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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.

0 Participant Guide

Performing GL Closing Activities in PeopleSoft 9.0

Participant Guide

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

Table of Contents
COURSE OVERVIEW
Audience Required Prerequisites Course Lessons Current Process Description What s Changing? Benefits

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2 2 2 2 2 2

LESSON 1: INTRODUCTION TO CLOSING


Lesson Objectives Closing Overview Lesson Checkpoint Questions Lesson Summary

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3 3 3 4

LESSON 2: PERFORMING MONTHLY, QUARTERLY AND YEAR END CLOSE


Lesson Objectives Monthly and Quarterly Closing Processes Year End Close Lesson Checkpoint Questions Lesson Summary

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4 4 7 17 17

LESSON 3: PERFORMING TREASURY RECONCILIATIONS AND VARIANCE ANALYSIS (BSC ONLY) 18


Lesson Objectives Performing Treasury Reconciliations Overview Performing Treasury Reconciliations Process Lesson Checkpoint Questions 18 18 18 30

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide Lesson Summary 30

LESSON 4: PROCESSING FINANCIAL STATEMENT CONSOLIDATION


Lesson Objectives Processing Financial Statement Consolidation Overview Processing Financial Statement Consolidation Process Steps Lesson Checkpoint Questions Lesson Summary

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31 31 33 37 37

LESSON 5: RUNNING GENERAL LEDGER REPORTS


Lesson Objectives General Ledger Reports Overview Running nVision Reports Lesson Checkpoint Questions Lesson Summary

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37 37 38 43 43

COURSE EVALUATION PERFORMANCE SUPPORT DOCUMENTATION

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

Course Overview
Audience
This course is intended for all agencies and BSC General Accounting.

Required Prerequisites
Performing PeopleSoft 9.0 General Accounting Processes

Course Lessons
Introduction to Closing: (30 minutes) Performing Monthly, Quarterly and Year End Close: (5 hours) Performing Treasury Reconciliations and Variance Analysis: (4 hours) Processing Financial Statement Consolidation: (4 hours) Running General Ledger Reports: (2.5 hours)

Current Process Description


Currently, the MTA agencies use different processes for running their monthly, quarterly and year end closing activities. Each agency is responsible for conducting its individual closing responsibilities. Specific processes for carrying out these responsibilities vary across the MTA agencies.

What s Changing?
All MTA agencies will use PeopleSoft General Ledger functionality to run the monthly, quarterly and year-end closing activities. PeopleSoft nVision and SQR reports will be used to summarize accounting activity across the MTA agencies. PeopleSoft Book to Bank will be used to automate the reconciliation of bank statements to their corresponding accounts in PeopleSoft General Ledger. The PeopleSoft Financial Consolidation process will be used to aggregate data, eliminate recording information in various Business Units and automate the posting of elimination information across the MTA.

Benefits
Key benefits include: Creates standardization across all MTA agency business transactions. Allows all MTA agency monthly, quarterly and year-end closing processes to occur within the same General Ledger. Reduces time spent on data entry, accounting balance reconciliation, and report generation through a single interfacing accounting system. Develops the overall Inter-company accounting process.

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

Lesson 1: Introduction to Closing


Lesson Objectives
After completing this lesson, you will be able to: Describe an overview of the monthly, quarterly and year end closing process.

Closing Overview
Closing activities allow companies to close specific periods of time (monthly or quarterly close) as well as close profit and loss accounts to retained earnings on a yearly basis (year end close). This allows financial activity for the accounting period to be summarized in order to allow the processing of the next accounting period s activity. Year end closing differs from monthly or quarterly closing in that year end activities close the profit and loss (P/L) accounts to retained earnings. The table below describes some key features of year end closing: Year End Close It Closes the year specified on the Account ChartField, the Alternate Account is c ChartField, or both. ri ti Unless the Set Default Retained Earnings option is set to Off, all P/L accounts are closed. c a Carries forward closing balances to beginning balances for balance sheet l accounts. If closing is not performed for all book codes and balance sheets, t closing balances carried forward to beginning balances are only balanced for the h set of accounts defined by the closed book codes or the closed balance sheets. a Directly updates the ledger. Optionally, creates journal entries for any transaction t that affects ledger balances. e Automatically closes all adjustment periods for the year. a c Includes Account or Alternate Account in P/L ChartFields. h a gency have all transactions entered and finalized in the General Ledger prior to beginning closing activities. This includes all batch jobs and monthly entries that occur from the agency to the General Ledger. In addition, all necessary corrections should be completed by the BSC and MTA agencies in the PeopleSoft sub-modules prior to closing activities. Key financial reports are produced and reviewed to monitor the business s financial status with respect to financing and investing activities and its operating activities.

Lesson Checkpoint Questions


Identify what word fills in the blank: 1. Year end activities close the __________ and _________ accounts to retained earnings. 2. __________ close carries forward closing balances.

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

Lesson Summary
Closing activities allow companies to close specific periods of time (monthly or quarterly close) as well as close profit and loss accounts to retained earnings on a yearly basis (year end close). This allows financial activity for the accounting period to be summarized in order to allow the processing of the next accounting period s activity. It is critical that each agency have all transactions entered and finalized in the General Ledger prior to beginning closing activities. In addition, all necessary corrections should be completed by the MTA agencies in the PeopleSoft sub-modules prior to closing activities.

