Integrating with General Ledger

This chapter provides overviews of integration with General Ledger, data flows, and journal line retrieval from General Ledger, and discusses how to:

• Process single-sided transactions.

• Create double-sided transactions.

• Retrieve posted journals for Project Costing.

Understanding Integration with General Ledger

Project Costing has a built-in integration with General Ledger by way of the Journal Generator Application Engine process (FS_JGEN). The Journal Generator process transforms accounting entries into journal entries that you can post to General Ledger.

The basic steps to move project transactions from Project Costing to General Ledger are:

1. Distribute the transactions within Project Costing based on defined accounting rules.

2. Send the transactions to General Ledger.

In General Ledger:

• The accounting entry definition identifies where the accounting entries that are generated by the Process Project Accounting Application Engine process (PSA_ACCTGGL) are stored, and maps fields on the accounting entry table to fields in the general ledger.

• The journal generator template defines the data on the journal header and journal lines for each transaction type that the Journal Generator process creates for posting to General Ledger.

• The Journal Generator process transforms accounting entries into General Ledger journals, and optionally can edit and post journals, and perform Commitment Control budget checks.

Accounting Entry Definitions

The accounting entry definitions used with the integration between Project Costing and General Ledger are Projects Definition (PCDEFN) and Contracts-Projects Definition (CAPCDEFN). These accounting entry definitions map project business unit, project ID, and activity ID accounting entry field names to specific general ledger (GL) ChartFields.

Based on your ChartField configuration options, and the options that you select in the Input Control group box on the Project Costing Options page, you may be required to also map the source type, category, and subcategory accounting entry field names in the accounting entry definition. For example, if transactions require a category and subcategory, the accounting entry definition should contain a mapping for category and subcategory.

See Also

Defining Project Options

Using Journal Generator

Understanding Data Flows

Most information that is stored in Project Costing originates from feeder systems such as other PeopleSoft applications and third-party applications. Feeder system data is posted to General Ledger and passed to Project Costing through Application Engine processes.

There are two ways to implement the flow of enterprise data:

• Post data directly from feeder systems to Project Costing and General Ledger simultaneously (dual feed).

  This is the recommended method of posting data to General Ledger.

• Post data from feeder systems directly into Project Costing, and then post from Project Costing to General Ledger (single feed).

Using a Dual-Feed Data System

This method of posting data from feeder systems simultaneously to Project Costing and General Ledger is recommended because:

• You can post to Project Costing as often as necessary to keep projects current.

• Only project-related transactions are posted to Project Costing.

  Standard accounting feeds from feeder systems to General Ledger are maintained for all transactions.

This diagram illustrates the dual-feed enterprise data flow system:

Dual posting (simultaneous) data flow

Using a Single-Feed Data System

Consider the method of posting from feeder systems to Project Costing, which then posts to General Ledger, under these circumstances:

• Project Costing and General Ledger are used with few or no other PeopleSoft applications.

• Transactions are posted to Project Costing from third-party feeder systems, and Project Costing posts to General Ledger using the Journal Generator.

• Transactions with accounting implications are manually entered or calculated in Project Costing and need to be distributed using the Journal Generator.

  An example of this is the calculation of interest costs on construction of assets or project to project allocations.

This diagram illustrates an example of data moving from feeder systems directly into Project Costing and then posting to General Ledger:

Single posting (sequential) data flow

Implementing the Data Flow System

Distribution statuses indicate where the transaction is in its lifecycle. For example, a general ledger distribution status of D (distributed) indicates that Project Costing has distributed the transaction row to General Ledger by means of the Process Project Accounting process. The system updates distribution statuses as the transaction flows from one system to the next. Application Engines look to the distribution status to determine which rows are eligible for integration to feeder systems.

Understanding Journal Line Retrieval from General Ledger

You can create project transactions from journal entries that are posted to General Ledger and Commitment Control Ledger by using the General Ledger to Project Costing Application Engine process (PC_GL_TO_PC). The journal entries must be in a posted status and must include all required project ChartFields.

To distribute the amount of journal entries to multiple projects, use the Allocations feature.

See Also

Defining Project Options

Processing Allocations in Project Costing

Using Standard ChartField Configuration

Processing Single-Sided Transactions

Single-sided transactions refer to transaction rows that either have no accounting implications or have yet to be matched with a corresponding debit or credit entry before being posted to General Ledger. You can enter single-sided transactions into Project Costing using the Add Transactions page, through integration with other PeopleSoft or third-party applications, or by executing Project Costing specific features such as interest calculation.

