Using Entry Events

This chapter provides an overview of entry events and discusses how to:

• Set up entry events.

• Process entry events.

• Set up and process entry event for various applications and transactions

• Use entry events with Commitment Control budgets.

Understanding Entry Events

An entry event is a user-defined code that you enter in a PeopleSoft application transaction. The entry event transaction consists of one or more processes that comprise smaller steps that the system uses to post additional debit and credit accounting entries to the general ledger with minimal user input. In addition, the U.S. federal government requires that organizations use entry events to categorize specific core accounting entries and generate additional debit and credit entries specific to these codes.

To enter entry event codes on the transaction lines for various applications, you must first set up the codes to use specific entry event processes and steps that come with the PeopleSoft system. These processes and steps are linked to predefined entry event source transaction definitions, which identify the source and target records for specific types of transactions. After you set up entry event codes, you select or enter them on the transaction line of a PeopleSoft application. You can select the entry event processor to run, or the processor sometimes runs automatically as part of the application's normal processing procedures. This depends on the application that you use. The entry event processor runs each process and step that is set up for the entry event code, and the processor generates the appropriate accounting entries based on the debit and credit accounts that you set up for the entry event code.

This section lists prerequisites and discusses:

• Basic setup of entry events.

• Entry event source transaction definitions.

• Entry event processes and steps.

• Entry event codes.

• PeopleSoft products that use entry events.

• Entry event processing.

• Source document adjusting entries and entry event processing.

• Upward and downward adjustments.

• Entry event user preference options.

Prerequisites

Before you set up and use entry events, you must:

• Establish setIDs.

• Set up ChartFields.

• Set up business units and any application-specific entry event information.

• Set up ledgers and ledger groups.

• Enable entry events for each PeopleSoft application listed on the Installation Options - Entry Events page.

• Set up Commitment Control budgets (if applicable).

  • Enable entry events for Commitment Control ledger groups for each business unit on the Ledgers For A Unit Commitment Control Options page.

    You must set up at least one detail Commitment Control ledger group. This detail ledger group serves as the source of PeopleSoft Enterprise Purchasing transaction data for the entry event processor.

  • Select the Entries Must Balance check box on the Commitment Control - Control Budget Options page to setup offset accounts for handling Purchasing transactions as encumbrances and preencumbrances in Commitment Control.

  • Set up the offset accounts for Purchasing on the Commitment Control - Budget Definitions Offsets page.

    Enter a deferred surcharge account for the Budget Entry Offset and deferred discount accounts for these source transaction types: PO_POENC and REQ_PREENC.

  • Set up an expiration ChartField for your budgets on the Budget Definitions - Expiration ChartField page.

    The information that you enter on this page determines whether a fund is expired when you run the budget processor for a document, enabling you to make upward and downward adjustments as necessary.

Note. Entry events is not supported by funding source functionality.

See Enabling Entry Events at the Installation Level.

See Setting Up Control Budget Definitions.

See Setting Up Commitment Control Source Transaction Types.

See Setting Up Ledgers.

See Defining Expiration ChartFields.

Basic Setup of Entry Events

Enable entry events for each of the applications listed on the Installation Options - Entry Events page. Entry event processing depends on the following setup:

• Entry event source transaction definitions, which are part of the PeopleSoft sample data delivered with your PeopleSoft applications.

• Entry event processes and steps, which are part of the PeopleSoft sample data delivered with your PeopleSoft applications.

• Entry event codes, which you define based on examples provided in the PeopleSoft sample data.

Note. Do not modify entry event source transaction definitions, and modify entry event processes and steps only under special circumstances.

Entry Event Source Transaction Definitions

Each PeopleSoft Enterprise product comes with predefined entry event source transactions. It is important that you do not modify these definitions, because they are essential to entry event processing. They identify a source record and a target record for the various types of transactions that use entry events, and they enable the system to distinguish one transaction from another. After you enter an entry event transaction in an application, the entry event processor selects the original subsystem accounting transactions in the source record and writes the created transactions to the target record. A list of the predefined entry event source transaction definitions appears later in this chapter.

Important! Do not modify entry event source transaction definitions.

Entry Event Processes and Steps

Each entry event process is associated with an entry event source transaction definition, and it comprises steps that define the source accounting transaction criteria and the data structures that the system uses to store the accounting transactions. When you enter a transaction in an application, and select an entry event code and run the entry event processor, the system runs the entry event processes along with the associated steps. A list of the predefined processes for each product appears later in this chapter.

See PeopleSoft Products That Use Entry Events.

Important! Normally you should not modify entry event processes and steps; however special considerations exist if you are setting up Commitment Control budgets using entry events.

See Setting Up Budget Journal Entry Event Codes.

Entry Event Codes

For each product, you can use the predefined entry event codes contained in the PeopleSoft sample data as examples for setting up your own entry event codes. When you define an entry event code, you select the predefined entry event processes and steps to associate with the code. You also set up the debit and credit accounts that are generated when the entry event processor runs.

For example, if you enter an entry event code on a purchase order (PO), the selected entry event code must contain the entry event process POPOST. A list of the predefined processes for each product appears later in this chapter.

See Defining Entry Event Codes.

PeopleSoft Products That Use Entry Events

Each PeopleSoft Enterprise product uses different entry event source transaction definitions, processes, steps, and codes. Some products require that you perform additional activities to use entry events.

