General Ledger

Reviewing Financial Information in General Ledger

Navigation: Menu > General Ledger > Review Financial Information > Review Ledger Information

The Ledger run control search page displays.
If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended–e.g., 010_FINGL (College, Process).
The Ledger Inquiry page displays. Enter the Ledger Criteria field values:
1. Enter or look up Unit.
2. Enter Ledger = LOCAL.
3. Enter or look up Fiscal Year.
4. Enter or look up From Period and To Period.
Check the boxes Include Closing Adjustments and Only in Base Currency.
In the Chartfield Criteria section, up to fourteen criteria can be used.
Select the Save button to save this search.
Select the Search button.

The Ledger Summary page displays the criteria requested. Review results.
Scroll to the bottom of the page to view the Posted Total Amount (cumulative total for the criteria requested).
Select the side arrow icon next to the Ledger Criteria to expand to view requested criteria or collapse to hide.
To return and update results, select the Inquiry Criteria link.

From the main Ledger Summary page, select the Activity link of a specific row to drill into the Transaction Details.

Ledger Summary, select the Activity link

On the Transaction Details page displays. Review Ledger by Period and Chartfields and Journals content.
Select the Journal ID link to further drill down to the original document. On the Journal Inquiry Details page, use the links in the Go To section to navigate to other Journal Inquiry pages.
Optional to select the Transaction Criteria link to open a window displaying the ChartField Criteria.
Select the Ledger Summary link to return to the main Ledger Summary page.

Set General Ledger User Preferences

Navigation: Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences

The User Preferences search page is populated with the User ID with which you are currently signed in.
Select the Search button.
Use the User Preferences page to define user defaults for overall preferences and application-specific preferences, such as General Ledger.
Select the General Ledger menu.
Use the General Ledger page to define general ledger-specific profiles for users.
Supply the default ledger, ledger group, and journal source to appear on pages for this user. Enter the most commonly-used values for the user in order to save keystrokes when entering data.
Select the Journal Entry Options for this user. For example, the Date Code is displayed on journal lines only for users with the Enter Date Code Adjustments check box selected here – The Date Code is used to capture and report on multiple dates for single transactions, such as trade date and settlement date, in compliance with accounting standards.
PeopleSoft General Ledger uses the Journal Post Defaults options whenever you post journals from the Journal Entry component – Deselecting an option here ensures that the deselected action is performed when this User ID posts a journal from the Journal Entry – Lines page.
Select the Skip Open Item Reconciliation option to bypass open item reconciliation processing when the specified user posts an online journal entry. The user can reconcile the open items at a later time by using the Open Item Maintenance page – Deselect this check box to process open items during the online posting process – Select the Skip Open Item Reconciliation option.
In the Online Journal Edit Defaults section, to Edit a previously edited journal, select the Re-Edit Previously Edited check the box.
Select the Save button to save changes.

Uploading a Combo Code Spreadsheet

Navigation: Payroll for North America > CTC Custom > CTC Processes > COA Load for Combo Code

The COA Load for Combo Code run control ID search page displays.
If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended–e.g., WA020_COA_SPREADSHEET_LOAD (College, Process).
The COA Load for Combo Code page displays. Select the Add Attachment icon to attach your file.
Select Run.

Load Uploaded File into Load Combo Code Table

Navigation: Set Up HCM > Common Definitions > Chartfield Configuration > Load Combination Code Table

The Load Combination Code Table run control ID page displays.
If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended–e.g., WA020_COA_LOAD (College, Process).
The Load Combination Code Table page displays.
Enter As Of Date = “01/01/1901”.
Always leave the Inactivate Accounts Not Downloaded checkbox unchecked – VERY important!
Select Run.

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Creating a Manual Journal Entry

Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Header:

The Create/Update Journal Entries search page displays. Enter existing search criteria or select Add a New Value tab to add a new value.
1. If it did not automatically populate, enter or select the business unit in the Business Unit field.
2. Select Add.
The Create/Update Journal Entries page displays. The Header tab displays journal header information that uniquely identifies a journal, such as business unit, journal ID, and journal date. This page also contains options for setting, adjusting and reversing entries.
1. Enter an appropriate description in the Long Description field, e.g. “Advertising Accrual.”
2. Enter or select ‘ACTUALS’ in the Ledger Group field.
3. Enter ‘ONL’ in the Source field. This is the code used for manual journal entries.
4. Optional: Select the Save Journal Incomplete Status.
5. If the journal entry is an accrual, then select the Reversal: Do Not Generate Reversal link to navigate to the Journal Entry Reversal page.

The Journal Entry Reversal page displays. Use it to select the date that the journal entry will be reversed. Reversals are marked valid and ready to post when you create them; they don’t need to be edited.
1. Select the radio button for the desired reversal date.
2. Select OK.

The Journal Entry Reversal page disappears. The updated Header page displays. If supporting documentation is required for the journal entry, select the Attachments link to navigate to the Journal Entry Attachments page where you can attach a file with supporting documentation. For example, you might want to attach a spreadsheet with the details on how the accrual entry was derived. The number in the parenthesis denotes how many documents you have attached.
After the Header page is complete, select Lines.

Enter or select the appropriate account in the Account field.
Enter or select the appropriate operating unit in the Oper Unit field.
Enter or select the appropriate fund in the Fund field.
Enter or select the appropriate department in the Dept field.
Enter or select the appropriate class in the Class field.
Enter the journal entry amount in the Amount field.
Enter or select the correct state purpose in the State Purpose field.
Select Lines to Add and the + icon to add the off-setting item using the Copy Down ID functionality.

Note: All values just entered will be copied to the new line, with the exception of the Account and Amount. The Amount will be the amount needed to auto-balance the journal. As you change the Amount and add more lines, the Amount will automatically adjust to the amount necessary to balance the journal. You will need to provide an Account for each new line.

Enter or select the appropriate account for the second line item in the Account field.

Note: The journal entry is balanced when the value in the Total Debits column is equal to the value in the Total Credits column. When you have a balanced journal, you may begin processing the journal directly from this page.

Select Save.

A Message window displays. Select OK to acknowledge the message. The message may say that the journal is saved with ‘T’ (incomplete) status (if that option was selected on the Header tab). “This journal cannot be edited or posted until you change its status to complete.”

The “T” (incomplete) status flag only prevents the journal from being processed by batch processing. The journal can still be edited, budget checked, and submitted for approval using the online options from the *Process list.

The Message window disappears. The updated Lines tab displays. Note that your newly-created Journal ID displays.

Use the Lines page to process the journal. Begin by verifying that the *Process box reads “Edit Journal”, then select Process.

Note: The Journal Status and Budget Status change to ‘V’ (Valid) after the journal is edited. You can only submit a journal for approval that is valid for both statuses.

Note: When you run the Edit Journal process, either on manual or system generated GL journal, the budget check is automatically run to validate the journal against a budget based on the type of account.

Note: Journal entries which require approval cannot be posted until approved through the ctcLink workflow approval process. Approval requirements vary by college district.

Use the *Process drop-down list button to make a new selection.
Select Submit Journal.
Select Process.

Creating a Standard Journal Entry Model

Navigation: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

The Create/Update Journals Entries search page displays. Enter existing search criteria or select Add a New Value to create a new value.
If it did not automatically populate, enter or select the business unit in the Business Unit field.
Enter a journal ID for the standard SJE in the Journal ID field. Note: Because you are setting up the model for the standard journal entry, you do not want to leave ‘NEXT’ in this field.
Select Add.

Create Update Journal Entries Add a New Value tab

The Create/Update Journal Entries page displays. The Header tab displays journal header information that uniquely identifies a journal, such as business unit, journal ID, and journal date. This page also contains options for setting, adjusting and reversing entries.
Enter an appropriate description in the Long Description field, e.g. “Advertising Accrual.”
Enter or select ‘ACTUALS’ in the Ledger Group field.
Enter ‘ONL’ in the Source field. This is the code used for manual journal entries.
Use the SJE Type drop-down button to select Model — Do Not Post.
When the Header page is complete, select Lines.

Utilize the Long Description field to provide useful and detailed information that can help out with future reconciliations.

Create Update Journal Entries Header page

Entering Line Items

The Lines page displays. Use it to record the transaction lines that comprise the journal.

Note: SBCTC requires the presence of a Business Unit (*Unit), Account, Dept, Fund, Class, and State Purpose for every journal entry. Additionally, grant and project related journal entries require a Project Bus Unit, Project Number, Activity, and Analysis Type. During processing of the journal entry, the system will use this information to check against the control budget.

Enter or select the appropriate account in the Account field.
Enter or select the appropriate operating unit in the Oper Unit field.
Enter or select the appropriate fund in the Fund field.
Enter or select the appropriate department in the Dept field.
Enter or select the appropriate class in the Class field.
Enter the journal entry amount in the Amount field.
Enter or select the appropriate state purpose in the State Purpose field
Select Insert Lines to add the off-setting item with the Copy Down ID functionality.

Enter or select the appropriate account for the second line item in the Account field.

Select Save.

Next, edit the model journal. Select Process.

Two confirmation message boxes appears in succession. Select OK to acknowledge that the journal has been saved; the message box disappears. Select OK to acknowledge that the journal that you have created is an SJE model journal. The message box disappears.

Note: The Journal Status is now ‘M’ (Model) . The normal journal that you use as a model should have a valid status. The system does not post Model SJEs to the general ledger, and they cannot be changed or deleted after you execute the edit process.

Next, define the standard journal entry based on the model journal just created.

Defining a Standard Journal Based on the Model

Navigation: NavBar > Navigator > General Ledger > Journals > Standard Journals > Define Standard Journals

The Define Standard Journals search page displays. Enter existing search criteria or select Add a New Value to create a new value.
Enter a meaningful journal ID for the standard journal in the Standard Journal field.
Select Add.

Define Standard Journals Add a New Value tab

The Define Standard Journals page displays. Use it to define the standard journal that becomes the high-level key for all journal entries generated using this definition.
Enter a brief description of journal that you want to create in the Description field (this is the field at the very top of the screen to the right of the SJE ID field).
Enter a meaningful description of the standard journals to be created in the Description field (this is the field in the SJE Detail section of the screen).
Use the SJE Type drop-down button to select the SJE type. SBCTC will use ‘Recurring on a Schedule.’
Use the Journal ID field to enter or select the ID of the model journal that you created earlier. This ID provides the system with information about the model that is linked to the standard journal.
Enter or select the appropriate date that the model journal was created into the Journal Date field.
Use the Schedule drop-down button to select the processing frequency for the SJE.
Use the From Date and the To Date fields to define the time range of the SJE entries.
If you want to add lead days to have the journal entry ready for creation each month, use the Journal Creation Lead Days field to enter the number of days in advance of the journal date that you want the standard journals to be ready for creation.
Select Save.

Finally, post to the General Ledger using the SJE.

Creating Standard Journals Postings

Navigation: NavBar > Navigator > General Ledger > Journals > Standard Journals > Create Standard Journals

The Create Standard Journals run control ID search page displays.
Enter an existing Run Control ID or use the Add a New Value tab on the Create Standard Journal page to add a new value.
- Enter a meaningful Run Control ID for the standard journal in the Run Control ID field.

Select Add.

Create Standard Journals Add a New Value tab

The Create Standard Journals Request page displays. Use it to specify the parameters for running the SJE process.
Use the Process Frequency drop-down button to select the processing frequency. SBCTC will use ‘Always.’
Enter or select the appropriate unit in the Unit field.
Use the From SJE and the To SJE fields to define the journal range of the SJE entries.
Enter a brief description of the processing request in the Description field.
SBCTC is utilizing budget commitment controls. Select the Recalculate Budget Date checkbox to create a standard journal entry with a budget recalculation.
Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
- Use the Server Name drop-down button to select the appropriate processing server for the request.
- Select OK.

The Process Scheduler Request page disappears. The updated Create Standard Journals Request page displays. Note the Process Instance number. Select Process Monitor, then refer to the Process Monitor QRG for instructions.

Journal Spreadsheet Template

jrnl1_ws Download

o utilize the Journal Upload process the following files must be present on your workstation:
1. For Microsoft Excel 2007 (and subsequent versions)
  - JRNL1_WS.xlsm – This is the journal workbook that you use to create and import journals.
  - JRNLMCRO_WS.xlam – This is the Visual Basic code library and dialog control.

Note: Use the JRNL1_WS.xlsm file to enter your journals. You must set up Microsoft Excel to accept macros, by navigating to File > Options > Trust Center > Trust Center Settings > Macro Settings and selecting either Disable all macros with notification, or Enable all macros.

Open the JRNL1_WS Excel file. The Spreadsheet Journal Import page will displays.
1. If prompted, choose to Enable Macros.
2. The control buttons on the Control page are grouped into three group boxes:
  - General – Setup workbook defaults, configure ChartFields, and rearrange columns.
  - Journal Sheet – Maintain the journal sheets in the workbook.
  - Import Journals – Import the journal sheets from the workbook.

The General group box enables you to define options and defaults for this workbook and to enter any notes or calculations concerning imports.
1. Setup & Defaults – Select to set up access to the Define Options and Defaults dialog box. Use to set journal header defaults, message logging options, document sequencing options, online import controls, and so on. You can also access the ChartField Configuration dialog box from here.
2. Notes – Select to access a scratch pad in the workbook. Use the scratch pad for instructions, calculations, notes, and so on.
The Journal Sheets group box enables you to insert a new journal sheet; or edit, delete, or copy an existing journal sheet.
1. New Sheet – Select to insert a new journal sheet. A workbook may contain as many journal sheets as needed, and each journal sheet may contain as many journals as desired.
2. Edit Sheet – Select to edit one journal sheet in the workbook.
3. Delete Sheet – Select to delete one or more journal sheets in the workbook.
4. Copy Sheet – Select to copy one journal sheet to a new journal sheet saved under a new name.
The Import Journals group box enables you to import one or more of the journal sheets and save journal sheets to a file.
1. Import Now – Select to initiate online import of one or more journal sheets. The system imports only journals that are marked as import.
2. Write to File – Select to save selected journal sheets to a text (txt) file. After saving one or more files, you must run the upload process to complete the text file upload process.

Setting Up Journal Spreadsheets

Before you start entering journals, you must specify the options, defaults, and settings for the journal sheets in your workbook. From the Spreadsheet Journal Import control page, select the Setup button to display the Define Options and Defaults dialog box.

Establish the following Header Defaults:
1. Business Unit – enter your Business unit
2. Date – enter a default Journal date. The date can be overridden on the headers on the individual sheets.
3. Ledger Group – enter ‘ACTUALS‘
4. Source – enter ‘EXT‘
5. User ID – enter your user ID for the journal header.
6. Do not check Enable Multibook or AutoGen Lines
Choose from one of the two Message Options radio button:
- Log Error Messages Only: The system logs import messages to JRNLLOG.xls only when errors occur.
- Log Successful and Error Messages: The system logs all import messages to JRNLLOG.xls regardless of the import process being successful (RECOMMENDED).

Note: If you would also like to show import messages online, select the Display Messages Online checkbox. Otherwise, errors go only to the message log JRNLLOG.xls.

Do not select the Enable Document Sequencing checkbox or enter a Default Document Type.
Complete the following fields for Online Import Control:
- Address – the address will already be populated with the correct information.
- User ID – Enter your logon user ID.
- After Successful Import –
  - Change Import Status to ‘Do Not Import’: The system changes import status of journals that are imported successfully. This prevents reimport of the journals when you attempt to import them a second time.
  - Keep Import Status as ‘Import’: Select this if you do not want the system to change import status so that you can reimport it later.
  - You can override journal import status at the journal sheet level anytime.
- Skip If Journal Already Exits – Select this option and online load does not update already existing journals. The option is intended to prevent duplicate journals when a user is unaware that a journal has already been processed. This option is the default and is only applicable for online import using the Import Now functionality.
A message is logged providing details of any journals skipped because they already exist in the system.
If the option is not selected, online load updates already existing journals with valid journal data.

It is most common to use NEXT for the journal ID.

Skip If Journal Has Error – Select this option and online load does not load invalid journals. This option is the default and is only applicable for online import using the Import Now functionality.
A message is logged providing details of journals that have invalid data.
If the option is not selected then the online load does not load either valid or invalid journals for that journal sheet. Online load then proceeds to the next journal sheet and loads all journals in the next journal sheet if all the journals in the next journal sheet are valid.

Configure button – Use the ChartField Configuration page to access a ChartField Configuration dialog box, in which you can include, exclude, or rearrange columns, as well as alter field labels and column formats for a worksheet.

Within the ChartField Configuration box, optional to format the Columns and control its appearance. You can alter the contents of your spreadsheet only one column at a time. The column that you intend to edit is highlighted.
- Select Column section selects the column:
  - Left Yellow Arrow icon – moves the selected column (grayed out) field to the left.
  - Right Yellow Arrow icon – moves the selected column (grayed out) field to the right.
- Column options to perform actions to the column:
  - Insert down arrow icon – inserts column
  - Right Arrow icon – shifts selected column to the right
  - Left Arrow icon – shifts selected column to the left
  - Width plus [+] or minus [-] icons – widen or narrows the selected column
- Select Exit button to close and save changes.

Note: The configuration dialog box prevents you from deleting or modifying certain system required fields.

Within the Chartfield Configuration box, optional to specify details on the Field Format tab:
- Use the Field Format dialog box to control the content and format of the columns on your spreadsheet.
- Field Name– You must use a valid database field name from the Journal tables. If you misspell a field name or enter an invalid field name, you will not receive an error message until you attempt to import the journal sheet.
- Label– Enter the column label for the spreadsheet journal workbook. Optional to locally update.
- Format– Specify the cell format.
- Apply– You must select to save this format for the journal sheet.
- Select Exit button to close and save changes.

The Product field name is actually the Appropriation Index in ctcLink PeopleSoft. Do not change the Field Name but recommended to update the label name to ‘App Index’ or ‘AI’.

Return to the Spreadsheet Journal Import control page by selecting the X in the upper right corner of the Chartfield Configuration page, then the Home icon on the sheet.

Select the New Sheet button on the Spreadsheet Journal Import control page to access the New Journal Header page.
1. Enter an appropriate name for the journal entry spreadsheet you want to create in the Journal Sheet Name field.
2. Select OK.

Journal Import sheet functions.

Upload the selected journal to PeopleSoft.
Return to the Home sheet.

Journal Header Functions

Header details.
Add a new Journal. A sheet can contain more than one Journal. Each Header is associated with it’s corresponding Lines by the Sys ID.
Select a Journal.
Edit a Journal.
Copy a Journal.
Delete a Journal.
Change Import Status.

Select the “+” button in the Journal Header section to select the spreadsheet header for the spreadsheet journal you want to create.
1. Verify the header information is correct.
  - Update the Journal ID, if not using ‘NEXT‘.
  - Entered the desired Journal Date.
  - Enter a Description for the journal.
  - Select the Reversal option.
  - Select OK.

Select the Plus icon in the Journal Lines section

Journal Line Functions

Add one Line.
Delete one Line.
Add multiple lines.

You can define multiple blank lines and then populate them with data from another spreadsheet.

Delete multiple lines.
Check decimal point precision.

Select the “+” in the Journal Lines section to add the first line to the spreadsheet journal.

Select the “paper with a plus icon” in the Journal Lines section to add multiple lines to the spreadsheet journal. The Insert Multiple Lines box will open. Enter the number of lines to add and select Insert.

Select the “x” icon in the Journal Lines section to delete one line.

Select the “paper with an x” icon in the Journal Lines section to delete multiple lines.

Populate the journal line data using the Tab key or arrow keys to advance from one cell to the next.
1. Continue to select the “+” in the Journal Lines section to add one additional line to the spreadsheet journal, or select the “+…” to add multiple lines. Use the checkboxes above the field names to choose which fields to copy down to the new row(s).
2. Use the Check button to verify the Amount fields that you have entered contain the proper number of decimal points before you import the journal. The default number of decimal points is 2.
3. Select Save in Excel to save the spreadsheet.
4. Select Home to return to the Spreadsheet Journal Import control page.

PRO-TIP: Use the ‘Reference’ and ‘Description’ fields to enter in your comments about the specific line item or the entire journal description.

Select Import Now icon located on the right side of the Journal Entry Sheet to access the Import Journals Now dialog box.
1. Select the spreadsheet file for upload in the Select Sheet field.
2. Enter your password in the Password field.
3. Select OK to import the journal.

Optional to select Import Now functionality from the main Spreadsheet Journal Import screen.

If the import is successful you will receive the following system message:

If the import was not successful, the system message will contain a brief description of the error. Correct the sheet data and re-import.
Next step would be to review/edit the Journal ID (i.e. 0000000635).

Uploading a Journal Spreadsheet as a Text File

Before you can import a journal flat file, you must take your journal spreadsheet that was created using the Spreadsheet Import Tool, edit it, change the import status and save it. From the Spreadsheet Journal Import Control page (JRNL1_WS.xlsm file), select the Edit button.

On the Edit Journal Sheet page, select your journal and select the OK button.

The spreadsheet journal opens. Select the Change Import Status button.

The Change Import Status window opens. Select the Import radio button and then select the OK button.

