The Tables You Need to The Tables You Need to Know in PeopleSoft Know in PeopleSoft
FinancialsFinancials
Session #23679March 12, 2007
Alliance 2007 ConferenceOrlando, Florida
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PresentersPresenters
Gilbert Morales – General Ledger Business Analyst, Florida International University
Marc Bello – Senior Budget Coordinator, Florida International University
Hector Pagan – Financials System Analyst,Florida International University
Fay Greenholtz – Principal Consultant ,CedarCrestone
Inc.
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Florida International Florida International UniversityUniversity
September 1972, 5,667 students September 1972, 5,667 students
entered the new state entered the new state
universityuniversity..
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Florida International Florida International UniversityUniversityIn 2000, the Carnegie Foundation reclassified the University as a Carnegie Doctoral/Research Universities-Extensive – the highest ranking for research universities.
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Florida International Florida International UniversityUniversity
Today Florida International University (FIU) has more than 38,000 students, almost 1,000 full-time faculty and more than 117,500 alumni, making it the largest university in South Florida.
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Florida International Florida International UniversityUniversity
The University graduated its first law school class In 2005.
In the fall of 2009, The University plans to welcome its first medical school class.
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Florida International Florida International UniversityUniversity
We have also expanded with satellite schools and educating throughout the world!
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FIU and Oracle/PeopleSoftFIU and Oracle/PeopleSoft
In an effort to streamline state In an effort to streamline state operations, The State of Florida operations, The State of Florida mandated that all the State mandated that all the State Universities move away from the state Universities move away from the state system and become Body Corporate.system and become Body Corporate.
To this goal the State Universities To this goal the State Universities choose to go with PeopleSoft in 2003.choose to go with PeopleSoft in 2003.
FIU is working with PeopleSoft 8.4.FIU is working with PeopleSoft 8.4.
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Got Query Manager?Got Query Manager?
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Now What????
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Agenda/ContentsAgenda/Contents
• Overview of PeopleSoft Overview of PeopleSoft StructureStructure• Introducing the Key TablesIntroducing the Key Tables
− Procurement Process (Purchasing, Procurement Process (Purchasing, Accounts Payable, Travel)Accounts Payable, Travel)
− General Ledger, Asset Management and General Ledger, Asset Management and Commitment ControlCommitment Control
• Finding the Tables on your OwnFinding the Tables on your Own
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Overview of PeopleSoft Overview of PeopleSoft StructureStructure
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THE BIG PICTURETHE BIG PEOPLESOFT PICTURE
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Agenda/ContentsAgenda/Contents
• Overview of PeopleSoft Overview of PeopleSoft StructureStructure• Introducing the Key TablesIntroducing the Key Tables
− Procurement Process (Purchasing, Procurement Process (Purchasing, Accounts Payable, Travel)Accounts Payable, Travel)
− General Ledger, Asset Management and General Ledger, Asset Management and Commitment ControlCommitment Control
• Finding the Tables on your OwnFinding the Tables on your Own
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A Look at the Procurement A Look at the Procurement ProcessProcess
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RequisitionsRequisitions
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REQ_HDRPeopleSoft Table
Description: There is 1 header row for each requisition and the fields in this table apply to all lines in the requisition
Key Fields: Requisition ID, Requester, Requisition Status, Budget Status, Approval Status, Entered By User ID, Requisition Dates (Entered Date, Approval Date, Accounting Date)
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Requisitions (cont’d.)Requisitions (cont’d.)
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REQ_LINEPeopleSoft Table
Description: There is 1 row for each line in the requisition.
Key Fields: Requisition ID, Requisition Date, Vendor, Line Description, Line Quantity, Line Amount, Buyer, Category, Line Status
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Requisitions (cont’d.)Requisitions (cont’d.)
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REQ_LINE_DISTRIBPeopleSoft Table
Description: There is 1 row for each accounting distribution in the requisition.
Key Fields: Requisition ID, Req Line #, Department ID and Account (and Other Chartfields), Asset Profile, Distribution Amounts, Budget Dates, Close Flag
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Requisitions (cont’d.)Requisitions (cont’d.)