Lesson 2: Performing Monthly, Quarterly and Year End Close


Lesson Objectives
After completing this lesson, you will be able to: Conduct Monthly and Quarterly Closing Processes Understand the monthly and quarterly closing processes Describe Year End Closing Processes Discuss the year end closing process

Monthly and Quarterly Closing Processes


Fiscal Calendar PeopleSoft provides the functionality to maintain a variety calendars for the MTA. The most commonly used calendar to set up the fiscal calendar year is the Detail Calendar. This calendar defines the beginning and end dates and number of accounting periods in a fiscal calendar year. Walk Thru 1 View Detail Calendar and Open Period Mass Update Navigation: Set Up Financials/Supply Chain > Common Definitions > Calendars/Schedules > Detail Calendar

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

1. Perform one of the following actions: If You Need To Find an Existing Value Complete the Following Remain on the Find an Existing Value tab. Enter values in the Set ID, Calendar ID, and Fiscal Year fields. Click to display potential matches. Select the appropriate item from the list. Click on the Add a New Value tab. Enter the new value in the Set ID and Calendar ID fields. .

Add a New Value

Click

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

2. The Calendar Periods tab displays the beginning and end dates and number of accounting periods in a fiscal calendar year. The MTA has 12 periods per fiscal year, one period corresponding to each month. Monthly and Quarterly Close (BSC Only) The Open Periods Mass Update functionality is used to make mass changes to open periods for Business Units. This functionality is used for monthly and quarterly closing activities by the MTA. Navigation: Set Up Financials/Supply Chain > Business United Related > General Ledger > Open Periods > Open Period Mass Update

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

1. Users can select a particular product, subsystem or set of subsystems (i.e.Accounts Payable, Asset Management, etc.) to close as well as the specific period (month or quarter) in a designated calendar year. 2. Once specific periods and subsystems have been selected for closing, click and subsequently .

Year End Close


Before year end close begins, the process uncloses the periods in the fiscal year that is being processed. It then closes the P/L accounts to retained earnings and generates the balance forward amounts. It directly updates the ledger and creates offsets to the retained earnings amounts. Closing a year and opening a new one can be an iterative process. This is due to the potential for unknown final adjustments for weeks after year close. General Ledger enables users to carry on normal accounting and reporting activities during year end, while maintaining control over the closing process. The following procedures typically occur during year end close:

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

1. Stop processing accounting transactions for the current fiscal year. 2. Produce preliminary year end reports. 3. Begin to process the upcoming fiscal year. 4. Record adjustments to the current fiscal year. a. When posting adjusting entries to the current fiscal year, enter them as adjusting journals. Alternatively, reopen the appropriate accounting period, enter and post the entries, and close the period again. 5. Close the current fiscal year. 6. Produce reports for the upcoming fiscal year. 7. Make additional adjustments to the current fiscal year. 8. Reclose the current fiscal year.

Year End Closing Process Steps The year end closing process consists of several steps: 1. Define ChartField value sets a. Define the set of values for the ChartFields that the system uses as the source for the year end closing. 2. Define Year End Closing Rules a. Year end closing creates carry forward balances. Define the rules for the year end close using the closing rules component. Specifically, the MTA must identify: i. The P/L accounts to close to the various retained earnings accounts (defined by the agency). ii. Whether to store P/L reversal entries. iii. Whether to have beginning balances reflect separate debits or credits, or whether to reflect the net of the debits and credits. iv. Whether to close the general ledger periods. v. Whether to create journal entries for the year end entries. vi. The ChartField value sets to use for the roll-forward amounts. 3. Run the Closing Request a. When requesting the year end close to be processed, identify: i. The ledger to close. ii. The closing rule to use. iii. The date to use as the closing date. iv. The Business Units to close. Key financial reports showing year to date and budget versus actuals are produced through monthly, quarterly, and year end close activities and reviewed to monitor the business s financial status with respect to financing and investing activities and its 10

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

operating activities (i.e. is revenue sufficient to cover cost of producing/servicing and cover expenses?). All adjustments are made as necessary. PeopleSoft defines special periods in addition to the periods defined in the calendar for a ledger that are important to year-end close. These include: Period 0: This period contains balance forward amounts (i.e. the balance at the beginning of each year). The closing process is the only PeopleSoft General Ledger process that updates this period. Period 998: This period contains adjusting entries that have been entered. An adjusting entry is indicated on the journal entry panel via a checkbox. Period 999: This period contains the results of the year end close. The year end closing entry to book the current year end net income to retained earnings is posted to this period. The closing process is the only PeopleSoft General Ledger process that updates this period.

Walk Thru 2 - Run Year End Close Process Steps (BSC Only) The following steps should be used to run year end process steps in PeopleSoft 9.0. 1. Log onto PeopleSoft 9.0 with your user name and password. Navigation: General Ledger > Close Ledgers > Request Ledger Close

2. Perform one of the following actions: If You Need To Find an Existing Value Complete the Following Remain on the Find an Existing Value tab. Enter a value in the Run Control ID field. Click to display potential matches. Select the appropriate item from the list. Click on the Add a New Value tab. Enter the new value in the Run Control ID field. .

Add a New Value

Click

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

3. In the Process Frequency box, select Once. 4. To close revenue and expense accounts to retained earnings and roll forward beginning balances to the upcoming fiscal year, use the Close Request page to initiate the background request. General Ledger performs closing according to the options selected in the closing rules. Complete the following fields on the Ledger Close Request page:

