Quarter and Year End Close
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- Abel Jacobs
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1 Table of Contents This Job Aid covers the Quarter and Year End Close processes in the upgraded ONEPeralta system. Quarter and Year End Close Page Log on to ONEPeralta 2 Open Next Period 5 Perform Subledger to General Ledger Reconciliation 9 Perform Reconciliation by System Source 13 General Ledger Reconciliation Inquiry 18 Execute, Run, and Undo Year End Close Process 23 Review and Update Open Periods 34 Run Balance Sheet, Income Statement, Trial Balance Reports 37 1
2 Log on to ONEPeralta Sign in All ONEPeralta Users 1. Enter into your browser > one.peralta.edu 2. Enter > Peralta User ID and Password 3. Click > Sign In 2 3 Note Due to periodic system improvements and your evolving role within the system, the screenshots in this training may be different from what you will see when you log in to ONEPeralta.
3 Log on to ONEPeralta (cont d) Turn on VPN All ONEPeralta Users If you are having trouble logging into to ONEPeralta, you may need to connect to Peralta s Virtual Private Network (VPN) before you are able to log in to ONEPeralta. Follow the steps below to connect to VPN, then try logging in again. Turn on VPN using one of two methods: 1. Desktop (recommended method) a. Open > FortiClient b. Select > Remote Access c. Enter > Peralta Username and Password 1b 1c
4 Log on to ONEPeralta (cont d) Turn on VPN All ONEPeralta Users 2. Web / Browser a. Enter into your browser > b. Enter > Peralta Username and Password 2b 4
5 Open Next Period Every quarter, a new period will be opened to allow users to book transactions in the new period. When a new period is open, the previous period is closed. Users will not be able to book transactions to closed accounting periods. 1. Click > NavBar icon > Navigator 2. Click > Setup Financials/Supply Chain > Business Unit Related > General Ledger > Open Periods > Open Period Mass Update 1 2
6 Open Next Period 3. Select > PeopleSoft Product > Calendar > Unit > Ledger Group by clicking the icons 4. Click > Search 3 4 6
7 Open Next Period 5. Click > Select for desired open period(s) 6. Enter (Required) > From Year > From Period > To Year > To Period 7. Enter (Optional) > Def Adj Year > Def Adj Period 8. Click > Apply 9. Click > Save
8 Open Next Period 10. Select > Applicable box next to Migrate Selected to Subsystems 11. Click > Migrate 12. Click > Save Note that AP and AM are the only modules currently implemented at Peralta 12 8
9 Perform Subledger to General Ledger Reconciliation General Ledger staff will perform subledger reconciliation at the end of every quarter to identify discrepancies between the subledger (AP) and GL. 1. Click > NavBar icon > Navigator 2. Click > General Ledger > GL Subsystem Reconciliation > Load Reconciliation Data 1 2
10 Perform Subledger to General Ledger Reconciliation 3. Click > Add a New Value 4. Enter > Run Control ID 5. Click > Add 6. Enter > Description 7. Enter > Process Frequency: Always > Request Type 8. Enter > Fiscal Year > From Period > To Period 9. Check > All Business Units > All System Source Select Request Type: Create for first time running process, or Increment for subsequent runs
11 Perform Subledger to General Ledger Reconciliation 10. Enter > Business Unit > Business Unit To > System Source(s) 11. Click > Refresh 12. Select > All Checkboxes under Include CF 13. Click > Save 14. Click > Run
12 Perform Subledger to General Ledger Reconciliation 15. Select > Load Reconciliation Data 16. Click > OK 17. Click > Process Monitor 18. Verify > Run Status: Success > Distribution Status: Posted Success Success Posted Posted 12
13 Perform Reconciliation by System Source You can also load reconciliation data by system source or by ChartFields. We will walk through the process for Reconciliation by System Source. 1. Click > NavBar icon > Navigator 2. Click > General Ledger > GL Subsystem Reconciliation > Reconciliation by System Source 1 2
