Shared Services / PeopleSoft 9.

0 Implementation
Managing PeopleSoft 9.0 Cash Management
Transactions
Participant Guide

Managing PeopleSoft 9.0 Cash Management

Transactions

Participant Guide

Shared Services / PeopleSoft 9.0 Implementation

Managing PeopleSoft 9.0 Cash Management
Transactions
Participant Guide

Table of Contents
COURSE OVERVIEW

Audience

Required Prerequisites

Course Lessons

Current Process Description

What s Changing?

Benefits

LESSON 1: RESOLVING DISCREPANCIES AND RECONCILING BANK ACCOUNTS

Lesson Objectives

Bank Account Reconciliation

External Transactions

12

Lesson Checkpoint Questions

15

Lesson Summary

15

LESSON 2: RUNNING TREASURY REPORTS

16

Lesson Objectives

16

Running Treasury Reports

16

Lesson Checkpoint Questions

23

Lesson Summary

23

COURSE EVALUATION

24

PERFORMANCE SUPPORT DOCUMENTATION

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Course Overview
The overall purpose of this course is to provide the knowledge and skills to manage and
reconcile cash in the PeopleSoft Cash Management module.

Audience
Treasurers and Treasury Approvers from all MTA Agencies

Required Prerequisites
Using PeopleSoft 9.0 Cash Management

Course Lessons
Resolving Discrepancies and Reconciling Bank Accounts: 4.5 hours
Running Treasury Reports: 1.5 hours

Current Process Description

Agencies are currently using Bank Statements and a manual process (Excel primarily)
for managing the reconciliation process.

What s Changing?
HQ will follow the same bank reconciliation process as they currently do in PS v8.8
Process for recording of invoiced/ non-invoiced cash (This will be handled in
customized PeopleSoft AR/Billing module)
Cash Position Deadlines / SLAs
o

Cash Position Deadlines are not changing. Agencies will still need to make
Cash Position decisions by 1030a each morning to HQ (following existing
guidelines). The only difference is that this will now be done in PS instead of
Excel.

Investment Pool Cutoffs are not changing. The only difference is that this will
now be done in PS instead of fax sheets.

The following table provides Bank Account Reconciliation and Treasury Accounting
Processes Roles and Responsibilities in PS 9.0:

Department

Role/Responsibility

MTA BSC - General

Accounting

Runs Treasury Accounting process to post

to Treasury sub-ledger
Reviews account entries to resolve
discrepancies with Agencies
Performs automated Bank Reconciliation
using interfaced bank statements

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MTA Agencies
Including HQ

Identifies errors/exceptions for the Agencies

to research and resolve on a daily basis
using the Auto Reconciliation Exceptions
report (Agencies will need to initiate the
report and may receive notifications from the
Bank Reconciliation Team)
Researches and resolves errors/exceptions
identified during the PS automatic
reconciliation performed by MTA BSC
Performs semi-manual bank reconciliation
Records First Notice items in External
Transaction Table as needed to create
Treasury Accounting Events

Benefits
Streamlined process for reconciling bank account information
Bank account reconciliation processes are integrated into one system
Centralized process for certain activities with the BSC General Accounting
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Lesson 1: Resolving Discrepancies and Reconciling Bank

Accounts
Lesson Objectives
After completing this lesson, you will be able to:
Understand PeopleSoft Bank Account Reconciliation Process
Understand various Reconciliation methods
Understand External Transactions

Bank Account Reconciliation

Electronic bank statements will be loaded daily into the PeopleSoft Banking tables.
Bank Statement Files will be received using the inbound, delivered PeopleSoft
Financial Gateway
Book to Bank Reconciliation is reconciliation of the adjusted GL Book Balance to the
adjusted Bank Statement Balance. PeopleSoft divides reconciliation into two parts:
o

Daily Bank Statement Transaction reconciliation (Explained below under the

bullet The Process of Reconciliation)

Monthly Book to Bank reconciliation is

Run by the BSC General Accounting
Run by Bank Accounts
Variances must be reconciled to 0 in order to confirm the period

The Process of Reconciliation

o

Use the navigation: Banking Reconcile Statements Process

Reconciliation

Create a Reconciliation Run Control for a specific Bank and Account. This
Run Control contains three Reconciliation Methods:
Bank Reconciliation (FSPRECON) Application Engine Process
Recon and Statement Accounting (RCN_BAC) PS Job
Recon and Bank Statement Process (RCNBSP) PS Job

Note: PeopleSoft recommends selecting only one method to run at a time.