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Description Shared Services / PeopleSoft 9.0 Specify the type of close that the system runs. Options are Implementation Close and Undo. For year-endGL Closing not necessary to Performing close, it is Activities in PeopleSoft undo a close before rerunning the close because existing 9.0 amounts are deleted first. In case of an error, toParticipant Guide reverse the retained earnings and balance-forward calculations, select Undo. Fiscal Year Enter the year to be closed or the year of the closing to be undone. Business 5. Click Unit For to Select the Process Scheduler Request page. groups and go to a Business Unit to determine which ledger Prompting closing rules can be selected. Check only, Do not Select to have the close process perform validation checking 6. Enter the required parameters and retained earnings or balance-forward . process but not calculate click amounts. 7. Closing Rule Note the process Select the closingand click Process Monitor to go to the Process instance number rule to use for this request. Monitor page. Ledger Group Select the ledger group for the ledger being closed. Ledger Enter a specific ledger to process or leave this field blank to process all ledgers in field ledger group. reads Success. 8. Click until the Run Status the for the process Closing Date Select either BU Process Date or As of Date and enter the date Option area in the Specify field. The BU Process Date uses the process date of the Business Unit as the As of Date for the closing Y processes. The As of Date is a specific date for the closing e process. a Selections area Select either Selected Detail Values or Detail Selected r Parents. The Selected Detail Values option is used to enter E one or more Business Unit values in the Business Unit to Close n field. The Detail Selected Parents option is used to specify a d tree containing the Business Units to close. If the latter is C selected, the fields Tree Set ID, Tree, and Level become unl grayed for data entry. o Business Unit to If the Selected Detail Values option is enabled, select a s Close area Business Unit in the Select Value field. To close or undo a i close for more than one Business Unit, click the Add button and n select another Business Unit. g Rules (BSC Only) Closing rules define how General Ledger calculates retained earnings and carries forward balances to the new year. The rules are defined by the Closing Set ID. Using the Closing Rules panel group, the General Ledger System Administrator creates a closing rule. The PeopleSoft functionality provides flexibility in the determination of how retained earnings are calculated. Depending on the needs, users can: Close all P/L accounts to a single retained earnings account in total for a Business Unit. Close all P/L accounts to a single retained earnings account, but break down this amount by the ChartFields selected to track profit and loss. Close selected P/L accounts and ChartFields to multiple retained earnings accounts. Close by selected book code using accounts with a particular book code, or close to override accounts and retain the book code. The following pages are used to define closing rules:

Field Name Close Request Type

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Page Closing Rules

Net Income/ Retained Earnings Journal Options

W a l k T Roll Forward h Options r u 3P r ocess for Defining Closing Rules (BSC Only)

Navigation Use Shared Services / PeopleSoft 9.0 General Ledger > Close Ledgers > Identify the type of closing Implementation Closing Rules > Closing Performing GL Closing Activities in PeopleSoft Options (tab) (year end), closing scope, and other closing options. 9.0 General Ledger > Close Ledgers > Identify the P/L ChartField Participant Guide Closing Rules > Net Income/Retained value sets and the retained Earnings (tab) earnings ChartFields for the closing. General Ledger > Close Ledgers > Define journal options for Closing Rules > Journal Options (tab) the system-generated journals created during the close. Also specify whether to create journal entries for year end close. General Ledger > Close Ledgers > Identify whether to roll Closing Rules > Roll Forward Options forward accounts with zero (tab) balances. Also indicate whether to roll forward none, some or all of the profit and loss accounts.

Navigation: General Ledger > Close Ledgers > Closing Rules

1. Perform one of the following actions: Complete the Following 2.If You Need To Closing Options tab appears. Find an Existing Remain on the Find an Existing Value tab. Value Enter a value in the SetID, Closing Rule, and Closing Type fields. Click to display potential matches. Select the appropriate item from the list. Click on the Add a New Value tab. Enter new value in the SetID, Closing Rule, and Closing Type fields. .

Add a New Value

Click

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

3. Complete the following fields: 4. Click Field on Description Ledger Template Purpose . Enter a brief description of the closing rule to appear on pages and reports. Select the ledger template associated with the ledger to be closed. PeopleSoft uses the template to identify which ChartFields to list in the selections fields for the closing rule. Select Active or Inactive.

Status

5. Select the appropriate year end close options for the specific transaction from the following list: Purpose 6. Click Field Net Income/Retained Earnings tab. on the Close by The majority of year end closes are based on the Account ChartField. Set Default Retained Select to use the default retained earnings defined on the Earnings Closing Options page. If not selected, the Net Income/Retained Earnings page must be used to define all closing accounts. Create Jrnl by RE Select to have year end close create separate journals for Group each P/L ChartField value set group and retained earnings pair. Close the G/L Open Select to close all open General Ledger periods for the Periods Business Unit and ledger group combination and year being closed. Close Adjustment Select to close all open adjustment periods for the Periods Business Unit and ledger group combination and year being closed. Store P/L Reversal Select to store P/L offsets in period 999. If this option is Entries not selected, offsets are not stored in period 999. If period 999 is selected for reports, the ledger will not be balanced. Initialize DR/CR with Select to begin the year with net balances of debits and Net Bal credits, instead of carrying forward separate balances. 7. Complete the following fields: This option is only available if separate debits and credits are enabled. Close DR/CR with Net Select this option to net the separated debit and credit Balance amounts during a year end close for the P/L accounts before posting a single net amount to period 999.

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Purpose Shared Services / PeopleSoft 9.0 Select to close to multiple retained earnings accounts. If Implementation cleared, the system uses the default account for retained Performing GL Closing Activities in PeopleSoft earnings defined in the Closing Options page. All P/L 9.0 accounts will close to the default retained earnings Participant Guide account. Profit/Loss Identify the profit and loss accounts to be closed. ChartField Value Set Select the ChartField value set for the P/L accounts to be closed. If there are other P/L ChartField value sets that 8. Click on the Journal Options tab. same retained earnings account, click the Add close to the button and select the appropriate ChartField value set. Update/New Click to access the Setup ChartField Value Sets page to create or update a ChartField value set to use as the P/L ChartField value set. Retained Earnings Identify the retained earnings account (target account) to which the P/L accounts are closed. ChartField Select a valid ChartField (Ex. Account). Retain Value Select to retain the ChartField value from the original journal entry. ChartField Value Select the specific retained earnings account. This option is required for the Account ChartField.

