Automated Recharge Journal Process

Currently, campus recharge departments prepare and submit electronic journal entries to AdCom for processing into the campus PeopleSoft General Ledger. This document is intended to describe the process.

Start Up Steps

  1. Complete Recharge Data Collection Worksheet(RDCW) - Attachment A and send to (Susan Lin Susan.Lin@ucsf.edu ) in the Accounting Office
  2. Accounting Office will review the RDCW and contact the department to assess the departments capability to do electronic submission
  3. The Accounting Office will approve the department for electronic submission and assign a Recharge Journal ID (6xx)
  4. The Accounting Office will notify AdCom Production Services of new approved recharge submission
  5. The Department will coordinate with AdCom Production Services at prodsvcs@ itssrv1 itssrev1 .ucsf.edu . Upon completion of successful test submission, AdCom will notify the department that they are approved to submit electronic recharge journals on a monthly basis
  6. Electronic submission of recharges must be completed by no later than the third working day after the calendar month end
  7. The department is required to notify AdCom Production Services of their submission

Input Record Specifications

File Structure

PeopleSoft processes expect journal data input to be arranged in files and expects those files to be a particular structure.

PeopleSoft requires that the following two distinct records be present for each journal:

  • A single Journal Header record, followed by
  • Some number of Journal Detail records

The PeopleSoft General Ledger journals are identified by a combination of a Journal ID and a Journal Date. These values are specified in the input record for the Journal Header, but do not appear as part of the individual Journal Detail input record. Therefore, the detail records pertinent to a particular header must follow that header in the input file. Multiple journals may be submitted within a single file. Each journal must be grouped as a header record followed immediately by its respective detail records. Each journal must balance to zero or it will be rejected. Simplistically, the contents will appear as follows:

Journal 1 Header
Detail line 1
Detail line 2
……..
Detail line N

Journal 2 Header
Detail line 1
Detail line 2
……..
Detail line N

Record Structures

The detailed record layout for the Journal Header and Journal Detail records are displayed in Attachment B and Attachment C

The PeopleSoft Journal Loader Model

  1. Source Codes have been assigned by the Accounting Office for all departments. Journal lines in error are posted to suspense NCA.
  2. Input from electronic interfaces and keypunch will be processed by the PeopleSoft Journal Loader. These inputs can be processed as frequently as daily, however Recharge Submission should only be once a month. The electronic interfaces are to be sent via FTP.
  3. The Journal Loader program has a front-end editor which duplicates the PeopleSoft Edit functionality and edits for the following conditions:
       •  Valid source code
       •  Valid business unit
       •  Valid values for NCA, DPA, Fund, Fund Year and Program Code
       •  Valid NCA/DPA/Fund/Fund Year combinations
       •  Valid accounting period
       •  Journal in balance
       •  Control total match
  4. Journals without a source code or invalid source codes will be rejected.
  5. Journals with other error will be split into two journals:
      •  Lines in error will be put to a new journal whose ID will be created by inserting an “X” in the 10 th position of the original ID.
      •  Lines not in error will continue being processed as part of the original journal.
  6. All journals are loaded into PeopleSoft and run through the PeopleSoft Edit.
      •  Journals without line errors, but out of balance (which will be the case as a result of Step 5 above) will have an additional line created to put the journal in balance. The line created will have the suspense NCA determined by the Source of the journal and the Journal ID will be put in the Reference portion of the line. After4 budget checking, the entries will then post.
      •  Journals with line errors will have an additional line created to put the journal in balance. The line created will have the suspense NCA determined by the Source of the journal and the Journal ID will be put in the Reference portion of the line (this will be the original Journal ID with the “X”). The journal will remain in recycled mode and will not be posted to the General Ledger until all errors have been corrected.

Journal Numbering

Electronic Journals submitted are to use the following numbering convention:

Position (s)
Contents
1 – 2 Month of the fiscal year (01-12)
3 – 9 Unique number 6xxxppp
10 Blank (to be used for recycled journals)

Submission Process

  • Submit file to AdCom Production Services for processing by the ‘3 rd ' working day of the month. Submissions after this date will be held and processed the following month.
  • Make sure that name in your email not matches the name you put on the server.
  • Create the file as ASCII format on your PC. Name it GLI as the first 3 characters of the name followed by your unique identifier (6xxx ID) and then the .dat extension. Example: GLIyourfile.dat
  • Start an FTP session on your PC and follow the commands highlighted in “yellow” below.
  • To start an FTP session click on the Start ICON on your desktop, then in the box type CMD then hit enter.
  • Change to the directory that your is in and follow the “yellow” items below. Example: cd\data .