The following table provides descriptions of Bank Reconciliation methods:

Reconciliation
Method

Description

Unattended Process

Process that is scheduled to run on a daily

basis that runs the Auto Reconciliation
process. It is intended to be setup and run
by a PeopleSoft administrator and run
under the MTA_BATCH_ADM User ID
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Automatic

Semi-Manual

Allows user to generate reconciliation errors

and exception reports for analysis
Automatic reconciliation process reconciles
most but not all transactions
Set up once; daily recurrence
User-initiated
Reconcile bank transactions and
PeopleSoft system transactions that were
not reconciled during the Automatic
Reconciliation process.
Note: Accounting Template flagged as
Requires Review will be set to provisional
status and require review by the agencies.

Automatic Reconciliation
Automatic reconciliation process reconciles most transactions, but not all transactions
Un-reconciled transactions may be exceptions or errors:

Un-reconciled
Transaction

Description

Error

An Error would occur if the Auto Reconciliation

process could not run to completion, or it was
interrupted during this process. This would set
the Process Instance to an error, not individual
transactions.

Exception

Examples include:
Un-reconciled transactions where bank
reference numbers do not match any
system reference numbers.
Un-reconciled transactions where a bank
reference number matches a system
reference number but transaction codes,
amounts, or dates do not match.

The Automatic Reconciliation page enables you to generate reconciliation errors and
exception reports for analysis on an ad-hoc basis

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The Automatic Reconciliation page contains the following key characteristics:

Letter

Field/Checkbox/Button

Trans (transactions loaded)

Reconciled

Cycle Status

Exceptions

Select All

Description/Purpose
Number of detail transactions that are
contained in the bank file
Number of detail transactions from the
bank statement that have been
reconciled with transactions in the
system. This number is 0 until the Bank
Reconciliation process is complete
Load Failed Bank file could not
load
Fatal Error Fatal error occurred
during automatic reconciliation
processing
Loading Bank files are being
loaded
Reconciling Files are being
reconciled
Ready Bank files have been
loaded and the automatic
reconciliation process has been
run. This creates transactions that
could not be matched. These
transactions are exceptions that
must be resolved
Complete - Reconciliation process
is complete and all transactions
were successfully matched
Click to view exceptions on the
Automatic Reconciliation Exceptions
page. This link is available only if there
are exceptions when the reconciliation
process is complete
Click to select the Select checkbox for

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Clear All

Refresh

Reports

all unselected bank statements

Click to clear the Select checkbox for
all selected bank statements
Click to refresh the Bank Statements
section with new information after
running reconciliation
Select the report to run and click Run
Report. The report options are:

Register Generates a report of

the bank statement
Errors Generates a report listing
instances where a bank reference
number does not match any
reference number in the
PeopleSoft Financial system
Exceptions Generates a report of
automatically reconciled exceptions
Walk Thru & Scenario 1: Automatic Reconciliation (Attended)
Electronic bank statements have been loaded into the PeopleSoft Bank Statement
tables. Also, each bank account that will be Auto Reconciled has the auto reconciliation
rules setup.
BSC Analyst needs to setup and run the Auto Reconciliation process. The purpose of
this process is to reconcile Bank Statement transactions with PeopleSoft system
transactions.
The table below provides the steps and expected results to complete the Automatic
Reconciliation process.

Data Value
Step Description

Navigate to Banking > Reconcile Statements >

N/A

Automatic Reconciliation
2

- Enter Bank ID

Bank ID: %

- Enter Account Number

- Select Date type

Account #: %

- Select Date Range From/Thru

Date: Date

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Statement Loaded
- Click

button
From Date:
01/01/2010

Thru Date:
03/31/2010

- Click on the checkboxes for the bank statements you

need to reconcile
- Click

button

Cycle Status column will reflect the status of each bank

statement when the reconciliaton process is finished
running. The reconciliation cycle status results are:
Load Failed Bank file could not load
Fatal Error Fatal error occurred during automatic
reconciliation processing
Loading Bank files are being loaded
Reconciling Files are being reconciled
Ready Bank files have been loaded and the
automatic reconciliation process has been run. This

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creates transactions that could not be matched.

These transactions are exceptions that must be
resolved
Complete Reconciliation process is complete and all
transactions were successfully matched
Navigate to Banking > Analyze Exceptions > Auto

N/A

5
Reconciliation
Exceptions
You can also review the exceptions via the
Exceptions hyperlink next to the status of each bank
statement
6

On the Automatic Reconciliation Exceptions page, the

Description field displays exception and error codes.