Field Close to Multiple Ret Earnings

9. Complete the following fields: Purpose 10. Click Field Roll Forward Options tab. on the Journal ID Mask Enter a prefix for naming closing journals. Journals are identified with up to a 10-character alphanumeric ID. Source Enter a code to identify the origin of the journal entries that are created. Closing Doc Type If you use the Document Sequencing feature, select a predefined closing document type for the closing journals. Description Enter a description of the journals that are created. Create Journal Entries Select to create journal entries for year end close transactions only.

11. Complete the following fields:

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Field Do Not Roll Forward Zero Bal P/L Roll Forward to Next Yr

G e n e r a ti n g t h e J o u r n a l Roll Forward Profit/Loss C l o Update/New s i n g Status Report

Purpose Shared Services / PeopleSoft 9.0 Prevents the system from creating balance-forward Implementation amounts (period 0) for accounts with aActivities in PeopleSoft Performing GL Closing zero ending balance. 9.0 Normally, only balance sheet accounts are rolled forward, Participant Guide and their balance forward amounts stored in period 0. Field options include: not Roll Forward: Do not roll forward any amounts Do from prior year accounts with the Balance Forward field on the Account Type page set to the value Not Carry Forward. Partial Roll Forward 1 Year: For select ChartField 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. 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. Roll Forward All 1 Year: Closing rolls forward all amounts 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. Roll Forward all Cumulative: Closing rolls forward all amounts 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 electing to roll forward in the P/L to Roll Forward to Next Yr field, select the ChartField value set for the P/L accounts to roll forward. Click to access the Setup ChartField Value Sets page, where a ChartField value set can be created or updated to use as the roll-forward P/L ChartField value set.

Note: Journals should be reviewed before posting.

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Field Display Full Numeric Field Select From Closing Log Table Process Instance Reporting Closing Status

U n d o Y e a r ChartField Selection E n d Close To undo a year end close, enter the ledger group, ledger, fiscal year, and Business Units to unclose. When an undo is run for a year end close and journal entries are not created, the system clears the period 999 (year end close results) and period 0 (balance forward) rows from the ledger.

Purpose Shared Services / PeopleSoft 9.0 Select to display the full numeric value if it is larger than the Implementation report column size. The number wraps to a second line. Performing GL Closing Activities in PeopleSoft Select to have the scope of the report defined by the 9.0 process instance stored in the closing log table. The Guide Participant Process Instance field becomes available. Enter the process instance number of the Close process run. Select one of the following to: Closing Status Types: Include all journals, regardless All of their closing status. Except Not Processed: Include only journals that the All close process has processed. Closed Journals: Include only journals that the close process has closed. Not Processed: Include only journals that the close process did not process. Unclosed Journals: Include only journals that the close process processed but did not close. Enter a sequence number and ChartField long name. Use the Select option to include only selected values, and enter a value.

Lesson Checkpoint Questions


Identify what word fills in the blank: 1. __________ define how the General Ledger calculates retained earnings and carries forward balances to the new year. 2. Period __________ contains the results of the year end close. The year end closing entry to book the current year end net income to retained earnings is posted to this period.

Lesson Summary
Closing activities enable businesses to track profit and losses on a monthly, quarterly or year end period. Year end closing activities close the P/L accounts to retained earnings and generated the balance forward amounts. Additionally, year end close directly updates the ledger and creates offsets to the retained earnings amounts.

Lesson 3: Performing Treasury Reconciliations and Variance Analysis (BSC Only)


Lesson Objectives
After completing this lesson, you will be able to: Performing Treasury Reconciliations Overview 18

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

Describe the process for running the PeopleSoft Book to Bank reconciliation process Understand the automated reconciliation of bank statements Performing Treasury Reconciliations Process Walk-through the PeopleSoft Book to Bank reconciliation process steps

Performing Treasury Reconciliations Overview


Book to Bank reconciliation is a process where bank reported balances in the bank statement are compared against the system s General Ledger balance for a given fiscal period. The reconciliation process is usually performed as part of the General Ledger monthly closing processes. Bank account activity is made up of journal lines, both detailed journal lines and summary journal lines. The Book to Bank reconciliation process determines whether a journal line transaction (regardless of its system of origin) has been reconciled. If a transaction has not been reconciled, then it appears in the appropriate region of the Book to Bank Reconciliation Details page, categorized by type. Unreconciled system transactions (such as disbursement checks) appear on the bank side, while unreconciled bank transactions (such as deposits in transit) appear on the system side. During the Book to Bank Reconciliation process, the system searches for all unreconciled transactions (UNR) that fall under the specified General Ledger period end. This means that the process includes any outstanding unreconciled bank transactions and adds them as adjustments to the General Ledger adjusted balance total. Differences between the bank statement balance and General Ledger balance can be due to: Time difference items that affect the bank statement, such as deposits in transit or unreconciled checks. First notice items, such as fees or interest accrual amounts, which have been noted on the bank statement but not yet booked into the General Ledger system. Once all unreconciled bank transactions have been identified, the Book to Bank reconciliation process allows the appropriate adjustments to be made in order for the General Ledger and bank statement balances to match. Once the balances match, the statement is confirmed as reconciled and the General Ledger closing processes continue. Transactions that have been reconciled through the Book to Bank Reconciliation process are considered final and are generally not reversed.

Performing Treasury Reconciliations Process


The bank statement is directly fed into PeopleSoft banking functionality. FTP software pulls the bank statement from the bank FTP site to the BSC directory. The Import file pulls the bank statement from the BSC directory into PeopleSoft. This process occurs four times a day (6:30am, 10am, 12pm, and 2pm) to pull the most current data into PeopleSoft. Walk Thru 4 - Select Statements for Book to Bank Reconciliation (BSC Only) 1. Navigate to the Select Book to Bank Statement page to search for statements marked ready for Book to Bank reconciliation, review balance details, and recalculate balances. 19

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

Navigation: Banking > Reconcile Statements > Select Book To Bank Statements

2. Enter a Bank ID and Bank Account #. The Bank ID is the bank ABA number found on the bank statement. The Bank Account Number is found on the bank statement as well. 3. Click .

