Understanding Entry Events
An entry event is a user-defined code that you enter in a PeopleSoft application transaction. The entry event transaction consists of one or more processes that comprise steps that the system uses to post additional debit and credit accounting entries to the general ledger with minimal user input. In addition, the U.S. federal government requires that organizations use entry events to categorize specific core accounting entries and generate additional debit and credit entries specific to these codes.
To enter entry event codes on the transaction lines for various applications, you must first set up the codes to use specific entry event processes and steps that come with the PeopleSoft system. These processes and steps are linked to predefined entry event source transaction definitions, which identify the source and target records for specific types of transactions. After you set up entry event codes, you select or enter them on the transaction line of a PeopleSoft application. You can select the entry event processor to run, or the processor sometimes runs automatically as part of the application's normal processing procedures. This depends on the application that you use. The entry event processor runs each process and step that is set up for the entry event code, and the processor generates the appropriate accounting entries based on the debit and credit accounts that you set up for the entry event code.
This topic lists prerequisites and discusses:
Basic setup of entry events.
Entry event source transaction definitions.
Optimize process performance.
Entry event processes and steps.
Entry event codes.
PeopleSoft products that use entry events.
Entry event processing.
Source document adjusting entries and entry event processing.
Upward and downward adjustments.
Entry event user preference options.
Before you set up and use entry events, you must:
Establish SetIDs.
Set up ChartFields.
Set up business units and any application-specific entry event information.
Set up ledgers and ledger groups.
Enable entry events for each PeopleSoft application listed on the Installation Options - Entry Events page.
Set up Commitment Control budgets, if applicable.
Enable entry events for Commitment Control ledger groups for each business unit on the Ledgers For A Unit - Commitment Control Options page.
You must set up at least one detail Commitment Control ledger group. This detail ledger group serves as the source of PeopleSoft Purchasing transaction data for the entry event processor.
Select the Entries Must Balance check box on the Commitment Control - Control Budget Options page to setup offset accounts for handling Purchasing transactions as encumbrances and preencumbrances in Commitment Control.
Set up the offset accounts for Purchasing on the Commitment Control - Budget Definitions Offsets page.
Enter a deferred surcharge account for the Budget Entry Offset and deferred discount accounts for these source transaction types: PO_POENC and REQ_PREENC.
Set up an expiration ChartField for your budgets on the Budget Definitions - Expiration ChartField page.
The information that you enter on this page determines whether a fund is expired when you run the budget processor for a document, enabling you to make upward and downward adjustments as necessary.
Note: Entry events is not supported by funding source functionality.
See Entry Event Page.
See Setting Up Control Budget Definitions.
See Understanding Source Transaction Type Setup.
See Budget Definition - Prior Year Adjustment ChartField Page.
Enable entry events for each of the applications listed on the Installation Options - Entry Events page. Entry event processing depends on the following setup:
Entry event source transaction definitions, which are part of the PeopleSoft sample data delivered with your PeopleSoft applications.
Entry event processes and steps, which are part of the PeopleSoft sample data delivered with your PeopleSoft applications.
Entry event codes, which you define based on examples provided in the PeopleSoft sample data.
Note: Do not modify entry event source transaction definitions, and modify entry event processes and steps only under special circumstances.
Each PeopleSoft product comes with predefined entry event source transactions. It is important that you do not modify these definitions, because they are essential to entry event processing. They identify a source record and a target record for the various types of transactions that use entry events, and they enable the system to distinguish one transaction from another. After you enter an entry event transaction in an application, the entry event processor selects the original subsystem accounting transactions in the source record and writes the created transactions to the target record. A list of the predefined entry event source transaction definitions appears later in this topic.
Important! Do not modify entry event source transaction definitions.
Create the following indexes in your environment to improve the performance of the Entry Event process:
Create a new index on PS_KK_SOURCE_HDR with following fields: PROCESS_INSTANCE, KK_SOURCE_TRAN, BUSINESS_UNIT, PO_ID, KK_TRAN_ID, and KK_TRAN_DT.
Create a new index on PS_KK_REFERENCED with following fields: KK_REFD_ID, KK_REFD_DT, KK_REFED_LN, KK_TRAN_ID, KK_TRAN_DT, KK_TRAN_LN.