Select the Save button in Excel to save the spreadsheet.
Select the Home button to return to the Spreadsheet Journal Import control page.

From the Spreadsheet Journal Import Control page, select the Write to File button.

Use the Write Journals to File page to select the Excel file to write to a text file for external upload to ctcLink:
1. Select the appropriate journal in the Select Sheet field.
2. In the File Name field, the menu path defaults in the computer location to which the new file will be located once the file is written. Write over this portion of the string with the name of the new file that you want to import into ctcLink, i.e. the name of your journal (my new File name for the screen capture below looks like this: C: Users\SVenable\Documents\GLUpload.txt).
3. Select the OK button.

Navigation: NavBar > Navigator > General Ledger > Journals > Import Journals > Spreadsheet Journals

The Spreadsheet Journal Import run control ID search page displays.
Select the Add a New Value tab.
Select Add.

Spreadsheet Journal Import Add a New Value tab

The Spreadsheet Journal Import Request page displays.
In the Process Request Parameters section, enter the file processing parameters.
1. Leave the defaulted values as is for these fields:
  - Number of Data Files
  - Character Set
  - If Journal Already Exists
  - If Journal is Invalid
2. In the Journal Processing Options section, select the Edit Journal(s) box.
3. Select the Add button, navigate to the text file located on your computer and upload in order to attach. After this step is complete, the Attached File name appears on the Spreadsheet Journal Import Request page.

If you are re-using a run control, you will have to delete the current file before you can add a new file.

Select Run.

Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.
1. Use the Server Name drop-down button to select the appropriate processing server for the request.

Note: You can leave the Server Name field blank.

Select Journal Import with Edit then select OK.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

Select Process Monitor.

Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates “Success” and the Distribution Status is “Posted”.

Select the Details link for the GL_EXCL_JRNL process name.

Select the View Log/Trace link to check for any errors.

Note: Once errors are addressed, the View Log/Trace log will read import successful and you can move onto the next step.

Verify that the process completed and that the journal imported successfully.

Create a Journal Entry Using SpeedTypes

Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Select the Add a New Value tab to add a new journal entry. Your local college Business Unit should auto-fill.
Leave the Journal ID field as “NEXT”.
Select the Add button.
The Header page displays journal header information that uniquely identifies a journal, such as Business Unit, Journal ID, and Journal Date. This page also has options for setting, adjusting, and reversing entries.
Enter the desired information into the Long Description field. Enter a valid value e.g. “Miscellaneous office expenses“. The more detail or information provided, will help further down the line when reconciling.
Use the Ledger Group field to specify the ledger group to which you want to post the journal.
Use the Source field to specify the option for entering and editing journals. Select the Source field and enter the desired information. Enter a valid value e.g. “ONL“.
Select the Lines tab.

Use the Attachments link to add backup documentation.

Select the SpeedType lookup icon.
Select the SpeedType checkbox from the existing list.
Select the OK button to populate the ChartString.

Within the SpeedType List window, find the existing SpeedType by using the SpeedType search box or click on the SpeedType column to sort

Enter the line Amount.
Mark the checkbox of the journal line to copy.
Add the number of lines to add (it will copy the above ChartString onto new Journal lines).
Select the plus icon [+].

Enter the Amount and number of lines to add

The selected number of lines will be added and the SpeedType ChartString will be copied down. Review or update the ChartFields as needed.
For each added line, enter the Account and Amount.
Select the Save button to save the journal and generate a Journal ID.
A message window displays that the Journal ID is saved. Select the OK button.

Enter account and amount info and save page

In the Process drop down arrow, select Edit Journal and then select the Process button.
A Message will display asking if you would like to wait for confirmation that the Edit process has completed. Select the Yes button.

After editing, the Journal Status value is V (valid) and the Budget Status value is V (valid).

Depending upon your security roles or AWE, use the Process drop down menu to:

Submit Journal for Approval.
Submit & Post Journal.

Approving Journals

Navigation: FIN > Approvals Tile

From the FIN Homepage, select the Approvals tile. The Pending Approvals page will display.

On the Pending Approvals page, select Journal Entry in the Task (left) area. The Journal Entries that are pending approval will display.

Journal Entry task area on the Pending Approvals page

On the Pending Approvals page, check the box for the desired Journal Entry.
Enter a relevant Comment.
Select Approve in the upper right corner. The Mass Approve pagelet will display.

On the Mass Approve pagelet, comments can still be edited.
Select Submit. The Pending Approvals page will redisplay.

Viewing and Updating Journal Entries

Navigation: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Select the Find an Existing Value tab.
Select the Business Unit field.
Select the Journal ID field.
Select the Journal Header Status list.
If you are not sure what the journal status is, select the blank value from the list. This way, the search returns the journal regardless of its header status – Select the (null) list item.
Select the Search button – and select the desired journal to view.

The Header page displays information that uniquely identifies a journal entry.
You can add attachments to your journals to provide supporting documentation. The parenthetical number indicates the number of attachments for the journal. Currently, there are no attachments – Select the Attachments (0) link.

Use the Journal Entry Attachments page to add supporting documents to the journal.
When selected, the Show to Approver? check box enables journal approvers to see an attachment (if approval workflow is enabled). If you deselect this check box, journal approvers are not able to view the deselected attachments.
The approver can access the enabled attachments and add new attachments from the Approval Attachments page (JRNL_APPR_ATT_SEC). Access this page from the Attachments link of the GL Journal Approval page (General Ledger, Journals, Journal Entry, Manage Journal Approval, Manage GL Journal Approval – Select the Journal ID link.) OR (Worklist, Worklist – Select the Attachments link).
Select the Add Attachment button to add supporting documents to the journal entry – Select the Add Attachment button.

Select the Browse button.
Select any file that you want to attach to the journal.
Select the 2018US001 list item.
Select the Open button.

Select the Upload button.
Notice your file now appears in the Details group box in the File Name column.
Select in the Description field.
Add a meaningful description for your supporting document.
Enter the desired information into the 2018US001 field. Enter a valid value e.g.,”US0012018 Expense Schedule“.
Select the OK button.

Notice that the number of attachments displays in the link. If you select the Attachments link again, you will see that the system details have been added for the attachment as well.
Select the Save button.
Select the OK button.
Select the Attachments (1) menu.
Select the OK button.

Notice that the User, Name, and Date/Time Stamp were added once the journal was saved.
Select the Lines tab.
Use the Lines page to enter and review the general ledger transactions. Also request further processing from this page.
Use the Process field to select a task to run.

Choose from the following tasks:
- Budget Check Journal: enables you to check the journal lines for the control budget.
- Copy Journal: enables you to copy your journal to a new journal.
- Delete Journal: enables you to delete the current journal. There are two journal delete methods: Physical Delete and Logical Delete. You select the Journal Delete Method on the Installation Options – General Ledger page.
- Edit / Pre-Check: enables the journal to be edited and run through the Budget Processor. However, the Budget Processor will only check the journal but the funds will not be reserved. This option appears only when General Ledger is enabled for Budget Pre-Check within the Commitment Control Installation Options.
- Edit ChartField: enables you to check if the journal has any ChartField related errors.
- Edit Journal: enables you to modify the journal.
- Post Journal: enables you to post the journal.
- Print Journal: enables you to create the Journal Entry Detail report, GLX7501 (or GLX7502 for separate debit and credit), which is a BI Publisher printed copy of the journal.
- Refresh Journal: enables you to retrieve this journal from the database to the page again.
- Submit Journal: enables you to initiate journal approval through workflow processing.

For this example, retain the default selection of Edit Journal.
Select the Process button.
Notice that the Journal Status has changed from N to V (from Needs Editing to Valid)

On the Pending Approvals page, note the Journal Entry that was approved is no longer listed.

Common Combo Edit Rule Errors

Combo Error for fields Account/Class/Dept/Fund/Oper Unit/State Purpose in group ALL_REQ. This error message usually means someone has missed one of the required fields. Less common, would be a tree setup needs to be completed (by ERP) because there is a new account or fund. This tree set up on a new account/fund would require a ticket to ERP support .

Combo Error for fields Account/Fund/Approp in group APPROP1. This error message is when an appropriation is missing/needs to be added or does not match the allowable combination of appropriation in a fund. Either the fund or appropriation needs to be changed; or an appropriation needs to be added or removed.

Combo Error for fields Dept/Fund/Class in group BANK_CASH. This is now used for several 9XXXXX departments to limit the fund and class. This rule is INCLUSIVE not exclusive and lists what you can use with 9XXXXX departments. The user will have to change the chartstring or discuss this with the Accounting staff at the SBCTC Board.

Combo Error for fields Class/Fund/Account/Approp in group CLASS221.This error message occurs because it is Requiring the correct Appropriation Index for Local Capital fund expenditures with Class 221.

Combo Error for fields Fund/Account in group FND149ACCT. This error message occurs when the chartstring is using a revenue account that is not acceptable with the fund 149. The account must be changed or discussed with SBCTC Accounting staff.

Combo Error for fields Fund/Project in group FND_PRJ. This error message occurs when the Fund requires a project, or a project is used and it is a fund that does not allow a project. The chartstring must be corrected.

Combo Error for fields Approp/Fund/Class in group R15_AI. Appropriation R15 can only be used with fund 147. To fix either the fund or appropriation (or both) the user needs to edit the chartfield.

Correct Grant/Project Accounting Entries in Accounts Payable

Scenario: A Voucher has been created using an incorrect Chartfield string, and is posted and paid. All other information on the voucher is correct. To avoid making a manual General Ledger entry, which would result in General Ledger and Payables being out of sync, or unposting the voucher, correcting the voucher and then reposting the voucher and payment, we simply enter a Journal voucher in Account Payable. On the journal voucher, we reverse the amount to the incorrect Chartfields and add the amount to the correct Chartfields. This will keep the General Ledger and Payables in sync.

Example: Voucher 00004339 (BU WA220) has been entered incorrectly with project ID 0000001780, and is posted, paid and GL distributed. The project ID should be 0000001783. Therefore, to correct the project ID we will create Journal Voucher in AP module.

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry > Add a New Value tab

In order to create a Journal Voucher, you must first know the Voucher ID and the Supplier associated with that Voucher.

Business Unit: BU defaults to specific value for each user.
Voucher ID: Defaults to NEXT. The system sequentially numbers the voucher. DO NOT CHANGE.
Voucher Style: Select Journal Voucher.
Supplier ID: Enter the Supplier ID that is identical to the original voucher to be corrected. Make sure Supplier location is correct.
Invoice Number: Enter the invoice number as entered on the original voucher and add the suffix of JV.
Invoice Date: Enter the same invoice date as entered on the original voucher.
Select Add.

The Invoice Information tab displays. It enables you to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information. Use journal vouchers to correct accounting entries that have already been posted and paid. You do not change any of the amounts on a journal voucher.
Use the Related Voucher field to enter the number of the voucher against which you need to create the journal voucher. Enter the Related Voucher ID. The field is optional, but it should be populated to maintain an audit trail and to be able to search for it using the Related Voucher field on the Add and Search page.

Note: Every Journal Voucher requires 4 Distribution Lines. Journal Vouchers are not “paid” but journal entries attached to a voucher. The Cash Lines need to be added in order to move the cash with the expense. For example:

Expense Line: Reversal of original entry
Cash Line: Off-set of reversal of original entry line
Expense Line: New/corrected entry
Cash Line: Off-set of new/corrected entry

Line Amount: Enter if applicable. The total of journal lines must net to zero.
In theDistrbution Line section:
1. Enter the Distribution Line 1: Enter the first distribution line to reverse the accounting entry that was recorded incorrectly on the associated voucher.
2. Distribution Line 2: Enter the second distribution line to reverse the accounting entry of the cash line that was recorded incorrectly on the associated voucher.
3. Distribution Line 3: Enter the new or corrected expense line entry of the voucher.
4. Distribution Line 4: Enter the cash line distribution to offset the amount of new distribution line.
Select Save.

Note: The sum of all amounts on the Journal Voucher must be equal to zero. If an adjustment is needed in the amount of the Voucher, an Adjustment Voucher must be created.

The Journal voucher will be budget checked, approved and posted however, no payment will be created since the voucher has a zero balance.

Note: The sum of all amounts on the Journal Vouchers must be equal to zero. If an adjustment is needed in the amount of the Voucher, an Adjustment Voucher must be created.

The journal voucher will be selected for Approval, budget checking and posting; however, no payments will be created since the voucher has a zero balance.

Select Submit Approval (or if needed, please see how Submit Vouchers for Approval).

Post the Voucher either through online or batch.
Once it is posted, the Post Status will show as “Posted”.
Also, note that the Journal generator process must be run in order to move the accounting entries in GL.

Modify the Journal Entry Template

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Journals > Entry Template

Select the Template Type list – Journal Entry Templates can be defined for All Users, Primary Permisson Lists, or User IDs.
Select a Template Type – Select the All list item.
Select the Search button.

Use the Journal Entry Template page to specify which columns appear on the journal entry Lines page.
The Template ID field stores the different journal entry templates from which you can select to use when entering your journal entries.
The fields that are selected on the Journal Entry Template – Show Journal Line Grid Columns region will appear on the journal entry Lines page.
Use the Default column to designate the Template ID whose format will be used when you first access your journal entry Lines page.
Select the SHORTCOM Template ID to be the default template for the All Users Template Type – Select the Default option.
Only one template can be designated as the default template. Deselect the STANDARD template ID so that the SHORTCOM template is the only default template that is designated – Select the Default option.
Tailor the template IDs to include the fields that you want to display on the journal entry Lines page. For the SHORTCOM template, which we designated as the default, we want to include the minimum number of fields that we most commonly use in journals. Deselect the Alt Acct field so that it does not appear for the default template, SHORTCOM – Select the Alt Acct option.
Use the scrollbar to scroll over to display the other options.

Deselect the Book Code option for the default template, SHORTCOM, so that the Book Code field does not display in your default journal – Select the Book Code option.
Deselect the Budget Period option for the default template, SHORTCOM, so that the Budget Period field does not display in your default journals – Select the Budget Period option.
Deselect the Scenario option for the default template, SHORTCOM, so that the Scenario field does not display in your default journal – Select the Scenario option.

journal entry template book code budget period and scenario

Select the Amount tab.
Select the UOM option to display the Unit of Measure field on the journal entry Lines page. This enables you to enter a UOM along with a statistical amount that you enter on the Lines page. Select the UOM option for the STANDARD template ID – Select the UOM option.

Select the Miscellaneous tab.
The Miscellaneous tab includes various other fields that you can display on the journal entry Lines page to enter data such as budget date, value added tax, open item key, budget reference, and journal line description.
The Open Item Key option is required only in the case of open item transactions, such as deposit accounts or employee draw accounts – Select the Open Item Key check box for our SHORTCOM default template – Select the Open Item Key option.

The bottom half of the Journal Entry Template page is the Journal Line Copy Down section. This section allows you to designate the fields whose values you want to retain for the next line that you add in your journal entry – For example, in the SHORTCOM template, the Unit, Ledger and Account fields are designated to have their values copied down to the new line when you add the next line on your journal entry.

Select the Save button.

Generating Subsystem Journals

Navigation: NavBar > Navigator > General Ledger > Journals > Subsystem Journals > Generate Journals

The Generate Journals run control ID search page displays. Enter an existing Run Control ID or select Add a New Valueto create a new run control ID.
1. Enter a meaningful Run Control ID for the Subsystem Journals in the Run Control ID field.
2. Select Add.

The Generate Journals Request page displays. Use it to define options, such as journal processing options, process frequency, SetID, accounting definition name, application business unit, ledger group, and date options for processing.
1. Select all of the following journal processing checkbox options:
  - Edit – performs the standard Journal Edit process
  - Budget Check performs budget checking
  - Post – posts the journals that pass the Edit and Budget Checking processes
2. Select the Always radio button in the Processing Frequency section.
3. Enter or select the appropriate SetID for the subsystem journals in the SetID field. The default is WACTC and is never changed.
4. Enter or select the appropriate Accounting Definition Name (for example, APDEFN, ARDEFN) for the subsystem journal.
5. Enter or select the appropriate Business Unit for the journal. Leave blank to select all values.
6. Enter or select the appropriate ledger group (ACTUALS) in the Ledger Group field. Leave blank to select all values.
7. If a template is to be used, enter or select the appropriate template to use for the subsystem journal in the Template field. Leave blank to select all values.
8. Use the From Date Option drop-down button to specify the date selection option. If the option selected is to “Specify Date”, then enter the appropriate date in the corresponding From Date field. In general, use “No From Date” to pick up all relevant transactions, up to and including the To Date, regardless of the accounting date. This ensures nothing gets left behind because of an old accounting date.
9. Use the To Date Option drop-down button to specify the date selection option. If the option selected it to “Specify Date’, then enter the appropriate date in the corresponding To Date field. In general, use “End Date To Period” to pick up all transactions with an accounting date equal to or less than the last day of the current open period.
10. Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters such as server name and process output format.

Use the Server Name drop-down button to select the appropriate processing server for the request, if applicable. You can leave the Server Name field blank.
Select the FS_JGEN process.

Select OK.

The Process Scheduler Request page disappears. The updated Generate Journals Request page displays. Note the Process Instance number. Select Process Monitor. Refer to the Process Monitor QRG for instructions.

Specifying Closing Rules for Year-End Close

Navigation: NavBar > Navigator > General Ledger > Close Ledgers > Closing Rules

The Closing Rules search page displays.
Select Add a New Value.
Enter SetID.
Enter ‘MANUYE’ into the Closing Rule field.
Choose the ‘Year End’ option from the Closing Type list item.
Select Add.

The Closing Options page displays. Use it to define the closing scope and other closing options.
Use the Effective Date field to specify the date from which the closing rule is valid. The current system date is the default value but can be changed if needed. Enter the appropriate information into the Effective Date field.
Use the Status field to specify the status as ‘Active’ or ‘Inactive’.
Use the Description field to briefly describe the closing rule that will appear on pages and reports. Enter appropriate information into the Description field.
Use the Ledger Template field to enter the ledger template associated with the ledger to be closed. This template determines the ChartFields that are listed in the selection fields for the closing rule. Only the ChartFields defined for the selected ledger template can be included in the closing rules.
Use the ChartField to specify the Account ChartField required for year-end closing. For year-closing, all P/L accounts must be closed to retained earnings. All P/L accounts will close to the account specified here unless overridden on the Net Income/Retained Earnings page. When you select a ledger group on the Close Request page, the ledger group must be associated with the ledger template that you enter here.
Choose the ‘Account’ option under the ChartField drop-down menu.
Use the ChartField Value field to enter the retained earnings account value that will be used as a default. Enter appropriate information into the ChartField Value field.
Select the (+) Add a Row icon.
Choose ‘Department’ from the ChartField list.
Use the Retain CFV option to have the system retain the ChartField value from the ledger. The Retain CFV option is not allowed if the ChartField is Account. If this check box is selected, then the ChartField Value field must be blank. If the check box is deselected, then you must specify a specific value for the ChartField. Select the Retain CFV checkbox.
Select Year End Closing Options to access the year end close options. The link is available only for year-end closings.

The Year End Close Options page displays. Use it to select year end close processing options.
Select OK.

The Year End Close Options window disappears.
Select the Journal Options tab. Use the Journal Options page to define journal options for system-generated journals created during the close.
Enter the appropriate information in to the Journal ID Mask field. Use the Journal ID Mask field to enter a prefix for naming closing journals. *Note – Journals are identified by a 10-character alphanumeric ID. The system automatically appends the prefix that you specify here to the journal IDs. Alternatively, the value NEXT causes the system to assign the next available journal ID number automatically, without including the mask. (This option makes it more difficult to identify the closing journals.) Reserve a unique mask value for closing to ensure that no other process creates identical journal IDs.
Enter the appropriate information into the Source field. Use the Source field to identify the originating responsibility for the journal entries being created.
If you use the Document Sequencing feature, use the Closing Doc Type field to select a predefined closing document type for the closing journals. Enter the appropriate information into the Closing Doc Type field.
Use the OpenBal Doc Type field to select a predefined Open Balance Document Type for your journals. Enter appropriate information into the OpenBal Doc Type field.
Select the Create Journal Entries option to create journal entries for year-end close transactions.
Select Roll Forward Options.

The Roll Forward Options page displays. It enables you to indicate whether or not to roll forward none, some, or all of your profit and loss accounts and zero balances. Normally, only balance sheet accounts are rolled forward.
Select the Do Not Roll Forward Zero Bal option to prevent the system from creating balance-forward amounts (period 0) for accounts with a zero ending balance. Normally, only balance sheet accounts are rolled forward, and their balance forward amounts stored in period 0. Use the P/L to Roll Forward to Next Yr field to determine how P/L will be rolled forward. Options are:
1. Do Not Roll Forward: Do not roll forward any amounts from prior year accounts with the Balance Forward field on the Account Type page set to the value “Not Carry Forward”.
2. Partial Roll Forward 1 Year: For selected ChartFields Value Sets, closing rolls forward the amounts from the first period through 998 of the year being closed to period 0 of the new year.
3. Partial Roll Forward Cumulative: For selected ChartField Value Sets, closing rolls forward amounts from periods 0, and periods 1 through 998 of the year being closed to period 0 of the new year.
4. Roll Forward All 1 Year: Closing rolls forward all accounts with the Balance Forward field equal to “Not Carry Forward” balances from period 1 through 998 for the year being closed to period 0 of the new year.
5. Roll Forward All Cumulative: Closing rolls forward all accounts with the Balance Forward field equal to “Not Carry Forward” balances for period 0, and 1 through 998 for the year being closed to period 0 of the new year.
If you elect to roll forward in the P/L to Roll Forward to Next Yr field, use the ChartField Value Set field to select the P/L accounts that you want to roll forward.
Select the + Add Row icon and select additional ChartField value sets to roll forward more than one ChartField value set.
Select Save.
Select Net Income/Retained Earnings.