4. The results appear in the Available Accounting Periods section. In the Select column, select the Accounting period to run Book to Bank reconciliation, and then click Select. This action disables the option in the Select column. Items marked as Ready indicate that the statement has been loaded and reconciliation processes have been performed on the statement. Walk Thru 5 - Run Book to Bank Reconciliation (BSC Only) 1. Review General Ledger balances against bank-reported account balances in the bank statement. Users can also print a report of the Book to Bank adjustments. Navigation: Banking > Reconcile Statements > Book to Bank Reconciliation

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

2. Complete the following fields: Purpose 3. Click Field Details icon. on the External Bank ID The External Bank ID refers to the bank ABA number found on the bank statement. Bank Account # The Bank Account # is found on the bank statement. Fiscal Year Fiscal year refers to the year of interest for the Book to Bank Reconciliation. Accounting Period Accounting period is the accounting time frame of interest for the Book to Bank Reconciliation.

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

4. Review the following fields:

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Purpose Shared Services / PeopleSoft 9.0 This is the Closing Balance on the bank statement that Implementation occurs within the displayed fiscal year and accounting Performing GL Closing Activities in PeopleSoft period. 9.0 Payment in Transit Displays the total of all disbursements that are not yet Participant Guide reconciled. It also includes manual accounting entries that have been finalized and posted to a ledger. This amount reduces the bank statement balance, which appears in the Bank Adjustments Subtotal field. 5. Click on the Notes icon to Displays theto bank reconciliation comments. booked enter book total of all the deposits that are Deposits in Transit into the system but not yet acknowledged by the bank. 6. Save the completed book This amount increases the bank statement balance. to bank reconciliation. GL Adjustments Displays the total of all unposted General Ledger N transactions that have transaction dates that occur o before or on the General Ledger period end date. t Bank Adjustments Subtotal Displays the total of all unposted bank transactions e that exist in the bank statement but not in the system, : and which have transaction dates that occur before or T on the General Ledger period end date. h Total Adjusted Bank Displays the sum of the values in the Bank Statement e Balance Balance and the Bank Adjusted Subtotal fields. r Ledger Balance Displays the system side balance for the bank e account. The balance as of date is determined by the c ledger s period end date. o Unbooked Fees and Displays the total of all bank transactions not yet n Interest booked in the system and which have transaction ci dates that are on or before the bank statement date. li Unbooked Payments Displays the total of all unposted disbursements that a exist in the bank statement but are not in the system, ti and which have transaction dates that are on or o before the bank cut off date statement date. n Unbooked Deposits Displays the total of all unposted deposits that exist in d the bank statement but are not in the system, and a which have transaction dates that are on or before the t bank statement date. a Bank Adjustments Displays the total of the values in the Payments in o Transit, Deposits in Transit, and GL Adjustments fields. n GL Adjustments Subtotal Displays the total of the values in the Unbooked Fees t and Interest, Unbooked Payments, Unbooked h Deposits, and Bank Adjustments fields. e Total Adjusted Ledger Displays the sum of the values in the Ledger Balance b Balance and General Ledger Adjustments Subtotal fields. o Book to Bank Difference Displays the sum of the values in the Total Adjusted o Bank Balance and Total Adjusted Ledger Balance k fields. t Confirm Click to confirm that the Book to Bank Reconciliation o process for this specific bank statement and fiscal b period is complete. Then save the page. Notice that a the Status field changes to Confirmed. n Report Click to generate the Book to Bank reconciliation k report. p Return to previous page Click to access the Book to Bank reconcile page. a ge displays the bank statement data on the left and the General Ledger data on the right. Manage Monthly Book to Bank Reconciliation Balance Variances If variances exist between the cash balance on the ledger and the bank statements, this variance must be researched. 23

Field Bank Statement Balance

Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

1. The BSC General Accounting Operations Analyst must determine whether adjustments are required to the Book to Bank reconciliations page and/or corrections need to be made in the subsystem. 2. For book to bank reconciliation adjustments in PeopleSoft, the BSC coordinates the identification of the transactional variances with BSC functions and/or agency Treasury and performs adjustments to the Book to Bank reconciliations details page.

3. Click on the View Bank Statement icon ( ) next to each category under the Reconciliation Data header to make adjustments to the out of balance numbers. 4. If transactions have been made in PeopleSoft at the end of the month these transactions may not be on the bank statement due to the proximity to month end. These balances must be moved to the next period.

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

5. To move transactions to the next period, uncheck transactions on the adjustments page of each reconciliation data category. Note: Balance variances could be related to payments and deposits in transit, General Ledger adjustments, unbooked fees and interest, unbooked payments and deposits, and bank adjustments. 6. If necessary, coordinate subsystem transaction corrections with Finance Function or agency Treasury. The BSC Finance Function and/or agency Treasury performs the adjustment transaction in the subsystem, which is ultimately the journal generated and posted to the General Ledger. 7. Complete the Book to Bank Reconciliation Workpaper Template for each bank account.

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

8. After correcting the variances, re-run the book to bank process to ensure the variance is zero. Update the Workpaper Template once variances have been resolved. Navigation: Banking > Reconcile Statements > Book to Bank Reconciliation

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

9. Complete the following fields: Purpose 10. Click Field Search. External Bank ID The External Bank ID refers to the bank ABA number 11. Click the Recalculate foundA notification statement. link. on the bank message appears. Bank Account # The Bank Account # is found on the bank statement. Fiscal Year Fiscal year refers to the year of interest for the Book to Bank Reconciliation. Accounting Period Accounting period is the accounting time frame of interest for the Book to Bank Reconciliation.