You normally enter entry event codes into product documents on the distribution line. The entry event codes that appear within each product depend on the processes that are set up for the codes.

The following applications use entry events:

• General Ledger.

• Purchasing.

• Payables.

• Receivables.

• Billing.

Entry event transactions do not need to be associated with Commitment Control budgeting, with the following exceptions:

• Entry events used in General Ledger budget adjustments that adjust preencumbrance, encumbrance, or collected revenue amounts for specific Commitment Control budgets.

• Entry events used in Purchasing for requisitions and POs that are set up to account for the preencumbrance and encumbrance amounts in Commitment Control budgeting.

Note. The system loads all Billing entry events into Receivables, where they are processed for entry event generation.

For each product, the following table lists:

• Transaction types that use entry events.

• Predefined entry event source transaction definitions.

• Predefined entry event processes.

• Additional setup requirements.

Entry Event Processing

After you set up entry event codes, you create the transaction or document and run the entry event processor based on the application's instructions. The order in which the entry event processor runs depends on the type of document or transaction that you process. Four methods of entry event processing exist:

• Normal accounting transaction entry event processing.

• PeopleSoft Purchasing document entry event processing.

• Commitment Control budget journal entry event processing.

• Commitment Control budget adjustment entry event processing.

Normal Accounting Transaction Entry Event Processing

Here are the steps for normal accounting transaction processing with entry events:

1. You edit transaction lines as usual.

2. The entry event processor runs and generates the additional accounting lines based on the procedures and steps that are set up for the entry event code.

3. If the transactions are controlled by a budget, the budget processor runs to update the budget records.

4. After all the accounting lines are generated, Journal Generator creates journals from the Payables, Receivables, and Billing transactions.

   Note. General Ledger automatically generates journals for online journal entry transactions.

5. The system posts the journals to the respective ledgers in General Ledger.

PeopleSoft Purchasing Document Processing

Accounting entries are normally neither generated nor posted for purchase requisitions and POs. However, if you use commitment-controlled budgets, the Commitment Control feature tracks purchase requisitions and POs as preencumbrances and encumbrances, respectively. You set up specific entry event codes to generate the preencumbrance and encumbrance accounting lines that the system eventually posts to the appropriate Commitment Control ledgers in General Ledger.

Here are the steps for Purchasing document processing with entry events:

1. You enter and edit the purchase requisition or PO.

2. The budget processor runs and updates the preencumbrance or encumbrance budget record based on the purchasing document that you enter.

   Note. If the document is a purchase requisition, the preencumbrance amount is updated for a specific budget and the remaining amount of the budget is updated. If it is a PO and a preencumbrance amount was already created, the preencumbrance amount is liquidated and the encumbrance amount is updated.

3. The entry event processor runs and generates accounting lines for the purchasing document based on the accounts that you set up in the entry event code.

4. Journal Generator creates a journal from the accounting lines.

5. The journal is posted to General Ledger.

Commitment Control Budget Journal Processing

To process Commitment Control budget journals with entry events:

1. Select Commitment Control, Budget Journals, Enter Budget Journals.

2. Enter a commitment control budget journal and select the appropriate entry event code.

3. Select Post Journal to edit and process the budget journal and run the entry event processor.

   When you post Commitment Control budget journals online, entry event transactions are created when the journal is posted and the Skip Entry Event Processing check box on the User Preferences - General Ledger page for this operator is not enabled. Similarly, when a Commitment Control budget journal is posted through batch processing, entry event transactions are created when the journal is posted unless the user selects the Skip Entry Event Processing check box. In both cases, if entry event processing is bypassed, you can run the Entry Event processor in batch mode.

Commitment Control Budget Close Processing

To process Commitment Control budget close using entry events:

1. Perform the Commitment Control Budget Close process.

2. Run the Entry Event Processor to generate the accounting lines.

3. Run Journal Generator to create the accounting journals.

4. Post the journals to the budget ledgers set up for the entry events.

See Using Entry Events with Commitment Control Budgets.

Commitment Control General Ledger Budget Adjustment Journal Processing

To adjust a Commitment Control budget's preencumbrance, encumbrance, or collected revenue amount, you create a budget adjustment journal to update the amounts for the budget and use entry event codes to update the amounts for the appropriate actual ledger. The process is similar to the process for a Purchasing document; however, you do not adjust the original document in Purchasing.

To process Commitment Control budget adjustments with entry events:

1. Create a journal entry and—depending on the type of adjustment that you need to make—select preencumbrance, encumbrance, or collected revenue as the Commitment Control amount type.

2. Create the journal lines and select the entry event code for a budget adjustment journal.

3. Save and then run Journal Edit online or using batch.

4. Run budget checking to update the budget record for the adjustment.

   Note. For example, if it is an adjustment to an encumbrance amount, the amount of the encumbrance is updated along with the remaining amount of the budget.

5. Run the entry event processor to generate the adjustment's accounting lines based on the entry event code.

6. Run Journal Generator to generate the accounting journal.

7. Post the journal to the appropriate ledger.

Source Document Adjusting Entries and Entry Event Processing

Occasionally, the entry event processor creates transactions for a document and then a user makes changes to the document in the source system. The system handles the entry event processing differently depending on the application:

• Payables.

