Preparing Data for Consolidations

This chapter provides an overview of data preparation, lists prerequisites, and discusses how to:

• Define ledger verification rules.

• Define calendar mapping rules.

• Define ChartField mapping rules.

• Define currency mapping rules.

• Define ledger preparation rules and groups.

• Run ledger preparation.

• Run currency adjustment.

Understanding Data Preparation

Once your source ledger data resides in the PeopleSoft Enterprise Performance Warehouse tables, you need to prepare the data before you can use it as input for any consolidation processes. Because the subsidiary ledgers may use different accounting calendars, account structures, and store amounts in different base currencies, they must be converted to a common structure prior to consolidations. This common structure is your consolidation ledger. To convert the subsidiary ledger data to the consolidation ledger, you define a series of mapping rules and run the data preparation process. As a result, the source ledger data is converted to the common structure, based on your mapping rules, and moved into the consolidation ledger. It is this consolidation ledger that is subsequently used as input for consolidation processes.

Note. If your source subsidiary ledger data is in the same format as the consolidation ledger, when you define its ledger preparation rule, you can indicate that no preparation is required.

Prerequisites

Before you can establish the mapping rules used for ledger preparation, you must define this supporting data in PeopleSoft Enterprise Performance Warehouse:

• Calendars: detail and summary.

• Currency rates, currency codes, currency quotation methods, market rate definitions, market rate index, market rate type, and market rates.

• Warehouse business units for your subsidiary units and your common consolidation business unit.

• Ledger templates, source ledgers, and consolidation ledgers.

• Metadata and PeopleSoft Application Designer records for your subsidiary ledger records, source staging ledger records, mapping ledger records, and the consolidation ledger record.

• Metadata for the trees used within consolidations.

See Setting Up EPM Foundation.

See Defining Your Organizational Structure.

Ledger Preparation Processing Phases

The ledger preparation processing phases are:

1. (Optional) Run the Ledger Verification Process prior to running the LeEdger Preparation process.

2. Maps the subsidiary source data, converts it to a common accounting calendar, and removes unnecessary keys to improve processing times.

   Populates SLED.

3. Maps ledger accounts to a common account structure.

   Populates MLED.

4. Converts monetary amounts to the consolidation ledger currency.

   Updates MLED.

5. Moves data into the consolidation ledger.

   Populates CLED.

These naming conventions identify the records used at each phase of ledger preparation processing; if customizing, replace XXX with a unique identifier of your choice for each record:

This diagram depicts the ledger preparation processing flow:

Ledger preparation process flow

The format of the consolidation ledger impacts ledger preparation processing:

• If the consolidation ledger format is trial balance, the system processes both current period activity and year-to-date (YTD) activity (period end balances for balance sheet accounts and YTD activity for income statement accounts) from the source ledgers.

  The system converts any YTD amounts to current period activity.

• If the consolidation ledger format is financial statement, the source ledger data must also be in financial statement format.

  No conversion occurs.

The consolidation ledger is balanced after currency conversion by using the balancing account type rule defined on the consolidation model.

See Also

Understanding Ledgers

Defining Balancing Account Type Rules

Mapping to a Common Calendar

Once the subsidiary ledgers are loaded into PeopleSoft Enterprise Performance Warehouse, you need to ensure that the fiscal year and accounting period for all of the ledgers is based on the same time frame (the same accounting calendar) before you can process consolidations. Because these ledgers may use a different accounting calendar than the calendar used for consolidations, the system can map the calendars for each ledger business unit to the consolidation calendar. You establish the calendar mapping rules by using the Calendar Map page, specifying the rules for mapping from one accounting calendar to the consolidation accounting calendar. You need to define calendar mapping rules for each unique accounting calendar used by the business units within your organization that you consolidate. However, if more than one subsidiary uses the same accounting calendar, you only need to define that particular calendar mapping once. You identify the specific calendar mapping rule that a ledger business unit uses when you define a ledger preparation rule.

Note. Specifically with trial-balanced-based ledgers, calendar mapping is mutually exclusive to supplying YTD amounts in the source ledger. That is, if you supply YTD amounts to the consolidation process and want the system to derive the period activity, then consolidations must assume that the YTD value is for the consolidation period. For example, the YTD balance in the source ledger for 2002 period 01 is for consolidation 2002 period 01. If calendar mapping is defined when the source ledger is identified to contain YTD amounts, you receive an error.

