Setting Up Financial Integration

This chapter provides overviews of financial integration and financial enterprise integration points (EIPs) and application messages and discusses how to:

• Set up financial ChartField data.

• Set up subledgers.

See Also

PeopleSoft Application Fundamentals for Financials, Enterprise Service Automation, and Supply Chain Management PeopleBook

PeopleSoft Enterprise General Ledger PeopleBook

Understanding Financial Integration

Enterprise Learning Management enables you to integrate with PeopleSoft Financials or a third-party financials system. Benefits of integrating with a financials system include the tracking of enrollment, registration, and drop fees, as well as the ability to export chargeback data to your financials system. This export functionality enables a training organization to track what the training business makes in revenue, both externally (displayed by using reports) and internally (sent to the general ledger as a chargeback).

To integrate with a financials system, you must:

• Run financial EIPs.

• Set up financial ChartField data.

• Set up subledgers and subledger update options.

Understanding Financial EIPs and Application Messages

This section discusses:

• Financial EIPs.

• Application messages.

See Also

Enterprise PeopleTools PeopleBook: Integration Broker

PeopleSoft Enterprise Components Peoplebook for Enterprise Learning Management 9.0

Financial EIPs

EIPs enable the sharing of data between two or more separate applications. Data sharing reduces data redundancy and data entry efforts because you must manage the data in only one system. This data is then updated in all relevant external systems each time that there are updates, thus ensuring that each external system has accurate data without having to key in the data changes to all external systems.

For financial data, Enterprise Learning Management uses EIPs to subscribe to ChartField data, general ledger business unit data, journal templates, and market rate data. Subscribing to this data ensures that the Enterprise Learning Management system always has the most current ChartField data, general ledger business unit data, journal templates, and market rate data that is necessary to implement financial integration. You must run the full sync table publish process for these EIPs or activate these EIPs during system setup. Run the full sync table publish process for the full sync messages to load all data from PeopleSoft Financials. Then activate incremental sync EIPs to keep the data synchronized after the initial load. Once activated, the incremental sync messages are initiated in response to saved field changes in the external financials system—for example, when you add a new ChartField value or change a market rate type. This data is then updated in Enterprise Learning Management, ensuring accurate data in all systems.

Enterprise Learning Management uses PeopleSoft Integration Broker technology to synchronize the tables and monitor transactions.

Use these guidelines for running financial EIPs:

• Run the full sync table publish process for the SetID EIP and business unit EIP messages (SETID_INITIALIZE, TBLSET_CONTROL_INITIALIZE, and BUS_UNIT_HR_FULLSYNC) before running the ChartField EIPs.

• Run the full sync table publish process for the market rate EIPs in this order: COUNTRY_FULLSYNC, CURRENCY_FULLSYNC, CURR_QUOTE_MTHD_FULLSYNC, MARKET_RATE_TYPE_FULLSYNC, MARKET_RATE_DEFN_FULLSYNC, MARKET_RATE_FULLSYNC.

• Run the full sync table publish process for the ChartField, general ledger business unit, journal template, and market rate EIP messages only once.

• Activate incremental sync ChartField, general ledger business unit, journal template, and market rate EIP messages after you run the full sync table publish process for each message.

See Understanding Person and Organization EIPs.

Note. A consultant or system administrator with EIP and PeopleSoft Integration Broker experience should be involved in both the initial full-sync process and the configuring of incremental sync processes.

The following tables list the application messages received by the Enterprise Learning Management financials components, the record initiating the message (in response to a saved field change in PeopleSoft Financials), and an explanation of what happens when a message is initiated:

Application Messages

Enterprise Learning Management also provides several additional application messages. Unlike the full and incremental sync messages, you initiate these application messages in the Enterprise Learning Management system either when you make changes to fields on specific pages or when you run an Application Engine process.

The ChartField combination editing application messages are synchronous messages initiated whenever you save an Enterprise Learning Management page that has ChartFields, provided that you enabled the combination editing feature on the Install Defaults - General page. Combination editing enables the system to validate ChartField values that are dependent on each other. The system validates ChartField values against the rules defined in PeopleSoft Financials. If you integrate with a financials system other than PeopleSoft, you must create a method for validating ChartField values that users enter.