12. Click OK. The Book to Bank Reconciliation Details page appears. Generate a Book to Bank Reconciliation Report

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Shared Services / PeopleSoft 9.0 Implementation Performing GL Closing Activities in PeopleSoft 9.0 Participant Guide

1. On the Book to Bank Reconciliation Details page, click on Report. 2. Use the following navigation to view the report: Navigation: People Tools > Process Scheduling > Process monitor

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3. Click on the Details link to view the Process Details screen.

4. Click on the View Log/Trace link.

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5. Click on the PDF view and save the file to the computer. 6. E-mail the Book to Bank Reconciliation Report to the agency for review and approval using the Bank Reconciliation Report email template.

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7. Agency approvers review each completed reconciliation report and confirm their approval with the results of the reconciliation. 8. If upon completion of the reconciliation review, the agency is not in agreement with the approach and results, then the report is sent back via email to the BSC Operations Analyst for re-processing. 9. Return to the Book to Bank Reconciliation page.

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10. Click Confirm. Note: The Confirm button cannot be clicked until the variance equals zero. Once the Confirm button has been clicked the reconciliation can no longer be adjusted.

Lesson Checkpoint Questions


Identify what word fills in the blank: 1. __________ reconciliation is a process where bank reported balances in the bank statement are compared against the system s General Ledger balance for a given fiscal period. 2. Unreconciled system transactions appear on the __________ side, while unreconciled bank transactions (such as deposits in transit) appear on the __________ side.

Lesson Summary
Book to Bank reconciliation is a process where bank reported balances in the bank statement are compared against the system s General Ledger balance for a given fiscal period. The reconciliation process is usually performed as part of the General Ledger monthly closing processes. The Book to Bank reconciliation process determines whether a journal line transaction (regardless of its system of origin) has been reconciled. Once all unreconciled bank transactions have been identified, the Book to Bank 32

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reconciliation process allows the appropriate adjustments to be made in order for the General Ledger and bank statement balances to match. Once the balances match, the statement is confirmed as reconciled and the General Ledger closing processes continue. Transactions that have been reconciled through the Book to Bank Reconciliation process are considered final and are generally not reversed.

Lesson 4: Processing Financial Statement Consolidation


Lesson Objectives
After completing this lesson, you will be able to: Processing Financial Statement Consolidation Overview Understand the purpose of the PeopleSoft financial consolidation process. Processing Financial Statement Consolidation Process Steps Discuss the steps used to process financial consolidations.

Processing Financial Statement Consolidation Overview


An organization with multiple Business Units, such as the MTA, requires a consolidation process to aggregate data, for reporting, automatically eliminate some Inter-unit transactions, and also allow for manual eliminations, as needed. Consolidations are defined based on relationships among the Business Units and their related Elimination Units, units to which eliminating journal entries are directed. Trees are used to define the relationship among Business Units in a consolidation. Each consolidation hierarchy uses a separate consolidation tree. An unlimited number of Business Units within each tree can be consolidated, and an unlimited number of consolidation trees can be defined. Consolidation Elements Consolidations have four primary elements: Data o Ledger data is entered and posted through daily journal processing and includes specifying which ledger to use during Consolidation for each Business Unit. Detail ledgers, as well as summary ledgers, can be used as the basis for consolidations. Scopes o Scopes define which Business Units are included during the consolidation process and how consolidation entries are created. Scopes are created using consolidation trees and elimination units. Rules o Rules determine which ledger entries are identified and eliminated by defining elimination and minority interest sets. These are used in defining the consolidation set that specifies the elimination sets to apply. Process o Based on defined rules and scopes, the consolidations background process generates consolidating journals and calculation log entries from source ledger

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data. New entries to the Ledger table are used to generate consolidated reports. The Undo feature enables users to reprocess consolidations. Walk Thru 6 - Consolidation Trees Consolidations are defined based on relationships among the Business Units and their related Elimination Units (units to which eliminating journal entries are directed). Each consolidation hierarchy uses a separate consolidation tree. For example, use the following navigation to access a particular consolidation tree that has been created: Navigation: Tree Manager > Tree Manager

1. Perform one of the following actions: Complete the Following 2.If You Need To The GL_BU_Consolidate Tree is used by the MTA for financial consolidations. Find an on the folders to Remain on the Find an Existing Value tab. Existing Click view the leaves. Value Enter a value in the SetID, Closing Rule, and Closing Type fields. Click to display potential matches. Select the appropriate item from the list. Click on the Add a New Value tab. Enter new value in the SetID, Closing Rule, and Closing Type fields. .

Add a New Value

Click

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3. Financial consolidations across all MTA agencies will be conducted at the ALL_BUSINESS_UNITS Consolidated level. This particular Tree is based on Business Unit, and runs the financial consolidation by aggregating Business Units across the MTA. Second tier financial consolidations can be run at the MTAHQ and NYCTA levels. Additionally, each MTA agency can run its agency specific financial consolidation at the leaf level. Inter-company Transaction Consolidation While there may be situations that require reporting gross consolidations, in most cases, Inter-company transactions should be eliminated. In General Ledger, Inter-company transactions can be tracked using Due To and Due From accounts that are automatically created by the Journal Edit process. These Due To and Due From rows in the ledger can be eliminated when the Consolidations process is run. Activity between Business Unites can be recorded with the use of the Affiliate ChartField or with separate accounts. The Affiliate ChartField maps transactions between Business Units while using a single Inter-company account. Also, different ChartField values, for example separate accounts, can be used for Inter-company transactions.

Reference 3.5 Processing Intercompany Transactions for additional content on Inter-company transaction General Ledger entries.