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Key Requisition TablesTable Description
REQ_HDR Header Record for Requisition
REQ_LINE Line Record for Requisition
REQ_LINE_DISTRIB Accounting Distribution for Requisition
REQ_LINE_SHIP Shipment Details for Requisition
REQ_APPROVAL Approval Information for Requisition
REQUESTOR_TBL Requester Information
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A Look at the Procurement A Look at the Procurement ProcessProcess
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Purchase OrdersPurchase Orders
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REQ_HDR
Table Description
PO_HDR Header Record for Purchase Order
PO_LINE Line Record for Purchase Order
PO_LINE_DISTRIB Accounting Distribution for Purchase Order
PO_LINE_MATCHED Matching Information for Purchase Order (Voucher, Receipt, PO)
PO_APPROVAL Approval Information for Purchase Order
PO_LINE_SHIP Shipment Details for Purchase Order
Key Purchase Order Tables
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A Look at the Procurement A Look at the Procurement ProcessProcess
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VouchersVouchers
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REQ_HDR
Table Description
VOUCHER Header Record for Voucher
VOUCHER_LINE Line Record for Voucher
DISTRIB_LINE Accounting Distribution for Voucher
VCHR_APPRVL Approval Information for Voucher
GRP_AP Control Group Data
Key Voucher Tables
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A Look at the Procurement A Look at the Procurement ProcessProcess
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Receiving TablesReceiving Tables
Table Description
RECV_HDR Receipt Header Table
RECV_LN_DISTRIB Receipt Distribution Line
RECV_LN_ASSET Receipt Line Asset Information
RECV_LN_SHIP Receipt Shipment Information
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Key Receiving Tables
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A Look at the Procurement A Look at the Procurement ProcessProcess
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Travel AuthorizationsTravel Authorizations
Table Description
EX_TAUTH_HDR Header Record for TAR
EX_TAUTH_LINE Line Record for TAR
EX_TAUTH_DIST Accounting Distribution for TAR
EX_TAUTH_APRVL Approval Information Related to TAR
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Key Travel Authorization Tables
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A Look at the Procurement A Look at the Procurement ProcessProcess
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Expense ReportsExpense Reports
Table Description
EX_SHEET_HDR Header Record for Expense Report
EX_SHEET_LINE Line Record for Expense Report
EX_SHEET_DIST Accounting Distribution for Expense Report
EX_SHEET_APRVL Approval Information Related to Expense Report
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Key Expense Report Tables
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Cash AdvancesCash Advances
Table Description
EX_ADV_HDR Header Record for Advances
EX_ADV_LINE Line Record for Advances
EX_ADV_DIST Accounting Distribution for Advances
EX_ADV_APRVL Approval Information Related to Advances
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Key Cash Advance Tables
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A Look at the Procurement A Look at the Procurement ProcessProcess
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PaymentsPayments
Table Description
PAYMENT_TBL Detail of each payment generated from the Accounts Payable Pay Cycle. Includes fields such as Check #, Payment #, Vendor Paid, Employee ID Paid (From Expenses), Address and Method of Payment, Payment Status (i.e. Cancelled, Scheduled)
PYMNT_VCHR_XREF Accounts Payable Detail (i.e. Voucher ID) related to a specific payment.
EX_ADVNCE_PYMNT Cash Advance Detail related to a specific payment.
EX_SHEET_PYMNT Expense Report Detail related to a specific payment.
PYCYCL_DATA Detailed Information related to the pay cycle.
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Key Payment Tables
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Other Important Tables in the Other Important Tables in the Procurement ProcessProcurement Process
Table Description
VENDOR Main Vendor table which contains many important fields related to the vendor. (i.e. Vendor ID, Vendor Names, Vendor Classifications, Vendor Status)
VENDOR_LOC Location Information for each Vendor
VENDOR_ADDR Address Information for each Vendor
VENDOR_WTHD_JUR Withholding Information Populated (Very Important in 1099 Processing)
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Vendor Tables
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Agenda/ContentsAgenda/Contents
• Overview of PeopleSoft Overview of PeopleSoft StructureStructure• Introducing the Key TablesIntroducing the Key Tables
− Procurement Process (Purchasing, Procurement Process (Purchasing, Accounts Payable, Travel)Accounts Payable, Travel)
− General Ledger, Asset Management and General Ledger, Asset Management and Commitment ControlCommitment Control
• Finding the Tables on your OwnFinding the Tables on your Own
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Getting Data to the General Getting Data to the General LedgerLedger
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- There are a number of tables that interface into the General Ledger.
