Understanding Entry Events in General Ledger
Use entry events in PeopleSoft General Ledger to post additional debit and credit accounting entries. In addition, federal agencies can update budgetary as well as proprietary accounts in a single transaction or update the budgetary ledgers without posting to the actuals ledger.
This section lists prerequisites and discusses:
General Ledger entry event transactions.
Entry event source definitions, processes, steps and codes.
GLJE Entry Event process.
GLJEADJ Entry Event process.
Multibook ledgers using entry events.
Intra/Interunit journal entries using entry events.
Allocations using entry events.
Standard journal entries using entry events.
Separate debit and credit journal entries using entry events.
Flat file journal imports using entry events.
Spreadsheet journal imports using entry events.
Copy entry event journals.
Entry event journal errors.
Before using entry events in General Ledger, you must:
Perform the normal setup activities for General Ledger and the Commitment Control feature.
For General Ledger, in the Entry Event field on the Installation Options - Entry Event page, select either Optional or Required.
Only for GLJEADJ - Commitment Control Adjustment Journals, enable the Commitment Control feature for General Ledger in the Enable Commitment Control group box on the Installation Options - Installed Products page.
Select Allow GL Entry Event Bypass for selected users on the User Preferences - General Ledger page, if desired.
This option enables specific users to bypass selecting entry event codes that are identified as required for General Ledger on the Installation Options - Entry Event page.
Select Skip Entry Event Processing in the Budget Post Options group box for selected users on the User Preferences - General Ledger page, if desired.
This option enables specific users to post a budget without running the Entry Event Processor Application Engine process (FS_EVENTGEN).
Verify that the ledger group for entering journal entries with entry events (normally the actuals ledger group, which is named the Recording ledger group in the predefined data) is associated with the standard ledger group type.
This is the only ledger group type that you can use to enter entry events for General Ledger journal entries.
Note: If you plan to create multibook journals with entry events, make sure that all of the multibook ledgers are set up, that the ledger group type is set to standard, and that you select the Keep Ledgers in Sync check box on the Ledger Groups - Definition page.
Refer to the documentation regarding the setup of the entry event codes for an organization based on the entry event source transactions and processes that are predefined for General Ledger.
See Understanding Entry Events.
Note: You can create your own entry event codes that use the predefined source transactions and processes; however, do not modify the predefined data.
General Ledger enables you to enter, process, copy, and correct entry event transactions using:
Online journal entries.
Batch journal entries.
Commitment Control budget adjustment journal entries.
Multibook journal entries.
Allocations.
Interunit and intraunit journal entries.
Standard journal entries.
Separate debit and credit journal entries.
Imported flat file journals.
Imported spreadsheet journals.
Note: Do not associate entry event codes with open item accounts for use in open item entries. Also, do not associate entry event codes with value-added tax (VAT) or VAT-applicable accounts. The entry event code definition does not allow the selection of VAT-applicable accounts for entry event processing. If a journal comes from an external source (such as a flat file or spreadsheet), the appropriate account from the entry event code definition overwrites any accounts specified on the entry event lines that are subject to the GLJE Entry Event process.
General Ledger provides sample data with a set of predefined entry event codes. You can use these predefined codes as examples for defining your own codes. The system has predefined entry event source definitions and specific entry event processes that you must not change. The source definitions identify the source and target records that the system updates when the Entry Event Processor runs. The predefined source definitions for General Ledger are:
GL_JCREV - GL Adjustment Journal Collected Revenue.
GL_JENC - GL Adjustment Journal Encumbrance.
GL_JOURNAL - GL Journal.
GL_JPRNC - GL Adjustment Journal Pre-encumbrance.
GL_JRNLIU - GL Journal IU Transactions.
Entry event source definitions, processes, and steps determine the way in which the entry event codes are processed. The processing procedures for creating journal entries with entry events and creating budget adjustment journal entries are unique due to the specific entry event source transactions and entry event processes and steps that are linked to each entry event code. Multiple entry event source transactions, such as GL_JOURNAL and GL_JRNLIU (for interunit transactions), can be associated with one entry event process, such as the GLJE Entry Event process or the GLJEADJ Entry Event process. Subsequently, the Entry Event Processor can generate journal lines for a normal journal entry, an interunit journal entry, or a standard journal entry, depending on the source transaction associated with the entry event process.
The GLJE Entry Event process is used for most types of entry event journal entries. When an entry event code is associated with the GLJE Entry Event process, you can generate additional debit and credit entries—beyond the entries that the user entered by the Journal Edit process—for accounting.
Note: In a journal that uses the GLJE Entry Event process, the account from the entry event code appears by default in the first journal line unless the entry event code is set up for IU processing as well. When you run the Journal Edit process (GL_JEDIT), the Entry Event Processor runs automatically during the edit process, generating the additional entry event lines.
Run the Journal Edit process.
The Journal Edit process runs the Entry Event Processor.
Run the Budget Processor if commitment control is enabled for the business unit and ledger group.
Post to the General Ledger actuals ledger.
You associate the GLJEADJ Entry Event process with an entry event code to make Commitment Control budget adjustments for encumbrances, pre-encumbrances, and collected revenue budgets, as well as to generate and post the appropriate budgetary accounting entries to the actuals ledger. The GLJE Entry Event process and the GLJEADJ Entry Event process function differently.
After you enter the debit and credit lines, select an entry event code for each line, and finish Journal Edit:
Run Budget Processor to update the appropriate Commitment Control budget ledger table and adjust either the pre-encumbrance, encumbrance, or collect revenue amount of the budget.
Run the Entry Event Processor to generate the budgetary accounting entries that need be posted to the actuals ledger.
Run the Journal Generator Application Engine process (FS_JGEN) to create the budgetary accounting journal from the budgetary accounting entries.
Post the budgetary accounting journals to the appropriate actuals ledger.
When you enter the budget adjustment journal entries and select an entry event code that is set up with the GLJEADJ Entry Event process, you must enter the debit and credit entries. This is because the Journal Edit process does not run the Entry Event Processor to generate the remaining journal lines, as it does for the GLJE Entry Event process. After journal edit processes, you run the Budget Processor to update the appropriate Commitment Control budget ledger table and adjust the specific control budget's ledger amount. After the journal lines are successfully edited and budget-checked either online or in batch, you must run the Entry Event Processor (using the Process Journals menu) to generate the budgetary accounting entries, based on the accounts that you set up for the selected entry event code. After processing the entry events, you run the Journal Generator process to generate the budgetary accounting journal and post this journal to the appropriate actuals ledger.
Note: In General Ledger, the entry event source definitions, entry event processes and steps, and entry event codes are predefined. Do not change them.
To enter entry events for multibook journals:
Enter one side of the journal entry by selecting an entry event code for a ledger group that contains multiple ledgers and for which the Keep Ledgers in Sync check box is selected.
Run the Journal Edit process.
When you enter the journal line, you typically enter only one side of the journal if you are using entry events for the GLJE Entry Event process. The Journal Edit process generates the additional entry event lines for the primary ledger. It also matches journal lines for all secondary ledgers within the ledger group using the same entry event code. This is a multibook journal entry.
Note: If the journal is from an external source and does not already have secondary ledger lines, Journal Edit process creates the secondary ledger lines and calls the Entry Event Processor to create the entry event lines.
Continue to process and post the multibook journal.
When you run the Journal Edit process on an interunit or intraunit journal entry with entry events, it processes all of the journal header and journal lines associated with the interunit or intraunit journal lines first.
The Entry Event Processor process creates accounting entries from the interunit and intraunit entries created by the Journal Edit process. To enable this functionality, the entry event code must have the GLJE Entry Event process included in the setup, as well as the steps required by the transaction such as GLJEIUINP for interunit payables journal entries. It is possible to set up an entry event code to process regular journal entries and interunit and intraunit entries. If an entry event code has been set up with both the regular process step and the interunit and intraunit process steps, this logic is applied to the journal:
If no interunit or intraunit lines are created in the journal, the entry event lines are created using the regular process step.
If interunit or intraunit lines are created within the journal, the entry event lines are created using the interunit and intraunit process steps only.
If the journal has both interunit and intraunit lines and non interunit or intraunit lines, then inter/intraunit process steps are used for entry events only.
The PeopleSoft system comes with a separate entry event source definition to enable you to use entry events with interunit and intraunit journal entry transactions:
Entry event source transaction: GL_JRNLIU.
Source record: EE_JRNL_LN_IUVW.
Target record: JRNL_LN.
Temporary record: EE_JRNL_TMP.
Four predefined process steps are used to process receivable and payable interunit and intraunit journal entry transactions:
GLJEIUINP - Jrnl InterUnit Payable.
GLJEIUINR - Jrnl InterUnit Receivable.
GLJEIUIUP - Jrnl IntraUnit Payable.
GLJEIUIUR - Jrnl IntraUnit Receivable.
Entry event processing for General Ledger interunit and intraunit transactions is slightly different from regular (predefined process step GLJE) journal processing for entry events. By design, interunit and intraunit lines are always balanced. In turn, entry events create balanced DR/CR pairs from the generated interunit and intraunit lines. If there is a need to create additional DR/CR pairs from interunit and intraunit transactions, you can establish only interunit payables, only interunit receivables, or both. The same is true for intraunit payables and intraunit receivables. One or both transactions can be set up to generate balanced DR/CR pairs.
Note: If the interunit/intraunit journal does not have an anchor business unit line, the system-generated anchor business unit line will not have an entry event code, which means that the system will not generate extra debit/credit (DR/CR) lines.
To create allocation journals using entry events:
Specify the entry event field on the Define Allocation Step - Target page.
Note: Although you can also specify Entry Event as a field value on the Offset page, do not do so for regular journal processing because you normally generate a one-sided journal entry from allocations when you use entry events in this situation. The Entry Event Processor creates the other side of the journal entry.
Add a line to the Specify Field Values group box.
Select Entry Event as the field name, Value as the source, and an entry event code as a value to create output journals.
Save the allocation step.
Select Request Allocation to create the allocation output journals.
Standard journal entries are sometimes referred to as template or recurring journals. When you create standard journals, the system copies the entry event source lines, as well as any non entry event lines, and the entry event status of the header and lines is set to N (not generated). This means that you must run the Journal Edit process for these journals to regenerate the entry event lines.
If you select the Separate DR/CR Amount Fields check box on the Ledgers for a Unit - Definition page for a ledger, the Entry Event Processor process determines whether this is a normal journal entry or a journal entry reversal based on information on the journal line. For example, if you enter a negative amount in the DR column, you indicate a reversal of a debit to the system. The Entry Event Processor process generates the appropriate debit or credit journal lines.
When you load journals containing entry events into General Ledger by selecting and running the Flat File Journal Import process, this process sets the entry event status of header and any lines with an entry event code to N (not generated). If there is a mismatch between the entry event code and the account uploaded, the account is overwritten by the default account when the Journal Edit process and the Entry Event Processor process are run.
To import and run spreadsheet journals containing entry events:
Select to load spreadsheet files that contain entry events.
Run the Spreadsheet Journal Import process.
This process sets the entry event status of header and each line with an entry event code to N(not generated). Consequently, you must run the Journal Edit process for these journals.
When you select to copy journals using entry events, the Journal Copy process copies only the entry event source lines and the non entry event lines.
This process sets the new journal entry event status of header and each line with an entry event code to N (not generated), which means that you must run the Journal Edit process that automatically runs the Entry Event Processor process.
When you create journals with entry events and an error occurs during the processing, you can drill down to the transaction line to correct the entry event error and continue processing. When you run the journal edit batch process that has errors, the process generates a report that contains errors that apply to both the journal entries and the entry events.