Understanding Journal Generator
The Journal Generator process (FS_JGEN) creates journals from accounting entries from the following data sources:
Non-PeopleSoft systems.
Oracle's PeopleSoft applications in the same database, such as PeopleSoft Payables, Contracts, and Purchasing.
Oracle's PeopleSoft applications from another database, such as PeopleSoft Payroll and Student Financials.
Journal Generator does the following:
Transforms accounting entries into PeopleSoft General Ledger journals.
Optionally edits and posts the journals created in Journal Generator.
Supports journals for multiple general ledger (GL) business units as well as multiple ledgers.
Supports debit and credit entries and negative correcting entries.
For non-PeopleSoft systems, the following examples are provided to interact with Journal Generator:
A generic accounting entry definition named GENERIC.
A journal generator template named GENERIC.
A generic accounting entry table (PS_JGEN_ACCT_ENTRY) used as an interface between external systems and Journal Generator.
It is not used by delivered PeopleSoft subsystems.
Use it or clone it to load transactions to be processed by Journal Generator. Create journal entries using these generic definitions, or use your own modified definitions.
This diagram summarizes how Oracle's PeopleSoft applications and non-PeopleSoft applications are used in creating journal entries using the Journal Generator and how journals are prepared for General Ledger processing:
How PeopleSoft applications create journal entries
Accounting entries are created in other application systems, both PeopleSoft and non-PeopleSoft.
PeopleSoft entry event and interunit and intraunit processes also create accounting entries that can be processed by Journal Generator.
If you have installed Commitment Control, budget checking can be done with journal edit and validation.
The Journal Generator process transforms accounting entries into general ledger journals. Subsystem applications can create journals from the application business unit to different general ledger business units, as well as to different ledger groups and ledgers for a General Ledger business unit.
General Ledger validates journals according to the criteria that you set up in your general ledger system. It automatically validates a journal when you request a journal edit. The Journal Entry Errors page displays any errors that the system encountered; you can then access the appropriate Journal Entry page to correct the errors. After the system validates the journals with no error, you can request posting to your general ledger. You can initiate the Journal Edit and Budget Check (GL_JEDIT2) and Journal Post (GL_JP) processes from Journal Generator, or initiate them later in a separate process.
This table lists the fields that must be in the Accounting Entry table to run Journal Generator. Fields shown in upper case are exact field names that are required in the table. Mixed-case field names indicate that you can specify the field name on the Accounting Entry Definition page:
|
Field Name |
Description |
|---|---|
|
Accounting Date |
Reflects the date of the accounting entry recognized in general ledger. |
|
Foreign Amount |
Foreign (transaction currency) amount. |
|
Monetary Amount |
Base currency amount. |
|
ACCOUNTING_PERIOD and FISCAL_YEAR |
The Journal Generator process populates the accounting period and fiscal year after it distributes the accounting entry to a general ledger journal based on the journal date. |
|
APPL_JRNL_ID |
Journal generator template ID. Identifies the journal defaults and summarization options for the accounting entry. |
|
BUSINESS_UNIT |
Application business unit. |
|
BUSINESS_UNIT_GL |
General Ledger business unit for the entry. |
|
CURRENCY_CD |
Currency code for the base currency amount. |
|
FOREIGN_CURRENCY |
Currency code of the foreign amount. |
|
GL_DISTRIB_STATUS |
General Ledger Distribution Status indicates the posting status for the distribution lines. The value is N (none) when the accounting entry is created and ready for the Journal Generator process. The Journal Generator process changes the value to D (distributed) when it distributes the accounting entry to a general ledger journal. The Journal Generator ignores any other values. |
|
JOURNAL_ID and JOURNAL_DATE |
The Journal Generator process populates the journal ID and journal date fields after it distributes the accounting entry to a general ledger journal. |
|
JOURNAL_LINE |
Populated by the Journal Generator after it distributes the accounting entry to a general ledger journal if the Cross Product Drill Down option on the Accounting Entry Definition page is selected. |
|
LEDGER |
Specific ledger to which an accounting entry posts. If this field is blank, Journal Generator uses by default the primary ledger of the ledger group. |
|
LEDGER_GROUP |
Ledger group to which an accounting entry posts. If this field is blank, the Journal Generator creates the journal to the default ledger group specified on the Ledger for a Unit - Definitions page. |
|
PROCESS_INSTANCE |
Populated by Journal Generator when it distributes the accounting entry to a general ledger journal. |
This table lists optional fields for the Journal Generator process. Uppercase fields are exact field names that are used in the Accounting Entry table. Mixed-case names indicate that you can specify the field name on the Accounting Entry Definition page:
|
Field Name |
Description |
|---|---|
|
Statistical Amount |
Statistical amount. |
|
Journal Ref (journal reference) |
Journal line reference used to track the source of the transaction. |
|
Journal Descr (journal description) |
Journal description used to describe a transaction. |
|
Open Item Key |
Open item key provides the link between related open item entries. |
|
ChartFields |
ChartFields that map directly to the General Ledger ChartFields. The Journal Generator process uses these ChartFields when it summarizes the accounting entries and creates journals. |
|
KK_AMOUNT_TYPE |
Commitment Control Amount Type provides commitment control accounting entries for budget checking in General Ledger on the journals created. |
|
DOC_TYPE |
Use document type for document sequencing. Use this field and the Document Type mapping feature on the journal generator template to group accounting entries according to the general ledger document type into different journals. |
|
DOC_SEQ_NBR |
Sequence number of the document. |
|
DOC_SEQ_DATE |
Date the document sequence number was assigned or validated. |
|
MOVEMENT_FLAG |
Defines the sign of the amount if you enabled the Separate Debit/Credit option. Otherwise Journal Generator ignores this flag. The values are: N: Natural sign of the monetary amount of the transaction. This is the default. For suspense balancing, base currency rounding adjustments, currency position, and interunit from and to lines, this field is always N. R: Reverse sign of the monetary amount of the transaction. If the Enable Separate Debit/Credit option is selected on the Ledgers For A Unit - Definition Page and you enabled separate debits and credits for your system, you can toggle this field to represent a reversing debit or credit amount. |
|
ADB_DATE |
If the Average Daily Balance Date field exists on the accounting entry table, Journal Generator uses it to populate the ADB date of the journal header. |
|
BOOK_CODE |
If the Book Code field exists in the accounting entry table and if Book Code has been activated on the Overall Installation Options page, Journal Generator groups accounting entries into different journals according to the Book Code. |
Whether Journal Generator processing includes budget checking depends on the system source and the Skip Commitment Control in GL option in the accounting entry definition.
Accounting Entry Definition System Source with an Application Subsystem That Supports Commitment Control
General Ledger does not perform commitment control budget checking when journals are created with this type of definition because the entries are budget checked in the feeder, or subsystem.
The Budget Check option on the Journal Generator request page is not applicable for these entries.
Journal Generator processing occurs under these conditions:
If KK_AMOUNT_TYPE exists on the accounting entry table:
Journal Generator processes only those entries with a KK_AMOUNT_TYPE value of 1, indicating actuals.
If KK_AMOUNT_TYPE is not in the accounting entry table:
Journal Generator assumes that all entries are actuals, and processes them.
Accounting Entry Definition System Source Without an Application Subsystem That Supports Commitment Control
The Skip Commitment Control in GL option determines if General Ledger performs budget checking for journals created from this definition.
The Budget Check option on the Journal Generator request page specifies if Journal Edit includes budget checking as part of its edit process, which is called by Journal Generator after it creates journals. This is applicable only to journals generated from an accounting entry definition with Skip Commitment Control in GL deselected.
Journal Generator processing occurs under these conditions:
If KK_AMOUNT_TYPE exists on the accounting table:
Only those entries specified in the accounting entry definition are processed. If you specify Actualize, then Journal Generator processes only those entries with KK_AMOUNT_TYPE = 1 for actuals. If you leave the option blank (which means all entries), then Journal Generator processes all entries. Journal Generator creates a journal for each different KK_AMOUNT_TYPE value that it finds in the source table.
If KK_AMOUNT_TYPE is not in the accounting table:
Journal Generator assumes that all entries are actuals, and processes them all.