Tracking Enrollment and Registration Fees

This chapter provides an overview of the data export process and discusses how to:

• Post transactions to the subledger.

• Review subledgers.

• Send chargeback data to the general ledger.

See Also

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

PeopleSoft Enterprise General Ledger PeopleBook

Understanding the Data Export Process

This section lists prerequisites and discusses the data export process.

Prerequisites

Before transmitting transactions to financials, you must:

• Create subledger groups.

  See Creating Subledger Groups.

• Define subledger update options.

  See Defining Rules for Updating the Subledger.

• Set up payment methods.

  See Understanding Payment Method Setup.

• Enroll learners in activities or register learners in programs that have associated fees.

  See Enrolling and Registering in Learning Activities and Programs.

Data Export Process

Enterprise Learning Management enables you to track chargeback and revenue transactions. Chargeback transactions include transactions where a balance from one internal account is moved to another internal account. Chargebacks are primarily used by internal learners (employees). Revenue transactions include any transactions that generate revenue. Revenue based methods of payment include cash, checks, credit cards, purchase orders, and training units.

The system posts chargeback and revenue transactions that meet specific criteria to an Enterprise Learning Management subledger. You can update transactions posted to the subledger as often as necessary to ensure accurate transaction data in the subledger. For example, if a learner drops an activity after the enrollment was already written to the subledger, you can update the subledger with a new entry for the drop. In this case, the new transaction would indicate either no charge for the enrollment fee, or would be a drop fee.

After you post transactions to a subledger you can export the internal transactions to the general ledger in the financials system. The system exports only chargeback transactions to the general ledger. The system does not export revenue transactions. Enterprise Learning Management provides several reports that you can use to track revenue transactions and bill customer organizations.

The process by which you export chargeback transactions to the general ledger varies, depending on whether you integrate with PeopleSoft Enterprise Financials or a third-party financials system. If you integrate with Enterprise Financials, the system exports transactions from a subledger in Enterprise Learning Management to the Financial Management Accounting Entry tables, where they are formatted according to a journal template that you specify. PeopleSoft Journal Generator then processes the data in the Accounting Entry tables to create journal entries before posting them to Enterprise General Ledger. Journal Generator validates all data in the tables, including combination editing rules, and determines which accounting calendar to use based on the accounting date that you specify in Enterprise Learning Management. Journal Generator tables store journal entries as Header and Journal Lines to facilitate control of processing and posting to the General Ledger and to provide complete and ready accessibility to an audit trail. After the subledger information is successfully exported , General Ledger sends a message back to Enterprise Learning Management, which updates the transactions in the subledger with the journal ID and journal date.

If you integrate with a third-party financials system, the system still utilizes the subledger tables in Enterprise Learning Management. However, you must create a process for how chargeback transactions are moved into the general ledger in the financials system.

Posting Transactions to the Subledger

This section provides overviews of the Transaction table and transaction selection criteria and discusses how to post transactions to the subledger.

Understanding the Transaction Table

The system stores all financial transactions for enrollment and registration transactions in the Transaction table (LM_ENRLMT_PYMT). Payment information includes the activity or program fee or drop charge, as well as details about the payment method. This includes chargeback, training unit pool, purchase order, credit card, cash, or check information.

Each time payment information for an enrollment or registration record is updated, the system adds a new row to the Transaction table . The Transaction table stores a row for every change in the enrollment or registration with a date and time stamp, which allows you to track modifications over time. This table serves as payment history for each enrollment or registration.

Transactions in this table that meet specific criteria are eventually posted to an Enterprise Learning Management subledger and then, in the case of chargebacks, exported to the general ledger in the financials system.

Transaction Table Statuses

Each transaction in the Transaction table has an assigned status:

Understanding Transaction Selection Criteria

The enrollment and registration transactions that the system selects and posts to a subledger are based on several criteria:

• The system writes transactions to the subledger for activity enrollments that meet the criteria that you specify on the Subledger Update Options page.

• The system writes transactions for programs to the subledger when the registration status for the program is registered, in progress, completed, dropped, or incomplete.

• The system writes transactions with pending and updated transaction statuses to the subledger.

  Transactions in the Transaction table with a posted status have already been posted to a subledger and do not need to be posted again.

• The system writes only the most recent transaction for a particular enrollment or registration record to the subledger.

  For example, when an administrator enrolls a learner in an activity that has a charge, the system adds a transaction to the Transaction table. If the learner drops the activity and is charged a drop fee, the system adds another transaction to the Transaction table. This enables you to keep a running audit trail of all charges for a particular enrollment or registration record. When you update the subledger, the system posts only the most recent transaction for a particular enrollment or registration record, which in this case is the activity drop fee.

• The system does not write 0.00 rows from the Transaction table to the subledger unless the row is an update to a transaction that has already been written to the subledger.

  For example, when an administrator enrolls a learner in an activity that has a charge, the system adds a transaction to the Transaction table. If the learner drops the activity and is not charged a drop fee, the system adds another transaction to the Transaction table with a 0.00 amount. Since the current row in the Transaction table is a zero amount, the system does not write the transaction to the subledger. However, if the first transaction with the enrollment fee was already written to the subledger, the system will write the 0.00 amount transaction to the subledger to update the transaction for the enrollment fee.