14 Perform Reconciliation by System Source 3. Click > Add a New Value 4. Enter > Run Control ID 5. Click > Add Enter > Business Unit > Ledger > Fiscal Year > From Period > To Period 7. Select > Display Full Numeric Value > Summary Report boxes 8. Deselect > All Systems Sources box 9. Click > Refresh
15 Perform Reconciliation by System Source 10. Verify > ChartField Selection is listed 11. Select > All Include CF boxes 12. Click > icon in Value and To Value fields to choose the start and end values of the range
16 Perform Reconciliation by System Source 13. Click > icon next to System Source and Search for GAP 14. Click > Save 15. Click > Run 16. Click > Program Monitor
17 Perform Reconciliation by System Source 17. Verify > Run Status: Success > Distribution Status: Posted 17 17
18 General Ledger Reconciliation Inquiry After loading the AP and GL data into tables, running the inquiry will show you any discrepancies between the subledger (AP) and GL. 1. Click > NavBar icon > Navigator 2. Click > General Ledger > GL Subsystem Reconciliation > GL Reconciliation Inquiry 1 2
19 General Ledger Reconciliation Inquiry 3. Click > Add a New Value 4. Do Not Edit User ID 5. Enter > Inquiry Name 6. Click > Add
20 General Ledger Reconciliation Inquiry 7. Enter > a) Description b) GL Business Unit c) Ledger Group d) Ledger e) Fiscal Year f) From Period g) To Period h) As of Date 8. Select (Required) > ChartField from dropdown menu 9. Select (Optional) > ChartField Value From > ChartField Value To > ChartField Value Set 10. Click > Save 11. Click > Search
21 General Ledger Reconciliation Inquiry 12. Review > Reconciliation Overview 13. Click > Details icon 14. Click > Return to Inquiry
22 General Ledger Reconciliation Inquiry 15. Click > Return to Criteria 15 22
23 Execute, Run, and Undo Year End Close Process Only a few General Ledger users will have access to perform Year End Close tasks 1. Click > NavBar icon > Navigator 2. Click > General Ledger > Close Ledgers > Request Ledger Close 1 2 3
24 Execute, Run, and Undo Year End Close Process 3. Click > Add a New Value 4. Enter > Run Control ID 5. Click > Add
25 Execute, Run, and Undo Year End Close Process 6. Select > Process Frequency 7. Select > Close Request Type: Close 8. Select > Business Unit for Prompting 9. Select > Closing Group 10. Select > Check Only, Do Not Process Check this option only if review is required for Year End Close
26 Execute, Run, and Undo Year End Close Process 11. Enter > Fiscal Year 12. Select > Ledger Group > Ledger 13. Select > Closing Date > As of Date (Optional) > Close Date: June Click > Selected Detail Values 15. Select > Business Unit 16. Click > Save
27 Execute, Run, and Undo Year End Close Process 17. Click > Run 18. Select > Process box 19. Click > OK 20. Click > Process Monitor
28 Execute, Run, and Undo Year End Close Process 21. Click > Refresh 22. Note > Process Instance ID and Process Name 23. Verify > Run Status: Success > Distribution Status: Posted
29 Execute, Run, and Undo Year End Close Process 24. Click > NavBar > Navigator 25. Click > General Ledger > Close Ledgers > Request Ledger Close If you find a need to adjust balances or enter additional journals in the fiscal year that you are closing, you will need to undo the Year End Close, make adjustments, and run the Year End Close process again. Follow the steps below to undo the Year End Close process
30 Execute, Run, and Undo Year End Close Process 26. Click > Find an Existing Value 27. Enter > Run Control ID used in the Year End Close Process 28. Click > Search 29. Select > Correct Run Control ID from the list
31 Execute, Run, and Undo Year End Close Process 30. Select > Process Frequency 31. Select > Undo for Close Request Type 32. Select > PCCD1 for Business Unit for Prompting 33. Select > Closing Group 34. Enter > Fiscal Year 35. Enter > ACTUALS for Ledger Group and Ledger 36. Enter > 06/30/20YY for As of Date 37. Click > Selected Detail Values 38. Enter > PCCD1 for Business Unit 39. Click > Save