Possible exception and error codes on the Automatic

Reconciliation Exceptions page are:

Exception/
Error

Description

Amounts Not
Equal
Ambiguous
Match
Duplicate
Input
Transaction
Reconciled
Unreconciled

Bank amount does not match system

amount
More than one match in the bank
statement has been found
Duplicate system transaction

Already reconciled
Not processed by the Bank
Reconciliation process

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Treasury Analysts can reconcile errors:

o

Manually By using the External Transaction page: Users must create an

external transaction and reconcile the pair using the Semi-Manual
Reconciliation page

The system creates the necessary offset entries as long as the exception is defined
with a valid statement activity type, and this statement activity type is defined with the
BNK_RCN_TRAN transaction table
If the exception is due to the reference numbers matching but the amounts
mismatching, users can:
o

Make an adjustment entry on the system side and use the Semi-Manual
Reconciliation page to reconcile the transactions

Semi-Manual Reconciliation
Semi Manual Reconciliation is used to resolve reconciliation exceptions and errors by
matching bank transactions and PeopleSoft system transactions that were not
reconciled during the Automatic Reconciliation process
Prior to running the Semi Manual Reconciliation process, run the Automatic
Reconciliation process. While this is not a requirement, it will greatly reduce the
number of transactions to semi-manually reconcile
Walk Thru & Scenario 2: Semi-Manual Reconciliation
The automatic reconciliation process has already been run. The Agency
Treasury Analyst needs to semi-manually reconcile the transactions that were
not reconciled during the automatic reconciliation process.
The table below provides the steps to complete the semi-manual reconciliation process.

Data Value
Step Description

Navigate to Banking > Reconcile Statements >

N/A

Semi-Manual Reconciliation
2

- Enter Bank ID

Bank ID:

- Enter Account Number

________________

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- Enter Statement ID (leave default as %)

- Enter From Date (date of the actual bank statement)

- Enter Thru Date (date of the actual bank statement)

Account Number:

- Select Reconciliation Status (Reconciled or

________________

Unreconciled)

- Enter From Amount (optional: to further filter results)

- Enter To Amount (optional: to further filter results)
- Click

button

Statement ID: %

From Date:
01/01/2010

To Date: 03/03/2010

Reconciliation
Status: Unreconciled

From Amount:
Leave Blank

To Amount: Leave
Blank
3

Select Unreconciled matching transactions from the bank

and the system by clicking on the corresponding
checkboxes.
Transaction amount (totals) must be the same on
both sides. Unmatched amounts will result in a
warning and will not reconcile
You can reconcile transactions by matching one
bank transaction to one system transaction (one
to one), one bank transaction to many system
transactions (one to many) or many bank
transactions to many system transactions (many
to many)
You can reconcile across date ranges. However,
a warning message will appear asking if you want
to complete this step
Click

button
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Note: Reference ID mismatch is a common error.

Reconciled transactions can also be un-reconciled by
following the previous steps and clicking the Un-Reconcile
button

External Transactions
External transactions can be in the form of first-notice bank items, receipts, etc.
External transactions will generate accounting events and accounting entries based
on the Accounting Template after reconciliation

Walk Thru & Scenario 3: Recording Cash Using External Transaction Table
MTA Treasury Analyst needs to enter transactions that have originated outside
of PeopleSoft using the following steps.

Data Value
Step Description

Navigation: Banking > Reconcile Statements >

N/A

External Transactions

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Click Add a New Value tab

External Bank ID:

-Enter External Bank ID

________________

-Enter Bank Account Number

-Enter Transaction Reference ID

Bank Account #:

-Enter Transaction Date

________________
_

Click the

button

Transaction
Reference ID:
________________
_
Transaction Date:
________________
_

On the Transaction Header tab:

Tran Date:

-Enter Tran Date

-Enter Bank ID
-Enter Account #

Bank ID: Populates

-Enter Reference

from previous page

-Enter Transaction Amount

Account #:
Populates from
previous page

Reference:
Populates from
previous page

Transaction Amount:
________________

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Click the Transaction Details tab

Transaction Date:

-Enter Transaction Date

Populates from

-Enter Transaction Code

previous page

-Enter Transaction Description

-Select Accounting Template ID (Accounting Template

Transaction Code:

entered and created by BSC; Agencies will send BSC the

Optional Field

information that needs to be entered in the Accounting

Transaction

Template via the Treasury Accounting Template

Description:

Configuration Form)

________________
_

Click

button.
Accounting
Template ID:
________________
_

Click the

button to enter additional external

transactions for the same bank and bank account

Click the

button to add additional external

transactions from different banks

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Q1 Un-reconciled
transactions where bank
reference numbers don t
match any system
reference numbers are
called Exceptions.
Q2 Un-reconciled
transactions where a
bank reference number
matches a system
reference number.
However, the transaction
codes, amounts, or dates
don t match are called
Exceptions.