Mapping to a Common Chart of Accounts (Data Mapper)

Before consolidation can take place, you must map all of the subsidiary ledgers requiring consolidation to a common chart of accounts. Potentially, each subsidiary ledger could have its own set of ChartFields and chart of accounts. To consolidate all these ledgers, you must map each of them to a common ChartField structure and common chart of accounts. The target consolidation structure can be completely different from one or all source structures. Use the Enterprise Performance Warehouse Data Mapper component to define how your subsidiary ledgers map to a common ChartField structure and common chart of accounts. You identify the datamaps that define the source data and the target table, and the method by which to map the data in a data mapping rule. For Global Consolidations, the source data is a source staging ledger (SLED), and the target table is the corresponding mapping ledger (MLED).

These rules can be defined to:

• Use any source staging ledger (SLED) as a source.

• Use any mapping ledger (MLED) as a target.

• Map to a target column by using the value from a source column, a fixed value, or a defined map.

• Define maps with one or more source columns, mapped to one or more target columns.

• Map source data with a value or a tree node.

• Map to target columns with a value or a tree node.

The mapping can include as many fields as exist in the source and target. If you add new ChartFields to either the source or target records, you can extend the mapping rule to include these new fields. Data Mapper rules are effective-dated, enabling you to control when to use new fields.

Converting to a Common Base Currency

Because consolidation deals with multiple source ledgers as input into the process, one consideration is the issue of currency. The system cannot assume that all the subsidiary source ledgers are in the same currency as the consolidation currency, so there is a tool that can translate different currencies into a common consolidation reporting currency for the consolidation process. If you require more then one reporting currency, then you need to create additional scenarios for them.

Subsidiary ledgers are converted to a base consolidation currency prior to the consolidation process as part of ledger preparation processing. This occurs after the ledgers are converted to the common consolidation calendar and the common consolidation chart of accounts. The mapped ledger (MLED) stores ledger amounts in multiple currencies, so there is a way to audit and track the translated account balances; the original account balance and currency are preserved. The source ledger’s base currency amounts are converted to the consolidation currency using the defined rules and exchange rates. The rate type and exchange rates used are stored.

The new currency amount is computed by using this method:

• The system obtains the number of decimal positions for the consolidation base currency from the Currency Code table (CURRENCY_CD_TBL).

  This is used for rounding.

• The Source Base Currency Amount is multiplied by the RATE_MULT amount from the Market Rate table (RT_RATE_TBL).

• The result of the multiplication is divided by the RATE_DIV amount from the Market Rate table.

• The result is rounded to the number of decimals defined for the currency in the Currency Code table.

Potentially, as a result of currency conversion, the ledger may be out of balance due to rounding or due to using different exchange rates for balance sheet accounts versus equity accounts. If so, the system generates the appropriate adjustment automatically. To balance the ledger, the system sums together all the account balances for a specific ledger business unit combination. If the result is not zero, than an adjustment is recorded to the account specified in the associated currency mapping rule.

Each ledger business unit is balanced independently of the other ledger business units that comprise the consolidation ledger. Each ledger business unit is adjusted separately as needed. The adjustment is recorded directly into the consolidation ledger with a source code of (02) Currency Conversion Adjustment or (2A) Currency Adjust - Manual Entry separate from any source ledger balance and journal activity.

This table lists required fields for currency conversion. The system uses these fields to generate an audit trail and to navigate to the source data:

Regardless of how many different transaction currencies the source ledger contains, the system moves only two currencies into the consolidation ledger once the ledger preparation process is complete:

• The consolidation ledger’s base currency and its corresponding amount.

• The source ledger's base currency and its corresponding amount.

This table lists the fields for currency conversion for the consolidation ledger:

The system requires that the structure of all source ledgers follow these standards:

• Debit and credit stored as +/-.

• Specifically for trial balance format source ledgers, there should not be an equity account that stores YTD retained earnings.

  Instead, the system derives YTD retained earnings on the balance sheet from the total of the revenue and expense accounts.

• Period 0 (beginning balances) must be supplied for trial balance format source ledgers.

  When ledger preparation is run for the common consolidation business unit for accounting period 1, period 0 (beginning balances) is also prepared and loaded into the consolidation ledger. The currency conversion and balancing of period 1 is done separately from period 0. For other accounting periods, only that specific accounting period is processed.

