General Ledger Overview

1
State of ConnecticutCore-CT Project General
Ledger Overview Part One
Updated 04/14/03
2
Getting Started
Welcome

• Welcome to the General Ledger Overview course!
• Instructor introduction
• Record your questions
• Training facility orientation
• Ground rules
• Parking lot
• To participate in this course, you should have
  completed the following training
• PeopleSoft Navigation Tutorial

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Objectives
Welcome

• In this training, you will learn to
• Identify the new General Ledger processes that
  you will learn about in the process-specific
  courses. We will focus on the following
  processes
• Core-CT Basics
• Chart of Accounts
• Budget Structure
• Create Maintain Budgets
• Spreadsheet Journals
• Grant Transfers
• Inquiry Reporting
• Use Core-CT as a tool in supporting the processes
• Utilize PeopleSoft functionality to maximize your
  efficiency

4
Training Tools
Welcome

• In this training session, we use tools created
  specifically for this course.
• Presentation
• We use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT to support those
  processes
• Screen Shots
• We have provided screen shots from Core-CT that
  enable you to view the processes you will learn
  in each module

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Training Tools
Web-Based Learning Assistant

• We also use a web-based help system during the
  system training classes. This tool is available
  to you after go-live.
• Web Learning Assistant
• Web-based tool that provides help and detailed
  information for specific Core-CT job functions
• Contains concepts, procedures, flows, job aids,
  and a glossary
• The WLA is your primary reference tool now and
  once Core-CT goes live
• The WLA will evolve with Core-CT. As
  functionality changes, so will content in the WLA

Lets look at the tool in more detail.
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Web-Based Learning Assistant (WLA)
Core-CT Navigation
Connects the end user to the Web-Based Learning
Assistant (WLA)
7
Web-Based Learning Assistant (WLA)
Core-CT Navigation
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Web-Based Learning Assistant (WLA)
Core-CT Navigation
9
Overview
PeopleSoft Internet Architecture (PIA)

• Four components
• Web browser
• Web server
• Application server
• Database server

10
Overview
Security

• There are several levels of security defined
  within Core-CT.
• Sign on and timeout security
• Page and dialog security
• Report security
• Query security
• Object (PeopleTools) security
• Application data security

11
Security
Application Data Security
Application Data Security defines what data a
user can see within Core-CT.
These data permissions combined with specific
page and component permissions define what a user
can see and what a user can do within the
application.
12
Security
Roles
Within Core-CT, all security is defined through
the use of Permission Lists, Roles, and User
Profiles.
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Security
User Profiles
The following diagram is an example of the
hierarchical relationship between Permission
Lists, Roles, and User Profiles for a Purchasing
Approver.
Permission List POPNLS Pages Sign on 24 hours, 7
days
Permission List GLPNLS Pages Sign on 24 hours, 7
days
Permission List Process Monitor
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Navigation
Core-CT Navigation

• Review of Core-CT Navigation. Lets review the
  skills you learned in the Navigation Tutorial.
• Sign In
• Universal Navigation Header
• Left-Hand Navigation Menu
• Links
• Page Tabs

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Sign-In
Core-CT Navigation
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Left Hand
Core-CT Navigation
17
PeopleSoft Terms
Core-CT Navigation
18
PeopleSoft Terms
Core-CT Navigation
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PeopleSoft Terms
Core-CT Navigation
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Common Keys
Core-CT Navigation
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PeopleSoft Terms
Core-CT Tables
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Search Page
Core-CT Tables
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Add a New Value
Core-CT Tables
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View All
Core-CT Tables
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Effective Dating
Core-CT Tables
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Overview
Business Units Set IDs

• The Business Unit represents a logical unit
  within the State of Connecticut.
• One GL Business Unit for the State
• Makes consolidated financial reporting possible
• AP, PO, AR Business Units
• Usually one-to-one correspondence
• Additional AP AR Business Unit for Petty Cash
• Number established specific to each agency, based
  on need

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Key Points
Business Units Set IDs

• This represents how Core-CT is configured to
  allow different business rules at different
  levels in the system.