  The posting processes create the adjusting entries, including the accounts that are set up for the entry event code, and these adjustments are processed as normal accounting entries.

• Purchasing.

  Purchasing does not create adjusting entries. Instead, the entry event processor reverses the change in the document and inserts adjusting entries in the target record. You must process the entire document again to recreate the entry event transactions. For example, if you change a PO that was created from a requisition, the process must be reprocessed.

• Commitment Control as the source record.

  In normal processing, the Commitment Control feature deletes and inserts lines for a document every time budget checking runs. The Commitment Control processor inserts new lines with the entry event process status Not Generated. When the entry event processor runs, these lines are regenerated. If this is a previously generated document, the document in the entry event accounting record is reversed because the system inserts reversing entries and creates entry event transactions for the document based on the rows in the source record. The entry event processor creates adjustments and does not require any additional setup from the user.

  Note. Adjustment processing creates additional lines in the entry event accounting record.

See Processing Entry Events.

Upward and Downward Adjustments

PeopleSoft entry events are used to automatically generate separate budgetary debit and credit accounts for upward and downward adjustments to POs and vouchers that are processed after the funding has expired

See Using Entry Event Codes for Upward and Downward Adjustments.

Entry Event User Preference Options

You can select these check boxes on the User Preferences - General Ledger page to enable specific users to:

• Allow GL Entry Event Bypass in General Ledger.

  Select this check box to enable a specific user to bypass entering a required entry event field when creating a journal entry in General Ledger and the Entry Event field is set to Required for General Ledger on the Installation Options - Entry Event page.

• Skip Entry Event Processing during Commitment Control budget posting.

  Select this check box to bypass entry event processing when posting a budget journal in Commitment Control.

See Defining General Ledger User Preferences.

Setting Up Entry Events

To set up entry events, use the Entry Event component (EE_EVENT_CODE_DEFN), the Entry Event Process Definition component (EE_PROCESS_STEP), and the Entry Event Source Definition component (EE_SRC_DEFN).

This section discusses how to:

• Review predefined entry event source transactions.

• Review predefined entry event processes and steps.

• Define entry event codes.

Note. Entry event source definitions, entry event processes and steps, and entry event codes are predefined in the system. Do not change this setup.

Pages Used to Set Up Entry Events

Reviewing Predefined Entry Event Source Transactions

Access the Source - Entry Event Source Definition page.

Entry Event Source Transaction and Description	Identifies the document that is processed. For example, in Purchasing, it differentiates between the requisition, the PO, the payment record, and the voucher accounting line record.
Source Record	Identifies the record where the original accounting entries are stored for the related PeopleSoft product: General Ledger, Payables, Receivables, Purchasing, or Billing.
Target Record	Identifies the record where the entry event accounting transactions are inserted.
Temporary Record	Identifies an additional record for unique processing required in General Ledger and Purchasing. General Ledger uses the temporary record to renumber journal lines and to record General Ledger budget adjustments, and Purchasing uses the temporary record for reversal and adjustment processing.

Note. Do not modify any entry event source transaction definitions.

Reviewing Predefined Entry Event Processes and Steps

Access the Entry Event Process Definition page.

Entry Event Process and Description	Displays the process name and description. Entry event processes and steps are normally predefined. However, you can modify processes and steps to accommodate added or modified entry event codes.
EE Step (entry event step)	Builds And statements in a Where clause to select rows from the source record.
Description	Enter a description of the entry event step.
Entry Event Source Transaction	Select the source transaction to associate with the step.
Reversal Flag	Select to reverse the source transaction.
Default Distribution Account	Select to have the process post to the default distribution account that you identify on the Entry Event Code Def’n page.
Upward/Downward Step	Select for the entry event processor to use this step for processing entry events codes that are associated with upward and downward adjustments.
Field Name	Select field names from a list of values in the source record that are defined according to the system source transaction setup.
Field Value	Enter values for all fields except the APPL_JRNL_ID field, which uses the APPL_JRNL_ID template as a field value. The APPL_JRNL_ID value for the General Ledger business unit is selected at run time. The system uses the field value mapping to build Where clauses that differentiate the various lines to create the additional entries. All fields listed have And statements in the Where clause.

Note. The PeopleSoft system delivers the entry event processes and steps with your products in the sample data. However, you can add, update, and correct processes and steps using this page.

Defining Entry Event Codes

Access the Entry Event Code Definition page.

