Administering the Interface with PeopleSoft Enterprise General Ledger

This chapter provides overviews of the interface with General Ledger and delivered payroll activities and discusses how to:

Set up the General Ledger interface.
Prepare and transfer payroll data to General Ledger.

Note. The General Ledger interface provides flexible integration between Payroll for North America and General Ledger. Make sure you work in conjunction with your general ledger staff to use this interface.

Understanding the General Ledger Interface

Sending payroll data to General Ledger is one of the final steps in the payroll cycle. When you integrate Payroll for North America and General Ledger, you can automatically post earnings and deductions that are associated with a finalized calendar run to your General Ledger system.

This section discusses:

Description of the interface with General Ledger.
Processing overview.
Integration points.

Description of the Interface with General Ledger

With Payroll for North America you can send payroll accounting transactions to General Ledger. The payroll data that is sent to General Ledger includes the following expense and liability account data:

Earnings.
Deductions.
Federal, state/provincial, and local tax and insurance deductions.
Net pay and direct deposit data.

Processing Overview

After each confirmed payroll run, you:

Run the GL Interface (general ledger interface) PSJob process (PAYGL01– E&G, or PAYGL01A), which creates the payroll accounting lines and enters them on the HR Accounting Line (human resources accounting line) table.
Publish the Payroll Accounting Transaction message to the Financials database.

PeopleSoft General Ledger subscribes to the message and processes the data.

Note. Payroll for North America does not subscribe to any post-processing messages that are published by PeopleSoft General Ledger.

Integration Points

Integration Points are interfaces between PeopleSoft applications. They enable the transfer of data from one database to another.

The Payroll for North America and General Ledger interface uses two sets of integration points, one to retrieve account number and business unit information from General Ledger and one to publish payroll results to General Ledger.

The Payroll for North America interface with PeopleSoft General Ledger uses the following integration points:

Message Name	Message Definition
BUS_UNIT_GL_FULLSYNC	Financials database initial full table publish of GL business unit IDs.
BUS_UNIT_GL_SYNC	Financials database ongoing incremental publish of GL business unit IDs.
BUS_UNIT_FS_FULLSYNC	Financials database initial full table publish of GL business unit descriptions.
BUS_UNIT_FS_SYNC	Financials database ongoing incremental publish of GL business unit descriptions.
JOURNAL_GEN_APPL_ID_FULLSYNC	Financials database initial full table publish of PeopleSoft Journal Generator templates.
JOURNAL_GENERATOR_APPL_ID_SYNC	Financials database ongoing incremental publish of PeopleSoft Journal Generator templates.
PAYROLL_ACCTG_TRANSACTION	PeopleSoft HRMS database batch publish of HR (payroll) accounting lines.

For additional integration points on ChartFields setup, see the PeopleSoft Enterprise HRMS Application Fundamentals PeopleBook.

Note. To research the technical details of any integration point that is used by PeopleSoft applications, refer to the online integration point Catalog database that can be found under Open Integration Framework in the Documentation section of Customer Connection.

Setting Up the General Ledger Interface

This section discusses how to:

Map PeopleSoft HRMS and General Ledger Business Units.
Group Expense Activities.
Map ChartFields for Expense Activities.

See Also

PeopleSoft General Ledger PeopleBook

Pages Used to Set Up the General Ledger Interface

Page Name	Object Name	Navigation	Usage
Earnings Expenses	PYGL_ACTIVE_ERNGRP	Set Up HRMS, Product Related, Payroll for North America, GL Interface, GL Activity Grouping, Earnings Expenses	Define specific earnings codes to be included in the expense grouping.
Deduction Expenses	PYGL_ACTIVE_DEDGRP	Set Up HRMS, Product Related, Payroll for North America, GL Interface, GL Activity Grouping, Deduction Expenses	Define specific deduction codes to be included in the expense grouping.
Tax Expenses	PYGL_ACTIVE_TAXGRP	Set Up HRMS, Product Related, Payroll for North America, GL Interface, GL Activity Grouping, Tax Expenses	Define specific Wage Loss Replacement Plan codes to be included in the expense grouping.
Earnings Mapping	PYGL_CO_CF_MAPERN	Set Up HRMS, Product Related, Payroll for North America, GL Interface, Payrll Exp ChartFld Mapping US, Earnings Mapping Set Up HRMS, Product Related, Payroll for North America, GL Interface, Payrll Exp ChartFld Mappng CAN, Earnings Mapping	Define the ChartField defaulting level and assign GL groups to ChartField values.
Edit ChartFields - Earnings Mapping	HMCF_HRZNTL_CFLD	Click the Edit ChartFields button on the Earnings Mapping page.	The Edit ChartFields button calls a common component allowing you to search for ChartField combinations by Speed type, Combination Code, or ChartField Transactions. This button is displayed if Payroll Exp ChartField Mapping is accessed in Correct History mode.
Deductions Mapping	PYGL_CO_CF_MAPDED	Set Up HRMS, Product Related, Payroll for North America, GL Interface, Payroll Exp ChartField Mapping (US or CAN), Deductions Mapping	This page is used to assign ChartFields for earnings, based on worked level/job level. For example, Company, Department, Job code, Position or Employee.
U.S. Tax Mapping	PYGL_CO_CF_MAPTAX	Set Up HRMS, Product Related, Payroll for North America, GL Interface, Payroll Exp ChartField Mapping US, U.S. Tax Mapping	This page is used to assign ChartFields for U.S. Taxes, based on worked level/job level. For example, Company, Department, Jobcode, Position or Employee.
Canadian Tax Mapping	PYGL_CO_CF_MAPCTX	Set Up HRMS, Product Related, Payroll for North America, GL Interface, Payroll Exp ChartField Mapping CAN, Canadian Tax Mapping	This page is used to assign ChartFields for Canadian Taxes, based on worked level/job level. For example, Company, Department, Jobcode, Position or Employee.
Company Chartfield Mapping Rpt (company chartfield mapping report)	RUN_PAY752	Payroll for North America, Payroll Distribution, GL Interface Reports, Company ChartField Mapping, Company Chartfield Mapping Rpt	Generate the PAY752 report that lists all of the HR chart keys and their equivalent general ledger accounts and department IDs.
Company Table - General Ledger	PRCSRUNCNTRL	Set Up HRMS, Product Related, Payroll for North America, GL Interface, Company GL Data Report, Company Report	Generate the PAY702 report that lists general ledger data from the Company table, where you establish the individual companies in your corporate structure. This report is a companion to PER707 (the Company Table - General Data report), which lists the payroll-related general ledger information in the Company table.

Mapping PeopleSoft HRMS and General Ledger Business Units

Access the GL/HR Business Unit Mapping page.

Understanding Grouping Expense Activities

Organizations that use non commitment accounting can track expenses by creating an activity definition that groups logical expenses together for one definition rather than defining the GL account on individual earning, deduction, and tax activities.

You can group expense activities into logical definitions that share a common chartfield combination, such as all regular earnings in one group and all overtime earnings in another group. Liability accounts remain on the source tables because traditionally a liability is used to pay a vendor and the GL account represents the vendor.

Defining Earnings Expense Data for an Activity Group

Access the Earnings Expenses page.

Valid Activity Type(s)

Select Earnings Group, Deduction Group, and/or Tax Group to associate with the Activity Group.

Group contains all codes

Select Group contains all codes to associate all the active earnings codes on the Earnings table.

Earnings Code

Field is visible when Group contains all codes is not selected. Enter earnings codes of the type that belongs to an activity group for ease of General Ledger distribution.

Defining Deduction Expense Data for an Activity Group

Access the Deduction Expenses page.

Deduction codes must be accompanied by a Plan Type and a Deduction class.

Plan Type, Ded Class, Deduction Code, Sales Tax Type

Fields are visible when Group contains all codes is not selected. Enter deduction group definitions that belongs to an activity group for ease of General Ledger distribution.

Defining Tax Expense Data for an Activity Group

Access the Tax Expenses page.

Country, State, Locality, Wage Loss Replacement Plan, Tax Class

Fields are visible when Group contains all codes is not selected. Enter tax group definitions that belongs to an activity group for ease of General Ledger distribution.

Understanding ChartField Mappings for Expense Activities

When defining chartfield mappings for expense activities, you can assign chartfields based on levels:

Company
Department
Job code
Position
Employee

When resolving the mapping for a payroll record, the PAYGL01 process starts at the lowest level, employee, and determines whether there is a definition for the employee and activity group being processed. If it is not found, the search goes one level up, to the position being processed, and continues up the tree until a mapping for the current payroll record is found. The search stops when an entry is found. This way the user needs only to define mapping entries at lower levels where desired. For example, earnings could be assigned at the employee level while the employer expenses for taxes remain at the company level.

Defining Chartfield Mappings for Earnings

Access the Earnings Mapping page.

Note. The whole page is not visible in the above screen shot.

GL Group Name	Enter the general ledger group name.
Edit ChartFields	Click the Edit ChartFields button to search for ChartField combinations by Speed type, Combination Code, or ChartField Transactions.

Defining Chartfield Mappings for Deductions

Access the Deductions Mapping page.

Note. The whole page is not visible in the above screen shot.

GL Group Name	Enter the general ledger group name.
Edit ChartFields	Click the Edit ChartFields button to search for ChartField combinations by Speed type, Combination Code, or ChartField Transactions.

Defining Chartfield Mappings for U.S. Taxes

Access the U.S. Tax Mapping page.

Note. The whole page is not visible in the above screen shot.

Defining Chartfield Mappings for Canadian Taxes

Access the Canadian Tax Mapping page.

Note. The whole page is not visible in the above screen shot.

GL Group Name	Enter the general ledger group name.
Edit ChartFields	Click the Edit ChartFields button to search for ChartField combinations by Speed type, Combination Code, or ChartField Transactions.

Preparing and Transferring Payroll Data to General Ledger

This section provides an overview of the preparation and transfer of data and discusses how to:

Generate payroll accounting lines.
Transfer payroll accounting lines to PeopleSoft General Ledger.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Understanding the Preparation and Transfer of Data

This section discusses:

Processing steps.
The GL Reset Run Flag (general ledger reset run flag) SQR Report process (GLXRESET).

Processing Steps

These are the steps to create accounting lines and publish them to PeopleSoft General Ledger:

Verify that the payroll is confirmed.
Run the GL Interface process to generate the payroll accounting lines in the HR Accounting Line table.
After running the GL Interface process with the option to review the distribution before creating the accounting lines, you can view and update the distribution data on these pages in the Review Payroll Distribution component.
If corrections were made, run the GL Reset Run Flag process and rerun the interface.
Publish the contents of the HR Accounting Line table to PeopleSoft General Ledger.

The GL Reset Run Flag SQR Report Process (GLXRESET)

The system allows you to process only confirmed payrolls that have not yet had the GL Interface process run on them. When you run the GL Interface process, the system selects the GL Interface Run check box on the Pay Calendar table. If you need to rerun the GL Interface process, you must first run the GL Reset Run Flag process. You can run the process only for payrolls that you haven’t published to PeopleSoft General Ledger.

This process:

Deletes all rows on the HR Accounting Line table for the pay run ID that is specified on the reset process run control.
Clears the GL Interface Run check box on the Pay Calendar table for the pay run ID that is specified on the reset process run control.

Note. Running this process is necessary only if you have made a change that requires rerunning the GL Interface process. If you do not have to rerun the GL Interface process for the pay run ID, then you do not run this reset process.

Pages Used to Prepare and Transfer Payroll Data to General Ledger

Page Name	Object Name	Navigation	Usage
Non-Commit Accounting Info (noncommitment accounting information - run parameters)	RUNCTL_PAYGL01	Payroll for North America, Payroll Distribution, Prepare GL Information, Non-Commit Accounting Info, Non-Commit Accounting Info	Run the PAYGL01.SQR process and produce output in the form of accounting lines to be recognized by PeopleSoft Journal Generator.
HR Accounting Line Report	RUN_PAY039	Payroll for North America, Payroll Distribution, GL Interface Reports, HR Accounting Line, HR Accounting Line Report	Generate the PAY039 report that lists the accounting line entries created by running the GL Interface process (PAYGL01).
Earnings	PAY_NACHK_DIST_ERN	Payroll for North America, Payroll Processing USA, Produce Payroll, Review Payroll Distribution, Earnings Payroll for North America, Payroll Processing CAN, Produce Payroll, Review Payroll Distribution, Earnings	Use this page view and update the distribution of payroll earnings.
Net Pay Liability	PAY_NACHK_NET_LIA	Click the Net Pay Liability link on the Earnings, Deductions, or Taxes page	Use this page view and update the distribution of net pay liability.
Deductions	PAY_NACHK_DIST_DED	Payroll for North America, Payroll Processing USA, Produce Payroll, Review Payroll Distribution, Deductions Payroll for North America, Payroll Processing CAN, Produce Payroll, Review Payroll Distribution, Deductions	Use this page to view and update the distribution of payroll deductions
Deduction Liability	PAY_NCHK_NET_LIA	Click the Deduction Liability link on the Deductions page.	Use this page view and update the distribution of deduction liability.
Taxes	PAY_NACHK_DIST_TAX	Payroll for North America, Payroll Processing USA, Produce Payroll, Review Payroll Distribution, Taxes	Use this page to view and update the distribution of payroll taxes.
Taxes (CAN)	PAY_NACHK_DIST_CTX	Payroll for North America, Payroll Processing CAN, Produce Payroll, Review Payroll Distribution, Taxes	Use this page to view and update the distribution of payroll taxes.
Tax Liability	PAY_NCHK_NET_LIA	Click the Tax Liability link on the Taxes page.	Use this page to view and update the distribution of tax liability.
Batch Publish	EO_BATCHPUB	Enterprise Components, Integration Definitions, Initiate Processes, Batch Publish, Batch Publish	After running the PAYGL01 process on the PeopleSoft HRMS database to create the Accounting Line table, run the Manual Batch Publish Application Engine process (EOP_PUBLISHM) to transfer Payroll for North America data to PeopleSoft General Ledger.
Non-Commit Reset Processing (non-commitment reset processing)	PRCSRUNCNTL_NLC	Payroll for North America, Payroll Distribution, Prepare GL Information, Non-Commit Reset Processing, Non-Commit Reset Processing	Run the GL Reset Run Flag process to reset the pay calendar GL Interface Run check box for any payrolls that you haven’t exported to PeopleSoft General Ledger.