Lesson Checkpoint Questions

Identify what word fills in the blank:

1. Un-reconciled transactions where bank reference numbers don t match any

system reference numbers are called__________________.
2. Un-reconciled transactions where a bank reference number matches a system
reference number. However, the transaction codes, amounts, or dates don t
match are called_________________________.

Lesson Summary
This lesson provided the knowledge and skills to understand the process for
various bank account reconciliation methods and the bank statement accounting
process.

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Lesson 2: Running Treasury Reports

Lesson Objectives
After completing this lesson, you will be able to:
Understand how to run various bank reconciliation reports

Running Treasury Reports

PeopleSoft 9.0 has three reporting options:

Reporting Option

Description

Reports

Can be produced from various pages in

PeopleSoft. Setting Run Controls allows the
User to define the type of report needed
Enables the User to retrieve information from
the PeopleSoft database in a Microsoft Excel
spreadsheet, not merely as "raw" data.
Allows users to extract information regarding
PeopleSoft 9.0 transactions and EPM Data
Warehouse. Unlike Reports, Queries can be
one-time, ad-hoc queries or queries that will be
used repeatedly. Therefore, queries can be
used to pull data to fill a one time reporting
need. Queries can also be scheduled to run
ahead of time.

nVision

Queries

Refer to the course Introduction to

PeopleSoft Query for additional information on
running Queries.
Refer to the Job Aid EPM & PeopleSoft
tables for commonly used tables for Queries.
Reports, Queries, and nVision can all be accessed from the Reporting Tools
link on the Menu. The Report Manager page lists pages to view all of the
reports that are available in PeopleSoft that the user is authorized to access
Reports can also be accessed from the Module-specific pages
A run control is a database record that provides values for these settings. Instead of
entering the same values each time the User runs a report, a run control can be
created and saved with those settings
It is suggested that the User uses a standard naming convention when naming the
Run Control, i.e., something that is unique to that User
The User can create run controls that apply to several related reports. The User can
create a single run control or several run controls for the same report to manage

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different situations. Each time that the User runs the report, he/she can select the
appropriate run control
The Report Manager page can be refreshed to monitor the status of a report and
define report statuses. It is a way to verify that a report has been generated
successfully and also a way to view errors
If a report results in an error status, the user should review the error reason and
contact the appropriate group for assistance
Review Exceptions using the following navigation:
o

Banking > Analyze Exceptions > Automatic Reconciliation Exceptions or click

Exceptions on the Automatic Reconciliation page

Introduction to the Query Tool

Queries allow users to extract information regarding PeopleSoft 9.0 transactions
(including data converted into the core tables) and legacy data from the EPM Data
Warehouse (EPM).

Benefits of using the query tool

o

Query provides user friendly functionality to automatically write and review

SQL

Queries can be one-time, ad-hoc queries or queries that will be used

repeatedly

Queries can be used to pull data to fill a one time reporting need
Saved to be used by the individual who created the query (private
functionality)

Saved to be used by others (public queries)

o

Provide reporting flexibility to extract data regarding transactions that are not
delivered in the existing PeopleSoft report library or pulling historical/non
converted data from EPM.

Results can be downloaded as a Microsoft Excel spreadsheet.

Data can be analyzed using a tool that people are generally familiar
with
Excel provides functionality to enhance query data results (e.g.,
calculations, formatting)

Introduction to the Query Data Model and Query Business Process

Query Data Model

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The Query tool will be used to develop reports that extract data from EPM and
PeopleSoft production tables. Data extracted from EPM will lag production. EPM will
include a series of core PeopleSoft HR and FIN transaction tables.
HCM Data Model
o All queries should be run in EPM with the exception of applicant data and
data queried to verify payroll and address payroll changes.
o Query may also be used to perform audit checks or to investigate an
issue using the audit tables.
Finance Data Model
o The majority of queries are expected to extract data from EPM.
o In cases where real-time data is required, PeopleSoft production will be
queried.
PeopleSoft Query Business Process
The PeopleSoft Query business process has several key components.
The following diagram illustrates various components of PS Query business process:

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Refer
to the
course
Introduction
to PeopleSoft 9.0 Query for complete details
on using
Query
Viewer
forPS.4
running
existing Queries

Process for Requesting New Queries:

Agency employees who have Super User Role will be able to create new Queries through
Query Manager in PeopleSoft. Any complex queries which require additional technical
support must be requested from BSC IT group.