SetID	Enter the same setID that you use to set up the business unit and ChartFields. This prevents entry event processing errors.
Entry Event	Create a code to represent the type of entry event process to run.
Description	Enter a short description of the entry event code. The description appears on reports, lists, and inquiries.
Entry Event Process	Select the entry event process that applies to the entry event code.
Entry Event Step	Select the step that applies to the selected entry event code.
Account	Enter the default distribution account for use on the Source - Entry Event Source Definition page.
Source Record Jrnl Template (source record journal template)	Select to carry the journal generator template identified in the source transaction to the entry event transactions. Some source transaction records have the journal generator template (APPL_JRNL_ID) populated during the posting process. Some documents (such as budget journals) do not use a journal generator template and do not require that you select this check box.
Journal Template	If you do not select the Source Record Jrnl Template option, you must select a journal template to use for the transaction. The list of journal generator templates contains only the templates with the same setID as the entry event code. You receive an error if you select both the source record journal template and a journal template. Typically, documents that are posted through a posting program (voucher post, payment post, AR Update) use a journal template. Other documents that are not posted do not have the journal template populated in the document. The Entry Event processor populates the journal template on the Entry Event accounting record so that they can be journal-generated. Note. If you upgrade from PeopleSoft 7.5 for Education and Government, you receive the default journal template EE_PURCH for Purchasing and EE_BUDGET for PeopleSoft General Ledger budget transactions in the DEMO database. Use these journal templates as guides for setting up the templates in the database. Use the same setID as the defined entry event codes.
Offset Accounts	Add the accounts and alternate accounts, if required, to debit and credit for this entry event code during processing.
DR/CR (debit and credit)	Enter DR or CR for offset accounts that are automatically generated when the entry event generator is run. You can have two or more DR/CR pairs associated with each entry event code.
Alt Acct (alternate account)	Select DR/CR for alternate accounts, if applicable.

Note. If an entry event code is copied from one document to other documents, it must be defined as a valid code for entry event process associated with each type of document. For example, if an entry event code is entered into a PO that can be copied to a voucher, the entry event code definition must include the entry event process for the PO and the entry event process for the voucher. If the code is not defined for both, a processing error occurs due to an invalid entry event code.

See Also

Using a Single Entry Event Code in Multiple Documents or Products

Using the Journal Entry Template to Show Journal Line Columns and Define Copy Down Options

Processing Entry Events

This section discusses how to run the entry event processor.

Pages Used to Process Entry Events

Running the Entry Event Processor

Access the Request Entry Event Processor page.

Entry Event Process	Select the name of the process to run.
Process Option	Options are: All Units: Run the process for every business unit that has transactions with entry events using this process. Unit: Specify a business unit in the Selection Criteria group box to run the process for that business unit. Document: Specify a particular document in the Selection Criteria group box to run the process for that document.
Journal Date	Enter a journal date to process the entry events on that date. This field appears only when you process Commitment Control budget and budget adjustment journals.

Setting up and Processing Entry Event for Various Applications and Transactions

This section discusses how to:

• Use a single entry event code in multiple documents or products.

• Use entry events for requisitions and PO reversals and closures.

• Process vouchers, payments, and cash-clearing transactions with entry events.

• Use entry event codes for upward and downward adjustments.

Using a Single Entry Event Code in Multiple Documents or Products

To use an entry event code in multiple documents or for multiple products, you must identify each process and its steps in the entry event code definition. Using the PeopleSoft procure-to-pay process as an example, you can enter an entry event code one time in the requisition document. It then flows through the entire process creating entry event transactions for each document. Before an entry event code can successfully move between documents and products, you first must set it up to run for each of the processes in the procure-to-pay cycle.

The PeopleSoft procure-to-pay cycle consists of several documents and processes. Entry event processing uses the following processes:

• REQPOST

• POPOST

• VCHRPOST

• PAYMENT

You must set up an entry event code and associate it with all four processes.

See Defining Entry Event Codes.

Example of Defining One Entry Event Code to Use with Multiple PeopleSoft Applications

Here is an example of how to define an entry event code for multiple PeopleSoft applications:

1. Set up the PROCURE entry event code.

   Entry Event	PROCURE
   Description	Requisition to Cash Clearing

2. In the Entry Event Process group box, add the REQPOST process.

   Entry Event Process	REQPOST
   Effective Date	01/01/1900
   Status	A

3. In the Entry Event Step group box, add the REQPOST step.

   Entry Event Step	REQPOST
   Account	696800 (example)
   Source Record Jrnl Template	Not applicable (NA)
   Journal Template	EE_PURCH

4. In the Offset Accounts group box, add the preencumbrance and general expenses offset accounts.

   DR/CR	DR
   Account and Short Desc	696700 (example) - Preenc Res
   DR/CR	CR
   Account and Short Desc	696500 (example) - GenExpOffs

5. In the Entry Event Process group box, add the POPOST process.

   Entry Event Process	POPOST
   Effective Date	01/01/1900
   Status	A

6. In the Entry Event Step group box, add the POPOST step.

   Entry Event Step	POPOST
   Account	696800 (example)
   Source Record Jrnl Template	Select if a source record journal template exists.
   Journal Template	EE_PURCH

7. In the Offset Accounts group box, add the encumbrance and general expenses offset accounts.

   DR/CR, Account, and Short Desc	DR, 696600 (example), Enc Res
   DR/CR, Account, and Short Desc	CR, 696500 (example), GenExpOffs

8. In the Entry Event Process group box, add the VCHRPOST process.

   Entry Event Process	VCHRPOST
   Effective Date	01/01/1900
   Status	A

9. In the Entry Event Step group box, add the ACCRUAL step.

   Entry Event Step	ACCRUAL
   Account	696800 (example)
   Source Record Jrnl Template	Select this option.
   Journal Template	NA

10. In the Offset Accounts group box, add the general expenses and accounts payable offset accounts.

    DR/CR, Account, and Short Desc	DR, 696500 (example), GenExpOffs
    DR/CR, Account, and Short Desc	CR, 200000 (example), Accts Paybl

11. In the Entry Event Process group box, add the PAYMENT process.

    Entry Event Process	PAYMENT
    Effective Date	01/01/1900
    Status	A

12. In the Entry Event Step group box, add the PAYMENT step.

    Entry Event Step	PAYMENT
    Account	NA
    Source Record Jrnl Template	Select this option.
    Journal Template	NA

13. In the Offset Accounts group box, add the accounts payable and bank disbursement offset accounts.

    DR/CR, Account, and Short Desc	DR, 20000 (example), Accts Paybl
    DR/CR, Account, and Short Desc	CR. 10006 (example), UBANK Disb

Using Entry Events with Requisition and Purchase Order Reversals and Closures

The PeopleSoft Purchasing procure-to-pay process illustrates how you can use the same entry event code to handle reversals and closures.