Create a new index on PS_KK_SOURCE_HDR with following fields: KK_SOURCE_TRAN, BUSINESS_UNIT, KK_PROCESS_STATUS, KK_TRAN_ID, KK_TRAN_DT.
Create a new custom index on PS_KK_ACTIVITY_LOG with following fields: KK_TRAN_ID, KK_TRAN_DT, EE_PROC_STATUS.
After creating the above indexes, run Update Statistics on the above records.
Each entry event process is associated with an entry event source transaction definition, and it comprises steps that define the source accounting transaction criteria and the data structures that the system uses to store the accounting transactions. When you enter a transaction in an application, select an entry event code and run the entry event processor, the system runs the entry event processes along with the associated steps. A list of the predefined processes for each product is provided later in this topic.
See PeopleSoft Products That Use Entry Events.
Important! Normally you should not modify entry event processes and steps; however special considerations exist if you are setting up Commitment Control budgets using entry events.
For each product, you can use the predefined entry event codes contained in the PeopleSoft sample data as examples for setting up your own entry event codes. When you define an entry event code, you select the predefined entry event processes and steps to associate with the code. You also set up the debit and credit accounts that are generated when the entry event processor runs.
For example, if you enter an entry event code on a purchase order (PO), the selected entry event code must contain the entry event process POPOST. A list of the predefined processes for each product is provided later in this topic.
Each PeopleSoft product uses different entry event source transaction definitions, processes, steps, and codes. Some products require that you perform additional activities to use entry events.
You normally enter entry event codes into product documents on the distribution line. The entry event codes that appear within each product depend on the processes that are set up for the codes.
The following applications use entry events:
General Ledger.
Purchasing.
Payables.
Receivables.
Billing.
Project Costing.
Entry event transactions do not need to be associated with Commitment Control budgeting, with the following exceptions:
Entry events used in General Ledger budget adjustments that adjust preencumbrance, encumbrance, or collected revenue amounts for specific Commitment Control budgets.
Entry events used in Project Costing budgets that post project budget amounts for specific Commitment Control budgets.
Entry events used in Purchasing for requisitions and POs that are set up to account for the preencumbrance and encumbrance amounts in Commitment Control budgeting.
Note: The system loads all Billing entry events into Receivables, where they are processed for entry event generation.
For each product, the following table lists:
Transaction types that use entry events.
Predefined entry event source transaction definitions.
Predefined entry event processes.
Additional setup requirements.
|
Product or Feature |
Transaction Types |
Predefined Definitions for Entry Event Source Transactions |
Predefined Entry Event Processes |
Additional Setup Requirements |
|---|---|---|---|---|
|
Project Costing |
Project budgets |
PC_BUDGET (create control budget) |
PCBUDG (PC Budget Processing) To use entry events to create additional debit and credit entries for Project Costing budgets, the PeopleSoft system delivers the PC Budgets process with the following steps:
However, you might need to modify, add, or delete the steps depending on the budget ledger names and budget ledger group names. |
The budget plan must be saved, finalized, and successfully budget-checked before the Entry Event Generator process can create additional accounting entries. The Project Costing Budget Entry Event Interface Processor (PC_TO_EE) calls the Entry Event Generator (FS_EVENTGEN) to process Project Costing budget data to generate supplemental accounting entries, and support inquiry drill down to Project Costing source data. |
|
Billing. |
Billing. (All entry events used in Billing are loaded into Receivables where they are processed for entry event generation. Refer to information for Receivables.) Billing transactions use entry events:
|
Receivables source definitions. |
ARUPDATE (AR Update process). |
None. |
|
General Ledger. |
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|
Commitment Control feature. Note: You must use General Ledger to use the Commitment Control feature. |
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BUDG (Budgets process). Note: To use entry events to create Commitment Control budget journals, the PeopleSoft system delivers the Budgets process with the following steps; however, you may need to modify, add, or delete the steps depending on the budget ledger names and budget ledger group names:
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Payables. |
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None. |
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Purchasing. |
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Select to access the Control Budget Options page. Select the Entries Must Balance check box. Select to access the Offsets page. Set up offset accounts for the commitment control detail ledger group specified on the Ledgers For A Unit — Commitment Control Options page. For the source transaction type, select the appropriate account:
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Receivables and Billing. |
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Set up an entry event code containing the ARUPDATE process to enable you to enter and process entry events on the item distribution line for items. Set up an entry event code containing the ARDIRJRNL process to enter and process entry event codes as a direct journal entry for payments. Set up an entry event code containing the ARUPDATE process to enter and process entry event codes on the billing distribution line for invoices. |
After you set up entry event codes, you create the transaction or document and run the entry event processor based on the application's instructions. The order in which the entry event processor runs depends on the type of document or transaction that you process. Six methods of entry event processing exist:
Normal accounting transaction entry event processing.