Processing Financial Statement Consolidation Process Steps


The following steps are used to process financial statement consolidations: MTAHQ and agencies complete first close. 35

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MTA BSC General Accounting reconciles Inter-company accounts. MTA BSC General Accounting enters adjustments in PeopleSoft General Ledger. MTA BSC General Accounting reviews Inter-company accounts after entering adjustments in PeopleSoft. Agency controllers receive and review numbers that have been finalized. MTAHQ reviews agency financial statement notes by controllers. o Should discrepancies exist in the financial statements, they must be resolved by MTA BSC before proceeding. MTA BSC and agency General Accounting creates and posts the elimination journal entries. MTA BSC General Accounting generates consolidated financial statements for the MTA. MTAHQ reviews and finalizes consolidated statements. MTA BSC General Accounting loads EPM and facilitates the budget preparation and reporting. MTA BSC publishes consolidated reports and Letter of Transmittal to MTA management. Initiating the Consolidation Process (BSC Only) The Request Consolidation page is used to initiate the consolidation process. Navigation: General Ledger > Consolidate Financial Data > Consolidation > Request Consolidation

1. Perform one of the following actions:

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If You Need To Find an Existing Value

Complete the Following Shared Services / PeopleSoft 9.0 Remain on the Find an Existing Value tab. Implementation Enter a value in the Run Control ID field. in PeopleSoft Performing GL Closing Activities 9.0 Click to display potential matches. Select the appropriate item from the list. Participant Guide Click on the Add a New Value tab. Enter new value in the Run Control ID field. .

Add a New Value

Click

2. Complete the following fields:

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Purpose Shared Services / PeopleSoft 9.0 Enter the SetID for the consolidation. Implementation Enter the currency used in GL Closing Activities in PeopleSoft Performing the consolidation. Defined for the consolidation SetID. 9.0 Serves as a point of reference for determining the year Guide Participant and period to consolidate for each ledger in the consolidation. If Business Units use different calendars, the system evaluates the year and period for each. Also used to access the effective-dated setups. Create Journal Entries General Ledger creates journals that can be edited and C posted. o Create Calculation Log Creates a calculation log that contains the amounts n generated by each set at each tree node. s Include Adjustment Includes balances from the adjustment periods specified in o Period(s) the consolidation set when calculating the elimination. li Edit Journal(s) Provides the ability to identify and edit error and process d the consolidation again. The system clears journals from a the original process before regenerating. ti Post Journal(s) Posts journals during consolidation processing. o Undo Previous Process Clears the effect of any prior elimination. If the elimination n journals are not posted yet, the system deletes them. If P they have been posted, General Ledger removes the r amounts from the ledger before it deletes the journals. o Undo Do Not Delete The Undo process does not delete unposted journals. If c Journals this option is selected and there are journals from the e Consolidation process that have not been posted, the s journals can be accidentally posted and cause the s elimination to be double-booked. L Tree Specify the applicable tree to be consolidated. o Scope Chose Process the Whole Tree to process all Business g Units defined in the consolidation tree. If Process at Level T or Process at Tree Node are selected, the Level and Node h fields become available. e Level Processes all Business Units at and below a particular tree c level. Identify the level in the edit box. o Node Processes consolidated Business Units at and below a n particular tree node. s Use As of Date Uses the date defined for the consolidation. o Use Override Date Select and use any date that is defined in the Tree li Override Date field. d ation process log is useful to look up a specific consolidation process or a set of processes during a specific time frame. Additionally, this page shows the parameters used during a particular consolidation process.

Field SetID Currency Consol Set As of Date

Lesson Checkpoint Questions


Identify what word fills in the blank: 1. Consolidations are defined based on relationships among the __________ and their related __________.

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2. Consolidations have four primary elements: data, scope, processes, and __________. 3. In General Ledger, __________ transactions can be tracked using Due To and Due From accounts that are automatically created by the Journal Edit process.

Lesson Summary
An organization with multiple Business Units, such as the MTA, requires a consolidation process to aggregate data, eliminate recording information in various Business Units and automate the posting of elimination information. Consolidations are defined based on relationships among the Business Units and their related Elimination Units, units to which eliminating journal entries are directed. Consolidations have four primary elements: data, scopes, rules, and process. Trees are used to define the relationship among Business Units in a consolidation. Each consolidation hierarchy uses a separate consolidation tree.

Lesson 5: Running General Ledger Reports


Lesson Objectives
After completing this lesson, you will be able to: General Ledger Reports Overview Understand the purpose of the General Ledger reports. Running nVision Reports Describe the process for running Consolidated Financial Reports in PeopleSoft 9.0. Discuss the process steps for running PeopleSoft nVision reports.

General Ledger Reports Overview


Using PeopleSoft s Query Tool, nVision Reporting, and Microsoft Excel, all consolidated financial reports based on the current year data should be generated from General Ledger. PeopleSoft 9.0 has three reporting options: 1. Delivered Reports a. Reports can be generated from various pages in PeopleSoft. b. Setting Run Controls allows users to define the type of report they need. 2. nVision a. nVision enables users to retrieve information from the PeopleSoft database in a Microsoft Excel spreadsheet, not merely as raw data, but as information in a form that enables the user to see the big picture, explore the details, and make decisions based on the data.

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3. Queries a. Queries allow users to extract specific information of interest, account balances or journal transactions, and legacy data from the EPM Data Warehouse. b. The information can be extracted using visual representation of the PeopleSoft database, without writing Structured Query Language (SQL) statements. c. PeopleSoft queries can display data in a grid, download query results to a Microsoft Excel spreadsheet, or provide the data for Crystal Report generation. d. Unlike reports, queries can be one-time and ad-hoc or can be used repeatedly. Therefore, queries can be used to pull data to fill a one time reporting need.