Entry Event Requisition Reversal

When you create and source a requisition to a PO, the Commitment Control budget processor liquidates the preencumbrance amount and increases the encumbrance amount. To ensure that the entry event accounting lines that you generated with the requisition are also reversed, the predefined entry event REQPOST process contains these predefined entry event steps:

• REQPOST

• REQREVERSAL

Entry Event Requisition Close

When you create and source a requisition to a PO, the Commitment Control budget processor liquidates the preencumbrance amount for the budget and increases the encumbrance amount for the budget. The entry event processor also creates closure entries for a closed requisition with a portion that is not sourced to a PO.

This also occurs in the entry event transactions if you add the REQREVRSAL step to the existing entry event process REQPOST. This ensures the correct setup of the debit and credit accounts so that they credit the proprietary account for preencumbrance and debit the general expense offsets.

The entry event processor also creates closure entries for a closed requisition with a portion that is not sourced to a PO. You must set up the REQCLOSE step for the REQPOST process. You set up the debit and credit accounts similarly to the REQREVRSAL step to credit the proprietary account for preencumbrance and debit the general expense offsets.

To create the reversing and closing entry event transactions for the requisition, you must run the entry event processor for the requisition after you create and budget-check the PO. You can run the entry event processor for all business units, the business unit for the requisition, or the specific requisition that you created. Select Purchasing, Review Requisition Information, Accounting Entries, and use the accounting entries inquiry to review all of the entries, the entry event reversals, and the closures for the requisition.

Exceptions to the Reversal and Close Processes

Here are some exceptions to using the reversal and close process:

• Closing a PO that is sourced from a requisition.

  When you source a requisition to a PO and the PO is canceled or closed, you can leave the requisition open to source it to another PO. If you keep the requisition open, the system cannot create reversal or closure entry event transactions until you source the requisition to another PO and budget-check the PO. However, if you close the requisition, the system creates the reversal and closure entries.

• Closing a PO without processing the entry events for the requisition.

  Because the entry event process for Purchasing uses the output from the Commitment Control processor, no changes occur to the entry event transactions until you budget-check the source document (PO or requisition) and run the entry event processor. In a rare case, you might create, budget-check and source a requisition to a PO, and then budget-check the PO and attempt to close it without running the entry event processor on the requisition. You cannot close the PO until you run the entry event processor on the requisition.

• Copying a PO to a voucher.

  During the procurement process, you can copy a PO and its associated entry event code into a voucher. However, the entry event code setup must contain the VCHRPOST process for the system to create the entry event transactions when you post the voucher. Regardless of whether you copy the entry event code to the voucher and process it within Payables, when you budget-check the voucher, you can create reversals and closure entries for the copied PO. If the entry event code used in the distribution lines of the copied PO has the steps POREVERSAL and POCLOSE defined for the POPOST process, you can create closing and reversal entries for the PO.

• Closing or finalizing a voucher without creating entry events for a PO.

  As with sourcing a requisition to a PO, the entry event processor uses the output from the Commitment Control processor to create entry event transactions. You cannot close or finalize a voucher that you created from a PO until you run the entry event processor on the PO. There may be a rare case where you create, budget-check, copy a PO to a voucher, and then budget-check the voucher. If you attempt to close the voucher without running the entry event processor on the PO, an error occurs requiring you to run the entry event processor on the PO.

Processing Vouchers, Payments, and Cash Clearing Transactions with Entry Events

You can set up entry events to create transactions for vouchers, payments, and cash clearing. You must set up the entry event codes with the predefined VCHRPOST, PAYMENT, and CASHCLRNG processes and steps. Depending on the entry event transactions that you want to create for an entry event code, you must set up different steps for each process. In some cases, you do not set up the CASHCLRNG process for an entry event code. You can set up the following processes and steps to create the pro forma entries:

Once you create and budget-check a voucher, you can generate entry event transactions by running the entry event generator at the same time as voucher post or separately by selecting Accounts Payable, Batch Processes, Vouchers, Voucher Entry Event. The Accounts Payable Voucher Post process must create entry event transactions before steps included in the VCHRPOST process can create them.

The voucher that you pay includes the payment accounting information. If you enter an entry event code on the voucher or you copy an entry event code to the voucher from a PO, the system carries the code to the payments created for that voucher. When you create payments from vouchers, you can generate entry event transactions by running the entry event generator at the same time as voucher post, or separately by selecting Accounts Payable, Batch Processes, Payment, Payment Entry Event. The Accounts Payable Payment Post process must create entry event transactions before steps included in the VCHRPOST process can create them. If you use Payables, you must set up cash clearing steps for the PAYMENT process associated with an entry event code to create payment entry event transactions.