The Net Income/Retained Earnings page displays.
You can perform year end close on either the Account ChartField or the Alternate Account ChartField. In addition, you can define a year end closing rule on the Alternate Account only. In this case, no Account ChartField is required for retained earnings, P/L ChartField value sets, or roll-forward ChartField value sets. Closing populates the Account ChartField with the default values for the particular Alternate Account ChartField. However, you can enter an Account ChartField to accompany the Alternate Account ChartField if you want.
To perform a year end close by Alternate Account ChartField only, select ALTACCT in the Close by field. In the close sequence, you typically perform a currency translation from the local ledger to a reporting ledger. You then close and report the local ledger by Alternate Account ChartField. You can then close and report the translated reporting ledger by the Account ChartField.
Select the Set Default Retained Earnings option to use the default retained earnings that you define on the Closing Options page. If not selected, you must use the Net Income/Retained Earnings page to define all accounts to be closed. If you do not select this option, no default retained earnings account exists for P/L accounts that may have inadvertently been omitted on the Net Income/Retained Earnings page. When you use the balance sheet indicator option at the installation level, this option is set to Off, and it is display-only.
Select the Create Jrnl by RE Group option to have year-end close create separate journals for each P/L ChartField value set group and retained earnings pair; that is, one journal for one ChartField value group number. For example, to have a separate journal for each department, you might enter DEPTID in the ChartField value set criteria, as well as in the retained earnings ChartFields on the Net Income/Retained Earnings page and then select this option.
Select the Close the G/L Open Periods option to close all open general ledger periods for the business-unit-and-ledger-group combination and year being closed. This prevents any additional journals from being entered for the year that is being closed.
Select the Close Adjustment Periods option to close all open adjustment periods for the business-unit-and-ledger-group combination and year being closed.
Select the Store P/L Reversal Entries option to store P/L offsets in period 999 (where the closing entries for all accounts are stored). If you select this option, the system inserts ledger rows for the entries made to period 999 to close revenue and expense accounts. You can access these amounts using the General Ledger inquiry pages. If this option is not selected, offsets are not stored in period 999. If you select period 999 for reports, the ledger will be out of balance.
Select the Initialize DR/CR with Net Bal option to begin the year with net balances of debits and credits, instead of carrying forward separate balances for debits and credits. This option is available only if you have enabled separate debits/credits (DR/CR) on the database. When separate DR/CR is enabled, the period 999 entries for profit and loss accounts offset not only the net ending balances, but also the debit and credit ending balances. This option enables you to begin the year with net balances of debits/credits, instead of carrying forward separate balances for debits and credits. If selected, the debit or credit balances are initialized with the net period zero balance. If the net balance is positive, this amount is placed in the DR column for period 0; if the net balance is negative, this amount is placed in the CR column for period 0. If not selected, the system moves the ending debit balance and ending credit balance forward to become the beginning balances of the following year. The DR column in period 0 is the sum of DR through the previous year. The CR column in period 0 is the sum of CR through the previous year.
Select the Close DR/CR with Net Balance option if you are using the separate debit/credit modification and want to net the separated debit and credit amounts during year end closing for the equity profit and loss accounts before posting a single net amount to period 999.
Select the OK button.
Select the Net Income/Retained Earnings tab. Use the Net Income/Retained Earnings page to identify the profit and loss (P/L) ChartField value sets, and the retained earnings ChartFields for the closing.
Select the Close To Multiple Ret Earnings option to close to multiple retained earnings accounts. This option is required when the Book Code option, the Balance Sheet option, or the Off-Balance Sheet option is selected at installation. If deselected (year-end closings only), the system uses the default account for retained earnings defined on the Closing Options page. All P/L accounts will close to the default retained earnings account.
Enter the appropriate information into the ChartField Value Set field.
Select the Update/New link to access the Setup ChartField Value Sets page, where you can create or update a ChartField value set to use as P/L ChartField value set.
Enter the appropriate information into the ChartField and ChartField Value fields in the Retained Earnings section.
Select Save.

Specify Open Update Periods for Month-End/Soft Close

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Open Periods > Open Period Update

The Open Period Update search page displays.
Enter ‘GL’ in PeopleSoft Product.
Use the Look Up icon or enter the appropriate information in the Business Unit field.
Use the Look Up icon or enter the appropriate information into the Ledger Group field.
Select Search.

The Open Period Update page displays.
Update the From Year field for each Trans Type.
Update the From Period field for each Trans Type.
Update the To Year field for each Trans Type.
Update the To Period field for each Trans Type.
Select Save.

Specifying Closing Rules for Interim Close

Navigation: NavBar > Navigator > General Ledger > Close Ledgers > Closing Rules

The Closing Rules search page displays.
Select the Add a New Value tab.
Enter SetID.
Enter Closing Rule.
Enter Closing Item = “Interim”.
Select Add.

The Closing Options tab displays.
Enter Effective Date.
Enter Status.
Enter Description.
Enter Ledger Template.
Enter Scope:
- “Incremental Current Period”: Includes current period balance from period start date to the end of period date.
- “Incremental Year to Date”: Used for daily close, includes transactions that you have posted since the last closing process, up to the as of date entered on the Close Request page. The closing process marks the journals that it processes as Closed, and the journals are not processed in future runs.
- “Incremental Year to Curr Per”: Includes transactions starting with period 1, hat is, period 1 through the end of the current period.
Enter Target Currency Option:
- “Base currency of Prim Ledger”: Uses the base currency of the primary ledger in the ledger group as entered on the Detail Ledger Group page. The ledger group is automatically entered on the Close Request page.
- “Business Unit Base Currency”: Uses the base currency of the business unit.
- “Retain currency”: Uses the source transaction’s currency.
To retain the offset entry in the original currency, select the Currency Code ChartField on the Journal Options page, and select “Retain Value”.
Enter Adjustment Period. You have the flexibility to include multiple adjustment periods or no adjustment periods when doing an interim close – Select the Adjustment Period list.
Select the Net Income/Retained Earnings tab.

The Net Income/Retained Earnings tab displays. Use it to identify the profit and loss (P/L) ChartField value sets and the retained earnings ChartFields for the closing.
The Close to Multiple Ret Earnings option is selected and unavailable.
Use the Closing Offset Options field to specify the offset options for interim closing. Options are:
- “Autofill Offset From First Row”: Copies from the offset defined in the first row down to any offsets that are not yet populated.
- “Fill Individual Offset”: Verifies whether an offset is entered for every ChartField group.
- “Retain All CF Value for Offset”: Closes to the same date and same detail account as the source transaction. If not selected, specify the ChartField and value for the offset using the fields in the Offset Chartfields group box. If you select this option, no audit trail exists – For this example, accept the default value.
- If your business practices require you to indicate second retained earnings account and its driver, you can select the Add a New Row icon to add another value. ChartField Value Group Number 1 can have one Retained Earnings account number for a given P/L ChartField Value Set, while Group 2 can have another Retained Earnings for another P/L ChartField Value Set.
Use the ChartField Value Set field to select the ChartField value set for the P/L accounts to be closed. The system uses the values in these ChartField Value Sets to identify the P/L accounts that will close to the retained earnings account that you will enter in the Retained Earnings group box for the ChartField Value Group Number.
Use the Retained Earnings section to identify the retained earnings account or target account, to which the P/L accounts will be closed.
Use the ChartField field to specify the Account ChartField required for interim closing.
Select the Account list item.
Use the ChartField Value field to enter the retained earnings account value that will be used as a default. This option is required for the Account ChartField. If you perform interim closes using an offset to retained earnings, you must use the offset account as the target retained earnings fo the year end close.
Enter the desired information into the ChartField Value field.
For interim closings only, identify the ChartField and ChartField Value for the offset to the retained earnings entries.
Select the Account list item.
For interim closings only, the ChartField Value can be only the Account ChartField, or it can be a combination of ChartFields.
Enter the desired information into the ChartField Value field.
Select the Journal Options tab.

The Journal Options tab displays. Use it to define journal options for system-generated journals created during the close. Also, use this page to specify whether you want to create journal entries for the close process.
Enter Journal ID Mask.
Enter Source.
Enter Closing Doc Type.
Enter Closing Journal Date Option.
The selection of the Create Journal Entries option creates journal entries for the close transactions only. This option is automatically selected for Interim close as journal entries should always be created in the interim close process.
For interim close only, select the Edit Journal(s) option to have the journals automatically undergo the edit process. If you do not select this option, the closing process designates the journals as No Status – Needs to be Edited.
For interim closings only, select the Budget Check Journal(s) option to have the journals automatically checked against the Commitment Control budget for the business unit and account. To select this option, you must have the Commitment Control feature enabled for the ledger group, and you must have selected the Edit Journal(s) option.
For interim closing only, select the Post Journal(s) option to have the journals automatically posted to the ledger. To select this option, you must have selected the Edit Journal(s) option and the Budget Check Journal(s) check box if the Commitment Control feature is enabled for the ledger.
Select Save.

Processing Year-End Close

Navigation: NavBar > Navigator > General Ledger > Close Ledgers > Request Ledger Close

The Request Ledger Close run control ID search page displays. It defaults to the Find an Existing Value tab. In this example, we’ll create a new run control ID.
Select Add a New Value.
Enter Run Control ID.
Select Add.

Request Ledger Close Add a New Value page

The Ledger Close Request page displays.
Select Process Frequency.
Use the Close Request Type field to specify whether you are running a Close or Undo process.
Enter the appropriate information into the Business Unit for Prompting field.
Select the Closing Group by using the Look Up tool.
Enter the year to be closed into the Fiscal Year field.
Use the Check only, Do not process option to perform validation checking during the close. The system will not calculate retained earnings or balance forward amounts. Select Check only, Do not process option.
Enter the appropriate information into the Ledger Group field.
Enter the specific ledger process into the Ledger field.
Select As of Date in the Closing Date Option box to specify the date for the closing process.
Use the Specify field to enter the closing As of Date for the closing process. Enter desired information into the Specify field.
After the Closing Group information has been entered, the Rules to Execute link appears. Select Rules to Execute.

The Closing Rules to Execute page appears. Here you can select or deselect individual closing rules within the closing process group (in sequence only) to include or exclude when running the closing process.
Select OK.

The Closing Rules to Execute page disappears.
Use the Selections area to select the Business Units to Close. You can specify selected business units or you can use trees to identify which business units you want to close. If you select the Selected Detail Values option, you can enter a specific business unit value, or values, in the Business Unit to Close area. If you select the Detail-Selected Parents option, you can enter a Tree SetID, a Tree and a parent node Level of units to process for closing.

Enter the appropriate information into the Select Value field under the Business Units to Close section.
Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field.
Select the PS/GL Yearend Ledger Close checkbox.
Select OK.

The Process Scheduler Request page disappears. The updated Ledger Close Request page displays. Note the Process Instance number.
Select Process Monitor. Refer to the Process Monitor QRG for instructions.

The Process List page displays.
The Run Status may be Queued, Initiated or Processing. Select Refresh until the Run Status reads Success.
After the Run Status field shows Success, you know that the closing check was successful and you can return to the Request Ledger Close page. Select Go back to Request Ledger Close.

The Ledger Close request page displays.
Because the check only process was successful, the year-end close needs to process now. Deselect the check box. Deselect Check only, Do not process option.
Select Run, then OK on the Process Scheduler Request page.
Select Process Monitor. Refer to the Process Monitor QRG for instructions.

The Run Status may be Queued, Initiated or Processing. Select Refresh until the Run Status reads Success. After the status is Success, the year-end close process has been successful.

PeopleSoft Application Engine in Depth

Q) Can we’ve App Engine without a state record?

Ans: Yes, you can have an App Engine (AE) without a state record. However, you can’t use do actions.

Q) How many state records we can use for an application engine Program?

Ans: An Application Engine can have up to 200 state records, but only one can be the default state record. State records are used to track information throughout the life of a program.

Q) What is the Application Engine Action Plugins do?

Application Engine Action Plugins are a PeopleTools feature that can change SQL or PeopleCode actions in any App Engine program without affecting/customizing the delivered one.
An Application Engine On-exit plugin is a new PeopleTools feature that allows you to invoke an SQL or PeopleCode action at the end of any App Engine program. This was released in PeopleTools 8.59

Configuring On-Exit Plugin

App Engine on-exit plugins can be configured online through the AE Action Plugins page. This is the same page that is used to configure App Engine Action plugins.

Navigation: PeopleTools > Application Engine > AE Action Plugins

Open the App Engine that needs to have an on-exit plugin configured.

Now, in the On-Exit Plugin grid, select the Plugin App Engine, its Section, Step and Action.

We can invoke the on-exit plugin upon encountering any of the following exit conditions.

On Success
On Skip Step
On Break
On Abort

At least one of these conditions must be selected.

If none of them is selected, the following error is thrown at save.

If more than one condition is selected, %AEExitReturnCode which is discussed later in the article would come in handy.

Application Libraries

Application Libraries are Applications Engines without the Main Section. These can only be called from another App Engine. On-exit plugins can be configured for Application Libraries as well.

How does it show up in App Designer?

I’ve configured an on-exit plugin for my test App Engine. Let’s look at how this is displayed within App Designer.

Definition view

There are no indicators in the Definition view to alert the developer that the App Engine has an on-exit plugin configured. It would have been helpful to have this prominently displayed when the AE is open.

Program Flow view

The Program Flow displays a text highlighting that an On-exit plugin has been configured. The App Engine name Section, Step and action of the plugin are also displayed.

However, it doesn’t let you right-click and open the on-exit plugin app engine.

If the changes don’t show up in the program flow, purging cache directories from the Configuration Manager can help.

Sharing State Records and Temporary Tables

The State records and Temp tables of the configured App Engine are available for use within the On-exit plugins.

Consideration should be given to the fact that the configured App Engine could have rolled back the changes if it had landed in error.

Tracing

When you have turned on tracing on an App Engine that has an on-exit plugin configured is traced, the entire process (including the plugin) is traced.

Related System Variables

%AECallerApplId

Within an App Engine plugin, this system variable can be used to identify the App Engine that has invoked the plugin. This could be useful when a plugin is used in more than one App Engine and you need to know where it was called from to trigger some specific logic.

%AEExitReturnCode

This system variable can be used to identify the status of the PeopleCode or SQL action that was executed before the on-exit plugin was invoked.

SQL	PeopleCode	%AEExitReturnCode
Abort	Abort	100
Section Break	Break	101
Continue		0
Skip Step	Skip Step	102

%AEExitReturnCode also returns 0 when the last executed action is neither PeopleCode nor SQL. This is the case when it is executed not as an on-exit plugin too.

Migrating On-Exit Plugin

The configurations for On-exit plugins can easily be migrated using the Data Migration Workbench.

The data set name for this is PT_AE_ON_EXIT_PLUGIN

After adding PT_AE_ON_EXIT_PLUGIN, search for the Program and select the required plugins.

Add this to your Data Migration Workbench project and you are ready to copy the DMW project to a file!

Q) What is important in Application Engine ReUse Option Features?

Application Engine programs use bind variables in their SQL statements, but these variables are specific to PeopleSoft. When a statement is passed to the database, Application Engine sends the statement with literal values. To indicate to the Application Engine program to send the bind variables, enable the ReUse option in the Application Engine step containing the statement that needs to use the bind variable.

Restrictions on Enabling the ReUse Option

It is acceptable to enable ReUse if %Bind is used to supply a value to a column in a WHERE predicate, SET clause, or INSERT VALUES list.

For example:

UPDATE PS_PF_DL_GRP_EXEC

SET PF_ODS_STATUS = ‘C’,

PROCESS_INSTANCE = %Bind(PROCESS_INSTANCE)

WHERE PF_DL_GRP_ID = %Bind(PF_DL_GRP_ID)

AND PF_DL_ROW_NUM = %Bind(PF_DL_ROW_NUM)

Do not enable ReUse if %Bind is used to supply a column name or portion of a table name.

For example:

SELECT DISTINCT KPI_ID

, CALC_ID

, ‘ ‘

,KP_CALC_SW

,KP_OFFCYCLE_CALC

FROM PS_%Bind(KP_CALC_AET.KP_KPI_LST1,NOQUOTES)

%Bind(EPM_CORE_AET.FACT_TABLE_APPEND ,NOQUOTES)

WHERE LOOP_CNT = %Bind(KP_CALC_AET.LOOP_CNT)

AND LOOP_PROGRESSION=’B’

Do not enable ReUse if %Bind appears in the SELECT list.

For example:

SELECT DISTINCT

%Bind(EPM_CORE_AET.PROCESS_INSTANCE)

, %Bind(EPM_CORE_AET.ENGINE_ID)

, %CurrentDateTimeIn

, 10623

, 31

, ‘GL_ACCOUNT’

, ‘ ‘

, A.MAP_GL_ACCOUNT

, ‘ ‘

, ‘LEDMAP_SEQ’

FROM <TABLE NAME>

In this case, the SQL is different each time (at least from the database perspective) and therefore cannot be “reused.”

Global Temporary Tables features in PeopleTools v8.54

This is the create table DDL created by Application Designer

DROP TABLE PS_ST_RM2_TAO

/CREATE GLOBAL TEMPORARY TABLE PS_ST_RM2_TAO (PROCESS_INSTANCE
DECIMAL(10) NOT NULL,
   EMPLID VARCHAR2(11) NOT NULL,
   GRANT_NBR VARCHAR2(10) NOT NULL,
   VEST_DT DATE,
   SHARES_REMAINDER DECIMAL(21, 9) NOT NULL,
   DEC_PLACES SMALLINT NOT NULL) ON COMMIT PRESERVE ROWS TABLESPACE PSGTT01

CREATE UNIQUE iNDEX PS_ST_RM2_TAO ON PS_ST_RM2_TAO (PROCESS_INSTANCE,
   EMPLID,
   GRANT_NBR,
   VEST_DT)

The first thing to point out is the specification of a tablespace. This is a new feature in Oracle 11g. It is not mandatory in Oracle, but it is coded into the PeopleSoft DDL model so you must specify a temporary tablespace on the record otherwise it will fail to build.

“Global Temporary Tables allocated to this restart enabled AE program will not retain any data when program exits.”

Problems:

There has always been a 13 character limit on temporary records, because there used to be a maximum of 99 non-shared instances, and 2 characters were reserved. If you try to set the number of instances to greater than 99 in an application Engine (I tried GP_GL_PREP) you now get the warning message

“Do not support more than 99 instances when select the Temp Table which are not attributed as GTT”

There is now a maximum length of 11 characters for the name of a record built a global temporary table because from PeopleTools 8.54 there can be up to 9999 non-shared instances of the record. The restriction applies irrespective of how many instances you are actually using.
- I have yet to encounter a system where I need more than 99 instances of a temporary table. I can just about imagine needing 100 non-shared instances, but not 1000.
- This means that I cannot retrofit global temporary tables into an existing Application Engine processes without changing record names. There are existing delivered application engine programs with 12 and 13 character temporary record names that cannot now be switched to use global temporary tables managed by application designer. I don’t need to support more instances just because the table is global temporary.
  - For example, GP_GL_SEGTMP in GP_GL_PREP is a candidate to be made global temporary because that is a streamed Global Payroll process. When I tried, I got a record name too long error!

“Record Name is too long. (47,67)“

Really, if the table is global temporary you don’t need lots of instances. Everyone could use the shared instance, because Oracle gives each session a private physical copy of the table anyway.
- You could do this by removing the record name from the list of temporary records in the application engine, then the %Table() macro will generate the table name without an instance number.
- There would be a question of how to handle optimizer statistics. Optimizer statistics collected on a global temporary table in one session could end up being used in another because there is only one place to store them in the data dictionary.
- The answer is not to collect statistics at all and to use Optimizer Dynamic Sampling. There is a further enhancement in Oracle 12c where the dynamically sampled stats from different sessions are kept separate.
When Application Designer builds an alter script, it can’t tell whether it is global temporary or a normal table, so doesn’t rebuild the table if you change it from one to the other.
The only real runtime downside of global temporary tables is that if you want to debug a process the data is not left behind after the process terminates. Even while the process is running, you cannot query the contents of a global temporary tables in use by another from your session,

PeopleSoft Finance functional Questions

Q. What is Procure-to-Pay(P2P) Process Flow in PeopleSoft?
Ans#

Create a requisition and submit it for approval
Approve Requisition
Budget Check the requisition (to create a pre-encumbrance)
Source the requisition into a Purchase Order (PO) and Approve the PO
Budget Check the PO (to relieve the pre-encumbrance and create the encumbrance)
Dispatch the PO to the Vendor/Supplier7. If original PO changes, create change order and dispatch to vendor/Supplier
Receive goods or services on PO
Receive the invoice for goods or services from Vendor
Create a Voucher to pay invoice
Run Matching process
Run Document Tolerance
Budget Check the Voucher (to relieve the encumbrance) and create the expenditure
Post the Voucher
Journal Generate the Voucher
Run pay cycle to produce payment from the voucher
Post payment
Reconcile the PO
Close the PO
Reconcile the Requisition
Close the requisition

Q. Budget checking is required before approving the PO in peoplesoft?
A. Yes, The budget checking process in PeopleSoft is a check of a purchase against a budget before committing to a vendor. It occurs after an authorized approver approves a purchase requisition.The budget checking process verifies that a budget exists and creates a pre-encumbrance for the requisition.
A PO must have a status of Approved and Valid Budget Check to be eligible for dispatch.

