Using Work Management in the General Ledger WorkCenter

The purpose of the Work Management Framework is to view and manage transactions when they appear in the My Work section of the WorkCenter.

It is important to understand the Work Management Framework from a high-level perspective before applying it to PeopleSoft General ledger. Please review Understanding the Work Management Framework prior to reading the following information.

The Work Management framework is designed track and address errors and warnings when a system-based resolution is not available. It assists the person who has the best knowledge of your organization's finance and accounting policies. You can take various actions to resolve the transaction issue, track comments, assign a transaction to yourself for future follow-up, or inactivate a transaction if it is not a valid issue.

Some examples of General Ledger transactions where Work Management can be useful are:

• A journal is in error dues to an invalid ChartField combination.

  This example appears in the Journals with Errors section.

• A journal is not posted for some reason and your period end is approaching.

  This example appears in the Journals Approaching Period End section.

• An Amortization Schedule has not been approved.

  This example appears in the Amortization Schedule section.

One or more people can work on Work Management transactions in your organization. If another user acts on a transaction, you can view the transactions assigned to that person by changing your view to All Assigned. This view displays all transactions regardless of who it is assigned to. Select the Exception History action and view the name in the User Name column to discover who is working on a transaction.

This list provides the steps to setup the optional Work Management feature for the General Ledger WorkCenter:

1. Use the EOXC_USER role to access the Work Management setup pages.

2. Access the Work Management Link ID's Page.

3. Search for the corresponding Link ID (component ID) for each type of transaction where you want to use the Work Management feature.

   General Ledger transactions and their corresponding Link ID are:

   Link ID	Description
   GLAMRCLOSE	Amortization Vouchers Closed
   GLAMRPYMT	Amortization Voucher Payment Canceled
   GLAMRTSCH	Amortization Schedule
   GL_JRNLSINCOMPLETE	Incomplete Journals
   GL_JRNL_APPR_PEREND	Journals Approaching Period End
   GL_JRNL_BALERRORS	Journals with Balance Errors
   GL_JRNL_CNTLTOTERRORS	Journals with Control Total Errors
   GL_JRNL_EDITERRORS	Journals with Edit Errors
   GL_JRNL_ERRORS	Journals with Errors
   GL_JRNL_OPEN_AFTOPNPER	Journals Not Yet Posted at Period End
   GL_JRNL_PAST_CLOSEDPER	Journals Not Posted in Closed Period
   PUSHBACKORDENIEDJRNLS	Pushed Back / Denied Journals
   GL_JRNL_SUSPENSE	Journals in Suspense
   JOURNALSWITHKKEXCEPTIO	Journals - Commitment Control Exceptions
   BUDGETJRNLXCP	Budget Journal Exceptions
   JRNLSPENDINGAPPROVAL	Journals Pending My Approval

4. Select the View button to access the Enable Work Management Exception Page.

5. Select the Enable option to activate the Work Management feature for that transaction.

6. Follow instructions in the Enterprise Components documentation for the Enable Work Management Exception Page to complete your setup.

7. Use the EPGL3000 permission list to access the General Ledger WorkCenter.

   This has not changed with the Work Management feature.

Use the General Ledger WorkCenter page when Work Management is enabled to access and manage outstanding transactions in various views.

Navigation:

Select the General Ledger WorkCenter tile, expand My Work, and select a transaction from the Exceptions section.

This example illustrates the fields and controls on the General Ledger WorkCenter - Journals with Errors page when Work Management is enabled.

When Work Management is enabled for an exception, there are two changes on the WorkCenter page:

• The View drop-down box appears above the grid.

• Additional action options are added to the Actions button.

  The original action options remain. The additional (Work Management) action options depend on the View option selected.

The initial actions for Outstanding Cash Advances are Reconcile Cash Advance, Notify Employee, and Notify Manager. When Work Management is enabled, additional actions are available depending on the option selected in the View field: See Understanding the Work Management Framework, Actions by View section.

The following example explains how you might approach a long list of journals with errors.

Upon enabling Work Management for Journals with Errors, you have a list of nine transactions.

Your first step might be to inactivate all Journals that are NOT true errors. For example, you notice that a journal is for a future period that hasn’t been opened yet.

To do this:

1. Select the Actions icon from the Unassigned view.

2. Select Mark as Inactive.

3. In the Exception Comments window, enter text to indicate why you are inactivating the exception, such as, "Accounting period is not open yet."

4. Select Done.

   When you change the View to Inactive, you see this exception.

Now you're left with eight exceptions in the Unassigned view. There are two transactions where you want to notify the employee's manager.

To do this:

1. Select the Update Selected Rows icon.

2. Select the check box for the two rows you want to assign to yourself.

3. Select the Actions button.

4. Select Assign to Me.

5. In the Exception Comments window, verify the follow-up date, which defaults from the Work Management page.

6. Enter a comment that describes your action, such as, "Follow up with Jane Doe next week about invalid ChartField errors."

7. Select Done.

8. Click OK to the verification message.

   These transactions move to the Assigned to Me view until the follow up date is reached. When the follow up date is reached, the system moves the transaction into the Unassigned view.

You now have six exceptions that appear in the Unassigned view.