If you set up cash clearing for Payables and you want to create entry event cash clearing entries, you need to associate the entry event code with the CASHCLRNG process and the step CASHCLR. All reconciled payments create entry event transactions if you associate an entry event code with the CASHCLRNG process. The system can run the entry event processor to generate entry event transactions simultaneously with the Cash Clearing process, or you can generate them separately by selecting Accounts Payable, Batch Processes, Payment, Payment Entry Event.

See Also

Reviewing Predefined Entry Event Processes and Steps

Defining Entry Event Codes

Using Entry Event Codes for Upward and Downward Adjustments

In the following cases, the system must automatically generate separate budgetary debit and credit accounts for U.S. federal government adjustments to POs and vouchers that are processed after the funding has expired:

• When an existing PO is either increased or decreased in a period during which the funding has expired.

• When a new PO is entered against a period in which funding has expired and no goods, services, or invoices were received.

• When a voucher is processed against an existing PO for more or less than the PO amount in a period during which the funding has expired.

• When a voucher that is not tied to a PO is entered in a period during which the funding has expired.

• When an adjustment voucher is entered in a period during which the funding has expired.

This section discusses:

• Entry event definitions for upward and downward adjustments in PeopleSoft Purchasing and Payables.

• Upward and downward adjustments in PeopleSoft Purchasing.

• Upward and downward adjustments in PeopleSoft Payables.

• Upward and downward adjustment reversals.

To generate these budgetary debit and credit accounts, you select an entry event code when you enter the adjustment to the PO or when you enter the PO voucher that points to the predefined entry event source transaction definitions and the predefined entry event processes and steps.

Before you can enter and process these upward and downward adjustments in an expired funding period, you must:

• Set up an expiration ChartField for your budgets.

  Select Commitment Control, Define Control Budgets, Budget Definitions, Expiration ChartField to access the Expiration ChartField page. The information that you enter on this page determines whether a fund is expired when you run the budget processor for a document.

• Create entry event data to use in Purchasing or Payables to automatically generate and update the budgetary debit or credit accounts for the adjustment if the fund is expired.

• Verify that the users who enter and process the Purchasing or Payables upward and downward adjustments have permission to override budget-checking errors for expired-year funding.

See Defining General Ledger User Preferences.

See Enabling Entry Events at the Installation Level.

Entry Event Definitions for Upward and Downward Adjustments in PeopleSoft Purchasing and Payables

Access the Budget Definitions - Expiration ChartField page.

To use entry events for creating budgetary account adjustments in Purchasing and Payables:

1. Verify that the following entry event source definitions exist.

   Warning! These values are predefined; do not change them.

   Entry Event Source Definition	Description	Source Record	Target Record	Temporary Record
   PO_POADJUP	PO upward adjustment.	EE_PO_UP_VW	EE_PO_ACCTG_LN	EE_PO_ACTG_TMP
   PO_POADJDN	PO adjustment down.	EE_PO_DN_VW	EE_PO_ACCTG_LN	EE_PO_ACTG_TMP
   AP_VCHUP	Voucher upward adjustment.	EE_VCH_UP_VW	EE_VCH_ACCTG_LN	NA
   AP_VCHDN	Voucher downward adjustment.	EE_VCH_DN_VW	EE_VCH_ACCTG_LN	NA

2. Verify that the following entry event process steps exist for these entry event processes.

   Warning! These values are predefined; do not change them.

   Entry Event Process	Process Steps	Process Step Description	Process Step Characteristics
   POPOST	POUP	PO upward adjustment.	Entry event source transaction: PO_POADJUP. Field name and value: BALANCING LINE, Y. Field name and value: CLOSE VALUE, N.
   POPOST	PODN	PO downward adjustment.	Entry event source transaction: PO_POADJDN. Field name and value: BALANCING LINE, Y. Field name and value: CLOSE VALUE, N.
   VCHRPOST	ACRDN	Voucher downward adjustment.	Entry event source transaction: AP_VCHDN. Field name and value: DIST_ACCT_TYPE, APA. Field name and value: POSTING_PROCESS, EVDN.
   VCHRPOST	ACRUP	Voucher upward adjustment.	Entry event source transaction: AP_VCHUP. Field name and value: DIST_ACCT_TYPE, APA. Field name and value: POSTING_PROCESS, EVUP.

3. Use the entry event codes for the predefined upward and downward adjustments as the basis for setting up your own entry event codes.

Upward and Downward Adjustments Processing in PeopleSoft Purchasing

This section discusses how to process upward and downward adjustments in Purchasing.

PO upward and downward adjustments are initiated by any change to a PO that applies to expired-year funding.

Here are some important considerations:

• The accounting date entered on the Purchase Order Header page is used for the accounting date on the resulting entry event transactions.

  The budget date on the PO distribution line is checked against the Expired Funding ChartField dates. Changing the accounting date changes the budget date and can affect whether the funding is in an expired year.

• If a PO has expired-year funding and has been budget-checked in current year, but the entry events have never been generated, the adjustment amount is calculated by taking the current budget-checked PO amount minus the last amount budget-checked in the current year.

• If a PO has expired-year funding and has never been budget-checked while in the current year, no adjustments are necessary.