GL BU

Set ID
Module Set ID
Module BU
Transaction
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State of ConnecticutCore-CT Project General
Ledger Overview Part Two
Updated 04/14/03
29
Overview
General Ledger

• The General Ledger is actually a series of
  ledgers serving different purposes to record all
  of the financial transactions for the State.
• Actual Ledger Group
• Modified Accrual
• Modified Cash
• Accrual
• Budget Ledger Group
• Appropriation
• Allotment
• Agency Level 1 and 2
• Project Level 1, 2 and 3
• Authorized, Allocated, Allotted Bond Funds

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Ledger Groups
General Ledger
Actuals Ledger
Budget Ledger
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Commitment Control
General Ledger
Accounts Payable
Purchasing
Accounts Receivable
General Ledger
Commitment Control
Time Labor
Payroll
Human Resources
PeopleSoft Integration with other PeopleSoft
applications
32
General Ledger
Commitment Control
PeopleSoft delivers two aspects of Commitment
Control

• Budget Control - Relates commitments and
  expenditures to budgets in a budget ledger.
• Commitment Accounting - based on
  procurement lifecycle
• Requisitions ? Pre-encumbrances
• Purchase Orders ? Encumbrances
• Vouchers ? Expenditures

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General Ledger
Process Flow
Requisitions POs
Budget Journals_______________ GL Journals
BudgetLedgers
AP Transactions
________________
Actuals Ledgers
AR Transactions
PR Transactions
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Key Points
General Ledger

• Commitment Control ensures that all encumbrances
  and expenditures are checked against an agencys
  budget first.
• Budget
• Now agencies prepare budgets in an application
  outside of the Central Accounting System.
  Reporting is prepared by the users as required
• In Core-CT agencies will enter their budget in
  the system
• Reporting
• Now agencies prepare financial status reports
  in applications outside of the Central Accounting
  System by drawing information from different
  sources
• In Core-CT agencies will draw information about
  appropriations, allotments, pre-encumbrances,
  encumbrances and expenditures from one source and
  import into Excel spreadsheets to complete the
  report

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Agenda
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Overview
Chart of Accounts

• The Chart of Accounts codifies financial
  information for all state agencies. It will be
  used by all branches of government and all
  agencies.
• Now, agencies have seven fields available to
  record expenditure information
• In Core-CT, ten chartfields offers greater
  versatility both in recording and in retrieving
  information
• Required Chartfields
• Budget Reference, Business Unit, Fund, Dept.,
  SID, Program and Account, Project/Grant
• Optional Chartfields
• Chartfield 1 Chartfield 2

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Chartfields
Chart of Accounts
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Chart of Accounts
Mapping to Core-CT
Current State Account Code
Budget Reference
Project/ Grant
Fund
Department
SID
Program
Account
CF1
2004
005
EDP Hardware
Design
DEP
General Fund
Conservation Development
Project ABC
Parks
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Chart of Accounts
Understanding Trees

• Trees create a hierarchical structure used for
  reporting purposes. Trees also provide an
  effective way to summarize and logically organize
  ChartFields. They are made up of the following
  parts
• Node - Groups field values or other nodes that
  logically belong together for reporting purposes
• Parent Node - A node that has other nodes
  reporting to it
• Child Node - A node that reports to a parent node
• Sibling Node - Nodes at the same level that are
  children reporting to the same parent node
• Detail Value - A value below a node, located at
  the lowest level of the tree

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Understanding Trees
Chart of Accounts
ALL VALUES All Accounts 00000 All
Accounts BALANCE SHEET Balance Sheet
Accounts 01000 Balance Sheet CURRENT
ASSETS Current Assets 10000 - 11999 NON
CRRT ASSETS Non-Current Assets 12000
19999 CURRENT LIAB Current
Liabilities 20000 20999 NON CRRT LIAB
Non-Current Liabilities 21000 29999 FUND
BAL Fund Balance / Net Assets 30000
39999 OPERATING ST Operating Statement
Accounts 02000 Operating Statement REVENUE
S Revenues 40000 49999 EXPENSES All
Expenditures 500000 58999 BUDGETARY
ACCTS Budgetary Accounts 59100
59999 80000 80999 OTHER ACCTS Other
Accounts 70000 70999
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Chart of Accounts
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Chart of Accounts
Key Points