Currency Mapping Example

In this example, the subsidiary ledger contains multiple currencies—including entries for the consolidation currency—but the base currency of the source ledger is not the same as the consolidation currency. The consolidation currency is USD. The base currency of the source ledger is EUR. The fields within the source ledger, mapped ledger, and consolidation ledger appear in these tables.

This table depicts a trial balance based source ledger:

First, ledger mapping takes place, and these fields are mapped:

• The source Foreign Currency Amount field maps to Source Tran Amount.

• The source Foreign Currency Code field maps to Source Tran Currency.

• The source Base Currency Amount field maps to Source Base Amount.

• The source Base Currency field maps to Source Currency.

Next, currency conversion converts the source base amount to the consolidation currency, and stores these details for each row in the mapped ledger:

• Consolidation currency.

• Consolidation base amount.

• Rate type, rate multiplier, and rate divisor used to convert.

The source base amount is converted even when the Source Tran Currency field value is the same as the consolidation currency.

This table depicts the mapped ledger (MLED):

During the consolidation ledger load phase, these actions occur:

• An aggregation process creates the consolidation ledger. This process summarizes on these fields: ChartFields, source base currency, and consolidation currency.

• The source ledger’s account balances are identified in the consolidation ledger with the addition of a unique source code.

• The source ledger’s base currency is recorded as follows for each account or ChartField:

  • Currency Code contains the source ledger’s base currency code.

  • Base Currency contains the consolidation base currency code.

  • Posted Tran Amt is the sum of all Source Base Amount values.

  • Posted Base Amt is the sum of all Cons Base Amount values.

  • Posted Total Amt is the sum of all Source Base Amount values.

• The consolidation base currency is recorded in a unique row for each account or ChartField, only if the consolidation base currency is different from the source ledger's base currency.

  • Currency Code and Base Currency both contain the consolidation base currency code.

  • Posted Tran Amt is zero, and Posted Base Amt is zero.

  • Posted Total Amt is the sum of all Cons Base Amount values.

This table depicts the consolidation ledger (CLED):

Ledger Preparation Rules and Groups

After defining individual mapping rules, you establish ledger preparation rules to identify which mapping rules a ledger business unit uses to convert its data to the consolidation ledger. You can include one or more ledger business units in a single ledger preparation rule, depending on your requirements.

One or more ledger preparation rules are associated with a ledger preparation group. The group should encompass all the rules needed to describe the mapping for each ledger business unit in your consolidation. A single ledger preparation group is associated with the consolidation model.

You establish ledger preparation run groups to indicate which ledger business units should be processed at one time. You can define these groups in a way so that data that you expect to receive together can be grouped into one run group, since it is unlikely that all your ledger business unit data will be available for ledger preparation processing simultaneously. This can also help if you plan to process consolidations on a distributed basis; each run group could be managed by individuals, for example, who would be responsible for the ledger preparation process for their sets of data.

See Also

Rules, Rule Sets, and Rule Groups

Defining Ledger Verification Rules

This section provides an overview of ledger verification rules and discusses how to establish ledger verification rules.

Understanding Ledger Verification Rules

After you load your ledgers and prior to running the ledger preparation process, you can verify the content of the ledger data for both manual data entry and ETL loaded source ledger data. You use the standard Enterprise Performance Warehouse Metadata tools to build checks and balance rules as well as the ledger verification component delivered with Global Consolidations. The Ledger Preparation application engine can resolve these rules, and create status log entries that you view with the Ledger Preparation Manager.

The ledger verification process can be invoked at the beginning of the Ledger Preparation Process. The ledger verification process validates the specified source business units based on user-defined rules for checks and balances and error handling. If an error occurs during the verification, (depending on what you specify for Verification Error Handling on the Ledger Preparation Run Group page), the Ledger Preparation Manager will either continue the ledger preparation process for the valid business units only, or abort the entire run. You can view the verification status results on the Ledger Preparation Manager page.

Global Consolidations delivers sample data for standard balance rules that you can access and modify to assist you with building your own ledger verification rules. You should adjust the verification rules according to your data and use those rules that make sense for your business practices. In addition to the user-defined rules, the verification process can optionally perform basic ChartField validation against the ChartField Edit on the Ledger Template.