- These tables are important for queries to reconcile your subsystems to the General Ledger.
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Getting Data to the General Getting Data to the General Ledger (cont’d.)Ledger (cont’d.)
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Interface Tables to GL Subsystem Key Fields
VCHR_ACCTG_LN Accounts Payable VOUCHER_ID
EX_ACCTG_LINE Expenses EX_DOC_ID (Sheet ID)
SF_ACCTG_LN Detailed Information related to the pay cycle.
SF_DEPOSIT_ID,EMPLID
DIST_LN Asset Management ASSET_ID
HR_ACCTG_LINE Human Resources
JGEN_ACCTG_ENTRY Generic Interface Table
* The GL_DISTRIB_STATUS field on these tables is equal to ‘D’ if the rows on the table have already been journal generated to the GL.
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General Ledger ModuleGeneral Ledger Module
Table Description
JRNL_HEADER Header Record for Journal. Important Fields include the following: JOURNAL_ID, JOURNAL_DATE, JRNL_HDR_STATUS, BUDGET_HDR_STATUS, DESCR254
JRNL_LN Line Record for Journal. Important fields include the following: Journal ID, Journal Line #, Department ID and Account (and Other Chartfields), Budget Line Status, Distribution Amounts, Budget Dates, Close Flag
LEDGER Summary of Balances by Chartfields by Fiscal Year, Accounting Period
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Key GL Tables
*The Sum of the posted and un-posted Journal Lines by chartfields should equal the ledger balance for the corresponding chartfields for the specified time period.
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Asset Management ModuleAsset Management Module
Table Description
INTFC_PRE_AM Table initially loaded with asset detail from other system. (i.e. Accounts Payable
INTFC_FIN Accounting Detail associated with assets initially loaded into Asset Management
ASSET The primary Asset table populated when an asset is created. Important fields include the following:Asset #, Tag #, Description, Acquisition Dates, Serial #, Profile
ASSET_ACQ_DET This table gives more details of how the asset was acquired by using fields like the Asset Source (i.e. Accounts Payable and the Voucher ID associated)
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Key AM Tables
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Commitment ControlCommitment Control
Table Description
LEDGER_KK Summary of Balances by Chartfields by Fiscal Year, Accounting Period. Similar to LEDGER table with the additional field, for Budget Period.
KK_ACTIVITY_LOG
Transaction Accounting Details populated on this record when an Item is budget checked, each transaction identified by KK Transaction ID.
KK_SOURCE_HDR
Associates the KK Transaction IDs with a more module specific Identifier, like a specific Voucher ID.
KK_LIQUIDATION For each KK Transaction ID, the amount remaining to be liquidated. (i.e. Amount of encumbrance remaining to be released for PO or TAR)
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Key Budget Checking Tables
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Agenda/ContentsAgenda/Contents
• Overview of PeopleSoft Overview of PeopleSoft StructureStructure• Introducing the Key TablesIntroducing the Key Tables
− Procurement Process (Purchasing, Procurement Process (Purchasing, Accounts Payable, Travel)Accounts Payable, Travel)
− General Ledger, Asset Management and General Ledger, Asset Management and Commitment ControlCommitment Control
• Finding the Tables on your OwnFinding the Tables on your Own
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Finding the Tables on Your Own
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Steps to Look Up a RecordSteps to Look Up a Record
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1. Go to the page in PeopleSoft that has the field you are looking for.
2. Select Control + J to find the Page Name
3. Look Up the Definition of the Page in App Designer
4. Find the Field in App Designer, Right Click, and select
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Find the PageFind the Page
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Press Control + JPress Control + J
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Remember the Page Name!
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View Definition of Page in App View Definition of Page in App DesignerDesigner
1. File – Open – View Definition (Page)2. Enter Page Name and Click Open
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View Definition of Page in App View Definition of Page in App DesignerDesigner
3. Right-Click Field and Select View Definition
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View Definition of Page in App View Definition of Page in App DesignerDesigner
3. Right-Click Field and Select View Definition
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RECORD NAME
FIELD
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Questions?Questions?