• Trees allow the user to create dynamic reports
  that pull information from a tree level, rather
  than only specific values.
• Used to retrieve data for nVision reporting
• Effective dating allows you to add new
  departments or accounts to your trees that take
  effect either immediately or at a future date
  that you specify
• Changes made to the tree structure will
  automatically change the information gathered in
  the report

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Chart of Accounts
Fund Tree Structure
All Funds Fund Category Fund
Type Fund Fund Detail
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Chart of Accounts
Department Tree Structure
All Departments Agency Level Agency Defined
Level 1 Agency Defined Level 2 Agency
Defined Level 3
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Chart of Accounts
SID Tree Structure
All SIDs Level 2 Level 3 Level 4
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Chart of Accounts
Account Tree Structure
All Accounts Class
Type
Categories
Detail
Categories
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Chart of Accounts
Account Tree Structure Detail PS
Level 5 - Detail Categories
Level 6 Account Detail 1
Level 7 Account Detail 2
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Chart of Accounts
Account Tree Structure Detail OE
Level 5 - Detail Categories
Level 6 Account Detail 1
Level 7 Account Detail 2
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Chart of Accounts
Program Tree Structure
All Departments Agency Level Agency Defined
Level 1 Agency Defined Level 2
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Chart of Accounts
Program Tree Structure - Detail
Agency Level Agency Defined Level 1 Agency
Defined Level 2 Agency Defined Level
3
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Chart of Accounts
Project Tree Structure
All Departments Agency Level Agency Defined
Level 1 Agency Defined Level 2
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Chart of Accounts
Project Tree Structure - Detail
Agency Defined Level 2 Agency Defined Level
3 Agency Defined Level 4 Agency Defined
Level 5
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Chart of Accounts
Chartfield 1 Tree Structure
All Activities Usage Category Detail Level
1 Description
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Chart of Accounts
Chartfield 2 Tree Structure
All Values Agency Program Agency Budget
Program Agency Budget Subprogram
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File Path
Chart of Accounts

• To view the new values for each field and their
  legacy mapping
• Go to http//www.core-ct.state.ct.us/dvd/

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Agenda
57
Control vs. Track
Budgets

• Commitment Control ensures that all encumbrances
  and expenditures are checked against an agencys
  budget first.
• Control
• Transactions exceeding budget will fail budget
  check
• Error must be corrected or
• Budget must be overridden
• Track
• Transactions exceeding budget will pass budget
  check
• No exception warnings or error messages
• Transactions with no budgets will still pass
  budget check

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Establishing Budgets
Budgets
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Budget Ledgers
Budgets

• Appropriation
• Highest level budget
• Controls expenditures
• Posted by Comptroller
• Allotment
• Allots portions of the appropriated funds in
  different accounting periods
• Controls expenditures
• Authorized by OPM
• Posted by Comptroller

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Budget Ledgers
Budgets

• Agency Level 1 and Level 2
• Breaks allotment budgets into lower level of
  detail
• Can be Control or Tracking
• Posted by Agency
• Project/Grant Level 1, 2 and 3
• Allows agencies to establish budgets in single or
  multiple years, depending on the funding
• Posted by Agency

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Non-Project Budget Structure
Budgets
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Non- Project Budget Structure
Budgets
63
Project Budget Structure
Budgets
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Project Budget Structure
Budgets
65
Agency Expenditure Budget Structure
Budgets
Budgeting by Account
All Accounts
Budget Level 1
Expenditures
General Expenditures
Information Technology
IT Services
Communications
Telephone/Network Lines
Beeper/ Pager Services
Internet Services
Budget Level 2 / Transaction Level
Telephone Installation
Local/Long Distance Services
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Agency Expenditure Budget Structure
Budgets
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Agency Expenditure Budget Structure
Budgets
Dept. of Mental Health Addiction
Appropriation Budget Ledger (Control)
Agency Budget Level 1 (Control)
CT Mental Health Ctr.
CT Valley Hospital
Agency Budget Level 2 (Track)
Admin
Clinical Supp Services
Patient Care
Ambulatory Care
Plant Ops
Transaction Level
Power Plant
Pharmacy
Radiology
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Agency Expenditure Budget Structure
Budgets
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Project Budget Structure
Budgets
70
Budget Reports - CFSR
Budgets
71
Agenda
72
Overview
Create Maintain Budgets