See Defining Purchasing Processing Options.

See Creating Requisitions Online.

Here is an example. Suppose that the existing PO called PO 1 is for 7,000.00 USD against an expired fund. Due to a contract adjustment, the PO increases to 8,600.00 USD. The organization received no goods, services, or invoices. This would be an upward adjustment to the PO.

To enter and process the PO for the upward adjustment:

1. Enter the 1,600.00 USD upward adjustment change order to PO #1.

2. Approve the PO change order.

   The Commitment Control budget processor checks the Expiration ChartField to see if this change applies to expired-year funding. If the fund year has expired, the budget processor issues an error and stops processing.

3. Check the budget error messages.

4. If the error message indicates that budget checking failed because the fund year has expired, then override the budget error.

5. Rerun the budget processor to ensure that the budget information is valid.

6. Once the budget is valid, run the entry event processor to generate the entry events.

   The system calculates the difference between the PO's current amount and the lines posted to the entry event accounting line record.

   Note. Your standard general ledger budgetary accounts may be different than the accounts used in this example.

   In this example, the entry event processor generates the following budgetary accounting lines:

   • 4650 (Allotments - Expired Authority) - $1,600.00.

   • 4881 (Upward Adjust of Prior Year Unpaid Unexpended Obs) - <$1,600.00>.

   • Proprietary accounting entries: NONE.

See Creating Requisitions Online.

Upward and Downward Adjustments Processing in PeopleSoft Payables

This section discusses how to process upward and downward adjustments for Payables.

Payables voucher upward adjustments are created when:

• The PO voucher is greater than the PO.

• The voucher has no PO associated with it but has expired-year funding.

• The PO voucher is less than the PO and is marked as final.

Here are some important considerations:

• If a voucher is finalized at the header level, all voucher distribution lines in the voucher can have adjustments.

• If the voucher is finalized at the line level, all voucher distributions for the line can have adjustments.

• If the voucher is finalized at the distribution level, only distributions that are marked as final can have adjustments.

• If the PO is in expired-year funding and the voucher is in expired funding, no adjustments need to be made to the voucher.

• If the voucher has not been created from a PO and the voucher is in expired funding, there should be an adjustment for the full amount of the voucher.

• If a PO is in unexpired funding and the voucher is in unexpired funding (current year), no adjustments to the voucher are necessary.

Note. Your standard general ledger budgetary accounts and proprietary accounts may be different than the accounts used in these examples.

Here is an example. Suppose that a PO exists for 8, 600.00 USD against an expired fund. A PO voucher was created for 9,000.00 USD against the PO.

Use these steps to enter and process the voucher for the upward adjustment:

1. Ensure that the PO voucher was entered into Payables for 9,000.00 USD and applies to expired-year funding.

2. The budget processor fails the PO voucher.

3. Budget checking fails and issues a budget-checking error for the voucher indicating that the voucher applies to an expired funding year.

4. Override the budget checking for this voucher.

5. Run budget checking again to ensure that the voucher budget status is valid.

6. Run the entry event processor to generate the accounting entries.

   The processor calculates the difference between the voucher and the PO and adjusts the budgetary entries upward.

The system generates the following budgetary entries:

• 4650 (Allotments - Expired Authority) - 400.00 USD

• 4881 (Upward Adjust of Prior Year Unpaid Unexpended Obs.) - <400.00> USD

• 4801 (Unexpended Obligations - Unpaid) - 9,000.00 USD

• 4901 (Unexpended Authority) <9,000.00> USD

The system generates the following proprietary entries:

• 6100 (Operating Expense) - 9,000.00 USD

• 2110 (Accounts Payable) - <9,000.00> USD

• 3100 (Unexpended Appropriations) - 9,000.00 USD

• 5700 (Expended Appropriations) - <9,000.00> USD

Payables voucher downward adjustments are created when the following characteristics apply to the voucher:

• The PO voucher is less than the PO.

• The voucher has expired-year funding.

• The voucher is marked final.

For example, a PO exists for 4,700.00 USD against an expired fund. A PO voucher is processed against the PO for 2,700.00 USD.

Use these steps to enter and process the voucher for the downward adjustment:

1. Ensure that the PO voucher is entered into Payables for 2,700.00 USD and applies to expired-year funding.

2. Because the PO amount is greater than the voucher amount, the commitment control budget processor does not issue an error, and it passes the budget checking.

3. Run the entry event processor to generate the following accounting entries.

   The processor calculates the difference between the voucher and the PO and adjusts the budgetary entries downward.

The system generates the following budgetary entries:

• 4871 (Downward Adjustment of Prior Year - Unpaid Unexpended Obs) - 2000.00 USD

• 4650 (Allotments - Expired Authority) - <2000.00> USD

• 4801 (Unexpended Obligations - Unpaid) - 2,700.00 USD

• 4901 (Unexpended Authority) <2,700.00> USD

The system generates the following proprietary entries:

• 6100 (Operating Expense) - 2,700.00 USD

• 2110 (Accounts Payable) - <2,700.00> USD

• 3100 (Unexpended Appropriations) - 2,700.00 USD

• 5700 (Expended Appropriations) - <2,700.00> USD

See Entering and Processing Vouchers Online: General Voucher Entry Information.