Established File Transmission Session – Command Prompts and Responses
Red Fields Are To Be Supplied By the User

$ ftp ntadcom01.ucsf.edu

Connected to ntadcom01.ucsf.edu

220 ntadcom01 Microsoft FTP Services (Version 4.0)

Name (ntadcom01:psoft) : sfaisftp (case sensitive Use LOWER CASE)

331 Password required to sfaisftp

Password: AISFTP01 (case sensitive Use UPPER CASE)

230 Welcome to NTADCOM01 – Authorized Access Only

230 User sfaisftp logged in

ftp> cd sfprdftp

200 PORT command successful

ftp> put GLIyourfile.dat

150 Opening ASCII mode data connection for GLIyourfile.dat

226 Transfer complete

ftp: 3800 bytes sent in 0.00 seconds 38000000.ooKbytes/sec

ftp> quit

221

$

Once the above process is complete, send an email to prodsvcs@ itssrv1 itssrev1 .ucsf.edu with GLIyourfile GLIyourname .dat in the subject field followed by a brief message stating that your file is on the server and ready to be processed.

AdCom Production Services will not process your file unless they receive your request to do so.

Once the file has been processed, AdCom Production Services will reply to your email and CC the proper offices/people that the file has been processed attaching the PDF listing for reference purposes.


Attachment B

PeopleSoft Journal Header – Input Record Definition

Field Name

Length

Column

Positions

Comments/Issues

Record Type

1

1

‘H' indicates a Journal Header Line record

Business Unit

5

2-6

Required field: constant value of ‘UCSF'

Journal ID

9

7-15

Required field: assigned by Accounting Office

Filler

1

16

Constant Space

Journal Date

8

17-24

Required field: format is MMDDYYYY

Ledger

Group

10

25-34

Input value of ‘BUDGETS' or ‘ACTUALS' (Note: If this is a recharge journal use ‘ACTUALS')

Reversal Code

1

35

Indicates whether automatic reversal should occur and, if so, on what basis. Possible values are:

•  B-Reverse at begin of next period

•  E-Reverse at end of next period

•  D-Reverse upon a user defined date

•  N-No reversal (default)

Reversal Date

8

36-43

If Reversal Code is ‘B' or ‘E' process will set this value; if Reversal Code is ‘D' input must carry a valid date; format is MMDDYYYY

Source

3

44-46

Required filed; assigned by Accounting Office (Note: Recharge Journal require 556 Source Code)

Transaction Reference Number

8

47-54

Required for recharge journals . Use the approval number assigned by the Budget Office.

Description

30

55-84

Required

Filler

32

85-116

Constant spaces


Attachment C

PeopleSoft Journal Detail Line – Input Record Definition

Field Name

Length

Column Positions

Comments/Issues

Record Type

1

1

‘L' indicates a Journal Detail Line record

Business Unit

5

2-6

Required field: constant of ‘UCSF'

Journal Line Number

6

7-12

Not required: will default to sequential numbers preceding indicating position after header

Natural Class Account

6

13-18

Required field, must be valid NCA

Fund Number

5

19-23

Blank or valid Fund (coupled to valid DPA)

Departmental Account

6

24-29

Blank or valid DPA (coupled to valid Fund)

Program Code

5

30-34

Blank or valid Program Code

Fund Year

2

35-36

Blank or '01-99' (Must be valid by Fund)

Filler

28

37-64

Constant Spaces

Transaction Monetary Amount

16

65-80

Required: format as +999999999999.99 where ‘9' represents any numeric character, ‘+' represents the appropriate sign and ‘.‘ indicates that decimal point is required

Statistic Amounts

16

81-96

Blank: constant spaces

Journal Line Reference

10

97-106

Input of Purchase Order Number, Sub-PO or Reference Number

Journal Line Description

30

107-136

Required description

Filler

37

137-173

Constant Spaces

This page last updated on: Wednesday March 29 2006