32 Execute, Run, and Undo Year End Close Process 40. Click > Run 41. Select > Process box 42. Click > OK 43. Click > Process Monitor
33 Execute, Run, and Undo Year End Close Process 44. Click > Refresh 45. Note > Process Instance ID > Process Name 46. Verify > Run Status: Success > Distribution Status: Posted
34 Review and Update Open Periods Open periods can be reviewed and updated by a limited number of users. 1. Click > NavBar icon > Navigator 2. Click > Setup Financials/Supply Chain > Business Unit Related > General Ledger > Open Periods > Open Period Mass Update 1 2
35 Review and Update Open Periods 3. Enter > PeopleSoft Product > Calendar > Unit > Ledger > Group 4. Enter > Search 5. Click > Select box for desired open period(s) 6. Enter (Required) > From Year > From Period > To Year > To Period 7. Enter (Optional) > Def Adj Year > Def Adj Period 8. Click > Apply 9. Click > Save
36 Review and Update Open Periods 10. Select > Applicable modules next to Migrate Selected to Subsystems 11. Click > Migrate 12. Click > Save Note that AP and AM are the only modules currently implemented at Peralta 12 36
37 Run Balance Sheet, Income Statement, Trial Balance Reports Follow these steps to run General Ledger reports in ONEPeralta. Trial Balance Report 1. Click > NavBar icon > Navigator 2. Click > PCCD Custom Pages> PCC Reports > GL Reports > Budget Vs. Actual Report 1 2
38 Run Balance Sheet, Income Statement, Trial Balance Reports 3. Click > Trial Balance by Fund Report from GL Reports in Navigator 4. Click > Add a New Value 5. Enter > Run Control ID 6. Click > Add 7. Complete > Fields Marked with * In Fund Code Selection, you can choose to run either By Tree Name/Tree Node (consolidated list), or by Range of Values (specified range) 38
39 Run Balance Sheet, Income Statement, Trial Balance Reports 8. Click > Run 9. Select > Trial Balance by Fund Report 10. Click > OK 11. Click > Process Monitor 12. Verify > Run Status: Success > Distribution Status: Posted 13. Click > Back to Trial Balance by Fund Report
40 Run Balance Sheet, Income Statement, Trial Balance Reports 14. Click > Report Manager 15. Click > Administration 16. Download > Trial Balance by Tree (select either.pdf or.xlsx)
41 Run Balance Sheet, Income Statement, Trial Balance Reports Income Statement Report 1. Click > Income Statement by Fund Report from GL Reports in Navigator 2. Click > Add a New Value 3. Enter > Run Control ID 4. Click > Add 5. Enter > Fields marked with * In Fund Code Selection, you can choose to run either By Tree Name/Tree Node (consolidated list), or by Range of Values (specified range) 41
42 Run Balance Sheet, Income Statement, Trial Balance Reports 6. Click > Run 7. Select > Income Statement by Fund Report 8. Click > OK 9. Click > Process Monitor 10. Verify > Run Status: Success > Distribution Status: Posted 11. Click > Back to Income Statement by Fund Report
43 Run Balance Sheet, Income Statement, Trial Balance Reports 12.Click > Report Manager 13.Click > Administration 14.Download > Income Statement by Tree (either.pdf or.xlsx)
44 Run Balance Sheet, Income Statement, Trial Balance Reports Balance Sheet Report 1. Click > Balance Sheet by Fund Report 2. Click > Add a New Value 3. Enter > Run Control ID 4. Click > Add 5. Enter > Fields marked with * In Fund Code Selection, you can choose to run either By Tree Name/Tree Node (consolidated list), or by Range of Values (specified range) 44
45 Run Balance Sheet, Income Statement, Trial Balance Reports 6. Click > Run 7. Select > Balance Sheet by Fund Report 8. Click > OK 9. Click > Process Monitor 10. Verify > Run Status: Success > Distribution Status: Posted Monitor 11. Click > Back to Balance Sheet by Fund Report
46 Run Balance Sheet, Income Statement, Trial Balance Reports 12. Click > Report Manager 13. Click > Administration 14. Download > Balance Sheet by Tree (.pdf or.xlsx)
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