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Requester InformationREQUESTOR_TBL
Approval Information for RequisitionREQ_APPROVAL
Shipment Details for RequisitionREQ_LINE_SHIP
Accounting Distribution for RequisitionREQ_LINE_DISTRIB
Line Record for RequisitionREQ_LINE
Header Record for RequisitionREQ_HDR
DescriptionTable
Requester InformationREQUESTOR_TBL
Approval Information for RequisitionREQ_APPROVAL
Shipment Details for RequisitionREQ_LINE_SHIP
Accounting Distribution for RequisitionREQ_LINE_DISTRIB
Line Record for RequisitionREQ_LINE
Header Record for RequisitionREQ_HDR
DescriptionTable
Shipment Details for Purchase OrderPO_LINE_SHIP
Approval Information for Purchase OrderPO_APPROVAL
Matching Information for Purchase Order (Voucher, Receipt, PO)
PO_LINE_MATCHED
Accounting Distribution for Purchase OrderPO_LINE_DISTRIB
Line Record for Purchase OrderPO_LINE
Header Record for Purchase OrderPO_HDR
DescriptionTable
Shipment Details for Purchase OrderPO_LINE_SHIP
Approval Information for Purchase OrderPO_APPROVAL
Matching Information for Purchase Order (Voucher, Receipt, PO)
PO_LINE_MATCHED
Accounting Distribution for Purchase OrderPO_LINE_DISTRIB
Line Record for Purchase OrderPO_LINE
Header Record for Purchase OrderPO_HDR
DescriptionTable
Control Group DataGRP_AP
Approval Information for VoucherVCHR_APPRVL
Accounting Distribution for VoucherDISTRIB_LINE
Line Record for VoucherVOUCHER_LINE
Header Record for VoucherVOUCHER
DescriptionTable
Control Group DataGRP_AP
Approval Information for VoucherVCHR_APPRVL
Accounting Distribution for VoucherDISTRIB_LINE
Line Record for VoucherVOUCHER_LINE
Header Record for VoucherVOUCHER
DescriptionTable
Receipt Shipment InformationRECV_LN_SHIP
Receipt Line Asset InformationRECV_LN_ASSET
Receipt Distribution LineRECV_LN_DISTRIB
Receipt Header TableRECV_HDR
DescriptionTable
Receipt Shipment InformationRECV_LN_SHIP
Receipt Line Asset InformationRECV_LN_ASSET
Receipt Distribution LineRECV_LN_DISTRIB
Receipt Header TableRECV_HDR
DescriptionTable
Approval Information Related to TAREX_TAUTH_APRVL
Accounting Distribution for TAREX_TAUTH_DIST
Line Record for TAREX_TAUTH_LINE
Header Record for TAREX_TAUTH_HDR
DescriptionTable
Approval Information Related to TAREX_TAUTH_APRVL
Accounting Distribution for TAREX_TAUTH_DIST
Line Record for TAREX_TAUTH_LINE
Header Record for TAREX_TAUTH_HDR
DescriptionTable
Approval Information Related to Expense ReportEX_SHEET_APRVL
Accounting Distribution for Expense ReportEX_SHEET_DIST
Line Record for Expense ReportEX_SHEET_LINE
Header Record for Expense ReportEX_SHEET_HDR
DescriptionTable
Approval Information Related to Expense ReportEX_SHEET_APRVL
Accounting Distribution for Expense ReportEX_SHEET_DIST
Line Record for Expense ReportEX_SHEET_LINE
Header Record for Expense ReportEX_SHEET_HDR
DescriptionTable
DESKTOP REFERENCE: COMMONLY USED TABLES IN PEOPLESOFT FINANCIALS
Approval Information Related to AdvancesEX_ADV_APRVL
Accounting Distribution for AdvancesEX_ADV_DIST
Line Record for AdvancesEX_ADV_LINE
Header Record for AdvancesEX_ADV_HDR
DescriptionTable
Approval Information Related to AdvancesEX_ADV_APRVL
Accounting Distribution for AdvancesEX_ADV_DIST
Line Record for AdvancesEX_ADV_LINE
Header Record for AdvancesEX_ADV_HDR
DescriptionTable
Requisitions
Purchase Orders
Vouchers
Cash Advances
Travel Authorizations
Receipts
Expense Reports
Detailed Information related to the pay cycle.PYCYCL_DATA
Expense Report Detail related to a specific payment.EX_SHEET_PYMNT
Cash Advance Detail related to a specific payment.EX_ADVNCE_PYMNT
Accounts Payable Detail (i.e. Voucher ID) related to a specific payment.