Global Consolidations delivers the following sample metadata to support manual data entry:

• TableMaps

• DataMaps

• Filters and Constraints

• Job Total Metadata

• Balance Rule Metadata

Global Consolidations delivers the following sample TableMap metadata to support manual data entry:

Global Consolidations delivers the following sample DataMap metadata to support manual data entry:

Global Consolidations delivers the following sample Constraints and Filters to support manual data entry:

Note. You will find the sample Constraints and Filters under the SHARE setID.

Global Consolidations delivers the following sample Job Total Metadata to support manual data entry:

Note. You will find the sample Job Total Metadata under the SHARE setID.

Global Consolidations delivers the following sample Balance Rules Metadata to support manual data entry:

Note. You will find the sample Balance Rules Metadata under the SHARE setID.

Metadata Setup for Ledger Verification

The following example demonstrates how you can define a standard balance rule for the source manual ledger PS_GC_LEDMANL_F00 record.

You can use a balance rule to confirm that current end of period retained earnings equal prior end of period balance plus current period activity such as income and expenses plus dividends paid. This balance rule forms an equation that contains three terms. You can calculate each one of these terms using job total metadata.

Presuming that the record metadata, tablemap and datamap is setup and ready to go as delivered, let's start by setting up the filter constraints for the above scenario.

The following sample metadata setup will create the balance rule that uses the following accounting principle:

Current Period Retained Earnings = Prior Period Retained Earnings + Current Period Net Earnings

Where Net Earnings = (Revenues — Expenses + Dividend Payouts)

The filter for the first job total, for the left-hand side of the balance rule equation and specifies current end of period retained earnings, is set up as follows in the delivered filter metadata:

Filter Metadata Selection Criteria for Current End of Period Retained Earnings

You can use the sample filter metadata to establish the left-hand side of the balance rule criteria for calculating current end of period retained earnings. You need to establish your actual account value when setting this filter up.

The filter for the second job total, for the right-hand side of the balance rule equation and specifies prior end of period balance, is set up as follows in the delivered filter metadata:

Filter Metadata Selection Criteria for Prior End of Period Retained Earnings

You can use the sample filter metadata to establish the right-hand side of the balance rule criteria for calculating prior end of period retained earnings. You need to establish your actual account value when setting this filter up.

The filter for the third job total, for the right-hand side of the balance rule equation and specifies current period revenue, is set up as follows in the delivered filter metadata:

Filter Metadata Selection Criteria for Current Period Activity

You can use the sample filter metadata to establish the right-hand side of the balance rule criteria for calculating current end of period activity or net earnings. You need to establish your actual account value when setting this filter up.

With the three filters in place associate the filters with constraints as follows:

Constraint Criteria for Current Period Retained Earnings

Constraint Criteria for Prior Period Retained Earnings

Constraint Criteria for Current Period Activity

With the filters and constraints in place, you can now setup the Job Total metadata as follows:

Job Total Metadata for Current Period Retained Earnings

Job Total Metadata for Previous Period Retained Earnings

Job Total Metadata for Current Period Activity

Finally, set up the Balance Rules Metadata as follows:

Balance Rules Metadata for Current Retained Earnings Ledger Verification Rule

This is one of several basic accounting principal rules delivered as sample EPM metadata that you can use or modify to suit your business practices. As you can see, the EPM metadata rules setup allows you to verify that the current period retained earnings is equal to the prior period retained earnings plus the current period activity or net earnings as a ledger verification rule.

Other balances rules that you can use to perform ledger verification are as follows:

• Debits equal credits

• Assets equal liabilities plus equity

Any other rules you can think of to verify your ledgers can be created with EPM metadata.

Pages Used to Define Ledger Verification Rules

Establishing Ledger Verification Rules

Access the Ledger Verification Rules page

Job ID	Select the job total metadata Job ID you want to assign for the ledger verification rule
ChartFields Validation	Select to perform to perform ChartField (dimension) validation during the ledger verification rule process.

Note. To perform ChartField validation, you must specify a TSE record for use on the Ledger Template Consolidation Variables setup page. The delivered TSE record for the manual data entry process is GC_TSE_MANL_FLD.

See Defining Spreadsheet/Manual Entry Ledger Templates.

See Defining Ledger Templates.

Period Usage

Defining Calendar Mapping Rules

This section discusses how to establish calendar mapping rules.

Pages Used to Define Calendar Mapping Rules

Establishing Calendar Mapping Rules

Access the Calendar Map Rule page.