Refer
to the
course PS.4
Introduction
to PeopleSoft 9.0 Query for complete details
on using
Query
Manager
for creating
new Queries
Automatic Reconciliation page enables you to generate reconciliation errors and
exception reports for analysis
After the scheduled Auto Reconciliation process is run, the Custom Query Report
AUTO_RECON_REPORT_TR is run as part of the PS Job
The following table provides descriptions of three Treasury reports:

Report

Description

Bank Statement Register

Auto Reconciliation
Exceptions
Auto Reconciliation
Errors

Generates a report of the bank statement

Generates a report of automatically reconciled
exceptions
Generates a report listing instances where a
bank reference number does not match any
reference number in the PeopleSoft system
Report to show the balances of each of the
Funds in the MTA Financial System.
Report to show Investment and Debt Inventory,
and related fields for a specific time period for all
Deals outstanding as of the report run date.
Report to show Fund Ledger transactions from
the PeopleSoft Investment Pool module. These
transactions consist of the Receipts and
Disbursements in each of the Funds used by
MTAHQ and B&T.
The report will capture data from Receipts,
Disbursements, Payroll, and Bank Statements.
This report will be available in the online Cash
Position Worksheet in the Cash Management
module, and an nVision report will also be
created to capture the information in a static,
external format.

Daily Fund Balance

Report
Investment & Debt
Report
Fund Ledger Report

Cash Position Worksheet

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Investment Pool
Reconciliation Report

Apportionment Report

Earned Income
Summary Detail Report

Investment Outstanding
Recon Report

Broker Activity
Distribution

Report to be used to reconcile the amounts

entered by the Agencies in the PeopleSoft
Investment Pool to the actual amounts received
in the MTAHQ bank accounts.
An nVision Report to show the apportionment
(allocation) of the Earned Income from each
Investment Pool among the pool participants
(Funds). Pool Income will be apportioned
monthly among participants based on each
participant s Average Daily Balance (ADB) and
added to each participant s position in the
Investment Pool.
Report to show Earned Income Summary (EIS)
and Earned Income Detail (EID) for the MTAHQ
and B&T Investment Pools. These reports will
be used by the MTAHQ and Agencies, and will
also be used for the Investment Pools
Apportionment Reports.
Report to show Investments that are currently
outstanding as of a specific date. Specific data
for this report will include the Interest Rate,
Maturity Rate, Scheduled par Value, Principal
Cost, Unamortized Premium/Discount, Purchase
Interest, and Amortized Book Value.
MTA HQ currently produces a monthly Report of
Broker Activity that lists the number and dollar
value of Purchases, Sales and Buybacks of
Deals by Broker. The Report is comprised of
two sheets: one (Detail) to track the Broker
transactions at the detailed level, and the other
(Summary) to provide totals for each Broker at a
summarized level.

Walk Thru & Scenario 4: Running Bank Statement Register report

MTA Treasury Analyst has run the automatic reconciliation process. MTA Treasury Analyst
now needs to run the Bank Statement Register report.
The table below provides the steps to run the Bank Statement Register report.

Data Value
Step Description

Navigate to Banking > Reconcile Statements >

N/A

Automatic Reconciliation

Note: Automatic reconciliation process has already been

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run; bank statement is available

Select the Report to run in the drop down menu at the

Reports: Register

bottom of the page

Click

button

The following report notification will display:

Click

link

Verify Run Status is Success and Distribution Status is

Posted for the Bank Statement Register report (FIN3000)
Click

link

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Click

link

Select file from list (Ex.

link)

Note: The log file link number will change each time you

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run the report.

Bank Statement Register report displays

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Lesson Checkpoint Questions

Q3 The
Q1
BankAuto
Statement
Register generates
Reconciliation
Errors
a
report lists
of theall
bank
statement.
reconciliation
errors.
Q2 Auto Reconciliation
Exceptions report
generates a list of
automatically reconciled
exceptions.

Identify what word fills in the blank:

1. __________________________ generates a report of the bank statement.
2.
___________________________generates a list of Automatic
Reconciliation exceptions.
3.
The _______________________________ report lists all reconciliation
errors.

Lesson Summary
This lesson provided the knowledge and skills to understand the process for
running various bank reconciliation reports.

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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.
Title
Type (Job Aid, Procedure, SLA, etc.)
N/A

This table lists

MTA functional
subject matter
experts from each lesson area that can be
Contacts
by Content
Area
used to supplement reference materials for additional knowledge, content, and
validation.
Contact Name
Content Area
David Kraft
Functional

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