Accounting rules determine the journal lines that the system creates from project transactions for all single-sided transactions that are sent to General Ledger. The Process Project Accounting process uses the accounting rules to create double-sided entries, which are placed in the Accounting Line for Contracts and Project Costing table (CA_ACCTG_LN_PC).

This section discusses how to:

• View accounting distributions.

• Distribute transactions to General Ledger.

• View Project Costing accounting lines from General Ledger.

Pages Used to Process Single-Sided Transactions

Viewing Accounting Distributions

Access the View/Delete Pending Entries page.

Use this page to view all transactions in the Accounting Line for Contracts and Project Costing table, excluding Contracts revenue lines, before they are sent to General Ledger by the Journal Generator process. To delete a row, select the corresponding Delete check box, and click Confirm Rows to Delete.

Note. If you use Project Costing in a multicurrency environment, each line reflects the original currency amount in the Source Amount field (FOREIGN_AMOUNT), and the converted currency in the Project Amount field (RESOURCE_AMOUNT). The converted currency is based on the currency code defined at the project business unit level.

Distributing Transactions to General Ledger

Access the Generate Journals Request page.

You can distribute transactions to General Ledger after the Process Project Accounting process populates the Accounting Line for Contracts and Project Costing table.

To distribute transactions to General Ledger:

1. Enter a run control ID, such as PC_COSTS.

2. Enter the accounting definition name, such as PCDEFN.

This process distributes transactions to the Journal Header Data table (JRNL_HEADER) and the Journal Line Data table (JRNL_LN) in General Ledger.

See Also

Processing Multiple Currencies

Using Journal Generator

Viewing Project Costing Accounting Lines from General Ledger

Access the View Accounting History page.

This page displays only rows from the Accounting Line for Contracts and Project Costing table that have been sent to General Ledger and are not Contracts revenue lines. This page is display only.

Creating Double-Sided Transactions

Double-sided transactions are created in Project Costing when you:

• Adjust a transaction on the Transaction Adjustment page in Project Costing.

• Create double-sided entries from single-sided transactions.

This section discusses how to:

• Perform transaction adjustments.

• Distribute double-sided transactions.

Pages Used to Create Double-Sided Transactions

Performing Transaction Adjustments

Access the Transaction Adjustment page.

Use this page to adjust all or part of a transaction quantity or amount after the transaction is added to an activity. The system retains the original row in the Project Transaction table (PROJ_RESOURCE) and creates a new row for the adjustment. When you adjust transactions using the Transaction Adjustment page, the system automatically enters the adjustments into the Accounting Line for Contracts and Project Costing table as double-sided transactions, and enters the adjusting entries into the Project Transaction table.

Note. Only those transaction rows that have an analysis type that belongs to the ADJST analysis group (such as the ACT analysis type) and have not been previously distributed to General Ledger or Billing are eligible for transaction adjustments. For these rows the Billing distribution status and General Ledger distribution status is not D.

The Ledger Distribution status selected on the Transaction Adjustment page (PROJ_RES_ADJ_NEWCF) determines whether or not accounting lines will be generated upon saving the adjustment. If you select a Ledger Distribution status of Ignore, the transaction is not sent to General Ledger, and all GL ChartFields become an optional selection. If you select a Ledger Distribution status of Not Done, the system automatically enters the adjustments into the Accounting Line for Contracts and Project Costing table as double-sided transactions, and enters the adjusting entries into the Project Transaction table.

See Also

Reviewing and Adjusting Project Cost Transactions

Distributing Double-Sided Transactions

Access the Journal Generator Request page.

Typically transactions are distributed to General Ledger by the Process Project Accounting process. Adjusted transactions, however, can be distributed as double-sided transactions to General Ledger without accounting rules processing.

Use this page to distribute double-sided transactions in the same way that you use it to distribute transactions that have gone through accounting rules processing. To distinguish the run control ID, enter a value such as PC_ADJUST.

See Also

Working with Transactions

Processing Multiple Currencies

Using Journal Generator

Retrieving Posted Journals for Project Costing

This section discusses how to retrieve journal lines from General Ledger.

Page Used to Retrieve Posted Journals for Project Costing

Retrieving Journal Lines from General Ledger

Access the General Ledger page.

Run Control Options

Application Options

Use these fields to further define the journal entries that you want to import into Project Costing.