Q. What is 2-way, 3-way and 4-way matching?
A. Two-way matching verifies that purchase order and invoice information

Quantity billed <= Quantity Ordered
Invoice Amount <= PO Amount
Three-way matching add 3rd criteria
Quantity Billed <= Quantity received
Four-way matching add 4th criteria
Quantity Billed <= Quantity Accepted

Q. Can we create receipt without invoice in peoplesoft?
Ans# Yes, we can create a receipt in PeopleSoft without waiting for an invoice.

Here are some steps for creating a receipt in PeopleSoft:

Go to the Receive or Verify Items page
Accept or reject items as needed
Select the appropriate business unit from the menu
Use the calendar control to select the date on which you received the items
Click the Details tab
Enter information such as the Packing Slip Number and any comments

Q. How does the voucher build process flow work in PeopleSoft?
A. The voucher build process in PeopleSoft involves

Voucher staging
Populate temporary tables
Validate the data
Verify voucher header
Assign voucher IDs
Build vouchers

Q. What are the different payment methods in PeopleSoft?

System and manual checks
Wire transfers
Direct debits
Automated Clearing House(ACH) payments
Draft-Customer/Vendor Initiated
Letter of Credit

Q. How to interface the approved vouchers from external system?
A. In core setup – Vouchering Option Page select the option(Radio button) – Pre-Approved.

Q. What are the voucher build process errors in peoplesoft?
A. Voucher Build Process Errors like:
Invalid business unit.
Invalid vendor.
No default location for vendor.
Blank invoice ID, and auto-assign option is not selected on the run control page.
No invoice date, and auto-assign option is not selected on the run control page.
Invalid vendor location (if specified).

Q. What is the difference between invoice and voucher in PeopleSoft?
A. An invoice covers all the products and services delivered to the client, the total amount due,
and the preferred method of payment whereas, a voucher is an internal document used in a company’s accounts payable department.
Q. What is adjustment voucher in PeopleSoft?
A. Adjustment vouchers to adjust existing vouchers or to relate two vouchers to each other,
we can manually enter adjustment vouchers or automatically create a debit memo adjustment voucher through the Matching Application Engine process (AP_MATCH).

Q. What are the Voucher Pre-Edit errors in peoplesoft?
Ans#

Invalid business unit
Invalid vendor
No default location for vendor
Blank invoice ID
No invoice date
Invalid vendor address
Invalid voucher origin
No association of purchase order or receiver lines with voucher lines
Distribution information is absent
No voucher line information
Q. How do I budget check a voucher in PeopleSoft?
Ans#

From the Invoice Information tab, select Budget Checking from the Action dropdown menu & click Run.
Message box will appear. Click Yes to wait for budget checking process to complete.

Q. What are the Quick Invoice (QV) and Voucher Staging Tables?

Ans#Quick Invoice (QV) Tables
• VCHR_HDR_QV
• VCHR_LINE_QV
• VCHR_DIST_QV
• VCHR_PYMT_QV
• VCHR_MSCH_QV

Voucher Staging (STG) Tables
• VCHR_HDR_STG
• VCHR_LINE_STG
• VCHR_DIST_STG
• VCHR_PYMNT_STG
• VCHR_MSCH_STG
• VCHR_BANK_STG
• VCHR_IBANK_STG
• VCHR_VNDR_STG

Q. What is the main business process of Accounts Payable?
Ans: Create Vouchers and payments process using manual and automatic processes;
Matching the vouchers with the purchase orders and receipts;
Post the vouchers;
Maintain vouchers throughout their life cycle;
Create drafts, single voucher payment, prepayments, and self-billed invoices;
Optionally, send electronic payments to PeopleSoft
Financial Gateway;
Analyze accounts payable information using online
inquiries, and by generating reports;

Voucher Statuses, Styles & Origins

Q. Can we edit Posted vouchers in peoplesoft?
Ans#
Yes, we can edit posted vouchers in PeopleSoft by unposting them. Unposting a voucher reverses the accounting entries and allows you to edit the voucher. However, you cannot unpost vouchers that have been paid.

Q. What is Journal Vouchers?
Ans# Journal vouchers are used to adjust accounting entries for vouchers that have been posted and paid and for vouchers for which payments have also been posted.

AR

1. What is Accounts Receivable?
Accounts Receivable is a term used to refer to the dues that are receivable from the customers i.e. Sundry Debtors & Bills Receivable. These are short term dues for the business which are realised with in 1 year depending on the terms & conditions.
All businesses provide some credit period for the customers to pay their bills. When using accrual concept of accounting the businesses are required to recogonise the revenue as and when the sales invoice is raised. We pass the following accounting entry
    Sundry Debtors A/c Debit Sales A/c Credit
and when the amount is realized from the customer we pass the following accounting entry
    Bank A/c Debit Sundry Debtors A/c Credit
2. What is the minimum transactional requirement of accounts receivable application?
i) Ability to record invoices and their due dates.
ii) Ability to record payments for each invoice. The customer may pay for each invoice separately or give a single payment for more than one invoices.
iii) Ability to handle various methods of payments. Payments can be in the form of
       Cheques & Demand Drafts
       Direct Debits or ECS
       Drafts or Bill of Exchanges or Promissory Notes or Letter of Credits
       Other Electronic Payments like Credit Card Payments
iv) Ability to handle various situations like:
       Over Payments
       Under Payments
       Deductions
       Prepayments
       Transfer invoice & payments from one customer to another
v) Aging Analysis: Ability to generate reports showing the number of a days an invoice has remained unpaid.
vi) Dunning: Ability to generate intimations / notices to customers for who have missed the due dates of payments.
vii) Customer Handling: Ability to access customers accounts for answering customers queries or recording complaints regarding various invoices etc.

3. What are the features in PeopleSoft’s Accounts Receivable Module?
Record invoices and their due dates.
Record Payments – Cheques & Demand Drafts.
Record Payments – Direct Debits.
Record Payments – Drafts.
Apply Payments to Invoices.
Automate the process of applying payment to Invoices using Payment Predictor to handle large volume data processing.
Refund of Credit balance to customers
Aging Analysis
Dunning
On Account Payments, Transfers
Additional Processing for VAT

Q. What are the most important business processes of Accounts Receivable modules?

Ans#
Loading Pending items from Billing/External systems
Entering Pending Recv items info into PeopleSoft system and update the AR system with these data inputs(AR_UPDATE)
Entering any deposits recvd in the system and update the AR System (using AR_UPDATE).
Processing Refunds.
Worksheets (Payment/Maintenance/Transfer) for performing matching operations for inbound funds against outbound funds.
Predict Payments, Receive Payments through Lockboxes and update the AR system as items received. (AR_UPDATE)
Generate Accounting Entries for entries originated in Peoplesoft AR system / External system.

Q) What are the most important tables in Accounts Receivables in PeopleSoft?

Ans:

PS_ITEM
PS_ITEM_ACTIVITY
PS_ITEM_DST
PS_PENDING_ITEM
PS_PENDING_DST
PS_GROUP_CONTROL
PS_DEPOSIT_CONTROL
PS_PAYMENT
PS_PAYMENT_ID_CUST
PS_PAYMENT_ID_ITEM

Q. Explain about PeopleSoft Receivables.

Ans: PeopleSoft Receivables is used to manage receivables by improving the overall quality of the receivables asset and decreasing the cost of working capital of an organization. It enables the users to enter and track receivables, receive and apply payments, manage outstanding receivables, payment disputes, and deductions.

General Ledger – GL

Q. What are some standard processes organisations use in ledger processing?
Ans# Some standard processes organisations use in ledger processing include devaluation, translation, consolidation, income close, and year-end close.

Q. What is the GL process flow?

Create a journal: manually enter the journal in delivered page
Journal Edit: this process checks –
a) Open accounting period. The period must be open.
b) Valid Combo edit (meet sets of business rules)
c) Valid values. This error would not occur on journal entered manually because the system will not save a journal with invalid values. However, imported journals may contain invalid values and would fail journal edit.
d) Balanced lines. Checks that self-balancing chartfields are balanced and that total debits equal total credits.
Budget Check: checks for sufficient budget per chartfield strings on the journal
Approval: routes the journal to designated approvers
Post the journal to general ledger

——————PO – Purchage Order—————————————————————————

Q. Can we reopen a po which is closed in peopleSoft?
Ans# Yes
We can run the Purchase Order Reopen process (PO_POREOPEN) to undo the changes made by the Close Purchase Orders process.
Q. What are the risks of open PO?
Ans#
Risk to open purchase orders include, weaknesses in purchasing controls open the door to mistakes that lead to cash leakage and to billing schemes that allow fraudsters to steal significant amounts of funds over an extended period of time.

AM – Asset Management—————————————————————————————-

Q. What are the PeopleSoft Asset Management interface tables?
INTFC_LEASE: Contains information about leased assets for lease schedules that have already been calculated
INTFC_PHY_B: A loader table
INTFC_PHY_A and INTFC_FIN: Used to build base asset records

Q. What are the important tables in AM?
Ans#
The main tables which get updated on adding an asset.
a) PS_COST – It represents the cost of the transaction
b) PS_ASSET – Asset Details
c) PS_BOOK – It identifies the asset’s depreciation attributes by book.
d) PS_BOOK_HIST – This represents, the history of book transactions which have happened in the life of an asset.
e) PS_OPEN_TRANS
f) PS_ASSET_ACQ_DET
g) PS_ASSET_CUSTODIAN
h) PS_ASSET_LOCATION

Q. When we add an Asset what are the tables data populates?
Ans#

PS_ASSET
PS_COST
PS_BOOK
PS_OPEN_TRANS

Q. What is the concept of straight line method?
Ans#A method of calculating depreciation and amortization, the process of expensing an asset over a longer period of time than when it was purchased.
Simple term is to Capitalize the Asset

Q. What are the main tables which get updated on running the Depreciation calculation process(AMDPCALC)?
Ans#

PS_DEPRECIATION.
PS_BOOK.
PS_OPEN_TRANS.

Q. What are the main table which get updated on running the accounting entry creation process?
Ans#

PS_DIST_LN.
PS_OPEN_TRANS.

Q. When and which scenario PDP entry will creates in DIST_LN table?

Ans# Prior period depreciation is generally calculated only for Life to Date calculations. In Remaining Value calculations, prior period depreciation is calculated only if the accounting date occurs after transaction date.

Q. What is the Life cycle of an Asset?
Ans#

Addition of an Asset.
Depreciation Calculation process(AMDPCALC)
Accounting Entry Creation(AMAEDIST)
Transfer of an Asset.
Retirement.
Depreciation Close process(AMDPCLOSE)

Q) Calculating Depreciation Using the Straight-Line Method

Formula: (cost of asset – salvage value)/useful life

Example: Let’s say, ABC company purchases machinery for $25,000. This asset’s salvage value is $500 and its useful life is 10 years. The examples below demonstrate how the formula for each depreciation method would work and how the company would benefit.

Method in action: ($25,000 – $500)/10 = $2,450

Q) What Is Depreciation?

Depreciation is an accounting practice used to spread the cost of a tangible asset, such as a vehicle, piece of equipment, or property, over its useful life. It represents how much of the asset’s value has been used up in any given time period.

Example

Here’s an example. Say a catering company purchases a delivery van for $35,000. The expected salvage value is $10,000 and the company expects to use the van for five years. By using the formula for the straight-line method, the annual depreciation is calculated as:

($35,000 – 10,000) ÷ 5 = $5,000.

100+ Reasons why you need PeopleSoft Accounts Payable Automation

CFO’s & Finance Executives: By leveraging AP Automation finance execs are able to reduce costs while taking advantage of freed up resources that can affect the bottomline and assist in strategic and corporate growth.
Corporate Controllers: Can gain better visibility and control, while leveraging KPI’s and analytics via real-time AP Dashboards to measure performance and monitor cash flow.
Accounts Payable Teams: Will now be able to eliminate paper invoices and manual back and forth. The AP department will now have “ultimate control” over the processing of supplier invoices. The AP process is streamlined by electronically routing, coding, matching supplier invoices through your pre-defined set of accounting rules. Because we connect payables with your ERP there is no more manual data entry. All invoices in one system with real-time visibility and control.
CIO/CTO & Technical Staff: No licensing to buy, no software to manage no technology to worry about.
Accountants & Research Staff: Instant access to view and research supplier invoices from any computer by authorized staff.
Invoice Approvers: Anyone who needs to review and approve a vendor invoice can easily do so from any device, anywhere in the world.

How does automation benefit an organizations AP process?

“Automated financial systems, including accounts payable automation, have revolutionized the AP process by streamlining tasks and replacing manual processes with intelligent software. One such example is automated invoice matching, which plays a crucial role in enhancing efficiency and accuracy.

As stated, automated invoice matching works by integrating with the organization’s ERP system, specifically matching purchase order-based invoices against the corresponding purchase orders. What sets this process apart is the incorporation of a 3-way match, which includes matching invoices against the goods receipt for inventory items. This meticulous matching ensures that all three conditions align perfectly, allowing matched invoices to flow seamlessly into the ERP system, while any exceptions are flagged and sent for review by the buyers.

By automating invoice matching, organizations experience a range of benefits. Firstly, the time-consuming manual effort previously required for matching invoices is drastically reduced. Tasks that used to take hours or even days can now be completed in a fraction of the time, ensuring greater efficiency and productivity within the AP department.

Additionally, automated invoice matching addresses challenges that organizations faced before implementing such systems. These challenges include processing costs, lack of visibility, late payments, and lengthy cycle times. With the implementation of automated systems, these obstacles are successfully overcome. The software not only reduces processing costs but also provides enhanced visibility, enabling organizations to easily track and monitor the status of invoices throughout the entire process. Moreover, the automation eliminates the risk of late payments, ensuring that invoices are processed and paid in a timely manner. The shortened cycle times further contribute to increased efficiency and improved cash flow management.

In summary, automated invoice matching is a pivotal component of accounts payable automation. By seamlessly integrating with ERP systems and employing a meticulous 3-way match, this automation revolutionizes the AP process. It not only saves significant time and effort, but also addresses common challenges faced by organizations, such as processing costs, lack of visibility, late payments, and lengthy cycle times. Through automation, organizations can achieve higher levels of efficiency, accuracy, and overall effectiveness within their AP department.”

Completely eliminate paper invoices
Eliminate the manual handling of mailed invoices
Free up AP Staff from printing emailed invoices
Allow supplier to submit invoices in a wider variety of formats
Apply validations to your AP invoices
Gain visibility to your vendor invoices
Gain control of your vendor invoices
Prevent invoices from getting lost or misplaced
Take advantage of automatic routing of vendor invoices
Rules based workflow routing ensures vendors invoices get to the correct person the first time
Take advantage of automatically assigning the GL coding on Non-PO invoices
Apply GL coding rules
Restrict and limit GL codes based on variables
Use AP Dashboards to manage the entire payable process start to finish
Enforce your financial policies and practices
Add security and controls
Take advantage of automated purchase order matching
Ensure line-level matching is performed accurately
Match PO invoices two-way
Match PO invoices three-way
Match PO invoices four-way
Perform trend analysis through reporting
Gain insights through KPI’s
Monitor your DSO
Measure your payables health
Integrate the payable process with your ERP system
Eliminate manual data entry
Apply and enforce tax rules
Apply and enforce freight rules
Apply and enforce variances
Automatically sort invoices
Automatically escalate invoices
Automatically prioritize invoices
Automatically categorize invoices by invoice type
Automatically categorize invoices by expense type
Automatically distribute invoices for processing
Provide accounts payable staff more control than ever before
Allow AP Staff to stop, review, analyze and invoice at any stage
Add notes and annotations to any invoice along the way
Add important backup items and supporting documents
Ensure discount vendors invoices are processed timely
Ensure vendor discounts opportunities are not missed
Assure that all invoices receive proper approvals
Send automatic reminders to approvers
Automatically escalate vendor invoices as necessary
Ensure no invoice goes untouched
Allow approvers to approve from any device
Allow approvers 24 x 7 access to approve invoices
Enforce dollar authority approval limits
Prevent duplicate invoices from being processed
Prevent fraudulent invoices from being processed
Utilize a rules-based exception handling process
Prevent invoices with errors from being paid
Better exception processing of problem invoices
Allow approvers to easily approve invoices
Allows approvers to approve from anywhere, any time of day
Allow for timely payments of vendor invoices
Gain complete visibility to the lifecycle on all vendor invoices
Get a complete audit trail of the lifecycle of all vendor invoices
Ensures a backup of all invoices and data
Maintain SOX compliance
Streamline annual audits
Streamline tax audits
Eliminate late payments
Prevent being put on credit hold
Faster, more efficient month-end closes
Faster, more efficient quarter-end closes
Faster, more efficient year-end closes.
Faster more efficient accruals reporting
Eliminate paper filing
Eliminate paper folders
Eliminate archive file boxes
Eliminate the year-end shift of paper files
Eliminate offsite storage
Reduce long term offsite storage costs
Reduce and eliminate vendor inquiries
Automatically notify vendors about invoice status
Removes any bottlenecks from your payables process
Manage you accounts payable process from a single interface
Increase the accuracy of invoice processing
Eliminate human error
Eliminate non-essential tasks
Reduce labor required to process invoices
Gain faster cycle times
Gain better cash flow and control
Grow your business without the need to add labor
Improve the bottom line of your company
Embrace new up-to-date processes
Leverage proven technologies
Prove yourself as a leader within your organization
Allow payables staff to focus on financial related tasks
Allow key staff to instantly access an authorized invoice
Allow different locations to access authorized invoices
Allow critical staff to access invoices from anywhere in the world
Improve employee morale by embracing new approach to outdated processes
Improve vendor relationships by making it easier on them
Leverage real-time payables dashboards
Ensures payables process is optimized for growth
Make better business decisions
Reduce costs and save money

Procure-to-Pay Process Flow Diagram

How to enable Mouseover Popup Pages Features in PeopleSoft

Mouse over popup pages enable users to see additional information for fields such as customers, vendors, contacts, and sponsors. The popup page provides information such as name, phone number, location, and email address. This feature provides the ability to display additional information on the page without having to use space on the primary page and without having to open a secondary page.

The mouse over popup page is a PeopleTools feature that is configured using Application Designer. PeopleSoft FSCM provides the mouse over popup feature on selected pages. However, not all customer and vendor pages are activated for the mouse over popup feature. You can activate the mouse over popup feature on additional pages using PeopleTools Application Designer.

The popup page is activated when you pause your mouse over a field that has a dotted line. For example, this page shows that the popup page is activated for the Vendor Name field, CAMPER’S WAREHOUSE, on the Maintain Purchase Order – Purchase Order page.

Follow the below steps to have your own popup pages assuming you have a tools version of 8.53 or higher.

Step 1: Create a page with the details you need to be displayed. Make sure the keys of the primary record of this page are also present in the context where you use it.

Step 2: Save the page and set the page type as Popup Page in the page properties.

Step 3: Now open your transaction page and select the field to enable popup. On the Page field properties of the selected field, go to the USE tab and Select Mouse Over Popup Option as Page Popup and provide the page name you have created in the previous step. Make sure all the keys required for the popup page is present in the context.

Now that you have enabled a related content as the popup page for a specific field, what if my popup is always constant or I may want to display some sort of help text. If that is the scenario, then it is much simpler. You need not have to create a popup page. Instead you can create a message catalog entry and provide the Mouse Over Pop option as Message Catalog Popup and provide the message number (step 3 of above process).

In HCM Navigation:

Set Up HCM > Common Definitions > Mouse Over Popup > MouseOver Field Definition > MouseOver Field Definition

Navigation:

Set Up HCM > Common Definitions > Mouse Over Popup > MouseOver Page Design > Mouse Over Column 1

Navigation

Set Up HCM > Common Definitions > Mouse Over Popup > MouseOver Page Design > Mouse Over Column 2

Mouse Over Component setup: Navigation

Set Up HCM > Common Definitions > Mouse Over Popup > MouseOver Component Setup > MouseOver Component Setup

Click Person Detail on the MouseOver Component Setup page.

PeopleSoft provides the flexibility to configure this mouse over popup page in a way that is useful for users and user groups within the organization. It can be used to set up a popup page that includes employee information such as a picture, job title, department, supervisor’s name, and work location. Or, when performing certain business processes, it would be beneficial to have a popup page that includes contact information, such as an email for an employee or applicant. An email address can be associated with an icon by clicking on which it initiates an email notification, an address icon which navigates to Google maps.