PeopleSoft Purchasing document entry event processing.
Commitment Control budget journal entry event processing.
Commitment Control budget close entry event processing.
Commitment Control general ledger budget adjustment journal entry event processing.
Project Costing budget entry event processing.
Normal Accounting Transaction Entry Event Processing
Here are the steps for normal accounting transaction processing with entry events:
You edit transaction lines as usual.
The entry event processor runs and generates the additional accounting lines based on the procedures and steps that are set up for the entry event code.
If the transactions are controlled by a budget, the budget processor runs to update the budget records.
After all the accounting lines are generated, Journal Generator creates journals from the Payables, Receivables, and Billing transactions.
Note: General Ledger automatically generates journal lines for online journal entry transactions.
The system posts the journals to the respective ledgers in General Ledger.
PeopleSoft Purchasing Document Entry Event Processing
Accounting entries are normally neither generated nor posted for purchase requisitions and POs. However, if you use commitment-controlled budgets, the Commitment Control feature tracks purchase requisitions and POs as preencumbrances and encumbrances, respectively. You set up specific entry event codes to generate the preencumbrance and encumbrance accounting lines that the system eventually posts to the appropriate actuals ledgers in General Ledger.
Here are the steps for Purchasing document processing with entry events:
You enter and edit the purchase requisition or PO.
The budget processor runs and updates the preencumbrance or encumbrance budget record based on the purchasing document that you enter.
Note: If the document is a purchase requisition, the preencumbrance amount is updated for a specific budget and the remaining amount of the budget is updated. If it is a PO and a preencumbrance amount was already created, the preencumbrance amount is liquidated and the encumbrance amount is updated.
The entry event processor runs and generates accounting lines for the purchasing document based on the accounts that you set up in the entry event code.
Journal Generator creates a journal from the accounting lines.
The journal is posted to General Ledger.
Commitment Control Budget Journal Entry Event Processing
To process Commitment Control budget journals with entry events:
Select
Enter a commitment control budget journal and select the appropriate entry event code.
Select Post Journal to edit and process the budget journal and run the entry event processor.
When you post Commitment Control budget journals online, entry event transactions are created when the journal is posted and the Skip Entry Event Processing check box on the User Preferences - General Ledger page for this operator is not enabled. Similarly, when a Commitment Control budget journal is posted through batch processing, entry event transactions are created when the journal is posted unless the user selects the Skip Entry Event Processing check box. In both cases, if entry event processing is bypassed, you can run the Entry Event processor in batch mode.
Commitment Control Budget Close Entry Event Processing
To process Commitment Control budget close using entry events:
Perform the Commitment Control Budget Close process.
Run the Entry Event Processor to generate the accounting lines.
Run Journal Generator to create the accounting journals.
Post the journals to the actuals ledgers set up for the business unit.
Commitment Control General Ledger Budget Adjustment Journal Entry Event Processing
To adjust a Commitment Control budget's preencumbrance, encumbrance, or collected revenue amount, you create a budget adjustment journal to update the amounts for the budget and use entry event codes to update the amounts for the appropriate actual ledger. The process is similar to the process for a Purchasing document; however, you do not adjust the original document in Purchasing.
To process Commitment Control budget adjustments with entry events:
Create a journal entry and—depending on the type of adjustment that you need to make—select preencumbrance, encumbrance, or collected revenue as the Commitment Control amount type.
Create the journal lines and select the entry event code for a budget adjustment journal.
Save and then run Journal Edit online or using batch.