Other application messages are initiated when you run an Application Engine process in Enterprise Learning Management by using Process Scheduler, specifically, the process that you use to transmit chargeback data to the financials system.

The following table describes the synchronous application messages initiated when a user saves a page in the system that contains ChartField values, provided that you have enabled combination editing:

The following table describes the application messages initiated each time that you run the Application Engine process that transmits chargeback data to the financials system:

See Also

Sending Chargeback Data to the General Ledger

Setting Up Financial ChartField Data

To set up ChartField data, use the ChartField Configuration component (LM_CHARTFIELDS), ChartField Values component (LM_GL_ACCOUNT), and Business Unit Account component (LM_FIN_BU_CF).

This section provides an overview of financial ChartField data and discusses how to:

• Define ChartField configuration values.

• Review and activate the imported ChartField value definitions.

• Assign ChartField values to general ledger business units.

Understanding Financial ChartField Data

This section discusses:

• Financial ChartField data.

• Delivered ChartField data.

• ChartField setup with PeopleSoft Financials.

• ChartField setup with a third-party financials system.

Financial ChartField Data

ChartField values are values that you use to record enrollment, registration, and drop-fee chargebacks to departments and accounts. The system of record for the ChartFields is the financials management system. Enterprise Learning Management is designed to synchronize the ChartField values from the financials management system.

Each chargeback is a specific combination of one or more ChartField values and a department. This combination enables the appropriate accounts and departments to be charged and credited for enrollment, registration, and drop fees. In Enterprise Learning Management, you select default ChartField values for each general ledger business unit. Each general ledger business unit is mapped to a PeopleSoft Human Resources Management Solutions (HRMS) business unit. This mapping scheme is created and maintained in PeopleSoft HRMS and is imported into Enterprise Learning Management when you run the PeopleSoft HRMS EIPs.

The mapping scheme between general ledger business units and human resources business units determines which ChartFields that an internal learner can use. Internal learners inherit ChartField values from the general ledger business unit that is mapped to the PeopleSoft HRMS business unit to which they belong. These ChartField values, along with the learner's department code, determine which accounts are charged enrollment, registration, and drop fees.

External learners inherit ChartField values from the customer organization to which they belong. Customer organizations inherit default ChartField values from a general ledger business unit. You can modify the default general ledger business unit ChartField values at the customer level.

Internal learners, external learners, and managers can edit ChartField values during enrollment or registration by using the self-service pages, but only if they are given access to do so on the ChartField setup pages. Administrators always have access to edit ChartField values during enrollment or registration.

Administrators can also edit ChartField values after enrollment or registration by using the Maintain Enrollments and Administer Program Rosters components. Note that the system always uses the current ChartField configuration, not the ChartField configuration that was used to enroll or register the learner in the activity or program. Therefore, the ChartField values that an administrator can select or is required to select after enrollment or registration might be different for a learner if that learner moves to a different business unit, or if the ChartField configuration has changed.

Delivered ChartField Data

PeopleSoft delivers the following 13 ChartField codes and configurations, ready for use with PeopleSoft Financials:

1. LM_ALTACCT (Alternate Account).

2. LM_ACCOUNT (Account).

3. LM_OPERATING_UNIT (Operating Unit).

4. LM_FUND_CODE (Fund Code).

5. LM_HR_DEPTID (Department).

   Note. The ChartField code for LM_HR_DEPTID has no ChartField Values page. Review department profile information through the Department Profile page.

   See Defining Department Information.

6. LM_PROGRAM_CODE (Program Code).

7. LM_CLASS_FLD (Class Field).

8. LM_BUDGET_REF (Budget Reference).

9. LM_PRODUCT (Product).

10. LM_PROJECT_ID (Project).

11. LM_CHARTFIELD1 (ChartField1).

12. LM_CHARTFIELD2 (ChartField2).

13. LM_CHARTFIELD3 (ChartField3).

ChartField Setup with PeopleSoft Financials

If you integrate with PeopleSoft Financials, do the following to set up the ChartField configurations and values:

1. Review (and edit if necessary) the delivered ChartField configuration on the ChartField Configuration page.

2. Run the PeopleSoft full_sync EIP process for each ChartField code for which you want to import the values from the PeopleSoft Financials system.