Generating Payroll for North America Accounting Lines

Access the Non-Commit Accounting Info page.

To run the process:

Enter the pay run ID that you want to process. Alternatively, if you have more than one pay calendar for a pay run ID and want to process an individual pay calendar, enter the company, pay group, and pay end date for that pay calendar. The system processes both on-cycle and off-cycle information.
Click the Run button to display the Process Scheduler page.
Select the GL Interface (general ledger interface) check box and click the OK button to complete the process.

(E&G) If you want to interface E&G 7.5 to PeopleSoft General Ledger 8, then select the GL Interface - EG 7.5 (general ledger interface - education and government 7.5) check box.

Review Distribution before GL

Select the Review distribution before GL (review distribution before general ledger) check box to review the data before creating the lines for General Ledger.

This check box is cleared by default. If you want to stop and review the distribution before creating the accounting lines, you must select this check box. If you don’t select it, the process automatically creates the accounting lines.

Note. The system allows you to process only confirmed payrolls that have not yet had the GL Interface process run on them. When you run the GL Interface process, the system selects the GL Interface Run check box on the Pay Calendar table. You can reset the pay calendar GL Interface Run check box for payrolls that you haven’t exported to PeopleSoft General Ledger.

Creating Pay Calendars and FLSA Calendars

Viewing and Updating the Distribution of Payroll Earnings

Access the Earnings page.

You can view and update the distribution data in the Review Payroll Distribution component after running the GL Interface process with the option to review the distribution before creating the accounting lines.

Net Pay Liability

Click the Net Pay Liability link to view and update the distribution of net pay liability.

Viewing and Updating the Distribution of Payroll Deductions

Access the Deductions page.

Deduction Liability

Click the Deduction Liability link to view and update the distribution of deduction liability.

Viewing and Updating the Distribution of Payroll Taxes

Access the Taxes page.

Tax Liability

Click the Tax Liability link to view and update the distribution of tax liability.

Generating The HR Accounting Line Report

Access the HR Accounting Line Report page.

Specify theOptional Report Filtersto limit the report results for a specified date range and GL business unit.

Click Run to run this request.

Note. This report can be run without the Run Date Between and GL Business Unit parameters filled in. When a start run date is specified and no end date is entered, the end date will default to the start date value.

Transferring Payroll Accounting Lines to PeopleSoft General Ledger

Access the Batch Publish page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Manual Batch Publish process at user-defined intervals.

Process Frequency	Typically, you select Always.
Process Name	Select PAYGL01.

Note. Verify with your IT staff that PeopleSoft Integration Broker messaging nodes, channels, and messages have been activated before trying to send any transactions to PeopleSoft General Ledger.

Valid Activity Type(s)	Select Earnings Group, Deduction Group, and/or Tax Group to associate with the Activity Group.
Group contains all codes	Select Group contains all codes to associate all the active earnings codes on the Earnings table.
Earnings Code	Field is visible when Group contains all codes is not selected. Enter earnings codes of the type that belongs to an activity group for ease of General Ledger distribution.