Business Benefits:

Quick Access to additional information of an Employee/Applicant without navigating away.
While accessing the job data component if benefit selections of that employee is displayed as a pop up page it will be beneficial for the administrator.
While accessing the Absence management components it’s advantageous to view the holiday schedule of the employee.
The email id of the employee is displayed on the Pop up and clicking on which , initiates an email
The contact address of the employee is displayed on the pop up and clicking on which navigates to Google maps to locate the address

How to Delegate PeopleSoft Voucher and eSettlement Approvals

PeopleSoft offers a powerful delegation framework that allows you to authorize your managers or peers to approve a transaction. Fluid delegations has enhanced this framework by delivering:

Delegation Dashboard – A one-stop place to delegate, review who has approved/ rejected your delegations, and revoke delegations whenever required.
Multiple Proxy Selection – The ability to delegate a transaction to more than one person.
Cascading Delegations – Allows a proxy to delegate two levels lower in the reporting hierarchy.
Include Delegators – Allows delegators to step in and approve as and when possible.

Fluid delegation framework was made available to financials in PeopleSoft Update Image 33 and we leveraged and delivered delegation for Payment Requests and Supplier Approvals in PeopleSoft Update Image 33 and 35 respectively. PeopleSoft Financials has extended the delegation framework capability to include Vouchers and eSettlement Approvals in PeopleSoft Update Image 39.

Delegation involves three parties – Administrator, Delegator, and Proxy.

Administrator Activities

The Administrator has to assign the following roles:

EODL_Administrator – This role needs to be assigned to the Delegator, which enables the user to delegate.
EODL_User – This role needs to be assigned to a Proxy, which enables the user to accept the delegation.

Delegator Activities

Step # 1: Create Delegation Request

PeopleSoft provides a delegation request tile, which invokes a train stop application, and guides you through the delegation process.

Create a delegation request by specifying Start and End dates

Create a delegation request by specifying Start and End date. The end date can be left blank for open delegations. Comment is mandatory.

Step # 2: Proxy Selection

Delegator can choose a proxy from the list provided or add a proxy if required.

Step # 3: Choosing the transaction to delegate

For eSettlements, the transaction would be Invoice Header Approval and for Payables it would be Voucher Approval.

Step # 4: Review and submit the delegation

Proxy Activity

Proxy can accept or deny the delegation request. After the delegation request is accepted, all delegated transactions get routed to the proxy and delegator, from the start date specified in the delegation request.

The approval transaction displays the name of the person on whose behalf the transaction was triggered.

Fluid delegation framework provides a simple and intuitive interface to authorize your managers or peers to approve transactions on your behalf. The adoption of this framework for all fluid approvals in Financials is ongoing. Visit PeopleSoft Info Portal for more details.

PeopleSoft AWE Troubleshooting in ePro v9.2 and Delegation to AWE

1. Activate Approval Framework

The first step in configuring the Requisition Approval Workflow is to disable Virtual Approval.

Activate Purchasing requisition workflow approval framework as below:

Open the Purchasing Definition and go to “Req Change Options” tab
Select the “Workflow Approval Required” Checkbox which will prompt you with a message to continue with disabling virtual approval, click “Yes”

2.Configure Transaction Registry

Review and update the Transaction Registry setup as shows in the snapshots below:

Navigate: Main Menu Enterprise Components Approvals Approvals Transaction Registry

Review and update the Transaction Registry setup as shown below (continued):

3. Transaction Configuration Setup

The Transaction Configuration setup is done manually. Below are the snapshots to review the setup after successful migration.

Navigate: Main Menu > Enterprise Components > Approvals > Approvals > Transaction Configuration

One of the Events is changed to add an Email ID once the Requisition is finally approved. This has been added as a User List (CSU_WF_Procurement) which uses a SQL Object defined in the Application Designer Project.

4. Approval Process Setup

The Approval Process Setup screenshots on how the setup should look like after completing the configuration.

Step 1:

Step 2:

Step 3:

4. Configure URL Definition

To generate a URL in the email notifications to take approvers directly to the Requisition Approval/Denial page, URL definition is modified as shown below.

Please note that this definition changes based on environments. For example, the URL shown below is for TST environment and will be different for UAT or Production environments.

5. Integration Broker Setup

Please review the Integration Broker Setup as shown below:

NODES

Navigate: Main Menu PeopleTools Integration Broker Integration Setup Nodes

1. Open Node “PSFT_EMC_GETMAIL” and Make sure the Node is Active

Under Connectors tab, make sure the highlighted properties are updated

Under Node Definitions tab, the properties should have the Property – EMC_REPOSITORY_EMAILADDRESS updated to “ps_email@customer.edu”

QUEUES

Navigate: Main Menu PeopleTools Integration Broker Integration Setup Queues

1. Open Queue “EOAW_APPROVALS”

2. Change the “Queue Status” from Pause to Run

3. Click on Save

Click on the EOAW_APPROVALS Service Operation

Under General Tab, make sure the Service Operation is “Active”

Under the Handlers tab, make sure the Handler is “Active”

6. Setup User Lists

Following User Lists were created to fetch the appropriate approval routings and Email notification routing. All the User lists use SQL Definitions which will be migrated through the Application Designer Project.

CU_WF_Procurement –Created for routing final requisition approval email notification to the Procurement Department Distribution List
CU_WF_LEVEL1 – This user lists identifies the appropriate candidates for Level 1 of Approval Cycle: Department and Project Admins
CU_WF_LEVEL2 – This user lists identifies the appropriate candidates for Level 2 of Approval Cycle: OIT Managers
CU_WF_LEVEL3 – This user lists identifies the appropriate candidates for Level 3 of Approval Cycle: Title 3 Managers

7. Setup security:

Permission List

The Permission List CUPO1040 was edited and two more Menus were added for Requisition Approvers.

1. EOAW_APPROVAL_WORKFLOW

PV_MAIN_MENU

Two components were enabled under this menu – PV_APPR_MAN_CMP and PV_REQ_APPROVAL

These pages are required for the approvers to be able to approve requisitions.

A new custom role has been created for Workflow Admin and has been assigned to the “wrkflw_admin” user id as well. Role Name – CU_WF_ADMIN

Stages

A stage is one part of an approval process that can contain multiple parallel paths but must be at the same header or line record level. The system executes stages in sequence where one must complete before the next one begins. A stage can be at either a header level or at a line level. Stages at a line level make it possible for approvers to sign off separately on individual line items for a single transaction. The workflow engine sees each header and each line as individual pieces. A line is a child of the header. A header stage acts on the unique header while a line stageacts on each line. A stage consists of one or more paths

Paths

A path contains a sequence of steps. within a stage, paths execute in parallel. Path entry criteriadetermines whether or not a path executes for a given transaction or transaction line.

Steps

A step represents one or more approvers or reviewers. !teps within a path execute in sequence. Separate criteria for each step determine whether or not that step executes. Each step can also have a set of reviewers. reviewers are notified about transactions that are pending approval bye mail, through the worklist, or both. However, the workflow proceeds without waiting for reviewers to act.

Process Flow of AWE What, How, When, & Who
Developers Define… What & Who
Implementers Define… How & When
• (What)Transactons:The Transaction
Registry is used to identify how the calling application will interact with AWE.
• (How)Approval Process Definitons: The Approval Process Definion pages allow the functional analyst to define the workflow steps to be executed in order for the transaction to be approved.
• (When)Configuratons: The Approval Process Configuration page allowsthe user to define events that trigger notifications.
• (Who)User Lists:User Lists are generated by User Roles, SQL Definitions,PS/Query options and Application Packages.

How can I clear all transactions for a PeopleSoft Approval Process? Using SQL

Question:

As a newcomer to AWE, I am facing an issue where either the data, configuration, or code has been damaged or distorted during the construction of this approval process.

I wish to eliminate any pending transactions and initiate a new.

The status of all approval processes in Monitor Approvals is not ‘Approved’, therefore I suggest clearing out the transaction data and starting anew.

What are the tables that require clearing out, either through update or deletion?

Solution:

As AWE currently relies on standard Workflow, I discovered that resolving my issue was as simple as changing the status of the Worklist items to approved for the user, and resetting the header and xref table values.

update psworklist set inststatus = 3 where oprid='TheUser';
delete from ps_your_xref;
delete from ps_your_header_rec;

Caution: Although it may seem unorthodox, this approach has proven to be effective for me during the development process.

Peoplesoft – MS Access: If I have imported data from, I have a table in Access called tbl_employees and I think most if not all of the information from this table is imported from PeopleSoft, but if I wanted to add my own fields to this same table

Question:

Could anyone inform me about whether the URLID in the URL Maintenance section?

people tools-->utilities-->administration-->url

If the page is modified, would the navigation be updated accordingly?

Solution:

In PeopleCode, one can access the definitions of this URL.

The table indicates that the version number is incremented when a definition is modified.

GetUrl(URL.MY_URL_ID);

select * from psurldefn

To ensure proper functionality, it is recommended to close existing sessions and log back in after updating a URL definition as the current mechanism may not work correctly.

Be aware of language dependencies:

select * from psurldefnlang

Delegation Framework for Approving Custom AWE

I am working on a custom AWE that I am building for a bolt-on Requisition component for implementing a third party recruiting system. Here is a great resource for building your own custom AWE transaction. Since the third party’s system used a manual workflow, I recommended that we approve the requisitions in PeopleSoft, since AWE is such a powerful tool and can easily handle most workflow scenarios. But when the user’s asked for this new workflow to utilize Delegation Frame work, I had to do some research. Since I was only tasked with configuring the transaction for approval, that is all I will be covering in this post.

First, you need to Register you transaction by navigating to Set Up HRMS>>Common Definitions>>Approvals>>Workflow Transactions. Add a row to the Grid and configure your custom AWE transaction. I used my AWE process id as the transaction Name, select a category and give it a description.

On the Details2 Tab associate your Process Id and configure the delegation options of Initiation and/or Approvals. For this blog we are only configuring the Approval option.

Next we have to create a role that will grant the user access to the Approval component when they have been set a proxy. This role should be unique to the Delegation transaction you are configuring. PeopleSoft also recommends you follow a naming convention of “Delegate_”. But since we have a naming standard of “ZZ_HR” in our system, I went with “ZZ_HR_DELEGATE_REQ_APPR”.

Now we are ready to Configure our transaction for Delegation approval. Navigate to Set Up HRMS>>Common Definitions>>Delegation>>Configure Transactions and Add a new value for our custom transaction, then enter our Delegate Role and the component used to approve our transaction.

Finally, navigate to your custom AWE transaction using Enterprise Components>>Approvals>>Approvals>>Transaction Configuration. Once there add the HCSC_USER_UTILITIES application package and the UserUtilities path to the User Utilities configuration.

Now your users can delegate approvals to your custom AWE process id.

Sample PeopleCode for your Custom AWE – Copy, Paste and Enjoy your time

People Code Type	ZZ_AWE_HDR Component Record Field Level
Event Name	FieldChange
Object Name	ZZ_AWE_ACTN_WRK.EOAW_SUBMIT

/** Submit Button **/

Component string &c_sAppr_Action;
Component string &c_sSubmitBtn;

&c_sAppr_Action = "S";

If ( Not GetRow().IsChanged) Then
   /** force save processing **/
   SetComponentChanged();
End-If;

DoSave();
&c_sSubmitBtn = "Y";

People Code Type	ZZ_AWE_HDR Component Record Field Level
Event Name	FieldChange
Object Name	ZZ_AWE_ACTN_WRK.EOAW_SAVE

/** Data Save As Draft **/

Component string &c_sAppr_Action;
Component string &c_sSaveDraftBtn;

&c_sAppr_Action = "V";

If ( Not GetRow().IsChanged) Then
   /** force save processing **/
   SetComponentChanged();
End-If;

DoSave();
&c_sSaveDraftBtn = "Y";

eople Code Type	ZZ_AWE_HDR Component Record Field Level
Event Name	FieldChange
Object Name	ZZ_AWE_ACTN_WRK.EOAW_DENY

/** Deny Button */

Component string &c_sAppr_Action;

&c_sAppr_Action = "D";
If ( Not GetRow().IsChanged) Then
   /** force save processing **/
   SetComponentChanged();
End-If;
DoSave();

People Code Type	ZZ_AWE_HDR Component Record Field Level
Event Name	FieldChange
Object Name	ZZ_AWE_ACTN_WRK.EOAW_APPROVE

/** Approve Button **/

Component string &c_sAppr_Action;

&c_sAppr_Action = "A";
If ( Not GetRow().IsChanged) Then
   /** force save processing **/
   SetComponentChanged();
End-If;
DoSave();

People Code Type	ZZ_AWE_HDR Component Record
Event Name	RowInit
Object Name	ZZ_AWE_HDR

If %Mode = %Action_Add Then
   ZZ_AWE_HDR.EMPLID.Value = %EmployeeId;
End-If;

People Code Type	ZZ_AWE_HDR Component
Event Name	PostBuild
Object Name	ZZ_AWE_HDR

/***
 * AWE Post Build Code
 * Application developers should instantiate ApprovalManager & LaunchManager class as a component-scoped variable.
 * The best place to initialize ApprovalManager & LaunchManager class is in the component post-build event.
 ***/

/** Import Approval Framework Base Classes **/
import EOAW_CORE:LaunchManager;
import EOAW_CORE:ApprovalManager;

/** Declare functions*/
Declare Function createStatusMonitor PeopleCode EOAW_MON_WRK.EOAW_FC_HANDLER FieldFormula;

/** Declare Variables **/
Component EOAW_CORE:LaunchManager &c_aweLaunchManager;
Component EOAW_CORE:ApprovalManager &c_aweApprovalManager;
Component string &c_sAppr_Action;
Component string &c_AWEProcessDefnID;
Component Record &headerRec; /** We have set it Component Level, So Get Acess to Others Component **/
Local boolean &isApprover = False; /** Checl if User is Approver for this transaction **/


/** Set Header Record, **/
&headerRec = GetRecord(Record.ZZ_AWE_HDR);

/** Get Assigned Approval Process Id for selected transaction From Workflow Transaction Page **/
&c_AWEProcessDefnID = "ZZ_AWE_SAMPLE"; /** Get EO Process Defn ID **/

/** Initialize the launch and approval managers. ApprovalManager will need reinitialization on submit */
&c_aweLaunchManager = create EOAW_CORE:LaunchManager(&c_AWEProcessDefnID, &headerRec, %UserId);
&c_aweApprovalManager = create EOAW_CORE:ApprovalManager(&c_AWEProcessDefnID, &headerRec, %UserId);

/** Set Up Approval Process Defination **/
&c_aweLaunchManager.definition = "ZZ_AWE_SAMPLE";


/** Show Transaction Status Monitor & Save & Submit Button **/
If &c_aweApprovalManager.hasAppInst Then
   
   createStatusMonitor(&c_aweApprovalManager.the_inst, "D", Null, False);
   ZZ_AWE_ACTN_WRK.EOAW_SUBMIT.Visible = False;
   ZZ_AWE_ACTN_WRK.EOAW_SAVE.Visible = False;
   
   /* Toggle all fields with the exception of the status monitor as display only.  We cannot
change the page property as the status monitor fields would be disabled */
   Local Rowset &Rs = GetLevel0();
   For &i = 1 To &Rs(1).RecordCount
      &Rec = &Rs(1).GetRecord(&i);
      For &j = 1 To &Rec.fieldcount
         &Rs(1).GetRecord(&i).GetField(&j).DisplayOnly = True;
      End-For;
   End-For;
   
Else
   ZZ_AWE_ACTN_WRK.EOAW_SUBMIT.Visible = True;
   ZZ_AWE_ACTN_WRK.EOAW_SAVE.Visible = True;
End-If;


/*** Show Approve & Deny Button Based on Condition ***/
If &c_aweApprovalManager.hasPending And
      &c_aweApprovalManager.GetParticipant(%UserId) = "AA" Then
   ZZ_AWE_ACTN_WRK.EOAW_APPROVE.Visible = True;
   ZZ_AWE_ACTN_WRK.EOAW_APPROVE.DisplayOnly = False;
   ZZ_AWE_ACTN_WRK.EOAW_DENY.DisplayOnly = False;
   ZZ_AWE_ACTN_WRK.EOAW_DENY.Visible = True;
   ZZ_AWE_ACTN_WRK.EOAW_SUBMIT.Visible = False;
   ZZ_AWE_ACTN_WRK.EOAW_SAVE.Visible = False;
Else
   ZZ_AWE_ACTN_WRK.EOAW_APPROVE.Visible = False;
   ZZ_AWE_ACTN_WRK.EOAW_DENY.Visible = False;
End-If;
/*** Show Approve & Deny & Save & Submit Button Based on Condition End ***/

People Code Type	ZZ_AWE_HDR Component
Event Name	SavePreChange
Object Name	ZZ_AWE_HDR

/** Declare Component Variables **/
Component string &c_sSaveDraftBtn;
Component string &c_sSubmitBtn;
Component string &c_sAppr_Action;


If %Mode = %Action_Add Or
      %Mode = %Action_UpdateDisplay Or
      %Mode = %Action_UpdateDisplayAll Then
   
   /** Perform Button Action **/
   /** When Submit **/
   If &c_sSubmitBtn = "Y" Then
      ZZ_AWE_HDR.EMPLID.Value = %EmployeeId;
      ZZ_AWE_HDR.SUBMIT_DTTM.Value = %Datetime;
      &c_sSubmitBtn = "";
   End-If;
   
   /** When SaveAsDraft **/
   If &c_sSaveDraftBtn = "Y" Then
      ZZ_AWE_HDR.EMPLID.Value = %EmployeeId;
      ZZ_AWE_HDR.WF_STATUS.Value = "V"; /** Set Data Saved As Draft **/
      ZZ_AWE_HDR.SUBMIT_DTTM.Value = %Datetime;
      &c_sSaveDraftBtn = "";
   End-If;
   
End-If;

People Code Type	ZZ_AWE_HDR Component
Event Name	SavePostChange
Object Name	ZZ_AWE_HDR

 /***
 * AWE SavePostChange Code
 * This Save Post Change Code Will Handled When Submit, Approve & Deny Action Performed
 **/

/** Import Approval Framework Base Classes */
import EOAW_CORE:LaunchManager;
import EOAW_CORE:ApprovalManager;

/** Declare functions*/
Declare Function createStatusMonitor PeopleCode EOAW_MON_WRK.EOAW_FC_HANDLER FieldFormula;

Component EOAW_CORE:LaunchManager &c_aweLaunchManager;
Component EOAW_CORE:ApprovalManager &c_aweApprovalManager;

Component string &c_sAppr_Action;
Component string &c_AWEProcessDefnID;
Component Record &headerRec; /** We have set it Component Level, So Get Acess to Others Component **/


Local boolean &IsActionTaken = True;
Local string &sActionMsgString = "";

Evaluate &c_sAppr_Action
When "V"
   /* When Data Saved As Draft */
   Break;
When "S"
   /* Call DoSubmit, passing in current header info.  ;*/
   /** It is always safe to call this method (as long as the header record being passed in is valid!), */
   &c_aweLaunchManager.SetHeader(&headerRec);
   try
      
      If &c_aweLaunchManager.hasAppDef Then
         If &c_aweLaunchManager.submitEnabled Then
            &c_aweLaunchManager.DoSubmit();
         End-If;
      End-If;
      
   catch Exception &Ex1
      &sActionMsgString = "Unable to DoSubmit on the ApprovalManager." | Char(10) | " Error - " | &Ex1.DefaultText;
      &IsActionTaken = False;
   end-try;
   If (&c_aweLaunchManager.hasAppInst) Then
      /** Initialize Approval Manager if transaction was submitted */
      &c_aweApprovalManager = create EOAW_CORE:ApprovalManager(&c_aweLaunchManager.txn.awprcs_id, &headerRec, %UserId);
   End-If;
   Break;
When "A"
   /* Call DoApprove, passing in current header info. */
   try
      &c_aweApprovalManager.DoApprove(&headerRec);
   catch Exception &Ex2
      &sActionMsgString = "Unable to DoApprove on the ApprovalManager." | Char(10) | " Error - " | &Ex2.DefaultText;
      &IsActionTaken = False;
   end-try;
   Break;
When "D"
   /* Call DoDeny, passing in current header info. */
   try
      &c_aweApprovalManager.DoDeny(&headerRec);
   catch Exception &Ex3
      &sActionMsgString = "Unable to DoDeny on the ApprovalManager." | Char(10) | " Error - " | &Ex3.DefaultText;
      &IsActionTaken = False;
   end-try;
   Break;
When-Other
   &sActionMsgString = "Error - Invalid Action.";
   &IsActionTaken = False;
End-Evaluate;


/** Show Specified Action Message Box **/
If &sActionMsgString <> " " And
      &IsActionTaken = False Then
   MessageBox(0, "", 0, 0, &sActionMsgString);
   /* Exit message processing. */
   Exit (0);
End-If;


/** Show Transaction Status Monitor & Save & Submit Button **/
If &c_aweApprovalManager.hasAppInst Then
   
   createStatusMonitor(&c_aweApprovalManager.the_inst, "D", Null, False);
   
