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The Tables You Need to Know in PeopleSoft Financials Session #23679 March 12, 2007 Alliance 2007 Conference Orlando, Florida.

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Presentation on theme: "The Tables You Need to Know in PeopleSoft Financials Session #23679 March 12, 2007 Alliance 2007 Conference Orlando, Florida."— Presentation transcript:

1 The Tables You Need to Know in PeopleSoft Financials Session #23679 March 12, 2007 Alliance 2007 Conference Orlando, Florida

2 2 Presenters Gilbert Morales – General Ledger Business Analyst, Florida International University Marc Bello – Senior Budget Coordinator, Florida International University Hector Pagan – Financials System Analyst, Florida International University Fay Greenholtz – Principal Consultant,CedarCrestone Inc. 2

3 3 Florida International University September 1972, 5,667 students entered the new state university. 3

4 4 Florida International University In 2000, the Carnegie Foundation reclassified the University as a Carnegie Doctoral/Research Universities-Extensive – the highest ranking for research universities. 4

5 5 Florida International University Today Florida International University (FIU) has more than 38,000 students, almost 1,000 full-time faculty and more than 117,500 alumni, making it the largest university in South Florida. 5

6 6 Florida International University The University graduated its first law school class In In the fall of 2009, The University plans to welcome its first medical school class. 6

7 7 Florida International University We have also expanded with satellite schools and educating throughout the world! 7

8 8 FIU and Oracle/PeopleSoft In an effort to streamline state operations, The State of Florida mandated that all the State Universities move away from the state system and become Body Corporate. To this goal the State Universities choose to go with PeopleSoft in FIU is working with PeopleSoft

9 9 Got Query Manager? 9 Now What????

10 10 Agenda/Contents Overview of PeopleSoft Structure Overview of PeopleSoft Structure Introducing the Key Tables Introducing the Key Tables − Procurement Process (Purchasing, Accounts Payable, Travel) − General Ledger, Asset Management and Commitment Control Finding the Tables on your Own Finding the Tables on your Own 10

11 11 Overview of PeopleSoft Structure 11 THE BIG PICTURE THE BIG PEOPLESOFT PICTURE

12 12 Agenda/Contents Overview of PeopleSoft Structure Overview of PeopleSoft Structure Introducing the Key Tables Introducing the Key Tables − Procurement Process (Purchasing, Accounts Payable, Travel) − General Ledger, Asset Management and Commitment Control Finding the Tables on your Own Finding the Tables on your Own 12

13 13 A Look at the Procurement Process 13

14 14 Requisitions REQ_HDR PeopleSoft Table Description: There is 1 header row for each requisition and the fields in this table apply to all lines in the requisition Key Fields: Requisition ID, Requester, Requisition Status, Budget Status, Approval Status, Entered By User ID, Requisition Dates (Entered Date, Approval Date, Accounting Date)

15 15 Requisitions (cont’d.) 15 REQ_LINE PeopleSoft Table Description: There is 1 row for each line in the requisition. Key Fields: Requisition ID, Requisition Date, Vendor, Line Description, Line Quantity, Line Amount, Buyer, Category, Line Status

16 16 Requisitions (cont’d.) 16 REQ_LINE_DISTRIB PeopleSoft Table Description: There is 1 row for each accounting distribution in the requisition. Key Fields: Requisition ID, Req Line #, Department ID and Account (and Other Chartfields), Asset Profile, Distribution Amounts, Budget Dates, Close Flag

17 17 Requisitions (cont’d.) 17 Key Requisition Tables TableDescription REQ_HDRHeader Record for Requisition REQ_LINELine Record for Requisition REQ_LINE_DISTRIBAccounting Distribution for Requisition REQ_LINE_SHIPShipment Details for Requisition REQ_APPROVALApproval Information for Requisition REQUESTOR_TBLRequester Information

