The accounting structure of the Business Unit is defined by a series of tables that determine and control the Chart of accounts, summarization structures and roll-ups, ledger definitions, calendars, closing rules and so forth. The purpose of the TableSet is to define the accounting structure so that each Business Unit can work within the accounting rules. Transaction data is not shared, but belongs to a single Business Unit. Each Business Unit/District will have their own SetID. These values are initially configured by the ctcLink Project Team and remain static once established.  If for some reason a change is needed it is maintained by the SBCTC Customer Support team.  

Navigation: NavBar > Navigator > PeopleTools > Utilities > Administration > TableSet IDs

Security: ZD GL Local Config Inquiry
Menu: UTILITIES
Component: SETID_TABLE
Page: SETID_TABLE
Action: A/UD

Defines all the record groups based on a specific Set Control Value and their associated SetIDs. Also identifies the default SetID of the PeopleSoft General Ledger business unit.  Determines whether the values or processes are defined globally for all entities, or locally to one or more entities.  Local values will generally apply to only one college at SBCTC. Each Business unit/District has its related record groups and tableset controls. These values are initially configured by the ctcLink Project Team and are maintained by the SBCTC Customer Support team.  

Navigation: NavBar > Navigator > PeopleTools > Utilities > Administration > TableSet Control

Security: ZD GL Local Config Inquiry
Menu: UTILITIES
Component: SET_CNTRL_TABLE1
Page: SET_CNTRL_TABLE1
Action: A/UD

Define a General Ledger business unit. Each district or single college in SBCTC will comprise a General Ledger business unit.  Each General Ledger Definition that defines their Business Unit and various processing options.  A Definition consists of five pages.

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > General Ledger > General Ledger Definition

Security: ZD GL Local Config Inquiry - Security role under revision to grant this view access.
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUS_UNIT_TBL_GL
Page: BUS_UNIT_TBL_GL1-6
Action: A/UD

Specify Ledgers, Ledger Groups and Calendars for a Business Unit.  

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers For A Unit

Security: ZZ CC Budget Reports and ZZ General Ledger Reports
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUSINESS_UNIT_LED
Page: BUSINESS_UNIT_LED1-6
Action: A/UD

Use this ChartField to identify such things as a plant, office, physical location, branch, building, store, hospital, outpatient surgery center, clinic, or geographic location. This ChartField is usually related to responsibility reporting. It can also be used to assist in reporting for tax purposes or it can be used at the city, county, and state levels for both profit and loss (P&L) and balance sheet purposes.

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values

Security:

• ZD GL Central Config Inquiry
• ZD GL Local Config Inquiry
• ZZ GL Local Configuration

Menu: DESIGN_CHARTFIELDS
Component: OPERATING_UNIT
Page: OPERATING_UNIT
Action: A/UD/DA/C

Departments typically represent a divisional classification of a larger entity in your organization (such as a profit center, an operating unit, a school within a university or a bureau of a government). Its emphasis is usually on budget and responsibility accounting.

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values

Security:

• ZD GL Central Config Inquiry
• ZD GL Local Config Inquiry
• ZZ GL Local Configuration

Menu: DESIGN_CHARTFIELDS
Component: DEPARTMENT
Page: DEPARTMENT
Action: A/UD/DA/C

You can use the project ID ChartField with or without the Project Costing application. The setup for the page varies depending on this option. If you are using Project Costing, the Description tab and the fields associated with project manager and project status are not available through the Project page because applicable controls are entered or maintained through the Project Costing application pages. In addition, when you use project IDs in General Ledger or other applications in your integrated database, the system validates them for standard ChartField edits without regard to where the values were created.

Project is used for Grants and Capital project tracking.  Values will be established according to the conversion of active awards and other non-Grant projects.

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values

Security:

• ZD GL Central Config Inquiry
• ZD GL Local Config Inquiry
• ZZ GL Local Configuration

Menu: DESIGN_CHARTFIELDS
Component: PROJECT
Page: PROJECT_GL
Action: A/UD/C

You often have common transactions in which you must enter the same combination of ChartField values repeatedly. By creating shortcut keys called Speed Types for these frequently used combinations of ChartFields, you can greatly increase data entry efficiency and reduce errors.

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > SpeedTypes

Security:

• ZD GL Central Config Inquiry
• ZD GL Local Config Inquiry
• ZZ GL Local Configuration
• ZZ General Ledger Reports

Menu: DESIGN_CHARTFIELDS
Component: SPEEDTYPE
Page: SPEEDTYPE
Action: A/UD

Setup and Perform Allocations. Depending on its complexity, you can define an allocation by one or more process steps. Multiple steps represent a step-down allocation. These steps together form a process group, with each allocation identified by a unique group ID.

Each allocation step represents a discrete stage in the PeopleSoft Allocations process, which means that the process updates the ledger balances or creates journals at the end of the step.

Determination that no additional configuration needed at this time.  No viable allocation samples provided by FirstLink colleges.  Will set an allocation when colleges need to establish one.

Navigation: NavBar > Navigator > Allocations > Define and Perform Allocations > Define Allocation Step

Security:  ZZ General Ledger Allocations
Menu: PERFORM_ALLOCATIONS
Component: ALLOCATIONS
Page: ALLOC_CALC_OPTN
Action: A/UD/DA/C

Setup and Perform Allocations. You can define multiple allocation steps for step-down allocations across ChartFields. The target for each step can become the next step's pool or basis. You define an allocation group for these steps and then process the allocation on the group. If a step in the sequence fails, the Continue option determines if processing continues for the next step.

The allocation group is effective-dated, allowing you to track the historical basis of the financial data that results from allocation processing.

Determination that no additional configuration needed at this time.  No viable allocation samples provided by FirstLink colleges.  Will set an allocation when colleges need to establish one.

Navigation: NavBar > Navigator > Allocations > Define and Perform Allocations > Define Allocation Group

Security: ZZ General Ledger Allocations and ZZ General Ledger Reports
Menu: PERFORM_ALLOCATIONS
Component: ALLOC_GROUP
Page: ALLOC_GROUP
Action: A/UD/DA/C

Closing rules define how General Ledger calculates retained earnings and carries forward balances to the new year. The PeopleSoft system provides flexibility in the determination of how retained earnings are calculated

Navigation: NavBar > Navigator > General Ledger > Close Ledgers > Closing Rules

Security: ZZ General Ledger Period End
Menu: MAINTAIN_LEDGERS
Component: CLOSE_DEFN
Page: CLOSE_DEFN1
Action: A/UD/DA/C

Create Trees

Navigation: NavBar > Navigator > Tree Manager > Tree Manager

Security: ZD GL Local Config Inquiry
Menu: TREEMANAGER
Component: PSTREEMGR
Page: PSTREEMGR
Action: A/C

Set up average daily balance definitions to calculate averages.

Navigation: NavBar > Navigator > General Ledger > Average Daily Balance > ADB Definition

Security: ZZ General Ledger Reports
Menu: MAINTAIN_LEDGERS
Component: ADB_DEFN
Page: ADB_DEFN
Action: A/UD