multibook Accounting Entries in Subsystems option.

Navigation

select Setting Up Financials/Supply Chain, then select Install, then select Installation Options.

To set up your system for multibook processing:

Select the Multibook Accounting Entries in Subsystems check box only if you want other PeopleSoft applications to create in-sync accounting entries.
Review ledger templates and define detail ledgers.
Link multiple detail ledgers to a ledger group using the Ledger Group - Definition page.

Processing Multibook Transactions - Header Page

Access the Create/Update Journal Entries - Header page (General Ledger, Journals, Journal Entry, Create/Update Journal Entries, Header).

Select the ledger group that you set up for multibook transactions, or select the ledger group and a specific ledger within that group.

When you select Keep Ledgers in Sync on the Ledger Group - Definition page, the system automatically selects the AutoGenerate Lines option.

When you enter a transaction for the entire group, the system converts the transaction amount to the base currency of each ledger in the group and posts it to each ledger within the group. The conversion rate is determined at the transaction level. If the transaction is for one specific ledger in the group, the system posts the transaction only to that ledger.

Processing Multibook Transactions - Lines Page

Access the Create/Update Journal Entries - Lines page.

Navigation

select General Ledger, then select Journals, then select Journal Entry, then select Create/Update Journal Entries, then select Lines.

Enter the transaction amount and the transaction currency code as well as any other data relevant to the multibook transaction.

The Ledger field in the journal line record is an addition to the existing key fields: Business Unit, Journal ID, Journal Date, and Unpost Sequence. Based on the ledger group that you enter, the system determines how many secondary ledgers are in the ledger group; it creates one journal line for each ledger. The ChartField values and transaction amounts are the same on each of these lines, with the exception of the translation ledger. The translation ledger has different amounts that populate the Monetary (Base Currency) Amount, Currency Code, Exchange Rate Type, and Exchange Rate fields; the base currency in the ledger determines these values.

After you enter all of the transaction lines, select the Journal Edit process, which automatically generates journal lines as supporting transaction details for each ledger.

Example 1: Multibook Transaction

Assume that you have a Local ledger with NOK as the base currency and a Reports ledger with EUR as the base currency. Both are part of the ledger group Actuals. You enter the transaction in CHF with a CHF 100 debit to rent expense (account 1000) and a CHF 100 credit to accounts payable (account 2000). You enter the local lines, and the system automatically generates the reports lines. The four journal lines appear as follows:

Jrnl Ln	Ledger Group	Ledger	Acct	Frgn Amt	Frgn CC	Mntry Amt	CC	Rate Type	Excg Rate
1	ACTUALS	LOCAL	1000	100	CHF	50	NOK	CURR	0.5
1	ACTUALS	REPORTS	1000	100	CHF	25	EUR	CURR	0.25
2	ACTUALS	LOCAL	2000	<100>	CHF	<50>	NOK	CURR	0.5
2	ACTUALS	REPORTS	2000	<100>	CHF	<25>	EUR	CURR	0.25

Example 2: Translation Ledger

In this example, Reports is defined as a translation ledger. Both Local and Reports are part of the ledger group Actuals. The transaction was entered in CHF with the same amount as above. The four journal lines appear as follows:

Jrnl Ln	Ledger Group	Ledger	Acct	Frgn Amt	Frgn CC	Mntry Amt	CC	Rate Type	Exchg Rate
1	ACTUALS	LOCAL	1000	100	CHF	50	NOK	CURR	0.5
1	ACTUALS	REPORTS	1000	50	NOK	25	EUR	CURR	0.5
2	ACTUALS	LOCAL	2000	<100>	CHF	<50>	NOK	CURR	0.5
2	ACTUALS	REPORTS	2000	<50>	NOK	<25>	EUR	CURR	0.5

When you enter the Local lines, the system automatically generates the Report lines. For a translation ledger, the foreign amount and transaction currency of Reports are the monetary (base currency) amount and currency code of the primary ledger, Local.

The header record for the journal lines contains summary information including ledger, total debits, total credits, edit status, and posted status. The amounts carried on the header are in the denomination of the base currency for the business unit.