Running nVision Reports


PS/nVision is used to design and create Microsoft Excel spreadsheet reports on accounting data in PeopleSoft. It retrieves information in the General Ledger PeopleSoft database and places in a Microsoft Excel spreadsheet format that makes it easier for users to see the big picture, interpret the data, and make decisions. With PeopleSoft nVision, users spend time analyzing the results rather than summarizing data and entering it into a spreadsheet. PS/nVision is accessed from Microsoft Excel to create templates (layouts) for data retrieval. Each Excel spreadsheet created with PS/nVision is either a report instance or a report layout. A report instance contains the data that PS/nVision has retrieved from the PeopleSoft database. It is the end result of using PS/nVision. Every report created is based on a report layout (XNV file). When a report is run, PS/nVision uses the specified layout to determine what data to retrieve for the report and how to display it. Once a report layout is created, it can be used to format accounting data automatically. PS/nVision selects data from PeopleSoft through using ledgers, trees, and queries. Tree data is used to limit the query results.

Reference 3.2 PeopleSoft 9.0 General Trees. course for detailed information on AccountingAccounting Configuration and Maintenance

Creating PS/nVision Reports PS/nVision report creation is a three-step process: 1. Determine the report layout that specifies what query to use for the report and how to format the report. At a high level, the report layout is a formatted Excel spreadsheet. However, the report layout does not include any actual PeopleSoft data, rather it is the structure of the report (format, graphics, formulas, etc.). Once a report layout is created, it can be saved and used repeatedly for future reports. 2. Create a report request specifying the layout and options for the report. This is the actual request to run a report according to the specifications set in Microsoft Excel.

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3. Run the report request using the nVision menu in Microsoft Excel, the Run button, the request dialog box, or a button/macro that categorizes PS/nVision to run the report. Multiple instances of the same report can be run. For example, income statement reports can be created for each department within an organization. Each instance is an individual report with the most recent data from PeopleSoft, selected and formatted according to the instructions in the report layout. PS/nVision also provides a Time Span feature to define reports that roll from period to period without any changes to the layout. By using time spans, the same layout can retrieve year-to-date data based on the as of date for which the report is requested.

PS/nVision Components There are three key components to the nVision report definition process: 1. Layout: This is where the report criteria is defined. For example, account nodes, department values, time spans. a. The layout file is a template that can be re-used. In order to populate the layout template with information, a Report Request must be defined. The amounts will not appear in the template until the Report Request is executed, creating an Excel file with data. 2. Scope: Used to run multiple report instances based on one layout file. a. For example, if the same report needs to be run for every Department, then a scope request can be created for All Departments. The scope would be linked to the report request. 3. Report Request: Form that specifies criteria necessary to run the report (i.e. As of date, output location, output file name, report title).

Running an nVision Report Request on the of reports to run using a Report Book Using a web browser, users can schedule a group Web and Process Scheduler request. Reports are executed on the server in the format that is chosen. The entire report book can be run with the same output type and format without changing any individual component requests. The report books can also be scheduled to run at a particular time or on a regular basis. Multiple nVision sessions can be scheduled on a single report server. Additionally, each nVision session is associated with its specific Excel executable.

Reference 3.6 Using PeopleSoft 9.0 nVision processes. information on nVision Reporting components and Reporting course for detailed

Scenario 1: Running a General Ledger Financial Consolidation Report

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The following scenario walks through the process steps for running a General Ledger financial consolidation report. The table below provides the steps and expected results to complete this transaction.

# Step Description

Data Value

Navigate to Reporting Tools > PS nVision > Define Report Request

BU: MTAHQ Report ID: BHGL033R

On the Add a New Value Tab, Enter the Business Unit and Report ID

Enter the Report Title, Layout, Date Information, and Output Options Click on the Process Monitor Link

Report Title: Consolidated Report Layout: BHGL033R As of Reporting Date: Specify, 8/17/2010 Type: Web Format: Excel

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Click the Refesh button until the report shows a status of Success Click on the Details link

N/A

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Click on the View Log/Trace link

N/A

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View the information Click Return

N/A

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From the Main page, click on the Report Manager link then the Administration tab Click on the Report link

N/A

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View the Report

N/A

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Lesson Checkpoint Questions


Identify what word fills in the blank: 1. __________ is used to design and create Microsoft Excel spreadsheet reports on accounting data in PeopleSoft. 2. The first step in PS/nVision report creation is to determine the __________ that specifies what query to use for the report and how to format the report. 3. Using a web browser, users can schedule a group of reports to run using a __________.

Lesson Summary
Using PeopleSoft s Query Tool, nVision Reporting, and Microsoft Excel, all consolidated financial reports based on the current year data should be generated from General Ledger. PS/nVision is used to design and create Microsoft Excel spreadsheet reports on accounting data in PeopleSoft. It retrieves information in the General Ledger PeopleSoft database and places in a Microsoft Excel spreadsheet format that makes it easier for users to interpret the data and make decisions. There are three key components to the nVision report definition process: layout, scope, and report request. PS/nVision also provides a Time Span feature to define reports that roll from period to period without any changes to the layout. By using Time Spans, the same layout can retrieve year-to-date data based on the as of date for which the report is requested.

Course Evaluation
All training participants are required to complete an online course evaluation upon course completion. Evaluations are based on course content and are meant to measure the key information and objectives of the course. The evaluation can be accessed via the link provided by your instructor and must be completed in the classroom.

Performance Support Documentation


This table lists performance support materials such as Job aids, Policies, Procedures, and Service Level Agreements that are relevant to this course. 48

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Title Processing Inter-company Transactions Using PeopleSoft 9.0 nVision Reporting PeopleSoft 9.0 General Accounting Configuration and Maintenance Year End Close Activities and Ownership Month End Close Calendar and Ownership General Ledger Reports

Type (Job Aid, Procedure, SLA, etc.) Course Course Course Job Aid Job Aid Job Aid

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