18 18 A Look at the Procurement Process 18

19 19 Purchase Orders 19 REQ_HDR TableDescription PO_HDRHeader Record for Purchase Order PO_LINELine Record for Purchase Order PO_LINE_DISTRIBAccounting Distribution for Purchase Order PO_LINE_MATCHEDMatching Information for Purchase Order (Voucher, Receipt, PO) PO_APPROVALApproval Information for Purchase Order PO_LINE_SHIPShipment Details for Purchase Order Key Purchase Order Tables

20 20 A Look at the Procurement Process 20

21 21 Vouchers REQ_HDR TableDescription VOUCHERHeader Record for Voucher VOUCHER_LINELine Record for Voucher DISTRIB_LINEAccounting Distribution for Voucher VCHR_APPRVLApproval Information for Voucher GRP_APControl Group Data Key Voucher Tables

22 22 A Look at the Procurement Process 22

23 23 Receiving Tables TableDescription RECV_HDRReceipt Header Table RECV_LN_DISTRIBReceipt Distribution Line RECV_LN_ASSETReceipt Line Asset Information RECV_LN_SHIPReceipt Shipment Information 23 Key Receiving Tables

24 24 A Look at the Procurement Process 24

25 25 Travel Authorizations TableDescription EX_TAUTH_HDRHeader Record for TAR EX_TAUTH_LINELine Record for TAR EX_TAUTH_DISTAccounting Distribution for TAR EX_TAUTH_APRVLApproval Information Related to TAR 25 Key Travel Authorization Tables

26 26 A Look at the Procurement Process 26

27 27 Expense Reports TableDescription EX_SHEET_HDRHeader Record for Expense Report EX_SHEET_LINELine Record for Expense Report EX_SHEET_DISTAccounting Distribution for Expense Report EX_SHEET_APRVLApproval Information Related to Expense Report 27 Key Expense Report Tables

28 28 Cash Advances TableDescription EX_ADV_HDRHeader Record for Advances EX_ADV_LINELine Record for Advances EX_ADV_DISTAccounting Distribution for Advances EX_ADV_APRVLApproval Information Related to Advances 28 Key Cash Advance Tables

29 29 A Look at the Procurement Process 29

30 30 Payments TableDescription PAYMENT_TBLDetail of each payment generated from the Accounts Payable Pay Cycle. Includes fields such as Check #, Payment #, Vendor Paid, Employee ID Paid (From Expenses), Address and Method of Payment, Payment Status (i.e. Cancelled, Scheduled) PYMNT_VCHR_XREFAccounts Payable Detail (i.e. Voucher ID) related to a specific payment. EX_ADVNCE_PYMNTCash Advance Detail related to a specific payment. EX_SHEET_PYMNTExpense Report Detail related to a specific payment. PYCYCL_DATADetailed Information related to the pay cycle. 30 Key Payment Tables

31 31 Other Important Tables in the Procurement Process TableDescription VENDORMain Vendor table which contains many important fields related to the vendor. (i.e. Vendor ID, Vendor Names, Vendor Classifications, Vendor Status) VENDOR_LOCLocation Information for each Vendor VENDOR_ADDRAddress Information for each Vendor VENDOR_WTHD_JURWithholding Information Populated (Very Important in 1099 Processing) 31 Vendor Tables

32 32 Agenda/Contents Overview of PeopleSoft Structure Overview of PeopleSoft Structure Introducing the Key Tables Introducing the Key Tables − Procurement Process (Purchasing, Accounts Payable, Travel) − General Ledger, Asset Management and Commitment Control Finding the Tables on your Own Finding the Tables on your Own 32

33 33 Getting Data to the General Ledger 33 - There are a number of tables that interface into the General Ledger. - These tables are important for queries to reconcile your subsystems to the General Ledger.