   See Financial EIPs.

3. Review and activate the imported ChartField value definitions on the ChartField Values page.

   The system sets all ChartField values to inactive upon import, as it is much easier to activate the list of ChartField values that you will use with Enterprise Learning Management, than it is to deactivate all of the ChartField values that you are not using. For each ChartField value that you want to be active in PeopleSoft Enterprise Learning Management, set the value to active. PeopleSoft ChartField values support the use of effective dates, so a specific ChartField value might have more than one effective-dated record. Although Enterprise Learning Management is delivered ready for mapping with PeopleSoft Financials, you should also consider reviewing each imported value for accuracy.

4. Assign ChartField values to each general ledger business unit.

ChartField Setup with a Third-Party Financials System

If you integrate with a financials system other than PeopleSoft Financials, do the following to set up the ChartField configurations and values:

1. Review and edit the delivered ChartField configuration on the ChartField Configuration page.

   It is recommended that you do not edit the ChartField Code value. Therefore, you must set up mapping rules between the system's ChartFields and those delivered by PeopleSoft.

2. Load ChartField values into the Enterprise Learning Management tables.

   Note. A consultant or system administrator with EIP experience should be involved in this process.

3. Review and activate the imported ChartField value definitions in the ChartField Values component.

   By default, the system sets all values to inactive upon import. For each ChartField value that you want to be active in Enterprise Learning Management, set the value to active. You should also carefully review each value for accuracy, to ensure that the external values imported as you intended. Reconfigure and reimport as needed to correct the ChartField values.

4. Assign ChartField values to each general ledger business unit.

Pages Used to Set Up Financial ChartField Data

Defining ChartField Configuration Values

Access the ChartField Configuration page.

Code	Displays ChartField codes, which map to hardcoded Enterprise Learning Management values. Click a link to review and activate ChartField values. Note. If you assign different names to the ChartField1, ChartField2, and ChartField3 ChartFields, the names are imported from PeopleSoft Financials when you run the full synch table publish process for the ChartField1, ChartField2, and ChartField3 EIPs.
Long Name	Enter a long name for the ChartField. This value appears throughout all pages in the system in place of the hardcoded Enterprise Learning Management value that appears in the Code column. Name changes are not sent back to the financials system.
Short Name	Enter a short name for the ChartField. The short name is not used on any other pages in the system.
Prompt Table	Identify the name of the table against which Enterprise Learning Management prompts when a user selects a ChartField value. If you integrate with PeopleSoft Financials, use the default values that appear here. Do not change the values. If you integrate with a third-party financials system, you must make sure the Prompt Table fields correctly identify the tables that hold the ChartField values.
Use	Select to define the ChartField as one that you use in Enterprise Learning Management. This selection causes the ChartField to appear as a prompt on the setup pages, on the enrollment and registration pages for administrators, and on the self-service enrollment and registration pages for learners and managers (if the Display option is also selected). Clear this check box to prevent the ChartField from appearing on any other pages in the system. When the ChartFields are imported from the financials system, none are selected for use by default.
Required	Select to define a used ChartField value as required. Learners, managers, and administrators must enter a value for a required ChartField when setting up default ChartField values on the Business Unit Account Setup page and the Payment Information page, or when enrolling or registering in activities or programs that carry charges, provided no default value appears. Clear this check box to define a used ChartField value as optional to the learner, manager, or administrator.
Display	Select to display a used ChartField to self-service users (learners and managers) during enrollment and registration. This enables learners and managers to edit the ChartField values during enrollment or registration. If the ChartField does not appear, then the default ChartField values that you define on the Business Unit Account Setup page are copied to the payment tables.

Reviewing and Activating the Imported ChartField Value Definitions

Access the ChartField Values page.