If No Mapping Is Required

Select the Match Fiscal Year and Period check box if your subsidiary ledger's accounting calendar matches the common consolidation business unit's accounting calendar. No further information needs to be defined on this page when mapping is not required.

Identifying the Source and Target Calendars

The selections within the Calendar Map grid are limited to values in your from and to calendars.

Completing the Calendar Map Grid

Insert rows as needed into the Calendar Map grid to define what each fiscal year and period in your source calendar maps to in your target calendar. The grid includes these fields:

Copying a Calendar Map

You can copy calendar map definitions from one or more fiscal years. This helps speed up data entry for this page, as it enables you to enter the map information once for a single year, then copy the information to additional years. Click Copy Map to activate the Copy Calendar Map page. Specify the year or years to copy from (which indicates the calendar data that you are copying) and the year or years to copy to (which indicates the year or years to which the data is copied), and then click OK.

Defining ChartField Mapping Rules

This section discusses how to:

• Establish data mapper rule sets.

• Establish data mapper value mappings.

• Establish data mapper rule groups.

Note. Data Mapper moves only data that falls within the intersection of all the map rules.

See Also

Mapping to a Common Chart of Accounts (Data Mapper)

Pages Used to Define ChartField Mapping Rules

Establishing Data Mapper Rule Sets

Access the Data Mapper Rule Set page.

Define the Source, Target, and Mapping Method

Select the source datamap, source constraint, and target datamap, to define your source and target data. For Global Consolidations, the source datamap should be based on your source subsidiary stage ledger records (SLEDs), and the target datamap should be based on your mapping ledger record (MLED).

The source constraint must be defined on the source datamap, and limits which data is used from the source—for example, base currency amounts only. It must be based on a source staging ledger record (SLED).

In the Rule Set Columns grid, for each target column listed, specify the map method. The rule set columns are determined by the target datamap. These are the columns to which your source data will be mapped.

The Map Method column specifies how to map the data from source to target. Each map method requires an additional parameter, as described.

Define the Field Mapping Rules

Access the Data Mapper Rule Set - Field Mapping Rule page.

This page establishes the map rule IDs that are used on the Data Mapper Rule Set page when you select the Map Rule mapping method. Insert and define as many field mapping rules as needed to use with your data mapper rule set. For each map rule, complete the fields within the Target Columns and Source Columns grids to identify which columns you want to map and whether to use a value or tree to specify which values to map. (You identify those values on the Data Mapper Value Mapping page.) Both source and target grids contains these fields:

These rules control which dimensions you can specify values for when mapping. If you select tree, then on the Data Mapper Value Mappings page, you can use tree nodes to specify the values. If you select value, then you select from a list of dimension or ChartField values. If you select range, then you select from a range of dimension or ChartField values. If you select wild card, then you select from a list of dimension or ChartField values based on your wild card designator. This is how the system determines which source values map to which target values.

Viewing the SQL

Access the SQL page to view the SQL statements that result from the rule.

Establishing Data Mapper Value Mappings

Access the Data Mapper Value Mappings page.

Within the Map Values group box, specify which source column values map to target column values.

Establishing Data Mapper Rule Groups

Access the Data Mapper Rule Group page.

In Rule Sets in Rule Group, insert rows as needed to add all the data mapper rule sets that comprise this rule group. The rules that you include must define all the data in your subsidiary ledgers that need to be mapped to a consolidation ledger, as only one rule group is processed during data preparation. Enter the use order and specify the rule set ID for each inserted row. The rules are used in ascending order based on the value that appears in the Use Order field. If the same source data is mapped with more than one rule set, only the first one encountered is used.

Defining Currency Mapping Rules

This section discusses how to:

• Establish currency rules

• Establish currency groups

Note. The system does not support multiple base currencies for a consolidation ledger. To process consolidations in multiple base currencies, create additional scenarios for each base currency.

See Also

Converting to a Common Base Currency

Pages Used to Define Currency Mapping Rules

Establishing Currency Rules

Access the Currency Rule page.

Ledger Template

Select the ledger template structure. This must be the same template used for your consolidation ledger. This value controls which ChartFields are available. The ledger that you select must be defined on the Ledger Template page with the EPM Ledger Type field set to Consolidation Ledger. The ledger format option, which is established on the Ledger Template - Consolidation Variables page (either Trial Balance based or Financial Statement based) determines which fields are available for entry in the close rule process pages. The Ledger Template defines the data base records and the processing methods for your consolidation model. See Understanding Ledger Templates.

