Combo_Edit_Journals

PeopleSoft Financials Combo Edit Journals

Topic

Running the Combo Edit Process

Reviewing Results of the Combo Edit

Combo Edit Error Codes

Running the Combo Edit Process

In order to keep fund groups in balance and ensure that certain financial activities are recorded properly, a number of restrictions have been placed on the use of chartfield combinations. For example, when processing revenue and expense transactions, the fund code has a direct relationship to the organization code (cost center). For all revenue and expense account codes (5xxxx - 8xxxx), the following fund code relationship applies:

If the organization code begins with G, then fund must be 10;
If the organization code begins with R, then fund must be 20;
If the organization code begins with E, then fund must be 30;
If the organization code begins with L, then fund must be 40;
If the organization code begins with P, then fund must be 50;
If the organization code begins with H, then fund must be 60. After a journal entry has been entered and saved in PeopleSoft, the user has the option to run this custom edit program and check errors immediately. If the user does not elect to run this edit, the edit will be run during the overnight general ledger batch process.

To initiate the Georgetown combo edit process, perform the following steps.

From the START menu, select Process Financial Information > Process Journals > Process > Combo Edit Journal > Update/Display ** > OK

** Note: the first time the user runs combo edit journal, select ADD rather than Update/Display and enter the run control ID – COMBO_EDIT_JOURNAL.

From the list box, highlight and select the run control COMBO_EDIT_JOURNAL

Enter the appropriate edit criteria.

In this panel, the user enters the criteria for defining the range of journals to be edited. The edit options include:

A single journal ID
A range of journal IDs
A single journal date
A range of journal dates
An entire journal source code
A range of journal source codes
Combinations of a – f.

Note: the user may only edit journals with source codes for which the user has add/update access. For example, if the user is permitted to add journals with a source code of LAW, the user will be permitted to edit journals with a source code of LAW. However, if the user is only permitted to view journals with a source code of GAB, then the user will not be permitted to edit journals with a source code of GAB.

Select the RUN icon (stoplight) to review the process scheduler set up.

Verify the process scheduler set up.

Select OK to initiate the edit process.

Open the Process Monitor

In addition, a task bar button should appear at the bottom of your windows’ screen with an SQRW in it. This button indicates that a report is running. By selecting printer as the output destination, an edit log will be printed that summarizes the journals that have been edited and errors found.

Review the log report and return to the journal update panels to correct any errors.

*See the sample log report in the section that follows for reference.
*See the table of error codes and error messages in the last section for reference.

The PeopleSoft edit process runs overnight along with the budget check process, post process and other batch journal processes. Review the journal status again the next day to verify the journal has passed the PeopleSoft edit, budget check and post processes. If the journal cannot be found in the journal entry update display box, then the journal has most likely posted. Search for the journal within Process Journals under the Inquire menu to find posted journals.

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Reviewing Results of the Combo Edit

The output of the combo edit process is an SQR report, ID = GLPCOMBO, that is sent to your local printer. The report provides the selection criteria of journals edited. Journals are edited individually, by ranges, by dates, by source codes, or a combination of these parameters. The report shows the total number of journals reviewed, total number of journals edited, those that may not have been edited, the total number of errors, and the individual lines in error with messages. Review the sample report below for details.

Example of On-Line Combo Edit Report

                                                                                          Georgetown University
Report ID: GLPCOMBO                                       GU COMBO-EDIT PROCESSING                                                  Page No. 1
                                                                                               Run Date 06/30/99
                                                                                               Run Time 16:49:17

Error Description Journal ID Journal Date Line# Error Fields

Parm Selections:
From jrnl id : F000001866 From date : 01-JUN-1999 From source :
To jrnl id : To date : 30-JUN-1999 To Source :

Invalid organization : F000001866 16-JUN-1999 11 GX1270001*

Total voucher edited = 1
Total voucher not edited = 0
Total record edited = 30
Total error records = 1

NOTES:
a. 1 journal, F000001866, was edited.
b. 30 records were edited within this 1 journal.
c. Line 11 had a combo error.
d. Error description - invalid organization.
e. Error code " * " - invalid organization (see error code table for complete listing of codes and messages)

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Combo Edit Error Codes

The table below defines the Georgetown specific edit rules and the error message (code) to look for in the journal voucher. When correcting a journal error, be sure to make the appropriate correction and remove (delete) the error code.