Run budget checking to update the budget record for the adjustment.
Note: For example, if it is an adjustment to an encumbrance amount, the amount of the encumbrance is updated along with the remaining amount of the budget.
Run the entry event processor to generate the adjustment's accounting lines based on the entry event code.
Run Journal Generator to generate the accounting journal.
Post the journal to the appropriate ledger.
Project Costing Budget Entry Event Processing
To process entry events for project costing:
Set entry event options on the Installation Options – Entry Event page for General Ledger.
Note: The Project Costing budget uses the General Ledger Entry Event option to process entry events. Installation options of required or optional determine how the Project Costing Budget Entry Event Interface Processor (PC_TO_EE) is run.
Establish commitment control budget definitions and setup entry event steps within the PC entry event processes, and codes.
Note: When you define commitment control project budget definitions, make sure the PC Business Unit is another ChartField other than Project ID. Define a step for each ledger and ledger group combination that will impact Project Costing budgeting.
On the Ledgers For A Unit - Commitment Control Options page, set the Entry Event Option for each commitment control ledger group that will be used in Project Costing budgets.
Select the entry event codes that are applicable for your project costing budget rows on the Commitment Control Detail tab of the Project Budget Items - Adjust Budget Items page.
Save, finalize, and successfully budget-check your budget plan.
The Project Costing Budget Entry Event Interface Processor (PC_TO_EE) initiates the Entry Event Generator (FS_EVENTGEN) to process Project Costing budget data and generate supplemental accounting entries that support entry event generation and inquiry drill down to the project costing source data.
The Project Costing Budget Entry Event Interface Processor (PC_TO_EE) can be run in two ways:
If entry events are specified as Required for the Commitment Control Ledger Group on the Ledgers For A Unit - Commitment Control Options page, the finalized budget plan initiates the Project Costing to Commitment Control Application Engine Budget Posting Interface process (PC_TO_KK) and after budgets are successfully posted to the ledger, the final step in the Project Costing to Commitment Control process is to automatically call the Project Costing Budget Entry Event Interface Processor (PC_TO_EE) process.
If the system fails to generate the entry event journal accounting entries, or if entry events are specified as Optional for the Commitment Control Ledger Group on the Ledgers For A Unit - Commitment Control Options page, you manually run the Project Costing Budget Entry Event Interface Processor process (PC_TO_EE) on the Entry Event Budgets run control page in Project Costing to reprocess budget entry events.
Occasionally, the entry event processor creates transactions for a document and then a user makes changes to the document in the source system. The system handles the entry event processing differently depending on the application:
Payables.
The posting processes create the adjusting entries, including the accounts that are set up for the entry event code, and these adjustments are processed as normal accounting entries.
Purchasing.
Purchasing does not create adjusting entries. Instead, the entry event processor reverses the change in the document and inserts adjusting entries in the target record. You must process the entire document again to recreate the entry event transactions. For example, if you change a PO that was created from a requisition, the process must be reprocessed.
Commitment Control as the source record.
In normal processing, the Commitment Control feature deletes and inserts lines for a document every time budget checking runs. The Commitment Control processor inserts new lines with the entry event process status Not Generated. When the entry event processor runs, these lines are regenerated. If this is a previously generated document, the document in the entry event accounting record is reversed because the system inserts reversing entries and creates entry event transactions for the document based on the rows in the source record. The entry event processor creates adjustments and does not require any additional setup from the user.
Note: Adjustment processing creates additional lines in the entry event accounting record.
PeopleSoft entry events are used to automatically generate separate budgetary debit and credit accounts for upward and downward adjustments to POs and vouchers that are processed after the funding has expired
See Using Entry Event Codes for Upward and Downward Adjustments in Unexpired and Expired Funding.
You can select these check boxes on the User Preferences - General Ledger page to enable specific users to:
Allow GL Entry Event Bypass in General Ledger.
Select this check box to enable a specific user to bypass entering a required entry event field when creating a journal entry in General Ledger and the Entry Event field is set to Required for General Ledger on the Installation Options - Entry Event page.
Skip Entry Event Processing during Commitment Control budget posting.
Select this check box to bypass entry event processing when online posting a budget journal in Commitment Control.