   ZZ_AWE_ACTN_WRK.EOAW_SUBMIT.Visible = False;
   ZZ_AWE_ACTN_WRK.EOAW_SAVE.Visible = False;
   ZZ_AWE_ACTN_WRK.EOAW_APPROVE.Visible = False;
   ZZ_AWE_ACTN_WRK.EOAW_DENY.Visible = False;
   
   /* Toggle all fields with the exception of the status monitor as display only.  We cannot
change the page property as the status monitor fields would be disabled */
   Local Rowset &Rs = GetLevel0();
   For &i = 1 To &Rs(1).RecordCount
      &Rec = &Rs(1).GetRecord(&i);
      For &j = 1 To &Rec.fieldcount
         &Rs(1).GetRecord(&i).GetField(&j).DisplayOnly = True;
      End-For;
   End-For;
   
End-If;

/* Reset &Action to Null */
&c_sAppr_Action = " ";

People Code Type	Application Package PeopleCode
Event Name	OnExecute
Object Name	ZZ_AWE_EVENT_HANDLR

 /***
 * Approval Event Handler Class
 * This Handle All the AWE Events
 *Event values include:
 */

import EOAW_CORE:ApprovalEventHandler;
import EOAW_CORE:ENGINE:AppInst;
import EOAW_CORE:ENGINE:UserStepInst;
import EOAW_CORE:ENGINE:StepInst;
import EOAW_CORE:ENGINE:Thread;

class ApprEventHandler extends EOAW_CORE:ApprovalEventHandler
   method ApprEventHandler();
   
   method OnProcessLaunch(&appinst As EOAW_CORE:ENGINE:AppInst);
   method OnStepComplete(&stepinst As EOAW_CORE:ENGINE:StepInst);
   method OnHeaderApprove(&appinst As EOAW_CORE:ENGINE:AppInst);
   method OnHeaderDeny(&userinst As EOAW_CORE:ENGINE:UserStepInst);
   
private
   instance Record &HeaderRecord; /** Declare Record Instance **/
end-class;


/** Constructor */
method ApprEventHandler
   %Super = create EOAW_CORE:ApprovalEventHandler();
   &HeaderRecord = CreateRecord(Record.ZZ_AWE_HDR); /** Set the Header Record **/
end-method;


method OnProcessLaunch
   /+ &appinst as EOAW_CORE:ENGINE:AppInst +/
   /+ Extends/implements EOAW_CORE:ApprovalEventHandler.OnProcessLaunch +/; /** Set Approval Prcoess **/
   
   Local string &HdrRecTopKeyValue;
   
   &appinst.thread.SetAppKeys(&HeaderRecord);
   &HeaderRecord.SelectByKey();
   
   /** Retrieve Header field values **/
   &HdrRecTopKeyValue = &HeaderRecord.GetField(Field.REQUEST_ID).Value;
   
   /** Update the Workflow Status **/
   Local Record &recHdrRecord = CreateRecord(Record.ZZ_AWE_HDR);
   &recHdrRecord.GetField(Field.REQUEST_ID).Value = &HdrRecTopKeyValue;
   If &recHdrRecord.SelectByKey() = True Then
      &recHdrRecord.GetField(Field.WF_STATUS).Value = "I"; /** Set InApproval Process **/
      &recHdrRecord.Update();
      GetLevel0().Refresh();
   End-If;
   
end-method;


method OnStepComplete
   /+ &stepinst as EOAW_CORE:ENGINE:StepInst +/
   /+ Extends/implements EOAW_CORE:ApprovalEventHandler.OnStepComplete +/
   
   Local string &HdrRecTopKeyValue;
   
   &stepinst.path.thread.SetAppKeys(&HeaderRecord);
   &HeaderRecord.SelectByKey();
   
   /** Retrieve Header Key field values **/
   &HdrRecTopKeyValue = &HeaderRecord.GetField(Field.REQUEST_ID).Value;
   
   /** Update the Workflow Status **/
   Local Record &recHdrRecord = CreateRecord(Record.ZZ_AWE_HDR);
   &recHdrRecord.GetField(Field.REQUEST_ID).Value = &HdrRecTopKeyValue;
   If &recHdrRecord.SelectByKey() = True Then
      &recHdrRecord.GetField(Field.WF_STATUS).Value = "I";
      &recHdrRecord.Update();
      GetLevel0().Refresh();
   End-If;
   
end-method;


method OnHeaderApprove
   /+ &appinst as EOAW_CORE:ENGINE:AppInst +/
   /+ Extends/implements EOAW_CORE:ApprovalEventHandler.OnHeaderApprove +/
   
   Local string &HdrRecTopKeyValue;
   
   &appinst.thread.SetAppKeys(&HeaderRecord);
   &HeaderRecord.SelectByKey();
   
   /** Retrieve Header field values **/
   &HdrRecTopKeyValue = &HeaderRecord.GetField(Field.REQUEST_ID).Value;
   
   /** Update the Workflow Status **/
   Local Record &recHdrRecord = CreateRecord(Record.ZZ_AWE_HDR);
   &recHdrRecord.GetField(Field.REQUEST_ID).Value = &HdrRecTopKeyValue;
   If &recHdrRecord.SelectByKey() = True Then
      &recHdrRecord.GetField(Field.WF_STATUS).Value = "A";
      &recHdrRecord.Update();
      GetLevel0().Refresh();
   End-If;
   
end-method;


method OnHeaderDeny
   /+ &userinst as EOAW_CORE:ENGINE:UserStepInst +/
   /+ Extends/implements EOAW_CORE:ApprovalEventHandler.OnHeaderDeny +/
   
   Local string &HdrRecTopKeyValue;
   
   &userinst.thread.SetAppKeys(&HeaderRecord);
   &HeaderRecord.SelectByKey();
   
   /** Retrieve Header field values **/
   &HdrRecTopKeyValue = &HeaderRecord.GetField(Field.REQUEST_ID).Value;
   /** Update the Workflow Status **/
   Local Record &recHdrRecord = CreateRecord(Record.ZZ_AWE_HDR);
   &recHdrRecord.GetField(Field.REQUEST_ID).Value = &HdrRecTopKeyValue;
   If &recHdrRecord.SelectByKey() = True Then
      &recHdrRecord.GetField(Field.WF_STATUS).Value = "D";
      &recHdrRecord.Update();
      GetLevel0().Refresh();
   End-If;
   
end-method;

Adding User Comments to AWE Approval Status Monitor

Within the Registered Event Handlers add below two private methods to handle getting the current approver’s comments and calling the delivered thread method to store the comments.

method getComments
/+ &thread as EOAW_CORE:ENGINE:Thread +/
/+ Returns String +/

Local string &comments;

If %Component = Component.ZZ_REQUISITIONS Or
%Component = Component.ZZ_ADM_REQUISITION Then
&comments = ZZ_BR_APPR_WRK.COMMENTS.Value;
ZZ_BR_APPR_WRK.COMMENTS.Value = “”;
End-If;
Return &comments;
end-method;

method addComments
/+ &thread as EOAW_CORE:ENGINE:Thread +/
Local string &userName;
Local string &checkComments;
Local ZZ_UTILITIES:getUserName &getName;

rem call local utility to return user name for addCommentsHistory;
&getName = create ZZ_UTILITIES:getUserName();
&userName = &getName.getUserNamebyOprid(%OperatorId);
&checkComments = %This.getComments(&thread);
If All(&checkComments) Then
&thread.AddCommentsHistory(&userName, &checkComments, &thread.getHistory());
End-If;
end-method;

Add the following code to the OnStepComplete, OnHeaderDeny and the OnProcessLaunch.

PeopleSoft HRMS Functional Interview Questions

Q1) What are checklists? Give an example from the delivered checklists. How will you create a checklist of your own? Explain by giving an example.

This is a way of tracking that all formalities related to hiring are completed. Admin can create new checklists also from Setup HRMS -> Common Definitions -> Checklists -> Checklist. If needed new checklist items can also be created from Setup HRMS -> Common Definitions -> Checklists -> Checklist items

Q2) What are all the main components for setting the hiring template?

Ans:

Template Record/Field
Template Section
Template Category Table
Template Creation

Q3) When do we use the concept of effective sequence?

Ans: An effective sequence concept is used in some key tables like Job. The job table has a high volume of employee transaction data. There are multiple types of transactions and they are all action-driven. It is very likely in a business scenario that an employee has the same type of transaction more than once on the same day. For example, Employees can have a data change action happening on the same day more than once. In such a situation, for the same employment instance, we now have more than one row with the same effective date. In order to uniquely store this second transaction, we need another primary key which is where effective sequence comes into play. Hence the Job table has a primary key structure: Employee id, employee record number, effective date, and effective sequence.

Q4) What is the regulatory region and usage?

Ans: A regulatory region is a region that has laws and regulations that are used by functionality in PeopleSoft HRMS. A lot of transactions are driven by regulatory requirements. These requirements include areas like ethnicity, disability, and health and safety. When driven by Regulatory Region, the regulatory codes, People Code edits, and set processing in the system can vary by country and for each transaction.

Q5) What is the most important Record in PS HRMS?

Ans: JOB record

Q6) What is a dynamic view?

Ans: Dynamic View is similar to SQL View but we cannot build the dynamic view. When we do not want to store the database then use dynamic view.

Q7) What is the difference between SQL View and Query View?

Ans: In SQL view manually write the SQL statement, Query view uses the PS QUERY tool.

Q8) What is ERP and how it is related to SAP?

Ans: ERP is generally referred to as a class of business software that addresses a business firm in totality, rather than one or two functions. For example, there are accounting software, inventory software, etc. that addresses a specific function of a business. However, ERP class software addresses all the functions of the business and provides an integrated view of the business to the management. SAP is a German company and is the world leader in ERP software across various industries.

Q9) How are the standard hour and FTE auto-calculated when entering job details for a new hire?

Ans: The standard hour is defined in multiple ways in the system.

Under Setup HRMS

Installation table in HRMS options, there is a standard hour rule setup. This is at the system level.

Here the admin will define the minimum and maximum hours for the HR system and also the default hours.

The second place where the setup can be done is in the job code table setup.

Under Setup HRMS -> Foundation tables -> Job Attributes -> Job code table.

When a user sets up a job code then the standard hour’s value can be set specific to that job code.

When employee job details are populated based on the job code, the standard hours and FTE will get refreshed. Also, values like regular/ temporary will get populated.

Q10) What is the difference between the Translate table and the Prompt table?

Ans: There are a few differences between Translate tables and prompt tables

Translate tables have a max length of 4 chars for each element. However, prompt table elements have no such limitation.
There can be only 30 entries in a translate table. Whereas a prompt table can have n number of entries.

Q11) Explain What is the most important Record in PS HRMS?

Ans:

8.3 HRMS
- PS_JOB
- PS_EMPLOYMENT
- PS_PERSONAL_DATA
8.9 HCM
- PS_JOB
- PS_PERSONAL_DATA
- PS_PER_ORG_ASGN

Q12) What are all the various types of SJT?

Ans:

SJT_CLASS
SJT_CLASS_ALL
SJT_PERSON
SJT_DEPARTMENT

Q13) How to run the sqr in the command prompt. What are the parameters that are used for running the sqr from the command prompt?

Ans: PeopleTools is installed in D: PT848

D:PT848binsqrDB2BINWsqrw.exe

D:pt848SQRinfup_file_name.sqr -i

D:pt848SQR-ZIF

D:pt848SQRpssqr.ini -S -DEBUGX -PRINTER: PD -EH_PDF -f

D:pt848output_file_name.pdf -o

D:pt848log_file_name.log

Where: Options: -i => Input file Directory -f => Output File Name -o => Log file Name -ZIF => SQR Initialization File Name

Q14) What is the difference between a Transaction table and a setup table?

Ans: Table Data that is going to change on daily is the transaction table, Table data (Organization Address, Phone No, Locations) which is going to change as part of the organization approval is called setup tables

Q15) What are all the job level defaults?

Ans:

Work
Job Information
Job Labor
Payroll
Salary Plan
Compensation
Employment Information
Benefit Program Participation
Earnings Distribution

Q16) How to retrieve the data from the 3rd scroll, using traversing?

Ans: getlevel0.getrow(1).getrecord(record.level1record)getrow(2).

getrecord(record.level2record)getrow(3).

getrecord(record.level3record);

Q17) What are all the purposes of the Job Earnings Distribution Information Page?

Ans: We can distribute the worker’s compensation on the basis of the following:

Department
Job Code
Earnings Code
Business Unit
Shift
Position Number
General Ledger Pay type

Q18) When a user logs into PS by virtue of which security attribute does the system default the user’s country, name format, company, etc?

Ans: When a user logs in PS the system scans through the user profile to see the associated primary permission list.

There is a setup called org defaults by permission list. Set up HRMS -> Foundation tables -> Organization -> Org Defaults by Permission list.

For every permission list following field, defaults are set here: Business unit, Set, Company, Country, Regulatory region, Currency, and name format.

Q19) Explain the concept of an effective date and its advantages.

Ans: The effective date concept is used in multiple core tables in PS HRMS. For example, in a job, this is a primary key. The purpose of this field is to differentiate multiple transaction rows for the same employee that has happened on two different dates. The effective date is also used in a lot of setup tables for example location. A location is said to be active as of today but 5 days later if I wish to make it inactive how does the system recognize the current status of the location 5 days in the future? It will be done by using the most effective dated row for that location.

Q20) What are the different kinds of organizational relationships in HRMS? Explain each with relevant examples.

Ans: Different organization relationships a person can have are: Employee, Contingent Worker, or Person of Interest as per the person model. The employee is a permanent staff member of the firm who is paid by company payroll and has a hire row in a job with all associated information like company, department, location, playgroup, etc. An example is a permanent position for a chief executive or sales manager in the firm.

A contingent worker is a contractor in the organization mostly on an assignment. Personal information and job information is stored for a contractor in the system but the person is not on the company payroll. An example can be a person from a third-party company who is acting as a vendor for the firm to conduct a project for the firm needs. This person is a part of the project and working in the firm until the end of the project.

A person of interest has many flavours. There are various types of POI – Pension payee, external trainee, external instructor, or board member. They are members who are connected to the firm due to some business purpose. There are two types of POIs- that have a row in job data and others that do not. POIs who do not have job information have a separate mechanism in PS to maintain their data security.

Q21) What are all the tree manager definitions?

Ans:

Level
Node
Parent
Siblings
Child

Q22) What are all the job instances used for POIs?

Ans:

COBRA qualified beneficiaries
Stock employees not administered in Human Resources
Global Payroll Employees
Pension Payees
Stock board members

Q23) What are Global assignments? What is the Home and Host concept? How is international assignments security implemented?

Ans: Global assignments enable the organization to assign employees to a global assignment and to monitor, compensate and track education, and qualifications for the employee and dependents as they move to multiple locations in the organization having a presence in different geographies.

Employees are based in a Home location. The employee data, benefits, and payroll information is maintained at the home location.

The new location where the employee moves are the Host location.

PeopleSoft delivers three options for International Security:

Home can see Host
The host can see Home
Both

International Security can be set up by navigating to: Setup HRMS -> Security -> Core Row Level Security -> Security Installation Settings

Q24) What are all the organizational instance components?

Ans:

Add Employment Instance (Job_Data_Emp)
Add Contingent Worker Instance (Job_Data_CWR)
Add Person of Interest Job (Jon_Data_POI)

Q25) When you access an HCM component, say, Job Data, certain values like a business unit, company, etc have defaulted. What governs this concept?

Ans: Values like a business unit, company, country get defaulted by virtue of the user’s primary permission list. These default values are associated with SetIDs on the Business Unit Options Default page.

Using the table set controls and business unit default options, the system determines the default values to enter in select fields on the component. So, when a user accesses a component that uses business unit defaults and selects a business unit, the system determines the setID which drives the defaults for the business unit on the Tableset Control –Record group page.

Q26) What are all the components available under Setup HRMS?

Ans:

Install
Security
Upgrade
Foundation Tables
Common Definitions
Product-Related
System Administration

Q27) What are the different options for determining the reporting hierarchy in PS as delivered?

Ans: To determine the reporting hierarchy for an employee in PS the delivered options are as follows:

If the organization is position driven and uses full position management then the reporting is based on reports to the field.
If the organization is not position driven then the reporting can be driven based on the supervisor id defined in a job as one option.
If the organization is not position driven then the reporting hierarchy can be driven based on the department tree structure as well. Example: In job, if the employee is in department X then the line manager will be the manager of that Department X. If the employee happens to be the manager of that department as well, then the line manager will be the manager of the parent department to X in the department tree structure.

Q28) What are all the statuses available on the template hire status page?

Ans:

Pending Hires
Cancelled Hires
Processed Hires

Q29) What is a job family? How is it different from job codes in PS?

Ans: To identify a particular job in PS HRMS we use a job code. Example: You can have a job code representing an Administrative assistant. This job code will have a defaulted salary grade and standard hours. A collection of multiple such jobs grouped together which use this job code will make a job family.

Q30) What are all the statuses used to define templates?

Ans:

Test (Default Value)
Active
Inactive

Q31) How is Geographic location code different from locations?

Ans: Location is the core table that is used to define all the office locations of the organization. All locations are tied to a company and setid. Location is also tied to a department. Geographic location is a US federal concept. This is specific to a State –City code. Locality pay area and law enforcement officer special pay area calculations are noted in this setup. Based on the geographic location code setup the locality pay percentages are calculated and used in the US payroll process.

Q32) What are the methods available to update worker’s compensation packages?

Ans:

Seniority Pay increases
Grade Advance increases
Automated step increases
Step increases using review bands
Amount increases
Percentage increases

PeopleSoft HRMS Functional Interview Questions and Answers for Fresher’s

1. What are all the components that will have data permission security control access?

Departments
Employee, Contingent Worker, and POI with Jobs.
POI without jobs.
Recruiting Federal People with jobs.
Template-based hires.

2. What are all the organizational relationships available while hiring an employee?

Contingent Worker
Employee
Person of Interest (POI).

3. List down the people part of the POI?

COBRA Participants
Pension Payees
Global Payroll Payees
Stock non-HR Person
Stock board members
External Instructor
Payroll Employees
External Trainers.

4. What are all the People Tools Security?

Permission List
Roles
User Profiles.

5. What are all the default programs you need to run after creating the user profile?

Refresh SJT CLASS ALL
Refresh Trans. SJT tables
Refresh SJT OPR CLS.

6. What are all the default Permission List used while creating the User ID?

Navigator Homepage Permission List
Process Profile Permission List
Primary Permission List.

7. What are all the methods for assigning Data Permission Access to Permission List?

Tree-based data permission security
Role-based data permission security.

8. What are all the Access types for Department security sets?

Departments by Tree
Departments by non–tree
Departments by set id.

9. What are all the Access types for People with job security sets?

Job department tree
Job location
Jon business unit
Job Company
Job regulatory region
Job salary grade
Person organization
Department ID – nontree
Company – Pay group.

10. What are all the Access types for People without job security sets?

POI Business Unit
POI Location
POI Institution.
Person of Interest

11. What are all the Access types for Recruiting Job-Opening security sets?

RS Company
RS Business Unit
RS Department ID
RS Location
Recruiting Team

12. What are all the Access types for Template-Based Hire security sets?

Template ID
Template Category
Person Organisation
Country.

13. What is the default tree name that needs to give while creating the new tree?

Dept_Security followed by any name as per your requirement.

14. What would be the default effective date for creating the new tree?

1/1/1900 or 1/1/1901.

15. What are all the tree manager definitions?

Level
Node
Parent
Sibling
Child.

16. What are all the various types of SJT?

SJT_CLASS
SJT_CLASS_ALL
SJT_PERSON
SJT_DEPARTMENT.

17. What are all the organizational instance components?

Add Employment Instance (Job_Data_Emp)
Add Contingent Worker Instance (Job_Data_CWR)
Add Person of Interest Job (Jon_Data_POI).

18. What are all the job instances used for POIs?

COBRA qualified beneficiaries
Stock employees not administered in Human Resources
Global Payroll Employees
Pension Payees
Stock board members.

19. What are all the purposes of the Job Earnings Distribution Information Page?

We can distribute the worker’s compensation on the basis of the following:

Department
Job Code
Earnings Code
Business Unit
Shift
Position Number
General Ledger Pay type.

20. What are all the job level defaults?

Work
Job Information
Job Labor
Payroll
Salary Plan
Compensation
Employment Information
Benefit Program Participation
Earnings Distribution.

PeopleSoft HRMS Functional Interview Questions For Experienced

21: What are all the main components for setting the hiring template?

Template Record/Field
Template Section
Template Category Table
Template Creation.

22. What are all the statuses used to define templates?

Test (Default Value)
Active
Inactive.

23. What are all the statuses available on the template hire status page?

Pending Hires
Cancelled Hires
Processed Hires.

24. What are the methods available to update worker’s compensation packages?

Seniority Pay increases
Grade Advance increases
Automated step increases
Step increases using review bands
Amount increases
Percentage increases.

25. What are all the components available under Setup HRMS?

Install
Security
Upgrade
Foundation Tables
Common Definitions
Product-Related
System Administration.