After the system writes a transaction to a subledger group, the system cannot remove it or write it to another subledger group. However, the system does cross check between subledger groups during the update process. This enables a transaction in a subledger group to be updated, even when you update a different subledger group. The system posts the new transaction to the new subledger group, and updates the original transaction to reflect that it is no longer current. You can update a subledger group as many times as necessary to ensure that all subledger entries are up to date and accurate before you export them to the general ledger in the financials system.

Page Used to Post Transactions to the Subledger

Posting Transactions to the Subledger

Access the Process Payment Details page.

Run the Process Payment Details Application Engine process (LM_FI_ENRLMT) to post enrollment and registration transactions to a subledger. PeopleSoft Process Scheduler runs the Process Payment Details process at user-defined intervals.

Important! Run this process on a daily basis during off-peak business hours, as the system might need to review and potentially write thousands of transactions to the subledger.

See Also

Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications

Reviewing Subledgers

This section provides an overview of subledger statuses and discusses how to:

• Review subledger entries.

• Review transaction information.

Understanding Subledger Statuses

Transactions in a subledger have one of these statuses:

Pages Used to Review Subledgers

Reviewing Subledger Entries

Access the Review Subledger page.

Learner Name	Displays learners to which the financial transactions apply. The system sorts each subledger by learners' last names. To sort by status or price, click the Status or Price headers at the top of each column.
Status	Displays the status of the transaction: Pending, History, Updated, or Posted. Click the Posted link to access the Additional Information page, where you can view additional status information for the transaction such as the journal ID, journal date, accounting date, and the user who ran the process to export the transaction to the general ledger.
Price	Displays the transaction amount.
Currency	Displays the currency for the transaction.
Enrollment Details	Click to access the Activity Enrollment Details page, where you can review enrollment details such as the activity type, title, code, and the learner's current enrollment status. This link appears only if the transaction is an enrollment fee for an activity.
Activity Drop Details	Click to access the Activity Drop Details page, where you can review enrollment details such as the activity type, title, code, the learner's current enrollment status, and the date the activity was dropped. This link appears only if the transaction is a drop charge for an activity.
Registration Details	Click to access the Registration Details page, where you can review registration details such as the program type, name, code, and the current registration status for the learner. This link appears only if the transaction is a registration or drop fee for a program.
Program Drop Details	Click to access the Program Drop Details page, where you can review registration details such as the program type, name, code, the learner's current registration status, and the date the program was dropped. This link appears only if the transaction is a drop charge for a program.
Payment Details	Click to access the Review Subledger - Payment Details page, where you can review the payment method used to pay for the activity or program and information pertaining to that payment method.
Credit Details	Click to access the Credit Details page, where you can review information for the account that is credited when a chargeback transaction occurs. Each chargeback transaction that is sent to the general ledger in the financials system must also include information for the account that is to be credited. Otherwise, the transaction is not exported to the general ledger. Define ChartField values for accounts that are credited transaction amounts on the Business Unit Account Setup page. The fields on the Credit Details page are empty for all payment methods except chargeback.

Reviewing Transaction Information

Access the Additional Information page.

Journal ID and Journal Date	Displays the journal ID and journal date. The system populates this field when it receives an inbound message from the general ledger confirming that the transaction was successfully posted to the general ledger.
Accounting Date	Displays the accounting date that you entered on the Export Accounting Entry to GL page when you ran the Export Accounting Entry to GL Application Engine process (LM_FI_GL_INTFC).
Last Maintained By	Displays the user that ran the Export Accounting Entry to GL process.

See Also

Application Messages

Sending Chargeback Data to the General Ledger

This section provides an overview of data export to the general ledger and discusses how to send chargeback data to the general ledger.

Understanding Data Export to the General Ledger

When you export transactions to your Financial Management System , the system exports all chargeback transactions in the subledger with a status of pending and then updates the status of each exported transaction to posted. The system does not export transactions with a status of history, updated, or posted. After the system exports the transactions in a subledger group, you must manually enter any corrections to those transactions in the financials system. Enterprise Learning Management provides a report that you can use to review all chargeback transaction updates so that you can accurately make the adjustments in the financials system.

The system does not export revenue transactions to an accounts receivable system. Revenue transactions remain in the subledger group with a subledger status of pending. Enterprise Learning Management provides several reports that you can use to review revenue transactions for a customer organization. These reports enable you to track and manually update these transactions in the accounts receivable system. Or, you can create a process to export revenue transactions to the accounts receivable system.

When you export transactions to the general ledger in the financials system, the system compares the transaction currency with the general ledger business unit base currency. If the currencies don't match, the system converts the currency of the transaction to the general ledger business unit base currency. The system uses the exchange rate that is specified in the Currency Rate Type field on the Install Defaults page to convert the currency. Import exchange rates from the financials system by using enterprise integration points (EIPs).

See Also

Financial EIPs

Financial Reports

Page Used to Send Chargeback Data to the General Ledger

Sending Chargeback Data to the General Ledger

Access the Export Accounting Entry to GL page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Export Accounting Entry to GL process at user-defined intervals.

Note. You do not need to run the Export Accounting Entry to GL process on a daily basis; instead, it should be driven by the business rules of the organization. This might be on a monthly or quarterly basis, depending on the organization. Run this process during off-peak hours as processing might be intensive.

See Also

Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications