Understanding Accounting in PeopleSoft Expenses
The parameters that you establish for your general ledger business unit, organizational defaults, user defaults, and expense types all play a part in how accounting functions within PeopleSoft Expenses.
Expense reports and cash advances generate ledger entries for distribution of funds to and from specific accounts. Expense reports contain accounting defaults at the header level that have been derived from the employee's profile. These defaults can be modified if the employee is authorized to do so. The defaults in the header, in conjunction with accounting information from the expense type, are then used to generate distributions for each expense line added to the report. Travel authorizations support the same defaulting mechanism for distributions. These distributions are not used to generate accounting entries but can be used to record budget checking activity. Cash advances contain a distribution formed by combining general ledger ChartFields for the employee with the Account ChartField identified on the Accounting Entry Template for PeopleSoft Expenses to form the accounting entries recording cash transactions in the general ledger.
Transaction distribution lines can be maintained by employees or authorized approvers. Employee access to and modification of distribution actuals can be enabled or disabled by either business unit or expense processing role.
Budgetary Only ChartFields cannot be select for these setup and transaction pages:
Expenses: expense reports, travel authorizations, cash advances, and time reporting.
Payables: accounting entry and period end accrual options.
You establish parameters for your general ledger business unit, organizational defaults, user defaults, and expense types using these pages:
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Page Name |
Description |
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Set up business unit parameters for PeopleSoft Expenses. Select the journal generator templates to define the rules for accounting entries that form journals for recording expense activity in the general ledger. You can also select employee privilege templates for each transaction type (expense report, travel authorization, or time report) that is used as a default for all employees in the business unit. |
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Establish roles for employees depending on their positions in the company. Select employee privilege templates for each transaction type (expense report, travel authorization, or time report) that is used as a default for all employees with that role. |
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View employee organizational information. |
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View or modify general default preferences for travel authorizations, cash advances, expense reports, and time reports. |
Access the default accounting ChartFields for travel authorizations and expense reports from these pages:
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Page Name |
Description |
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View or modify the default accounting ChartFields to which the entire travel authorization is charged. Redistribute the percentages of expenses to different ChartFields. |
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View or modify the default accounting ChartFields for the expense line item. |
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View or modify the default accounting ChartFields to which the entire expense report is charged. Redistribute the percentages of expenses to different ChartFields. |
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Create or modify the default accounting ChartFields for the expense line item. |