Consolidation Dimension

Select the dimension by which you are consolidating. For example, Ledger Business Unit. See The Common Consolidation Business Unit. See Understanding Business Units.

Insert rows as needed into the Conversion Rule grid to define the exchange rate type used for a particular set of ChartField values (accounts) during currency conversion. For each row, complete these fields:

The rate type selections allow you to track flows for both cash flow reporting and footnote disclosures. For example, you might record fixed asset acquisitions at a current rate for footnote disclosure purposes and at an average rate for cash flow. Global Consolidations records the flow amount at both rates for reporting purposes.

Click the Edit/View ChartField Value Set link to review or modify the associated ChartField value set definition.

Specifying Targets for Translation Adjustments

Establishing Currency Groups

Access the Currency Group page.

Ledger Template	Select the ledger template structure. This must be the same template used for your consolidation ledger. This value controls which ChartFields are available. The ledger that you select must be defined on the Ledger Template page with the EPM Ledger Type field set to Consolidation Ledger. The ledger format option, which is established on the Ledger Template - Consolidation Variables page (either Trial Balance based or Financial Statement based) determines which fields are available for entry in the close rule process pages. The Ledger Template defines the data base records and the processing methods for your consolidation model. See Understanding Ledger Templates.
Generate Adjustment	Select to require the system to balance each ledger business unit during currency conversion, generating an adjustment entry when needed. Note. There can be situations where the ledger business units do not balance after conversion due to multiple exchange rates in use by different ChartField values.
Currency Rules	Specify all the rules to include in this currency group, adding additional rows as needed. Include as many rules as needed to identify every ChartField value to convert, as only one currency group is used in a consolidation model. The rules are processed in ascending order based on the value that appears in Use Order. If the same ChartField value exists in more than one of the currency rules in the rule group, the first rule processed (based on the use order) determines how that ChartField converts; any subsequent rules that use that ChartField value are not used.
Edit/View Conversion Rule	Click to review or modify the associated currency conversion rule definition.

Specifying Where to Record Adjustments

Access the Currency Group - Adjustment page.

If you select the Generate Adjustment option on the Currency Group page, use the fields on this page to indicate where to record any adjustments. Each business unit-ledger combination is balanced independently of the other business unit ledgers that are being consolidated, and each ledger business unit receives a separate adjustment as needed.

Defining Ledger Preparation Rules and Groups

This section provides an overview of ledger preparation rules and groups and discusses how to:

• Establish ledger preparation rules

• Establish ledger preparation groups

Understanding Ledger Preparation Rules and Groups

Ledger preparation rules identify the specific calendar, currency, and ChartField mapping rules (data mapper rules) to use for your subsidiary ledger business units during ledger preparation processing. A ledger preparation group is made up of one or more ledger preparation rules. The ledger preparation process uses the ledger preparation group as input and ties the ledger preparation group to the consolidation model. The group must include rules for every ledger business unit within a consolidation.

Pages Used to Define Ledger Preparation Rules and Groups

Establishing Ledger Preparation Rules

Access the Ledger Preparation Rule page.

Ledger Template

Select the ledger template structure. This must be the same template used for your consolidation ledger. This value controls which ChartFields are available. The ledger that you select must be defined on the Ledger Template page with the EPM Ledger Type field set to Consolidation Ledger. The ledger format option, which is established on the Ledger Template - Consolidation Variables page (either Trial Balance based or Financial Statement based) determines which fields are available for entry in the close rule process pages. The Ledger Template defines the data base records and the processing methods for your consolidation model. See Understanding Ledger Templates.

Insert rows as needed within the Ledger Preparation Rule grid to add business units to this rule, and define the specific account mapping, calendar mapping, and currency conversion rules to use for each ledger business unit during ledger preparation. For each row, complete these fields:

You can select only mapping rules that use the same ledger template as the preparation rule.

Updating Multiple Rules

Expand and use the Update Rules group box to help you complete the Ledger Preparation Rule grid. Select the business unit tree name and a tree node that contains the business units for which you want to assign mapping rules. Then click Load Business Units to insert all the business units within that node that are not currently in the Ledger Preparation Rule grid. Similarly, you can populate one or more of the fields within Update Rules (Ledger ID, Calendar Map, Data Mapper, and Verification Rule ) or select No Preparation is Required, then click the Update Rules button to insert those field values into rows within Ledger Preparation Rule that do not currently contain any values for those fields.

