Metropolitan Transportation Authority Introduction to PeopleSoft 9.

0 Accounting, 1
Introduction to PeopleSoft 9.0
Accounting
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 2
Course !er!ie"

Audience:

All MTA Agencies

Prerequisites:

Introduction to PeopleSoft 9.0

Course Lessons:

Introduction to Chart of Accounts

PeopleSoft 9.0 General Ledger Integration Points

Introduction to Month nd Processes

Monitoring the Accounting Process

Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #
Introduction to Chart of Accounts
After co!pleting this lesson" #ou $ill:
%nderstand the PeopleSoft 9.0 Chart of Accounts.
&e'elop a (asic understanding of Chart)ield
descriptions and uses.
&escri(e the (enefits of PeopleSoft 9.0 Chart)ield
entr#.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $
Introduction to Chart%ields

Chart)ields &efined:
In PeopleSoft" the fields that store the charts of accounts and pro'ide the
s#ste! $ith the (asic structure to segregate and categori*e transactional"
actuals and (udget data are called Chart)ields.

+e# Concepts:
ach Chart)ield has its o$n attri(utes for !a,i!u! efficienc# and fle,i(ilit#
in recording" reporting and anal#*ing its intended categor# of data. -hile a
particular Chart)ield represents onl# one categor# of data" it stores !an#
'alues that are used to further categori*e that data.
Chart)ield 'alue sets can (e arranged $ith the sa!e na!e (ut different
SetI&s for different groups of (usiness units. )or e,a!ple" &eptI& 'alues are
agenc# specific.
Chart)ield strings are the (ac.(one of the General Ledger since the# are
centrall# used in reporting" data consolidation and closing processes.
Chart)ield strings are !ade up of data fields called Chart)ields.
/SC General Accounting perfor!s all Chart)ield !aintenance centrall#.
Agenc# prepares Chart)ield Maintenance 0equest )or!.
/SC processes request and !a.es required changes.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, &
Chart%ield 'enefits
%sing PeopleSoft 9.0 for Chart)ield data entr# and
!aintenance has the follo$ing (enefits:

Creates standardi*ation across all agenc# (usiness

transactions for ledger accounts.

0educes c#cle ti!es for financial closing and transaction

processing.
Allo$s all agenc# transactions to (e processed $ithin the
sa!e General Ledger under different /usiness %nits.
Lo$ers s#ste! infrastructure costs.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, (
PeopleSoft 9.0 Chart%ields
The follo$ing PeopleSoft 9.0 Chart)ields are a'aila(le for the MTA
agencies to record and consolidate all General Ledger transactions:
PS Chart)ield Chart)ield La(el MTA &escription
GL BUSINESS UNIT GL Business Unit GL Business Units represent a legal or a reporting entity on the Actuals ledger.
ACCUNT Account
Account classi!ies the nature o! a transaction into !i"e account types #asset$ lia%ility$ e&uity$ re"enue and
e'pense(. This "alue is shared across the )TA agencies.
*E+ATING,UNIT Cost Ctr perating Unit represents a Cost Center.
-E*TI- +esp Center +esponsi%ility Center .ill represent a )anage/ent Center.
*+G+A),C-E 0unction Code
0unction Codes represent a .or1 type description that %rea1s e'penses into "arious purpose categories
that can cross all -epart/ents .ithin an Agency.
A00ILIATE A!!iliate A!!iliate represents a GL Business Unit used !or direct Interco/pany Accounting.
*C BUSINESS UNIT *C Business Unit
*C Business Unit organi2es pro3ect acti"ity independently o! the constraints o! standard Accounting
procedures !or !inancial posting o! the organi2ation.
*+4ECT,I- *ro3ect *ro3ect represents a *ro3ect or Tas1.
ACTI5IT6,I- Acti"ity
Acti"ity represents a 7or1 rder or 4o% Nu/%er at a /ore detailed le"el than the *ro3ect Chart0ield.
Speci!ic acti"ities are pre8selected %ased on the *ro3ect I-.
BU-GET,+E0 Budg +e!
Budget +e!erence distinguishes %et.een perating E'penses9Budgets and perating Capital
E'penses9Budgets. )TA:; uses the Budget +e!erence Chart0ield e'clusi"ely.
< The Chart0ields a%o"e represent a su%set o! the total Chart0ields a"aila%le to Users.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, )
The Chart)ield infor!ation is located $ithin the PeopleSoft
line area for all transactions that flo$ into the General
Ledger:
Chart%ield *ocation
1eader
Line
Agency Business Unit #BU(
2
23
Accounting Chart0ield String
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, +
Chart%ield *ines
The PeopleSoft Accounting lines area contain the
General Ledger Chart of Accounts infor!ation:
nter GL Chart)ield
infor!ation in the
Lines region.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 9
The process for !odif#ing a Chart)ield 'alue requires
a series of interactions (et$een the /SC and
agencies. This process includes:
Chart%ield Modification
Agenc# su(!its
Chart)ield
Maintenance
0equest )or! to
/SC.
/SC re'ie$s and
'alidates requested
change.
&ata in conflict
$ith e,isting
configuration4
/SC i!ple!ents
changes.
5o
/SC $or.s $ith
agenc# to reach
agree!ent a(out
Chart)ield
!odification: Chart
of Accounts
Co!!ittee.
6es
5ote: &7 is (eing stored in the C1A0T)IL&2
location.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 10
*esson Su,,ary
In this lesson" #ou ha'e learned:

The purpose of PeopleSoft 9.0 Chart of Accounts.

A (asic understanding of Chart)ield descriptions

and uses.

The (enefits of PeopleSoft 9.0 Chart)ield entr#.

Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 11
Introduction to Co,-ination
.diting
After co!pleting this lesson" #ou $ill:
&e'elop a (asic understanding of co!(ination
editing.
&escri(e the (enefits of co!(ination editing.
%nderstand the co!(ination editing process.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 12
Introduction to Co,-ination .dits

7'er'ie$:
Co!(inations of Chart)ield 'alues can (e edited to
deter!ine $hich accounts are applica(le to specific
depart!ents" funds" or operating units.

Co!(ination edits confir! the 'alidit# of the relationship

(et$een t$o or !ore Chart)ield 'alues.
The 'alidit# of a particular Chart)ield co!(ination is
deter!ined (# co!(ination rules set up in PeopleSoft (#
the /SC.

/enefits:
Maintains discipline o'er accounting transactions.

0educes additional account anal#sis.

li!inates posting of in'alid Chart)ield co!(inations

through creation of co!(ination editing rules.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 1#
Co,-ination .dit !er!ie"
Co!(ination editing occurs after single field 'alidation
is co!plete.

Single )ield 8alidation

PeopleSoft functionalit# chec.s each indi'idual Chart)ield
'alue to 'alidate $hether it e,ists for the specified
/usiness %nit.

Co!(ination diting
PeopleSoft functionalit# chec.s co!(inations of Chart)ield
'alues against predefined co!(ination editing rules to
deter!ine $hether the Chart)ield co!(ination is 'alid.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 1$
Co,-ination .diting Process
%ser enters a
co!(ination of
Chart)ield 'alues.
PeopleSoft
co!pares Chart)ield
'alues against
co!(ination rules.
8alid Chart)ield
co!(inations are
processed in
PeopleSoft
Accounting.
In'alid Chart)ield
co!(ination results
in data failure and
!ust (e corrected
for transaction to
proceed.
Chart)ield
co!(ination
'alid4
6es
5o
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 1&
Co,-ination .dits in PeopleSoft
PeopleSoft 9.0 Chart)ield co!(ination editing auto!aticall#
co!pares Chart)ield 'alues to the rules go'erning Chart)ields.
Co!(ination editing
confir!s the 'alidit#
(et$een t$o or !ore
data ele!ents.
8alid co!(ination of
'alues results in 98:
status. The /SC $ill
post 'alid ;ournal
entries.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 1(
Co,-ination /ata %ailure
If a co!(ination of Chart)ield 'alues does not !eet the co!(ination edit
rules" then data entr# fails. This is called a hard stop.
In'alid co!(ination
of 'alues results in
9: <rror= status.
5ote: Clic.ing on the
;ournal Status
pro'ides additional
detail on the error.
Alternati'el#" a user
!a# clic. on the
rrors ta( to 'ie$
the errors.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 1)
Identify and 0esol!e .rrors
The follo$ing ta(le pro'ides e,a!ples of 'alid 'ersus
in'alid co!(inations of Chart)ield 'alues:
Chart)ield
Co!(ination 0ule
8alid Chart)ield
Co!(ination ,a!ple
In'alid Chart)ield
Co!(ination ,a!ple
Process for 0esol'ing
In'alid Co!(ination
Pro>ect Costing /usiness
%nit" Pro>ect and Acti'it#
fields !ust all (e
populated across
agencies.
Pro>ect Costing /usiness
%nit" Pro>ect" and Acti'it#
fields are all populated
$ith accurate 'alues.
Pro>ect field is left (lan..
/SC or agenc# Accounting
Cler. chec.s error ta( to
'ie$ s#ste!atic error
response. /SC or agenc#
Accounting Cler. enters a
'alid Pro>ect field 'alue.
A Pro>ect I& !ust (e tied
to the correct Affiliate in
order to access the
appropriate GL Account.
Pro>ect I&: A0?A0220
Affiliate: LI00&
GL Account: 0@2?0?
Pro>ect I&: A0?A0220
Affiliate: 56CT0
GL Account: 0@2?0?
Pro>ect I& A0?A0220 is tied
to Affiliate LI00&. /SC or
agenc# Accounting Cler.
chec.s error ta( to 'ie$
s#ste!atic error response.
/SC or agenc#
Accounting Cler. enters a
a 'alid Pro>ect I& and
Affiliate co!(ination in
order to access the
appropriate GL Account.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 1+
*esson Su,,ary
In this lesson" #ou ha'e learned:

A (asic understanding of co!(ination editing.

The (enefits of co!(ination editing.

The co!(ination editing process.

Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 19
Introduction to Inter1co,pany
Processing
After co!pleting this lesson" #ou $ill:
&escri(e ho$ InterAco!pan# transactions are
processed.
%nderstand the (enefits of PeopleSoft 9.0 InterA
co!pan# processing.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 20
Introduction to Inter1co,pany
Processing
7'er'ie$:
All Accounts *aya%le$ 4ournal Spreadsheet$ and *ayroll transactions
.ill %e processed using *eopleSo!t Inter8co/pany !unctionality.
Users create transactions across /ultiple %usiness units .ithout
/anually entering the Inter8co/pany %alancing entries.
/enefits:
A"oidance o! /anual entry o! transactions through auto/ation.
Consistency in daily and /onth end processing.
Co//on reporting$ consolidations$ and reconciliation processes.
Inter8co/pany data entry /anaged in auto/ated !ashion thus reducing
.or1load on Accounting sta!!.
0lo. o! transactional data !ro/ agency su%syste/s into a single$
consolidated Accounting syste/.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 21
Inter1co,pany Transactions
General
Ledger
Purchasing
8*urchase rders
8*urchasing +eceipts
Pa#roll
8*ay *eriod
Transactions
Accounts Pa#a(le
85ouchers
InterAco!pan# transactions $ill interface into the
General Ledger fro! the follo$ing su(s#ste!s:
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 22
Processing InterAco!pan# transactions in PeopleSoft
results in the follo$ing changes:
Processing Interco,pany
Transactions in PeopleSoft
Current MTA Process
Interfacing of InterA
co!pan# transactions
does not e,ist (et$een
agencies.
InterAco!pan#
transactions are !anuall#
processed (# indi'idual
agencies.
)uture MTA Process
Accounts Pa#a(le"
Pa#roll" and ;ournal
Spreadsheet transactions
$ill (e interfaced through
PeopleSoft 9.0 InterA
co!pan# functionalit#.
In'entor#" 0e'enue"
Accounts 0ecei'a(le" and
Treasur# data $ill continue
to (e processed !anuall#.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 2#
InterAco!pan# >ournal entries are processed using the
Inter%nit functionalit# in PeopleSoft:
Processing Inter1co,pany
Transactions in PeopleSoft
The s#ste!
auto!aticall#
inserts these
entries once
Interco!pan#
;ournal lines are
entered and
processed.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 2$
*esson Su,,ary
In this lesson" #ou ha'e learned:

A description of ho$ InterAco!pan# transactions are

processed.

