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Financial Services

Financial Services Introduction to Peoplesoft General Ledger Overview GL summarizes Budget check populates Budget ledgers Budget plans and authorizes Available amount is checked COR BI PO Budget PAY GL JE AR AP TID Peoplesoft Modules /Interfaces HRMS Budget Asset management

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Financial Services

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  1. Financial Services Introduction to Peoplesoft General Ledger

  2. Overview • GL summarizes Budget check populates Budget ledgers • Budget plans and authorizes Available amount is checked COR BI PO Budget PAY GL JE AR AP TID

  3. Peoplesoft Modules/Interfaces • HRMS • Budget • Asset management • Purchasing • General Ledger • Accounts Payable • Accounts Receivable • CORE and TIDMARK

  4. Interfaces • Entry in module is summarized and posted to the GL through a system interface • Procedures must run and budget is verified

  5. Ledgers • General Ledger • ACTUALS • MACCRUAL – does not budget check • FACCRUAL – Compensated Absence only • Budget Ledger • ALL_YEARS • Appropriations • Estimated revenues • Encumbrance • Budget Actuals • Available

  6. Funds - National Council on Governmental Accounting Statement (NCGAS) • Governmental accounting systems should be organized and operated on a fund basis. A fund is defined as a fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. • Governmental units should establish and maintain those funds required by law and sound financial administration. Only the minimum number of funds consistent with legal and operating requirements should be established, however, since unnecessary funds result in inflexibility, undue complexity, and inefficient financial administration. • City has approximately 3,600 funds

  7. Accounts • Natural classification of an item • Electricity, Water and Gas • Accounts are grouped into Objects for both budget and financial reporting purposes • Electricity, Water and Gas are grouped as the object Utilities • Classification of an item should be accurate – not based upon how it is budgeted • City has approximately 1,360 accounts/objects

  8. DeptID • Function/Activity • Workflow • 934 DeptID’s in system

  9. Project/Grants • What makes a project/capital project • Funding source • Brick and mortar (55 508xxx accounts) • Repair • Equipment • What makes a grant • CFDA

  10. Journal Entries • Source • PAY – HRMS • AP – Accounts Payable • AR – Accounts Receivable • TID – Tidmark • COR - CORE • Bank wires and ACH • CW – In • WT – Out • Corrections • Same JE # - effective date • Descriptions

  11. System reports • Budget transactions • Budget Transaction Detail   • Queries • E1_FK_GLPOSTINGACTIVITY • E1_FK_GL_TRIAL_BALANCE • AP/AR (Financial Services – Elizabeth Briones) • NVISION – IN PROGRESS

  12. Where to Get More Information (Ivonne Nila): • List of GL accounts • e1_accounts_all • List of Funds • e1_funds • List of Projects • e1_projects_all • List of DeptID’s • e1_department • List of Vendors/Customers • e1_vendor_information • e1_customer • List of Class • e1_class

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