Effective Date

Displays the effective date of the ChartField value. When the effective date changes for an active ChartField value, the system sets the status of the ChartField value from Active to Inactive.

Status

Select a status for the ChartField value. Values are: Active: Select to activate the ChartField value. Activating ChartField values enables users to select these values from prompt tables on various setup pages and enables administrators to select these ChartField values during enrollment and registration. Learners and managers can also select these values on the self-service pages during enrollment and registration, but only if you display the ChartFields to learners and managers. Define the ChartField configuration on the ChartField Configuration page. Inactive: Select to deactivate the ChartField value. The ChartField value does not appear as a value in any prompt tables in the system. By default, the system sets all ChartField values to Inactive when they are first imported into the system.

Assigning ChartField Values to General Ledger Business Units

Access the Business Unit Account Setup page.

The ChartFields that appear on this page vary depending on which ChartFields you select to use on the ChartField Configuration page. Values that you can select for each ChartField are based on the SetID that is associated with the business unit and whether the values have an active status on the ChartField Values page.

When you integrate with PeopleSoft Financials, Enterprise Learning Management performs combination editing when you save the page to determine whether the ChartField values are valid, provided that you enable the combination editing feature on the Install Defaults - General page. If you enable the combination editing message, the system prompts you if the ChartField value pairs that you enter are invalid. You cannot save invalid combinations. You must enter a valid value or exit without saving the changes. If you integrate with a third-party financials system, you must create a method to verify whether the ChartField combinations that you enter are valid pairs.

Note. The department value that you define on this page for the Department ChartField appears by default only on the Payment Information page. The department value that you enter here does not appear by default on the payment pages for internal learners. Instead, the system uses department codes from PeopleSoft HRMS for internal learners. You load these department codes into Enterprise Learning Management when you run the full sync table publish process for the PeopleSoft HRMS EIPs.

Setting Up Subledgers

To set up subledgers use the Subledger Setup component (LM_SUBLEDGER_ID) and the Subledger Update Options component (LM_SUBLEDGER_UPD).

This section provides an overview on subledgers and discusses how to:

• Create subledger groups.

• Define rules for updating the subledger.

See Also

Posting Transactions to the Subledger

Understanding Subledgers

Enterprise Learning Management uses subledgers to store the transaction data that you eventually export to the general ledger in the financials system. To set up subledgers you must:

1. Create subledger groups.

   You can create as many subledger groups as necessary. For example, you can create a subledger group for each month or each quarter of the year. Determine the subledger groups that you must create based on the business needs of the organization.

2. Define rules for updating the subledger groups.

   You must specify criteria for when a transaction is ready to be written to a subledger group. This criteria is based on the activity type and the learner's enrollment status. You can post transactions for activities that meet the specified criteria to a subledger group. Chargeback transactions in the subledger groups are eventually exported and written to the general ledger in the financials system. Revenue transactions are not exported to an accounts receivable system. However, you can create a process to export revenue transactions to the accounts receivable system if necessary.

Pages Used to Set Up Subledgers

Creating Subledger Groups

Access the Setup Subledger Group ID page.

Subledger	Enter a subledger group ID.
Description	Enter a description of the subledger group.
Delete Subledger Group	Click to delete a subledger group. This button is available only for subledger groups that do not contain transactions. This prevents you from deleting a subledger group that contains transactions.

Defining Rules for Updating the Subledger

Access the Subledger Update Options page.

Activity Type

Select an activity type. Values are: Blended: An activity that contains both scheduled and self-paced learning component types. Scheduled: An activity that contains only scheduled learning component types. Self-paced: An activity that contains only self-paced learning component types. See Setting Up Learning Component Types.

Enrollment Status

Select an enrollment status: Completed, Denied, Dropped, Enrolled, In-Progress, Learning Request, Moved to New Activity, Not Completed, Payment Approval, Pending Approval, Pending Payment, Planned, Waitlisted, or Waived. You can specify as many enrollment statuses as you need for each activity type. It's important to consider which combinations will work best for the business needs. You should also follow Generally Accepted Accounting Principles (GAAP) for any external transactions. See Understanding Enrollment and Registration.