26 What is an Effective Date?

Information Component /Record linked to the data EFFDT. Information changes based on the EFFDT.

27. What is Effective Sequence?

Identifier to find the order of multiple transactions occurring on the same EFFDT.

28. What is the effective sequence’s default number?

Zero 0.

29. What’s the difference between a position number and a job code?

Position number is the unique identification number driven by business unit, department, location, job code, and other parameters.

30. What is the purpose of the update/display mode?

To add the new information on current and future as well as view the current data.

31. What is the purpose of the correct history mode?

To correct the past and current information based on the EFFDT.

32: What is the purpose of include history mode?

To view the past information based on the EFFDT.

33. What is the Employee Record Number?

Number to identify an employee’s different organizational relationships.

34. What are all the mandatory fields that need to be key in while adding a person to the system?

Name
Organizational relationship.

National ID, Address, and Birthdate give us a warning message.

35. What is an employment instance?

Employee relationship with the organization. Where employees can have multiple relationships (instances) with the organization.

36. What is the difference between Set Id and a Business Unit?

Where a Business Unit organizes your company or your organization, SetIDs help you organize your data within the system. The HRMS system uses tables (Control Tables or Prompt Tables) that use a high-level key that enables you to identify and retrieve data from the system. A secondary high-level key referred to as a SetID, has also been added to various tables. SetIDs are simply the labels used to identify a table set. Business Unit and SetID functionality in PeopleSoft also provides you with a higher business level for reporting purposes and other business data roll-up.

37. What is HCCPALL?

Delivered primary permission list with access to all the components and pages.

1. List the components that have data permission security control access.

Ans: Here are the components that have data permission security control access.

Departments
POI without jobs
Employee, Contingent Worker, and POI with Jobs
Template-based hires
Recruiting Federal People with jobs

2. What are the components for setting a hiring template?

Ans: The main components for setting the hiring template are,

Template Creation
Template Section
Template Record/Field
Template Category Table

3. Tell the difference between the Translate table and the Prompt table.

Ans: The key differences between a translate table and a prompt table are as follows.

The translate table can store values of length < 5. The prompt table can store values of length < 255.
If we want to fetch the table values of the prompt table, we have to make a call to the database. The table values of the translate table are readily available as they get loaded into the buffer.
There is a limitation of 30 entries in a translate table. The translate table does not have any limitations and can store any number of entries.

4. What are the POI types in PeopleSoft HRMS?

Ans: The following are the types of POIs in PeopleSoft HRMS.

Unknown
External Trainee
External Instructor
Campus Solutions Person
Student Refund (Job)
COBRA Beneficiary (Job)
Pension Payee (Job)
Stock – Board Members (Job)
Stock – Non-HR Employee (Job)
Global Payroll Payee (Job)
Other

5. Explain effective sequence.

An effective sequence is an approach used in some key tables. There might be a need to add more than one row with the same effective date. This will make the unique identification process a bit difficult. In that case, the effective sequence assigns a unique sequence number to the row that has the same effective date.

6. What are the default programs that you have to run after creating a user profile?

Ans: After creating a user profile, we need to run the below programs.

Refresh SJT CLASS ALL
Refresh Trans. SJT tables
Refresh SJT OPR CLS

7. What is the difference between the transaction table and set up tables?

Ans: Below is the difference between a transaction and a setup table.

A transaction table stores data that changes regularly. The transaction table values are also loaded into the buffer for better availability.
A setup table is used for setting some standards across the organization. The data values of setup tables only change after organization approval.

8. What are the access types for People with job security sets?

Ans: The following are the access types for people with job security sets.

Job Company
Job location
Job department tree
Job business unit
Job regulatory region
Job salary grade
Person organization
Department ID – non-tree
Company – Pay group.

9. List the job instances used for POIs.

Ans:The job instances used for POIs are,

Global Payroll Employees
COBRA qualified beneficiaries
Stock board members
Stock employees not administered in Human Resources
Pension Payees

10. What are tree manager definitions?

Tree manager definitions are used to graphically represent the hierarchy in an organization. These trees can be used in reports, OLAP, summary ledgers, etc. The tree manager definitions are,

Level
Node
Parent
Siblings
Child

11. Name the various types of SJT.

Ans: There are four types of SJTs available in PeopleSoft HRMS.

SJT_CLASS
SJT_CLASS_ALL
SJT_PERSON
SJT_DEPARTMENT

12. What are the organizational instance components?

Ans: While creating a new organizational instance, we can use one of the below components.

New Employment Instance (JOB_DATA_EMP)
New Contingent Worker Instance (JOB_DATA_CWR)
Template-Based Hire (HR_TBH_EULIST)
Add Person of Interest Job Relationship (JOB_DATA_POI)

13. What are the pages used for processing workers’ compensation?

Ans: PeopleSoft HRMS uses the below pages to process workers’ compensation.

Batch Publish Rules
Batch Programs
Workers Comp Premium
Workers Comp Accounting
Batch Publish

14. What Organizational relationships will be available when hiring a new employee?

Following are the organizational relationships that are available when a new employee is hired:

Employee
Contingent Worker
Person of Interest

15. What default Permission list is used during the creation of the User ID?

The default permission lists that are used during the creation of a User ID are as follows:

Primary Permission list
Navigation Home page permission list
Process Profile permission list

16. What are the several methods to assign data permission access to the permission list?

The following are the methods used to assign data permission access to the permission list:

Role Based data permission security
Tree based data permission security

17. What access types are available to the department security sets?

Following are the Access types available to the department security sets:

Departments by tree
Departments by set id
Departments by non-tree

18. What access types are available to those who don’t have job security sets?

Following are the access types available to those who don’t have a job security sets:

Person of Interest
Person of Interest Location
Person of Interest Business Unit
Person of Interest Institution

19. What access types are available to recruit Job opening security sets?

Following are the access types available to recruit Job opening security sets:

Recruiting team
RS Location
RS Company
RS Department ID
RS Business Unit

20. What access types are available for the template based hire security sets?

Following are the access types available for the template based hire security sets:

Template Category
Template ID
Country
Person Organization

21. What should be entered as the default name for the new tree when it is created?

The default name for the new tree when it is created is written in such a way that Any name that satisfies your needs must come after the Dept_Security.

22) What are the various Statutes that are used for defining templates?

The following are the statuses that are used for defining templates:

Active
Inactive
Test (it will be the default value)

23) What are the various statutes that are available on the template hire status page?

Following are the various statutes that are available on the template hire status page:

Processed hires
Canceled hires
Pending hires

24) What methods are available for updating the compensation packages of the Workers?

Following are the methods that are available for updating the compensation packages of the Worker:

Automated step increases
Amount increases
Step increases using review bands
Seniority pay increases
Percentage increases
Grade Advance increases

25) What components are included in Setup HRMS?

The following are the components included in Setup HRMS:

Install
Upgrade
Security
Common definitions
Foundation tables
System Administration
Product related

26) Why is the update/display mode used?

The update or display mode is used for adding new statistics and also viewing the current data.

27) Why is the correct history mode used?

The correct history mode is used for correcting past and present information according to EFFDT.

28) What is the use of include history mode?

The include history mode is used for viewing past information according to the EFFDT.

29) What is meant by employee record number?

Employee record number refers to the number that helps us to identify different organizational relationships of an employee.

30) What fields are mandatory When a person is added to the system?

Following are the mandatory fields while adding any person to the system:

Name
Organizational relationship

Address, national ID, and Date of birth will show a warning message.

Conclusion

A PeopleSoft HRMS functional developer role requires knowledge handling HR activities in PeopleSoft HRMS. They should have experience in working with Absence Management, PS Query/App Engine, Self-Service, Data Mover scripts, Benefits Administration, etc. Additionally, it will be good to have basic knowledge of PeopleCode, PS Query, SQR, Component Interface, etc. So make sure that you go through these topics before you attend your interview.

1. How an application approach is different from a general HRMS approach?

Ans:

Application-based Approach	General Approach
A complete Portfolio of employees is defined	No complete information on employee Portfolio
Modification in the information is easy	Information modification is difficult
System Integration is possible	System Integration is not possible

2. What can be the benefits of Effective data in the HRMS system?

Ans: It is basically used in the handling and managing of core tables that can be the same or different from one another. Simply put separate the different transactions made by an employee on different dates. Several Setup tables can also be managed with this data easily. The effective data simply make sure no error remains present and the record always remains up to date.

3. Define Performance management in your own words along with its significance?

Ans: It is basically a system that is considered when it comes to the management of the skills, potential, efficiency, as well as extra circular activities of an employee working in an organization. It also enables organizations to represent the drawbacks associated with the employees and how they can be eliminated.

Therefore, this approach is of significant importance and is best when it comes to keeping up the pace with error-free efficiency in an organization.

4. What exactly do you know about Human Resource management systems?

Ans: HRMS is basically a function with the help of which employees are recruited, monitored, managed, and utilized through line managers. These days, HRMS systems are good enough to be considered when it comes to dealing with the issues such as hiring, compensation, appraisal, development, safety, motivation, communication, benefits, as well as their effective training.

Being comprehensive systems, they are good in motivating the employees to be a productive and prime contributor to the growth of an organization. All that matters for an organization while dealing with the employees for the accomplishment of their goals can easily be accomplished.

5. How can you put separate the Recruitment and selection?

Ans: In recruitment, a complete array of processes is responsible for the selection of an employee to work in an organization. Depending on the position and the responsibilities, as well as on the overall experience of the employee, these processes could vary largely. It often takes place after selection which in fact, is nothing but short-listing a candidate for a particular just through the interview.

6. What do you know about Human Resource Information systems?

Ans: These are the systems that are utilized for the purpose of storing, acquiring, distributing, controlling, as well as analyzing the information that is shared among the stakeholders.

All the traditional processes can be improved significantly and the decision-making and other approaches can therefore be boosted to a good extent with this. Present days stems have a wide scope when it comes to maintaining functionality. They are capable to handle multiple tasks in a very reliable manner.

7. Can you tell what the roles of a Human Resource Generalist are?

Ans: The prime role is to conduct Induction Training and other training for the welfare of the employees such as skills training or training for a particular domain. Designing the training program and the performance monitoring is also the responsibility of the HR Generalist.

8. What is the People Group in the People Soft Human Resource Management Systems?

Ans: It is basically an area where the users can define the assignment data in a clear manner. It is possible to utilize this data for the purpose of grouping the sets that matter a lot to the user. Whenever it comes to defining the eligibility of the elements, it is possible for the users to simply use them.

9. What exactly do you mean by Element Entry in the HRMS?

Ans: It is basically an element that is used for the salary calculation of an employee. All the information regarding the bonus paid, increment, deductions, medical claims, and other factors are considered in it.

10. Can you tell me something about the terminal rules of an element?

Ans: There are three important rules for which it is responsible and they are:

Actual Termination: It is basically an approach that is used for the purpose of a nonrecurring element. Entries can be closed simply when the Pay Period ends
Final Close: This approach is considered whenever there is a need to open the entries beyond the leave period of an employee.
Standard Process: It basically defaults to the day when the employee either left the job or is relieved from his/her responsibilities. It is possible to set this day at a later date.

11. When there is actually a need to process the Human Resource Processes according to you?

Ans: It largely depends on the organization. Depending on the size of an organization and the overall number of tasks performed, there can be a very large number of processes that an organization has to deal with. With a few organizations, processes are often combined on a daily basis whereas, with a few, they are combined after a specific time gap.

12. What is an effective sequence in the PeopleSoft HRMS and how it is useful for the organizations?

Ans: It is basically an approach that is considered best because it makes sure that the large sections of data dealing with the transactions of the employees can be handled in a reliable manner.

The fact is that almost all the transactions are actions driven and it is very common that employees made similar transactions multiple times during a specific period. When such a situation arrives at all the other transactions then the first needs prompt attention. This is done through the Job table which is prepared by effectively sequencing the information.

3. What exactly is a regulatory region in a Human Resource Management System?

Ans: It is basically a region that clearly defines the rules and regulations that are of prime importance in a specific function performed. There are several general requirements and in order to accomplish them, a lot of transaction is to be made under some defined rules.

All such rules are present in the regulatory region. There are some specific codes that define each transaction it is not always necessary that all the codes remain the same in all the regions.

14. In the PeopleSoft Human Resource Management system, what according to you is the most important record present?

Ans: It’s nothing but the Job Record

15. Can you tell me something about the ERP and how it is important?

Ans: It is an approach that is referred to as a specific class of application dealing with business modules. In order words, it is a blend of various software applications and can thus perform all the important tasks alone which were generally dependent on a number of software. It is an integrated approach and the users are free to save a lot of time through this approach

16. How a Prompt Table is different from a Translate Table in an HRMS system?

Ans: Both these tables are different from one another in a few ways. The strict upper limit on the translate table for the characters is a maximum of 4. On the other side, there is no such limit on the prompt table. The overall number of entries that can be accommodated in a translate table is 30 but the prompt table can have any number of entries available in it at any time.

17. What are the modules on which the PeopleSoft HRMS can provide relevant information?

Ans: There are several modules actually that are useful and a few of them are Payroll, Job Information, Work, Employment information, Job Labor, Pattern for earning distribution, Overall compensation to the employees, Various programs for the benefits of the employee, Salary structure, and any other sort of information on the employment.

18. Name a few factors based on which the compensation to the worker can be distributed as per the PeopleSoft HRMS system?

Ans: This can be the Unit of business, the code of earning, department, Pay the type of the ledger, Shift of the employee, the job code, overall time, and so on.

19. What are the important tasks that can be managed through a Human Resource Management system?

Ans: It is basically a Human Resource application that is useful for combining the processes and systems in order to make sure that effective human resource management is going on in an organization. Several important and in fact, compiles HR functions are there which need to be combined to get the desired outcomes. This task is generally performed with the help of an HRM system.

20. What are the various methods for the performance appraisal that an HRMS system can consider?

Ans: There are three important methods depending on the source of the feedback. The First is the 90 Degree Appraisals in which the source of the feedback of the employees is the Supervisor or the manager.

The second is the 180 Degree Appraisal in which the source of the feedback is nothing but the peers and the last one is the 306 Degree where the source of feedback is multiple such as managers, peers, supervisors, and so on.

21. What are the tasks that can be performed with the help of Human Resource Information Systems?

Ans: They are as follows:

Improving and tracking the efficiency of the process
Managing the hierarchy of origination
All the financial transactions can be made simple and useful
Complexity can be avoided in various departments

22. Compare the Hire Date and last hire date?

Ans: The hire date is the date when a person is hired in an organization. It is also called the date of joining an organization for an employee. The last hire date on the other side is the date when an organization leaves the job or is terminated from his/her services.

24. Is it possible to retrieve the data using traversing in HRMS?

Ans: Yes, it is possible

24. What would be your strategy for an effective Human Resource management environment in your organization?

Ans: This can be done in many ways and there are actually a lot of factors that need to be considered for this. A few strategies are as follows:

Rewarding the employees for their good work
Made them feel they care
Considering an effective application such as PeopleSoft HRMS
Managing things in a rightful manner
Assuring effective communication in the organization

25. How a particular job is identified in the PeopleSoft HRMS?

Ans: This is done through a feature known as Job Family

26. Managing the resources can always generate leads? Do you agree with this statement?

Ans: Yes, this is actually true and there are a lot of things that can be done in a rightful manner only if the right methods are followed when it comes to managing the resources. Resource management simply makes sure everything can be accomplished on time and in a manner that is totally free from all bugs. You can simply make sure of things that are in your favor all the time.

27. What are the challenges that are associated with proper Human Resource Management?

Ans: There are certain things that can go wrong. A few of them are as follows:

Employees often have conflicts among them that need to be addressed through an effective mechanism. Else, they can affect their efficiency
Nonavailability of skills can be another challenge
Lack of knowledge of the employees assigned a specific duty is another fact

28. Can you tell only one benefit of the Employees table present in the PeopleSoft HRMS?

Ans: It simply stores everything that is related to the employees.

29. What are the reasons to trust a Software Application that can be trusted for Human Resource Management in an organization?

Ans: Software Application always makes sure of the following

Reliability
Efficiency
Accuracy
Precision
Error-free results
Sensitivity
Regularity

30. What type of data would you store in the Setup tables?

Ans: The data that wouldn’t accept many changes are generally stored in it.

1) What is PeopleSoft Enterprise HRMS?

Answer # PeopleSoft HRMS is an integrated suite of applications and business processes that are based on PeopleSoft’s Pure Internet Architecture (PIA) and enterprise portal technologies.

The sophisticated features and collaborative, self-service functionality available in PeopleSoft HRMS enable you to manage your human resources from recruitment to retirement while aligning your workforce initiatives with strategic business goals and objectives.

2) What is PeopleSoft Enterprise HRMS Integrations?

Answer # PeopleSoft HRMS integrates with other PeopleSoft applications, such as PeopleSoft Enterprise Financials, PeopleSoft Enterprise Workforce Analytics, and PeopleSoft Enterprise Learning Management. PeopleSoft HRMS also integrates with other third-party applications. PeopleSoft HRMS uses various integration technologies to send and receive data.

3) What are the different components and component interfaces in PeopleSoft HRMS?

Answer # Component Component Interface

Departments component (DEPARTMENT_TBL) – DEPARTMENT_TBL

Establishment component (ESTABLISHMENT_DATA) – ESTABLISHMENT_DATA

Job Code Task Table component (JOBCODE_TASK_TABLE) – JOBCODE_TASK_TABLE

Job Code Table component (JOB_CODE_TBL) – CI_JOB_CODE_TBL

Job Tasks component (JOB_TASK_TABLE) – JOB_TASK_TABLE

Location component (LOCATION_TABLE) – LOCATION_TABLE

FLSA Calendar Table (FLSA_CALENDAR) – FLSA_CALENDAR

Pay Run Table (PAY_RUN_TABLE) – PAY_RUN_TABLE

Tax Location Table component (TAX_LOCATION_TBL) – TAX_LOCATION_TBL

4) How PeopleSoft HRMS stores data?

Answer # PeopleSoft HRMS is a table-based system that stores critical general data, such as companies, work locations, and system specifications in a central location. The system enables users to access the same basic information while maintaining data accuracy and integrity.

Tables that are central to PeopleSoft HRMS include control tables, transaction tables, and prompt tables.

5) What is a control table in Peoplesoft HRMS?

Answer # Control Tables – Control tables store information that is used to process and validate the day-to-day business activities (transactions) users perform with PeopleSoft HRMS applications
.
The information stored in control tables is common and shared across an organization, for example, master lists of customers, vendors, applications, items, or charts of accounts. By storing this shared information in a central location, control tables help to reduce data redundancy, maintain data integrity, and ensure that users have access to the same basic information.

The information stored in control tables is generally static and is updated only when fundamental changes occur to business policies, organizational structures, or processing rules.

6) What are transaction tables in Peoplesoft HRMS?

Answer # Transaction Tables – Transaction tables store information about the day-to-day business activities (transactions) users perform with PeopleSoft HRMS applications.

The information stored in transaction tables often changes and is updated more frequently than the information stored in control tables.

7) What are Prompt Tables in PeopleSoft HRMS?

Answer # Prompt Tables – Prompt tables are tables that are associated with fields on PeopleSoft application pages and which display valid data values for those fields when a user selects a prompt or search option.

The data values stored in prompt tables are retrieved from control tables, transaction tables, or other PeopleSoft tables.

8) What are Business Units in PeopleSoft HRMS?

Answer # Business units are logical units that you create to track and report specific business information. Business units have no predetermined restrictions or requirements; they are a flexible structuring device that enable you to implement PeopleSoft HRMS based on how your business is organized.

You must define at least one business unit. The BUSINESS_UNIT field is included on all transaction tables.

9) What are Tablesets and SetIDs in PeopleSoft HRMS?

Answer # Tablesets and setIDs are devices that enable you to share – or restrict – information across business units. For example, with tablesets and setIDs you can centralize redundant information such as country codes while keeping information such as departments and job codes decentralized.

The overall goal of tablesets and setIDs is to minimize data redundancy, maintain data consistency, and reduce system maintenance tasks.

You must define at least one tableset (setID). The SETID key field is included on all control tables.

10) What are Effective Dates and what are the benefits of it?

Answer # PeopleSoft HRMS uses effective dates to store historical, current, and future information. Effective dates
enable you to:

Maintain a chronological history of your data. By storing effective-dated information in tables, the system enables you to review past transactions and plan for future events.
For example, you can roll back your system to a particular time to perform historical analyses for your company. Or, you can set up tables and data ahead of time without using tickler or pending files.
Maintain the accuracy of your data. By comparing the effective dates in prompt tables to the effective dates on application pages, the system displays only those values that are valid for the current time period.
For example, you create a new department code with an effective date of May 1, 2008. Then, on the Job Data pages, you enter a new data row for an employee with an effective date before May 1, 2008. When you select the prompt for the department field, you won’t see the new department code because it is not in effect.

11) What is Person or Position Structure in PeopleSoft HRMS?

Answer # PeopleSoft HRMS enables you to structure or drive your PeopleSoft Enterprise Human Resources system by person or by position. Before you set up information in the control tables, you must decide which method to use. The system processes the information differently depending on your choice.

12) What’s the Difference between Person or Position?