To clear one or all rules, select the rule type from the Clear Rule drop-down list box, then click Update Rule.

To apply currency mapping to all of the business units in the Ledger Preparation Rule grid, select the Currency Mapping is Required check box and click Update Rules.

Copying Rules

To copy a rule, click the Copy Rule button. The Copy Rule page appears.

Specify the setID, effective date, new preparation rule ID, and description for the rule that you are creating by copying this rule, and then click OK.

Validating Rules

Click Validate Rule to have the system check that your ledger preparation rules are valid. This is especially important if you create a rule by copying another rule. If there is an issue with any rule, an error message appears indicating the specific problem. If you don't receive any errors, then your rules are okay.

Establishing Ledger Preparation Groups

Access the Ledger Preparation Group page.

The ledger template must be the same template that is used for the consolidation ledger.

In the Ledger Preparation Rules grid, insert rows as needed to associate one or more preparation rules to this preparation group.

The preparation rules are processed in ascending order based on the value that appears in the Use Order field. If a ledger business unit is included in multiple rules, only the first rule encountered is used. In other words, only unique rules are used.

Running Ledger Preparation

This section discusses how to:

• Define a ledger preparation run group.

• Run ledger preparation.

• Run currency adjustment.

See Also

Streamlining Processing with Jobstreams

PeopleSoft Performance Management Warehouse and Reporting

Prerequisites

Prior to running ledger preparation, complete these tasks:

• Run the Consolidation Validation application engine.

  This engine verifies that the ledger preparation mapping rules are set up correctly.

  See Establishing Consolidation Models.

• Define the consolidation model.

  See Validating the Consolidation Setup.

Pages Used to Run Ledger Preparation

Defining a Ledger Preparation Run Group

Access the Run Group page.

The Consolidation Models Defined grid displays the common consolidation business unit, and the business unit tree used by the consolidation model. This enables you to determine which trees you can use to specify the business units for this run group.

You can indicate which business units to include by either identifying a tree node or listing the specific business units.

To use a tree node to specify which business units to include, select the tree ID and tree node. Click the Tree button to view the tree, and select the node that contains the business units to include.

To list which business units to include, insert one or more rows within the Ledger Business Unit grid, and select the specific ledger business units.

Specifying Verification Error Handling

You can choose how to handle data processing for invalid entries while running the ledger group process. Select either Prevent all BU(s) to continue to stop all ledger group processing when ledger verification errors occur or Allow Valid Bu(s) to continue to allow the data with valid business unit to continue processing after ledger verification errors occurs.

Running Ledger Preparation

Access the Run Ledger Preparation page.

Specifying the Run Parameters

Select one or more of these options to indicate which preparation steps to process. There may be cases in which you want to run a specific step by itself (for example, to troubleshoot a particular problem with your data or a rule), or you want to run all the mapping steps, but wait until a later time to move the data to the consolidation ledger. You need to determine what is best for your particular implementation.

The ledger preparation process uses the calendar mapping rules to determine which data to select from the individual ledgers. For example, assume that the run parameters specified are for 2002 period 4, and include BU1 and BU2. BU1's calendar mapping rule is defined to match the fiscal year and period (its calendar is the same as the consolidation calendar), so the system uses the data from BU1's ledger for 2002 period 04. BU2's calendar mapping does have rules. During processing, the system matches the to year and period of the BU2 calendar mapping rule to the run control date (2002/04) and, using the calendar mapping rule, determines the from year and period of BU2 to which that corresponds (perhaps 2002/01). Therefore, the system uses BU2 data from 2002/01 as input for ledger preparation processing.

Warning! If your source ledger data contains YTD balances, rather than balances by period, when processing ledger preparation, you must process each period in sequence, or the calculated period activity amounts will be incorrect.

Because many jobs may be spawned when you run ledger preparation, if you need to cancel processing, you should cancel spawned jobs first (the child jobs), then the parent job. If you are using the delivered jobstreams for processing, you can identify parent jobs by the process name PF_JOBSTREAM. The process name for ledger preparation spawned jobs is GC_PREP.

See Understanding Jobstreams.

See Also

Viewing Ledger Preparation Status

Reconciliation for Consolidation Processes

Running Currency Adjustment

Access the Run Currency Adjustment page.

Specifying the Run Parameters