Understanding Document IDs

During encumbrance calculations, the HR system assigns a document ID to pre-encumbrance and encumbrance data. The document ID is a cross reference identifier between the PeopleSoft HCM and PeopleSoft Financials systems; it is used as a tracking tag for encumbrance adjustments and liquidating purposes.

For position data transactions, each position has its own document ID, and the combination codes that represent the funding sources for the position each have a different line number. For example, consider a pre-encumbrance for position P0001 with an annual salary of 30,000, and head count of three. The total pre-encumbrance of 90,000 is 60% funded by combination code AAA1 and 40% funded by combination code AAA2:

The message that is sent to the Financials system represents this data as follows:

For job data transactions, the document ID represents a more complex key structure: SetID, Department ID, Encumbrance Type, Company, Pay Group, GL Business Unit, Combination Code, and Account.

Because the system created separate document IDs for each combination code, the line number is not used to represent different combination codes, and it is always 1.

To continue with the example, you now fill position P0001 (represented by document ID 0000001). The employee is funded by the same combination codes in the same proportions:

You need to liquidate the pre-encumbrances for the position and create the encumbrances for the employee. The message that is sent to the PeopleSoft Financials system looks like this:

Note that the pre-encumbrance amount in the message is an amount that replaces the previous amount, not an adjustment to the amount.