• Agencies will create budgets in Core-CT by one of
  two methods
• Spreadsheet Budget Journals
• Download the Journal Workbook (Excel template)
  from the website
• Create Spreadsheet Budget Journals
• Nightly batch processes will run and update
  Core-CT
• On-Line Budget Journals
• Enter the budget journals directly in Core-CT
• Set the Budget Journals to Post

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Process Flow
Create Maintain Budgets
Review Budget Inquiries Reports
Delete Budget Journals
Post Budget Journals
Create Budget Journals
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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WLA
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
82
Core-CT Navigation
Create Maintain Budgets
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WLA
Create Maintain Budgets
84
Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Customize
Create Maintain Budgets
90
Core-CT Navigation
Create Maintain Budgets
91
New Window
Create Maintain Budgets
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WLA
Create Maintain Budgets
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Core-CT Navigation
Create Maintain Budgets
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Key Points
Create Maintain Budgets

• In Create Maintain Budgets class users will
  learn how to
• Create spreadsheet budget journals
• Review, edit, copy and delete spreadsheet budget
  journals
• Create the flat file and save it
• Run the spreadsheet budget journal import process
• Create on-line budget journals
• Run inquiries on budget journals awaiting posting
• Run inquiries on budget journals already posted

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Agenda
96
Overview
Spreadsheet Journals

• Users will make entries to the General Ledger by
  creating spreadsheet journals. Entries will not
  be made online in Core-CT.
• All modules will create journal entries
  automatically
• Payroll, AP, AR
• Each module has its own source code
• Modified Accrual will be the primary Ledger Group
  for most transactions
• Some agencies will need to make ledger
  corrections
• Most agencies will enter corrections in the
  source module
• Download spreadsheet journal template from
  Core-CT website
• Naming conventions will uniquely identify
  journals
• Auto-reversing entries

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Spreadsheet Journals
Commitment Control
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Process Flow
Spreadsheet Journals
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Key Points
Spreadsheet Journals

• In Enter Process Spreadsheet Journals class
  users will learn how to
• Create spreadsheet budget journals using the
  Excel Journal Workbook
• Review, edit, copy and delete spreadsheet
  journals
• Save the spreadsheet journal to a flat file and
  save it
• Upload spreadsheet journals in Core-CT
• Run inquiries on spreadsheet journals awaiting
  posting
• Run inquiries on spreadsheet journals already
  posted

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Core-CT Navigation
Spreadsheet Journals
101
Core-CT Navigation
Spreadsheet Journals
102
WLA
Spreadsheet Journals
103
Key Points
Spreadsheet Journals

• Additional features of spreadsheet journals
• Editing Existing Journals
• Journals can be started and saved as incomplete
• Copying Journals
• Useful for lengthy expenditure correction
  journals done frequently
• Deleting Journals
• To delete journals that have not yet been
  uploaded to Core-CT
• Uploading Journals
• Agencies create the flat file to prepare for
  import
• Agencies run the Spreadsheet Journal Import
  Process
• Inquiry
• Users can see the details behind the summary data
• Users can view up to date information from the
  transactional database

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Agenda
105
Overview
Grant Transfers

• Some agencies transfer grants of money to other
  agencies for their use. Creditor and Debtor
  agencies have these responsibilities in Core-CT.
• Central Agency (OSC)
• Establish SID for grant
• Create an Associated Revenue Estimate Budget and
  attach it to an Expenditure Budget for the grant
• Creditor Agency
• Create open receivable and send invoice to Debtor
• Enter and apply payments
• Expend and report to Debtor Agency, as required
• Debtor Agency
• Create non-PO voucher against invoice from
  Creditor

106
Process Flow
Grant Transfers
OSC Creates SID Creates Associated Revenue
Estimate Budget Attaching It To Expenditure
Budget
EnterOpen Receivable
Create APVoucher
Lockbox
Payment Predictor
ProcessUnmatched Payments
107
Core-CT Navigation
Grant Transfers
108
Core-CT Navigation
Grant Transfers
109
Key Points
Grant Transfers