34 34 Getting Data to the General Ledger (cont’d.) 34 Interface Tables to GLSubsystemKey Fields VCHR_ACCTG_LNAccounts PayableVOUCHER_ID EX_ACCTG_LINEExpensesEX_DOC_ID (Sheet ID) SF_ACCTG_LNDetailed Information related to the pay cycle. SF_DEPOSIT_ID, EMPLID DIST_LNAsset ManagementASSET_ID HR_ACCTG_LINEHuman Resources JGEN_ACCTG_ENTRYGeneric Interface Table * The GL_DISTRIB_STATUS field on these tables is equal to ‘D’ if the rows on the table have already been journal generated to the GL.

35 35 General Ledger Module TableDescription JRNL_HEADERHeader Record for Journal. Important Fields include the following: JOURNAL_ID, JOURNAL_DATE, JRNL_HDR_STATUS, BUDGET_HDR_STATUS, DESCR254 JRNL_LNLine Record for Journal. Important fields include the following: Journal ID, Journal Line #, Department ID and Account (and Other Chartfields), Budget Line Status, Distribution Amounts, Budget Dates, Close Flag LEDGERSummary of Balances by Chartfields by Fiscal Year, Accounting Period 35 Key GL Tables *The Sum of the posted and un-posted Journal Lines by chartfields should equal the ledger balance for the corresponding chartfields for the specified time period.

36 36 Asset Management Module TableDescription INTFC_PRE_AMTable initially loaded with asset detail from other system. (i.e. Accounts Payable INTFC_FINAccounting Detail associated with assets initially loaded into Asset Management ASSETThe primary Asset table populated when an asset is created. Important fields include the following: Asset #, Tag #, Description, Acquisition Dates, Serial #, Profile ASSET_ACQ_DETThis table gives more details of how the asset was acquired by using fields like the Asset Source (i.e. Accounts Payable and the Voucher ID associated) 36 Key AM Tables

37 37 Commitment Control TableDescription LEDGER_KKSummary of Balances by Chartfields by Fiscal Year, Accounting Period. Similar to LEDGER table with the additional field, for Budget Period. KK_ACTIVITY_LOGTransaction Accounting Details populated on this record when an Item is budget checked, each transaction identified by KK Transaction ID. KK_SOURCE_HDRAssociates the KK Transaction IDs with a more module specific Identifier, like a specific Voucher ID. KK_LIQUIDATIONFor each KK Transaction ID, the amount remaining to be liquidated. (i.e. Amount of encumbrance remaining to be released for PO or TAR) 37 Key Budget Checking Tables

38 38 Agenda/Contents Overview of PeopleSoft Structure Overview of PeopleSoft Structure Introducing the Key Tables Introducing the Key Tables − Procurement Process (Purchasing, Accounts Payable, Travel) − General Ledger, Asset Management and Commitment Control Finding the Tables on your Own Finding the Tables on your Own 38

39 39 Finding the Tables on Your Own 39

40 40 Steps to Look Up a Record 40 1.Go to the page in PeopleSoft that has the field you are looking for. 2.Select Control + J to find the Page Name 3.Look Up the Definition of the Page in App Designer 4.Find the Field in App Designer, Right Click, and select

41 41 Find the Page 41

42 42 Press Control + J 42 Remember the Page Name!

43 43 View Definition of Page in App Designer 1.File – Open – View Definition (Page) 2. Enter Page Name and Click Open 43

44 44 View Definition of Page in App Designer 3. Right-Click Field and Select View Definition 44

45 45 View Definition of Page in App Designer 3. Right-Click Field and Select View Definition 45 RECORD NAME FIELD

46 46 Questions?

47 47 Contacts Gilbert Morales General Ledger Business Analyst PeopleSoft Technical Team Florida International University Hector Pagan Accounting Coordinator, IT Systems Office of the Controller Florida International University 47 Marc Bello Senior Budget Coordinator University Budget Office Florida International University Fay Greenholtz Principal Consultant Higher Education CedarCrestone, Inc.

48 This presentation and all Alliance 2007 presentations are available for download from the Conference Site Presentations from previous meetings are also available 48

49 49 Questions?


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