the tables you need to know in peoplesoft financials

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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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3. Right-Click Field and Select View Definition

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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


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


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


KK_SOURCE_HDR


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


KK_SOURCE_HDR


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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the tables you need to know in peoplesoft financials

Documents

state of florida

requisition id

requisition status

south florida

key requisition tablesa

requisition dates

req line

state universities