GU Journal Voucher Error Code Table

Rule #	Edit Error Description	Error Code	Error Code Position	Error Correction
1	Invalid Account Inactive Account	* I	Account Field / sixth position	Change account to a valid / active account number.
2	Invalid Fund Inactive Fund	* I	Fund Field / third position	Change fund to a valid / active fund.
3	Invalid Org (cost center) Inactive Org	* I	Org Field / tenth position	Change org to a valid / active org.
4	Invalid Budget Year Inactive Budget Year	* I	Budget Year Field/ fourth position	Change budget year to a valid / active budget year.
5	Budget only Account ending in " 00 "	B	Account Field / sixth position	Change account to appropriate account that does not end in "00".
6	If account has an account type equal to R or E, (5_ _ _ _, 7_ _ _ _ or 8_ _ _ _): and org = G_ _ _ _ _ _ _ _ , then Fund must = 10. and org = R_ _ _ _ _ _ _ _ , then Fund must = 20. and org = E_ _ _ _ _ _ _ _ , then Fund must = 30. and org = L_ _ _ _ _ _ _ _ , then Fund must = 40. and org = P_ _ _ _ _ _ _ _ , then Fund must = 50. and org = H_ _ _ _ _ _ _ _ , then Fund must = 60.	G	Fund Field / third position	Change fund to the correct fund based on the mapping table in the error description field.
7	All accounts between 00001 – 49999 will be restricted to a fund except for 01211, 20101 and 20301. Accounts 01211, 20101 and 20301 are used in the procurement modules to record payments, AP voucher transactions and PO encumbrance transactions. See the GL_ACCOUNT_TBL for fund restrictions. Accounts 01211, 20101, 20301 and 5_ _ _ _ – 8_ _ _ _ will have a value of blank in the fund restriction field (Example: If account = 01101, then Fund must equal 10).	F	Fund Field / third position	Change fund to the correct fund. Inquire on account number under Design Chartfields / Use / Account to find the fund restriction for the account used in the journal. Or see the account table located on the FINAFF web site.
8	Revenue, expense and transfer accounts may not be used to record asset and liability activity. If an account has an account type equal to Revenue or Expense, (i.e., account begins with 5, 7, or 8), then Org cannot equal GT, GY, GP, RY, EY, LY, PY, or HY.	Y	Account Field / sixth position	Change account to an asset or liability account based on entry; OR change ORG to an ORG that is permitted to incur revenues and expenses if appropriate based on entry & clear error code from account field.
9	Certain Org groups should not engage in the transfer of funds due to their use or purpose. If account is equal to 89_ _ _, then Org cannot equal GA, GS, RX, PC, PJ, HC, or HJ.	T	Account Field / sixth position	Change account to an appropriate expense account based on entry; OR change Org to an Org that is permitted to accept transfers if appropriate and clear error code from account field.
10	Expenses should not be recorded against Org that holds the principal investment of an endowment. If account is equal to 7_ _ _ _, then Org cannot equal EA, EB, EC, ED, EE, EF, EG, EH, EJ, EK, EL, EM, EN, EO, EP, EQ, ER, ES, EU, EV, or EW.	E	Account Field / sixth position	Change Org to an Org that is permitted to incur expenses such as the endowment income center (begins with R) for this Org and clear error code out of account field.
11	It is important to provide controls that will keep the recording of payroll activity consistent with the payroll system’s activity. If account is equal to 700_ _ - 704_ _ , then the SALARY_FLAG on ORG_TBL must equal " Y " and journal header source code must be equal to HRS or PYO.	S	Account Field / sixth position	Delete journal lines and notify user to submit entry on payroll journal voucher; OR change account to an appropriate expense other than a salary account (salary credit account may be used).
12	If account is 01403, then JRNL_LN_REF field is required and validated against GT_PTCASH_TBL	R	Journal Line Reference Field / tenth position	Change reference number to a valid reference number; OR enter a valid reference number if field is blank. Inquire on appropriate reference table for valid values (ex. Petty cash) or contact GAO for valid value.
13	Verify that Journal Header includes a valid Source Code and Reference Code combination. GT_REF_TBL has been added to PeopleSoft to maintain the valid source/reference code combinations that may be used in Journal Header. Check the journal header source and reference values against the GT_REF_TBL to verify if the combination is valid.	1	Journal Header Reference Field / third position	Change journal header reference number to a reference that is valid for use with the source code used. See reference drop down list if available. Inquire Source/Ref table under Design Chartfields / Use Source/Ref, or contact GAO for assistance.
14	Interfund accounts 07100 – 07299 may be used with source code BBF only. These are system generated interfund balancing entries.	Z	Account Field / sixth position	Change the account code to an appropriate account for the transaction. Or delete the transaction if the user is attempting to manually enter an interfund balancing entry.
15	If Org equal to RX, then 51201, 51202 and 51211 are the only valid revenue accounts that may be used.	P	Account Field / sixth position	RX revenue transactions are usually system generated. Verify if journal is appropriate. If not, delete transaction. If it is appropriate, change the account code to one of the appropriate RX revenue accounts.
16	If Org equals PC or HC, then account must be between 77000 and 77999 or must equal 78435 or 78436.	C	Account Field / sixth position	Change to an appropriate account using criteria in error description field.
17	When initiating a transfer, a transfer account code (89_ _ _) should be used on both the debit and credit sides of the transaction. This edit rule requiring that 89_ _ _ be included on both the debit and credit sides of a transaction will be checked on all journals that are run through the GLS8114.SQR program. Also, the GU excel templates for processing cash receipts and cash disbursements will contain edits to prevent the use of accounts 89_ _ _ in these transactions.	X	Account Field Both debit & credit / sixth position	Enter a valid transfer account for both the debit journal line and credit journal line and clear error codes if necessary.
18	If Account is an Open Item Advance account such as 02206, 02208…, JRNL_LINE_REF must be a SSN. Check to see if it is 9 numeric digits.	R	Account Field / sixth position	Enter a valid SSN for the person receiving the advance in the line Reference field and clear the R in the Account field.
19	Invalid Sub-Class		"Sub-Class not in Approp_Key_Tbl"	Change Sub-Class to valid value or delete if not appropriate.

Should the combo edit process report show any errors found in the table above, the journal lines in error will require correction. See the GL instructions for Correcting Journals for details on how to make corrections to a journal.

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