PYMNT_VCHR_XREF
Detail of each payment generated from the Accounts Payable Pay Cycle. Includes fields such as Check #, Payment #, Vendor Paid, Employee ID Paid (From Expenses), Address and Method of Payment, Payment Status (i.e. Cancelled, Scheduled)
PAYMENT_TBL
DescriptionTable
Detailed Information related to the pay cycle.PYCYCL_DATA
Expense Report Detail related to a specific payment.EX_SHEET_PYMNT
Cash Advance Detail related to a specific payment.EX_ADVNCE_PYMNT
Accounts Payable Detail (i.e. Voucher ID) related to a specific payment.
PYMNT_VCHR_XREF
Detail of each payment generated from the Accounts Payable Pay Cycle. Includes fields such as Check #, Payment #, Vendor Paid, Employee ID Paid (From Expenses), Address and Method of Payment, Payment Status (i.e. Cancelled, Scheduled)
PAYMENT_TBL
DescriptionTable
Payments
Withholding Information Populated (Very Important in 1099 Processing)
VENDOR_WTHD_JUR
Address Information for each VendorVENDOR_ADDR
Location Information for each VendorVENDOR_LOC
Main Vendor table which contains many important fields related to the vendor. (i.e. Vendor ID, Vendor Names, Vendor Classifications, Vendor Status)
VENDOR
DescriptionTable
Withholding Information Populated (Very Important in 1099 Processing)
VENDOR_WTHD_JUR
Address Information for each VendorVENDOR_ADDR
Location Information for each VendorVENDOR_LOC
Main Vendor table which contains many important fields related to the vendor. (i.e. Vendor ID, Vendor Names, Vendor Classifications, Vendor Status)
VENDOR
DescriptionTable
Vendors
Generic Interface TableJGEN_ACCTG_ENTRY
Human ResourcesHR_ACCTG_LINE
ASSET_IDAsset ManagementDIST_LN
SF_DEPOSIT_ID,EMPLID
EX_DOC_ID (Sheet ID)
VOUCHER_ID
Key Fields
Detailed Information related to the pay cycle.
SF_ACCTG_LN
ExpensesEX_ACCTG_LINE
Accounts PayableVCHR_ACCTG_LN
SubsystemInterface Tables to GL
Generic Interface TableJGEN_ACCTG_ENTRY
Human ResourcesHR_ACCTG_LINE
ASSET_IDAsset ManagementDIST_LN
SF_DEPOSIT_ID,EMPLID
EX_DOC_ID (Sheet ID)
VOUCHER_ID
Key Fields
Detailed Information related to the pay cycle.