The (enefits of InterAco!pan# processing in

PeopleSoft 9.0.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 2&
PeopleSoft 9.0 2eneral *edger
Integration Points
After co!pleting this lesson" #ou $ill:
&e'elop a (asic understanding of the
interdependencies that e,ist $ithin Accounting.
&escri(e .e# integration points $ith PeopleSoft 9.0
!odules.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 2(
PeopleSoft 9.0 %inancial Module
Integration
The /SC centrali*es specific core financial !odules"
resulting in a single interfacing s#ste!:
Accounts Pa#a(le
General Ledger
In'entor#
Purchasing
/SC PeopleSoft
)unctionalit#
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 2)
PeopleSoft 9.0 )inance areas ha'e specific integration points. &ata
interfaces into the General Ledger to create a consolidated financial
!anage!ent s#ste!.
PeopleSoft 9.0 %inance
Integration Points
In'entor#
Pro>ect
Costing
Accounts
0ecei'a(leB
/illing
Accounts
Pa#a(le
Asset
Manage!ent
General
Ledger
&eal
Manage!ent
AG5CIS
/SC
1A&C%A0T0S and /DT
Purchasing
Cash
Manage!ent
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 2+
*esson Su,,ary
In this lesson" #ou ha'e learned:

A (asic understanding of the interdependencies that

e,ist $ithin Accounting.

+e# integration points $ith PeopleSoft 9.0 !odules.

Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, 29
Introduction to Month .nd
Processes
After co!pleting this lesson" #ou $ill:
%nderstand the (asic !onth end processes for each
!odule.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #0
Month .nd 0esponsi-ilities

7'er'ie$:

All core PeopleSoft 9.0 !odules ha'e specific

!onth end responsi(ilities.

The follo$ing diagra! illustrates the .e#

acti'ities for the !onthAend process and
responsi(le parties:
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #1
Month .nd 0esponsi-ilities

/enefits:

Co!!on reporting" consolidation" and

reconciliation processes.

Month end data entr# !anaged in auto!ated

fashion thus reducing $or.load on Accounting
staff.

)lo$ of !onth end transactional data fro!

agenc# su(s#ste!s into a single" consolidated
s#ste!.

Possi(le acceleration of consolidated

)inancial reporting.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #2
Month .nd 0esponsi-ilities
nd users $ith responsi(ilities in PeopleSoft 9.0 !odules ha'e specific
!onth end responsi(ilities:
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, ##
*esson Su,,ary
In this lesson" #ou ha'e learned:

A (asic understanding of the !onth end processes

for each !odule.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #$
Monitoring the Accounting
Process
After co!pleting this lesson" #ou $ill:
Identif# Ser'ice Le'el Agree!ents and Metrics
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #&
)any i/portant Ser"ice Le"el Agree/ents #SLAs( and /etrics are /easured
through out the *eopleSo!t =.> Accounting process. These SLAs and /etrics
are used to clearly de!ine the ser"ices pro"ided$ %alance custo/er needs .ith
operating e!!iciency goals$ and clearly de!ine the responsi%ilities !or ser"ice
deli"ery !or %oth the BSC and the agencies.
Monitoring the Accounting Process
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #(
Monitoring the Accounting Process
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #)
Monitoring the Accounting Process
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #+
Monitoring the Accounting Process
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, #9
Monitoring the Accounting Process
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $0
Monitoring the Accounting Process
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $1
Monitoring the Accounting Process
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $2
*esson Su,,ary
In this lesson" #ou ha'e learned:

A (asic understanding of the Accounting SLAs.

Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $#
Course Su,,ary
5o$ that #ou ha'e co!pleted this course" let:s
re'ie$ $hat #ou ha'e learned:

An introduction to PeopleSoft Chart of Accounts

and Chart)ields.

A (asic understanding of Co!(ination dits.

An o'er'ie$ of ho$ InterAco!pan# transactions

$ill (e processed.

A su!!ar# of the !onth end processes for each

!odule.
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $$
Course Conclusion

1elpful 0esources

;o( Aids: Month nd Close Calendar and

7$nership
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $&
Course .!aluation
All training participants are re&uired to co/plete an online
course e"aluation upon course co/pletion. E"aluations are
%ased on course content and are /eant to /easure the 1ey
in!or/ation and o%3ecti"es o! the course.
To access the e"aluation !or Introduction to *eopleSo!t =.>
Accounting$ please use the lin1 %elo.?
http?99....sur"ey/on1ey.co/9s9Intro,Accounting
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $(
3uestions4
0or &uestions$ please contact /ta%scin!o@/ta%sc.org.
E"aluation lin1? http?99....sur"ey/on1ey.co/9s9Intro,Accounting
Metropolitan Transportation Authority Introduction to PeopleSoft 9.0 Accounting, $)
6ou ha'e co!pleted the Introduction to PeopleSoft
9.0 Accounting course.
5AM: EEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE
&AT: EEEEEEEEEEEEEEEEEE
CongratulationsF