Answer # When you drive PeopleSoft Human Resources by person, you use job codes to classify job data into groups. You use those codes to link person data to job data.

When you drive PeopleSoft Human Resources by position, you still use job codes to create general groups, or job classifications, in your organization, such as EEO (equal employment opportunity) and salary survey data, but you also uniquely identify each position in a job code and link people to those positions.

Job codes primarily have a one-to-many relationship with workers. Many workers share the same job code, even though they might perform the work in different departments, locations, or companies, as shown in the diagram below. You identify the job that a worker performs through the data that you enter in the worker’s job records.

In contrast, positions usually have a one-to-one relationship with workers. However, you can have several positions with the same job code; positions track details of a particular job in a specific department or location.

For example, in job code 1020, Administrative Assistant, you can define different administrative assistant positions with different position numbers—position 15 in accounting, position 16 in the human resources department, position 17 in your marketing department, and position 18 in your production group. Workers are then assigned to these specific positions.

13) Which Method Should You Use Person or Position?

Answer # To determine whether you should drive your system by person or position, consider the following:

If your organization is fluid (that is, if you tend to look at broader groups of workers and create new jobs often), then driving the system by person is probably best for you.
This method is useful if your organization is continually expanding or if new projects require that you create new jobs or job types regularly.
If your organization is fairly static (that is, if jobs and job descriptions are mostly fixed, and people move in and out of the same positions), then driving the system by position is probably best for you.
For example, government agencies and hospitals, which plan positions based on budgets (often well in advance of filling the positions), find this method very useful.

If you find that both methods work well in different areas of your organization, you can drive PeopleSoft Human Resources both ways.

14) What is your understanding of PeopleSoft HRMS System Data Regulation?

Answer # As companies grow larger and more complex, they often need to collect the same type of data across many locations. PeopleSoft business units and setIDs enable you to organize businesses into logical units other than companies and departments and to define how organizational data is shared among these units.

PeopleSoft HRMS system data is regulated through the use of business units, tablesets and setIDs, and tableset sharing. Business units are logical devices that enable you to implement PeopleSoft HRMS based on how your business is organized.

Tablesets, setIDs, and tableset sharing are organizational devices that enable you to share – or restrict – the information stored in your HRMS system across business units:

Business – Unit A logical organizational entity.
SetID – A high-level key on many control tables.
TableSet – Set of rows on a control table, grouped by setID, that is available to specific business units.

15) What are Business Units in PeopleSoft HRMS?

Answer # Business units are logical units that you create to track and report specific business information. Business units have no predetermined restrictions or requirements; they are a flexible structuring device that enable you to implement PeopleSoft HRMS based on how your business is organized.

Business units share processing rules and you can create them at any level of the organization that makes sense and that reflect the needs of your internal human resources departments.

If you use the same processing rules across the organization, it may make sense to have a single business unit; if you use different rules in different companies, countries, or functional areas, you may choose to create multiple business units.

16) What are Tablesets and how do you work with them?

Answer # To work with tablesets, you need to be able to distinguish between tablesets, setIDs, and tableset sharing:

tableset – A set of data rows in a control table that is identified by the same highlevel key.
setID – The highlevel key that identifies a set of data rows. There are two types of
setIDs:
• Physical SetIDs – The setID of a business unit (BUSINESS_UNIT = SETID). The rows of data in a physical setID have a one to one relationship with the business unit.
• Logical SetID – A logical setID that is generic and determined by business rules other than business unit. Logical setIDs enable you to share rows of data across multiple business units.
tableset sharing – Sharing rows of data in a tableset across business units or limiting rows to a single business unit.

17) What is Data Permission Security for HRMS?

Answer # Data permission security refers to controlling access to the rows of data in your system. In PeopleSoft HRMS, you can control access to the following types of data:

People.
Employees.
Contingent workers.
People of interest (POIs) with jobs.
People of interest (POIs) without jobs.
Recruiting job openings.
Departments.

18) What are Security Sets and Security Access Types?

Answer # A security set is a grouping of data that is being secured. The sets differ by the origin of the transaction security data.

For example, people of interest without jobs have a separate security set from people with jobs because the transaction data used to secure them does not come from the JOB record, but from the PER_POI_SCRTY record.

Security access types are ways of securing the data within a security set. Each security set has a number of security access types that you can choose to enable. Among other things, security access types determine:

The security transaction data.
If there is data security for future-dated rows.
If the access type uses a department security tree.

19) How do you implement data permission security?

Answer # To implement data permission security, use the Security Installation Settings component (SCRTY_INSTALL), the Security Sets component (SCRTY_SET_TBL), and the Security Access Type component (SCRTY_TYPE2_TBL).

20) What is Future-Dated Security?

Answer # The Security Installation Settings page enables you to select actions that, when used on the Work Location page (JOB_DATA1), trigger the SavePostChange PeopleCode to create a future-dated row in SJT_PERSON.

21) How do you SetUp and Assigning Tree-Based Data Permission?

Answer # To set up and use tree-based data permission, use the Tree Manager component (PSTREEMGR), Security Tree Audit Report component (RUNCTL_PER506), Security by Dept Tree component (SCRTY_DATA), and Refresh SJT_CLASS_ALL component (SCRTY_OPR_RC).

22) How do you modify Security Trees?

Answer # You can modify an existing tree by changing either the nodes or the levels. When you modify a security tree, the tree node numbers usually change, so you need to refresh the numbers. You also need to run the Refresh SJT_CLASS_ALL process to update the data access profiles and security join tables.

23) How do you allow Workers to Update Their Own Data?

Answer # PeopleSoft HRMS doesn’t allow users to update their own data except in the self-service internet applications.

However, sometimes you might want them to update some of their own data in other components. To allow users to update their own data, you implement the PeopleCode function Allow EmplIDChg (allow emplID change).

The function looks for a single Boolean parameter. When the parameter is set to true, workers can update their own data; when it is set to false, they cannot.

24) How do you administer Country Codes?

Answer # To administer country codes, use the Country Table (COUNTRY_TABLE), the Country Table – HR (HR_COUNTRY_TABLE), and the State/Province (STATE_DEFN) components.

25) What is Search/Match?

Answer # To use the full functionality of your system, you must maintain the integrity of your database. With users from many departments entering data into your system, you want to minimize the entry of duplicate or multiple records. Search/Match enables you to define criteria to check for duplicate or multiple ID records.

The searchable ID types (called Search Types) are:
• Person (EmplID)
• Applicant (HRS_PERSON_ID within PeopleSoft Enterprise Talent Acquisition Manager)

26) How do you setup Search/Match?

Answer # To set up Search/Match use the Search Match Rules (HCR_SM_RULE), Search/Match Parameters (HCR_SM_PARM), Search/Match Result Fields (HCR_SM_RSLT_FLDS), Search/Match Results (HCR_SM_RESULT), and Search/Match (HCR_SM_SEARCH) components.

27) What is the difference between Search Box Search and Search/Match?

Answer # The difference between record search from search dialog pages and using Search/Match is this: You use search box pages to retrieve existing records using limited search criteria to view or update data, and you use Search/Match to use a larger set of search criteria that detect duplicate or multiple records in your database or to identify different records that contain duplicate data that should uniquely identify only one ID.

28) What are Frequency IDs?

Answer # Frequency IDs are used in PeopleSoft Enterprise Human Resources, Global Payroll, and Payroll for North America. Frequency IDs are defined on the Frequency Table component (FREQUENCY_TBL). Each frequency ID has a frequency type and an associated annualization factor that represents the number of times that the period occurs in the course of a year.

29) How do you setup person of interest types?

Ansewr # To set up person of interest types, use the Person of Interest Types (POI_TYPE_TBL) component.

30) What are Establishments?

Answer # You use the Establishment component to define distinct physical places of business (establishments) within your company, to enter address information, and to enter regulatory reporting information. In PeopleSoft Human Resources, you define establishments that are consistent with the regulatory requirements of your business operations.

In PeopleSoft Human Resources, an establishment:

Has an address.
Is associated with a company.
Is used for regulatory purposes.

HRMS Fundamentals 9.0

1. What are all the components will have data permission security control access?
• Departtments
• Employee, Contingent Worker, and POI with Jobs.
• POI without jobs.
• Recruiting Federal People with jobs.
• Template based hires.

2. What are all the organizational relationships available while hiring an employee?
• Employee
• Contingent Worker
• Person of Interest (POI)

3. List down the people part of the POI?
• COBRA Participants
• Pension Payees
• Global Payroll Payees
• Stock non-HR Person
• Stock board members
• External Instructor
• Payroll Employees
• External Trainers

4. What are all the People Tools Security?
• Permission List
• Roles
• User Profiles

5. What are all the default programs you need to run after the creating the user profile?
• Refresh SJT CLASS ALL
• Refresh Trans. SJT tables
• Refresh SJT OPR CLS

6. What are all the default Permission List used while creating the User ID?
• Navigator Homepage Permission List
• Process Profile Permission List
• Primary Permission List

7. What are all the methods for assigning Data Permission Access to Permission List?
• Tree based data permission security
• Role based data permission security

8. What are all the Access types for Department security sets?
• Departments by Tree
• Departments by non – tree
• Departments by set id

9. What are all the Access types for People with jobs security sets?
• Job department tree
• Job location
• Jon business unit
• Job Company
• Job regulatory region
• Job salary grade
• Person organization
• Department ID – non tree
• Company – Pay group

10. What are all the Access types for People without jobs security sets?
• POI Business Unit
• POI Location
• POI Institution
• Person of Interest

11. What are all the Access types for Recruiting Job Opening security sets?
• RS Company
• RS Business Unit
• RS Department ID
• RS Location
• Recruiting Team

12. What are all the Access types for Template Based Hire security sets?
• Template ID
• Template Category
• Person Organisation
• Country

13. What is the default tree name need to give while creating the new tree?
Dept Security followed by any name as per your requirement.

14. What would be the default effective date for creating the new tree?
1/1/1900 or 1/1/1901

15. What are all the tree manager definitions?
• Level
• Node
• Parent
• Sibiling
• Child

16. What are all the various types of SJT?
• SJT_CLASS
• SJT_CLASS_ALL
• SJT_PERSON
• SJT_DEPARTMENT

Adding People in the PeopleSoft System

17. What are all the organisational instance components?
• Add Employment Instance (Job_Data_Emp)
• Add Contingent Worker Instance (Job_Data_CWR)
• Add Person of Interest Job (Jon_Data_POI)

18. What are all the job instances used for POIs?
• COBRA qualified beneficiaries
• Stock employees not administered in Human Resources
• Global Payroll Employees
• Pension Payees
• Stock board members

19. What are all the purpose of the Job Earnings Distribution Information Page?
We can distribute the worker’s compensation on the basis of the following:
• Department
• Job Code
• Earnings Code
• Business Unit
• Shift
• Position Number
• General Ledger Pay type

20. What are all the job level defaults?
• Work
• Job Information
• Job Labor
• Payroll
• Salary Plan
• Compensation
• Employment Information
• Benefit Program Participation
• Earnings Distribution

Adding Workers Through Template-Based Hires (Smart Hire)
21. What are all the main components for setting the hire template?
• Template Record/Field
• Template Section
• Template Category Table
• Template Creation

22. What are all the statuses used to define templates?
• Test (Default Value)
• Active
• Inactive

23. What are all the statuses available on the template hire status page?
• Pending Hires
• Cancelled Hires
• Processed Hires

Maintaining Person and Job Data

24. What are the methods available to update worker’s compensation packages?
• Seniority Pay increases
• Grade Advance increases
• Automated step increases
• Step increases using review bands
• Amount increases
• Percentage increases

25. What are all the components available under Setup HRMS?
• Install
• Security
• Upgrade
• Foundation Tables
• Common Definitions
• Product Related
• System Administration

26. What is Effective Date?
Information Component /Record linked to the data EFFDT. Information changes based on the EFFDT.

27. What is Effective Sequence?
Identifier to find the order of multiple transactions occurring on a same EFFDT.

28. What is the effective sequence’s default number?
0
29. What are all the two statuses will be available on the top of the job data?

30. What are all the different types of action/reasons available on the system?

31. What’s the difference between a position number and a job code?
Position number is the unique identification number for driven by business unit , department ,location , job code and other parameters

32. What do you mean by budget and incumbents?

34. What is the purpose of update/display mode?
To add the new information current and future as well view the current data.

35. What is the purpose of correct history mode?
To correct the past and current information based on the EFFDT.

36. What is the purpose of include history mode?
To view the past information based on the EFFDT.

37. What is difference between Person ID and Employee ID?

38. What is Employee Record Number?
Number to identify an employee’s different organizational relationships.

39. What are all the mandatory fields need to key in while add a person on the system?
1) Name
2) Organizational relationship

National ID , Address, Birthdate gives us warning message.

40. What is employment instance?
Employee relationship with organization. Where employee can have multiple relationship (instances) with the organization.
41. What is the difference between Set Id and a Business Unit?
Where a Business Unit organizes your company or your organization, SetIDs
help you organize your data within the system. The HRMS system uses tables
(Control Tables or Prompt Tables) that use a high-level key that enables
you to identify and retrieve data from the system. A secondary high-level
key,
referred to as a SetID, has also been added on various tables. SetIDs are
simply the labels used to identify a TableSet. Business Unit and SetID
functionality in PeopleSoft also provides you with a higher business
level for reporting purposes and other business data roll-up.

42. What is HCCPALL?
Delivered primary permission list with access to all the components and pages

43. What is HCDPALL?
Delivered row level security permission list with full access.

Q1. What is PeopleSoft?

Ans: PeopleSoft is an organization that provides e-business application software over the internet. It provides software for Human resource management, Supply chain management, CRM or Customer Relationship Management, Enterprise Performance Management and so on.

Q2. Explain what does PeopleSoft query is used for?

Ans: PeopleSoft query is a way to generate ad-hoc and scheduled reports quickly from any source data stored in your PeopleSoft tables. User can build and execute queries using any supported web browsers.

Q3. What is People Soft integration broker?

Ans: People soft integration broker provides SOA (service oriented architecture) technology, and enables the transferring of asynchronous and synchronous service operations. You can use the PeopleSoft integration broker to

To execute synchronous and asynchronous messaging among internal as well as third party systems
Delivers PeopleSoft business logic as web services to PeopleSoft and third party systems
Invoke and consume web services from third party and PeopleSoft systems

Q4. What are the two important components of PeopleSoft integration broker?

Ans: The two important components of PeopleSoft integration includes

Integration gateway: It is a platform that regulates the receipt and delivery of service operations passed among systems via PeopleSoft Integration Broker
Integration engine: It is an application server process that routes service operation to and from PeopleSoft application transforms service operation structure and translates data as per the specification

Q5. What is Related Content in PeopleSoft?

Ans: In PeopleSoft, related content services are the framework within which administrators can contextually link application pages with collaborative content in any PeopleSoft application.

Q6. What is PeopleSoft Multi-Channel framework?

Ans: PeopleSoft multi-channel framework provides an integrated infrastructure to support multiple interaction channels for call center agents or other PeopleSoft users who must respond to notifications and incoming requests. PeopleSoft multi-channel framework supports following channels.

Web collaboration (Chat)
Voice (Telephone)
E-mail
Instant Messaging

Q7. How many ways you can run an application engine program in PeopleSoft ?

Ans: You can run an application in five ways

Application designer
Process Scheduler
AE people tools
Calling people code
Command line prompt(dos)

Q8. What are the main attributes of a Component Interface (CI)?

Ans: Keys, Properties & Collections, Methods and Name

Q9. Explain how you can export SQL results to Excel using SQLPLUS?

Ans: To export SQL results to Excel using SQLPLUS, you have to follow the following steps

Step 1: Login into data-base using SQL PLUS
Step 2: Set mark-up using command “ SET MARKUP HTML ON”
Step 3: Spool the output to a file “SPOOL C:\TEMP\MYOUTPUT.XLS”
Step 4: Execute your SQL QUERY
Step 5: Set the Spool off
Step 6: To view the output open the output XLS file

Q10. What is the role of PeopleSoft component Interfaces?

Ans: PeopleSoft component interfaces give a way to use the PeopleSoft database without using a graphical user interface. A component interface wraps PeopleSoft component, which is a logical grouping of PeopleSoft pages representing a complete business transaction.

Q11. Explain File Interfaces in PeopleSoft?

Ans: PeopleSoft interfaces provide the ability to exchange files with third-party system or legacy system that do not support messaging. Files are exchanged using file layouts.
File Layouts supports following file types

Comma delimited files
Fixed format sequential files
XML files

Q12. In what all ways you can use PeopleSoft Query?

Ans: PeopleSoft query can be used

To display data in a grid
To run queries as a discrete process
To schedule a query
To download query results to XML and Excel spreadsheet
To cater as a data source for Crystal Reports
To decide to whom to forward information
To cater as a data source for defining online analytical processing cube (OLAP)
To create a data source for PeopleSoft and Vision reports

Q13. What is the use of Publish Utility in PeopleSoft?

Ans: The publish utility automates the procedure of copying the contents of the entire table into a legacy system or remote database

Q14. Mention where you can add a value to the underlying table in PeopleSoft?

Ans: In PeopleSoft, you can add a value into the “prompt table with no edit”.

Q15. Mention what are the tools are provided by PeopleSoft for testing your integration development?

Ans: The tools that are provided by PeopleSoft for testing your integration development

Send master utility
Simple post utility
Automated integration point testing
Transformation test utility
Handler tester
Schema tester

Q16. Mention what is the role of Schema Tester?

Ans: The Schema Tester utility allows you to validate rowset-based and non-rowset-based messages against message schemas during development to determine if messages link to defined message schemas.

Q17. Mention what does feed publishing framework provides?

Ans: Feed publishing framework provides

A set of API’s and code samples to assist application developers in making new types of feeds and synchronizing them with existing features
Unified interfaces for administrative users and content owners to create, configure and maintained feed definition of various types
Interfaces for end users to explore related feeds and search feed definitions

Q18. Explain in what ways you can create exceptions in PeopleSoft?

Ans: In PeopleSoft, exceptions are handled in two ways

Creating an exception base class that wraps the built-in function call and handles its function parameters consistently, which is more common way
By calling the built-in function CreateException

Q19. Mention what are the different types of service operation does PeopleSoft Integration Broker provides?

Ans: PeopleSoft integration broker supports four types of services

Asynchronous one-way
Asynchronous response/request
Asynchronous to synchronous
Synchronous

Q20. Mention what all technical things can PeopleSoft billing can do?

Ans: With this application of PeopleSoft many things can be done like

Create bills
Receive billing data from other PeopleSoft applications
Receive billing data from other applications
Create recurring bills, installment bills, inter & intraunit bills and so on
Review and validate bills
Adjust invoices
Calculate sales, use, and value-added taxes
Defer revenue accounting and so on

Q21. How the voucher build process flow works in PeopleSoft?

Ans: The voucher build process consists of two sub-processes voucher edit and pre-edit. The pre-edit sub-processes create skeleton voucher record sets from the partial information that you provided online using the components like Quick Invoice Entry (VCHR_QUICK_PNL) or the Summary Invoice Entry (VCHR_SUMM_PNL), or that it obtains from other sources. After the pre-edit sub-process creates voucher record sets successfully, it calls the voucher edit sub-process to complete the record sets.

Set General Ledger User Preferences

Uploading a Combo Code Spreadsheet

Load Uploaded File into Load Combo Code Table

Creating a Manual Journal Entry

Creating a Standard Journal Entry Model

Entering Line Items

Defining a Standard Journal Based on the Model

Creating Standard Journals Postings

Setting Up Journal Spreadsheets

Create a Journal Entry Using SpeedTypes

Approving Journals

Viewing and Updating Journal Entries

Common Combo Edit Rule Errors

Correct Grant/Project Accounting Entries in Accounts Payable

Modify the Journal Entry Template

Specifying Closing Rules for Year-End Close

Specify Open Update Periods for Month-End/Soft Close

Specifying Closing Rules for Interim Close

Processing Year-End Close

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AR

Q) What are the most important tables in Accounts Receivables in PeopleSoft?

Q. Explain about PeopleSoft Receivables.

Example

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Administrator Activities

Delegator Activities

Step # 1: Create Delegation Request

Step # 2: Proxy Selection

Step # 3: Choosing the transaction to delegate

Step # 4: Review and submit the delegation

Proxy Activity

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1. Activate Approval Framework

2.Configure Transaction Registry

3. Transaction Configuration Setup

4. Approval Process Setup

How can I clear all transactions for a PeopleSoft Approval Process? Using SQL

Delegation Framework for Approving Custom AWE

Sample PeopleCode for your Custom AWE – Copy, Paste and Enjoy your time

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3. What exactly is a regulatory region in a Human Resource Management System?

14. In the PeopleSoft Human Resource Management system, what according to you is the most important record present?

15. Can you tell me something about the ERP and how it is important?

16. How a Prompt Table is different from a Translate Table in an HRMS system?

17. What are the modules on which the PeopleSoft HRMS can provide relevant information?

18. Name a few factors based on which the compensation to the worker can be distributed as per the PeopleSoft HRMS system?

19. What are the important tasks that can be managed through a Human Resource Management system?

20. What are the various methods for the performance appraisal that an HRMS system can consider?

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