Setup for Budget Checking Payroll Transactions

To receive payroll transactions, activate the Payroll Accounting Transaction (PAYROLL_ACCTG_TRANSACTION) message and its related integration objects. This IP carries encumbrance and expenditure source transactions to update Commitment Control. The expenditure transactions from the same IP is also used by Journal Generator to create journals in General Ledger.

The Payroll Accounting Transaction message is sent from payroll when you have completed a payroll and are ready to send the ChartField distribution (general ledger accounts) to the Financials database using the general ledger interface PAYGL01.sqr (for non commitment accounting) and PAYGL02.sqr (for commitment accounting).

The PAYGL03.sqr process prepares encumbrance data. Before you can post encumbrance data, calculate it using either the Fiscal Year Encumbrances process (PSPENANN) or the Nightly Encumbrances process (PSPENNHT) in payroll. Use the Fiscal Year Encumbrances process to calculate encumbrances for the entire fiscal year. Use the Nightly Encumbrances process to update encumbrance data as you make changes to budgets or employees. After calculating encumbrance using these processes, run the Encumbrance GL Interface (PAYGL03.sqr) to post the results to the general ledger so that they can be budget checked and update the Commitment Control ledger.

The PAYGL02.sqr process prepares actuals transactions to be published to the general ledger. This process also liquidates encumbered amounts to reflect that the actuals for that pay period have been processed. All processed transactions are reflected on the Department Budget Actuals page.

After the subscription code populates the HR_ACCTG_LINE table, you can run the Journal Generator process against the table to create general ledger journals. These journals are marked to bypass budget checking. A second part of the subscription code populates the HR_KK_HDR table. The Budget Processor can then be run to update the Commitment Control ledger to reflect payroll activity.

You enable Commitment Control accounting in Human Resources by department in the Department Table component. You can enable Commitment Control for encumbrances only, actuals only, or both. The system uses the setting for the department and the settings on the Source Transactions - Selection Criteria page for the HR_PAYROLL source transaction definition to determine if it should process a payroll source transaction.

Realtime Budget Checking in PeopleSoft Human Capital Management (HCM)

Request services invoke the budget processor and response services send validation or error messages to HCM, which can be viewed (and corrected or overridden) through the HR Enc Exceptions page or the HR Exp Exceptions page. This provides immediate feedback with a link from HCM directly into the Commitment Control Inquiry or Exceptions (if setup and security are enabled.)

PeopleSoft provides an Accounting Entry Definition, HPPAY, to be used for the HCM realtime budget checking interface data when generating journals to General Ledger.