SF_ACCTG_LN
ExpensesEX_ACCTG_LINE
Accounts PayableVCHR_ACCTG_LN
SubsystemInterface Tables to GL
Interface to GL Tables
Summary of Balances by Chartfields by Fiscal Year, Accounting Period
LEDGER
Line Record for Journal. Important fields include the following:Journal ID, Journal Line #, Department ID and Account (and OtherChartfields), Budget Line Status, Distribution Amounts, Budget Dates, Close Flag
JRNL_LN
Header Record for Journal. Important Fields include the following: JOURNAL_ID, JOURNAL_DATE, JRNL_HDR_STATUS, BUDGET_HDR_STATUS, DESCR254
JRNL_HEADER
DescriptionTable
Summary of Balances by Chartfields by Fiscal Year, Accounting Period
LEDGER
Line Record for Journal. Important fields include the following:Journal ID, Journal Line #, Department ID and Account (and OtherChartfields), Budget Line Status, Distribution Amounts, Budget Dates, Close Flag
JRNL_LN
Header Record for Journal. Important Fields include the following: JOURNAL_ID, JOURNAL_DATE, JRNL_HDR_STATUS, BUDGET_HDR_STATUS, DESCR254
JRNL_HEADER
DescriptionTable
General Ledger
The primary Asset table populated when an asset is created. Important fields include the following:
Asset #, Tag #, Description, Acquisition Dates, Serial #, Profile
ASSET
This table gives more details of how the asset was acquired by using fields like the Asset Source (i.e. Accounts Payable and the Voucher ID associated)
ASSET_ACQ_DET
Accounting Detail associated with assets initially loaded into Asset Management
INTFC_FIN
Table initially loaded with asset detail from other system. (i.e. Accounts Payable
INTFC_PRE_AM
DescriptionTable
The primary Asset table populated when an asset is created. Important fields include the following:
Asset #, Tag #, Description, Acquisition Dates, Serial #, Profile
ASSET
This table gives more details of how the asset was acquired by using fields like the Asset Source (i.e. Accounts Payable and the Voucher ID associated)
ASSET_ACQ_DET
Accounting Detail associated with assets initially loaded into Asset Management
INTFC_FIN
Table initially loaded with asset detail from other system. (i.e. Accounts Payable
INTFC_PRE_AM
DescriptionTable
Asset Management
For each KK Transaction ID, the amount remaining to be liquidated. (i.e. Amount of encumbrance remaining to be released for PO or TAR)
KK_LIQUIDATION
Associates the KK Transaction IDs with a more module specific Identifier, like a specific Voucher ID.
KK_SOURCE_HDR
Transaction Accounting Details populated on this record when an Item is budget checked, each transaction identified by KK Transaction ID.
KK_ACTIVITY_LOG
Summary of Balances by Chartfields by Fiscal Year, Accounting Period. Similar to LEDGER table with the additional field, for Budget Period.
LEDGER_KK
DescriptionTable
For each KK Transaction ID, the amount remaining to be liquidated. (i.e. Amount of encumbrance remaining to be released for PO or TAR)
KK_LIQUIDATION
Associates the KK Transaction IDs with a more module specific Identifier, like a specific Voucher ID.
KK_SOURCE_HDR
Transaction Accounting Details populated on this record when an Item is budget checked, each transaction identified by KK Transaction ID.
KK_ACTIVITY_LOG
Summary of Balances by Chartfields by Fiscal Year, Accounting Period. Similar to LEDGER table with the additional field, for Budget Period.
LEDGER_KK
DescriptionTable
Commitment Control
Program Code InformationPROGRAM_TBL
Fund InformationFUND_TBL
Class InformationCLASS_CF_TBL
Speedtype InformationSPEEDTYP_TBL
Account InformationGL_ACCOUNT_TBL
Project InformationPROJECT
Department InformationDEPT_TBL
DescriptionTable
Program Code InformationPROGRAM_TBL
Fund InformationFUND_TBL
Class InformationCLASS_CF_TBL
Speedtype InformationSPEEDTYP_TBL
Account InformationGL_ACCOUNT_TBL
Project InformationPROJECT
Department InformationDEPT_TBL
DescriptionTable
Chartfield Information
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ContactsContacts
Gilbert Morales Gilbert Morales General Ledger Business AnalystGeneral Ledger Business AnalystPeopleSoft Technical TeamPeopleSoft Technical TeamFlorida International UniversityFlorida International UniversityE-mail: E-mail: [email protected]@fiu.edu
Hector PaganHector PaganAccounting Coordinator, IT Accounting Coordinator, IT SystemsSystemsOffice of the ControllerOffice of the ControllerFlorida International UniversityFlorida International UniversityE-mail: E-mail: [email protected]@fiu.edu
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Marc BelloMarc BelloSenior Budget CoordinatorSenior Budget CoordinatorUniversity Budget OfficeUniversity Budget OfficeFlorida International UniversityFlorida International UniversityE-mail: E-mail: [email protected]@fiu.edu
Fay GreenholtzPrincipal ConsultantHigher EducationCedarCrestone, Inc.E-mail: [email protected]
This presentation and all Alliance 2007 This presentation and all Alliance 2007 presentations are available for presentations are available for
download from the Conference Sitedownload from the Conference Site
Presentations from previous meetings are also availablePresentations from previous meetings are also available
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Questions?Questions?
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