Upward and Downward Adjustments Reversals

This section discusses how the system handles upward and downward adjustments reversals.

Reversal processing for entry event generated adjustments is required when the voucher has been posted and:

• The voucher is unposted, then any adjustments created for a voucher are reversed.

• The voucher is partialized, then the voucher is selected for reverse processing based on:

  • Whether the voucher is budget checked and in expired year funding.

  • Whether the voucher has been posted at least once.

  • Whether the voucher is partialized at the distribution level.

    If so, only final distributions that have been processed can have adjustments.

See Also

Entering and Posting Commitment Control Budget Journals

Setting Up Basic Commitment Control Options

Entering and Processing Vouchers Online: General Voucher Entry Information

Creating Purchase Orders Online

Using Entry Events with Commitment Control Budgets

This section lists prerequisites and discusses how to:

• Set up and process Commitment Control budget journals with entry events.

• Set up automatic generation of parent budgets, adjustments, and transfers that involve entry events.

• Set up and close Commitment Control budgets with entry events.

Prerequisites

Before you can use entry events with Commitment Control budgets, you must set up Commitment Control.

Note. The entry event feature is not supported by funding source functionality.

See Setting Up Basic Commitment Control Options.

Setting Up and Processing Commitment Control Budget Journals with Entry Events

You can enter entry event codes in budget journals to create entry event transactions. Although the PeopleSoft system comes with a predefined BUDG entry event process and its associated steps, you may need to modify the existing steps depending on your budget ledger and budget ledger group names. The BUDG process comes with the following steps:

The predefined process has two fields for each entry event step. The ledger and ledger group names for the entry event budget journals should appear as the field values for each of these steps. Consequently, you may need to modify the predefined field values for the step and replace them with the organization's budget ledger and ledger group name values. The predefined field names are:

• ASSOCIATED_LEDGER

• ASSOCIATED_LED_GRP

For example, to create an entry event transaction for a budget journal with the ledger group CC_ORG and the ledger CC_ORG_BUD, you would access the Entry Event Process definition page for the predefined entry event process BUDG and the entry event step ORG, and you would:

1. Scroll to the Field Name and Field Value group box.

2. Enter the field value CC_ORG_BUD next to the field name ASSOCIATED_LEDGER.

3. Enter the field value CC_ORG next to the field name ASSOCIATED_LED_GRP.

   Important! Do not change the field names.

4. Create a new entry event code (such as BUDG 1), or select the predefined entry event code BUDGPOST for the setID FEDRL.

5. Access the Entry Event Code Definition page.

   • If you are modifying the predefined entry event code BUDGPOST, change the offset accounts to the organization's accounts.

   • If you are creating a new entry event code, add the following information and enter the appropriate accounts for the organization:

Note. You must add steps for each type of budget used by the organization. These steps are predefined for the BUDG process.

See Also

Entering and Posting Commitment Control Budget Journals

Reviewing Predefined Entry Event Processes and Steps

Defining Entry Event Codes

Setting Up Automatic Generation of Parent Budgets, Adjustments, and Transfers that Involve Entry Events

Entry event is supported by the automatic generation of parent budgets from originating child budget journals, adjustment journals, and transfer journals.

The use of entry events and automatic generation of parent budgets is discussed in the commitment control chapter dealing with the posting of budget journals.

See Generate Parent Budgets, Budget Adjustments and Budget Transfers Automatically.

Setting Up and Closing Commitment Control Budgets with Entry Events

When you close Commitment Control budgets, the budget closing process creates budget journals that are posted to the budget ledger. Typically you either choose to close out the remaining balance of the budget for the period or roll forward the remaining balance into the next fiscal year and period. In both situations the budget closing process creates budget journals. If you enabled entry event in the Installation Options, you have the option of selecting an entry event code when you close the budgets. The budget journals are created in adjustment periods and the Entry Event processor also creates the closing entries in the budget journal adjustment periods. When you run journal generator for these accounting entries, it retains the adjustment periods so that they are posted in the specified ledger with budget journal adjustment period dates.

This section discusses how to:

• Set up entry events for Commitment Control budget close.

• Process entry events in Commitment Control budget close.

Setting Up Entry Events for Commitment Control Budget Close

To set up entry events for Commitment Control budget close:

1. Set up the entry event process BUDG with two entry event steps based on the entry event source transactions:

   • GL_BUD_CLS for step CORG

   • GL_BUDROLL for step RORG

2. Associate the appropriate ledger group and ledger.

3. Create an entry event code such as CLOSEYEAR for the process BUDG and add these steps:

   • CORG

   • RORG

4. Add the accounts to which you want to post the budget close accounting entries for each entry event step.

Note. Refer to the sample Entry Event Process Definition pages.

Processing Entry Events in Commitment Control Budget Close

Example:

1. Budget for FY 2001: 1000.00 USD.

2. Expended: 400.00 USD.

3. Remainder: 600.00 USD.

4. Entry Event Code: CLOSEYEAR.

   • Entry Event Step: CORG and account 4610(DR) and 4510(CR).

   • Entry Event Step: RORG for account 4510 (DR) and 4610 (CR).

Based on this example, after you run the Commitment Control Budget Close process, select the Entry Event Processor to generate these accounting lines with which Journal Generator generates journals that are posted to the ledger and ledger group specified on the Entry Event Process Definition page.