• In Grant Transfers class users will learn how to
• Request a new SID
• Request Associated Revenue Estimate and
  Expenditure Budgets
• Create an open receivable
• Create a regular voucher to make the payment
• Enter and apply payments

110
WLA
Grant Transfers
111
WLA
Grant Transfers
112
Agenda
113
Overview
Reporting Inquiry

• Users can obtain information from Core-CT from
• On-line inquiries via search dialogues
• Standard reports included in the menu for each
  functional area
• PeopleSoft delivered (e.g. Vanilla) Reports
• Custom Reports developed for Connecticut needs
• Ad-Hoc query reports
• nVision for GL users
• Query/Excel after 10/01/03

114
Delivered Reports
Reporting Inquiry

• 160 PS-delivered (Vanilla) reports identified by
  functional teams for state use
• Some favorites
• Vouchers (a.k.a. Invoices) by ChartField criteria
• Open Purchase Orders
• Vendor Payment History
• General Ledger Activity by
• ChartField criteria

39 Purchasing 30 Accounts
Payable 52 Accounts Receivable 39 General Ledger
115
Connecticut Reports
Reporting Inquiry

• 30 plus custom reports are being developed for
  Connecticut needs
• Some favorites
• CFSR
• Expenditure Detail Report
• Purchase Order Balance Report
• Set Aside Report

20 General Ledger 5 Purchasing 5 Accounts
Payable 1 Accounts Receivable
116
Core-CT Portal
Reporting Inquiry
Users will have single sign-on log-in and will
view their Core-CT Homepage upon entering the
system.
117
Ad-Hoc Reports
Reporting Inquiry
The Homepage provides access to the Enterprise
Menu.
118
Information Access - Online
Reporting Inquiry
The users security profile will define
accessible areas of the application as well as
what information they may view on a report.
119
Standard Reports
Reporting Inquiry
The My Reports area of Homepage lists the users
most recently run standard reports.
120
Standard Reports
Reporting Inquiry
121
Standard Reports
Reporting Inquiry
Report Manager will list all the reports that
have been executed that a user has access to
view. All standard report types will be
available in Report Manager (e.g. Crystal,
nVision, SQR)
122
Process Scheduler / Process Monitor
Reporting Inquiry

• Process Scheduler is configured in Core-CT to
  allow users to request and monitor reports.
• Process Request
• Report requests from within the module
• Select links to Report Manager and Process
  Monitor
• Batch requests are automatically run at
  established frequencies
• Process Monitor
• Check the status of submitted process requests
• Cancel process requests
• Hold requests or queue up processes on hold

123
Process Scheduler / Process Monitor
Reporting Inquiry
124
Process Scheduler / Process Monitor
Reporting Inquiry
125
Web-Based Learning Assistant
Reporting Inquiry
126
On-Line Inquiry
Reporting Inquiry

• Perform a budget inquiry for a specific
  department
• Demonstrate On-line inquiry
• Demonstrate Ability to set criteria
• Demonstrate the ability to readily drill down to
  more specific information

Budget Inquiry
127
Screen Inquiries
Reporting Inquiry
Utilize PeopleSoft Menus
Budget Inquiry
128
Drill Down
Reporting Inquiry
129
Options Features
Reporting Inquiry
Users have multiple options to choose from when
deciding how to retrieve information from
Core-CT.
130
Key Points
Reporting Inquiry

• In Reporting Inquiry class users will learn how
  to
• Run online inquiries for Budgets, Ledgers and
  Journals
• Understand Tree Structures in Core-CT
• Use My Reports section of the Core-CT Portal
  Homepage
• Run Process Scheduler and Process Monitor
• Run and View reports for Trial Balance,
  Actuals/Budgeted Status Report
• Download a report to Excel

131
Conclusion

• Wrapping Up the General Ledger Business Process
  Overview Course
• Summary of Completed Course Objectives
• Core-CT Basics
• Chart of Accounts
• Budget Structures
• Create Maintain Budgets
• Spreadsheet Journals
• Grant Transfers
• Reporting Inquiry
• Sandbox
• Final Questions
• Course Evaluations