Combination Edit Maintenance is done on an ad hoc basis, whenever new ChartFields are added or new Combo Edits are needed.
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1 Contents Combination Edit Maintenance Overview... 1 Process Detail... 2 I. Define Combination Edit Template... 2 II. Link Combination Template to Ledger Template... 3 III. Set up a Combination Definition... 4 IV. Define Combination Edit Rules... 5 V. Define Combination Edit Groups... 8 VI. Tie Edit Groups to a Business Unit & Ledger... 9 VII. Run the Build Combination Edit Process VIII. Review Valid Combinations Combination Edit Maintenance Overview SFS allows you to define rules about which ChartField value combinations are allowable for accounting entries that are posted to the GL or subsystems. Any entries created in the various modules of SFS are required to go through an edit process to verify that the combination of ChartFields is valid. Each time an individual ChartField value is entered, the system immediately checks to see if it is valid. However, the validity of the combination of ChartFields is not checked until the edit process is run. This process compares the ChartFields on the entry to the ChartField combination table and identifies invalid combinations that need to be corrected before posting. Process Frequency Dependencies Assumptions Responsible Parties Alternate Scenarios Combination Edit Maintenance is done on an ad hoc basis, whenever new ChartFields are added or new Combo Edits are needed. None None The institutions and UWSA SFS Operations team are jointly responsible for Combo Edit maintenance. None SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 1 of 14
2 Process Detail I. Define Combination Edit Template PeopleSoft delivers several templates for its applications that define the record names, field names, and line status values to be used in combination editing. You do not need to change the delivered templates for the various PeopleSoft applications or create new templates unless you customize your system. In the General Ledger, we will be using the PeopleSoft delivered template below. Note the Line Error Log is set to the TSE_JLNE_FLD record. Navigation: Set Up Financials/Supply Chain > Common Definition > Design ChartFields > Combination Editing > ChartField Editing Template 1. Click: Search SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 2 of 14
3 2. Select JOURNALS Template 3. Review ChartField Combination Editing Template screen. II. Link Combination Template to Ledger Template For PeopleSoft applications that use the combination editing process, you must link the Combination Edit template for the application to a Ledger Template on the Ledger Template - Fields Definition page (see below). The Journal Edit process uses the specified Combination Edit template for ChartField validation during journal editing. Navigation: General Ledger > Ledgers > Templates 1. Select: Find an Existing Value 2. Click: Search SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 3 of 14
4 3. Select a Ledger Template 4. Review Ledger Template information. III. Set up a Combination Definition Decide what combination of codes you want to edit and list those ChartFields on this panel. Keep in mind that the more rules you implement, the more time will be required to run the edit process as well as maintain the rules. It is recommended to limit your combinations to two or three ChartFields for potential performance reasons. The following definition shows an edit that controls which Funds and Program Codes can be used with each Department code. This Combination Definition is called the ORGEDIT. Note that the Department is the anchor ChartField. The anchor ChartField drives the combination rule that you define in the next step. Navigation: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Combination Editing > Combination Definition SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 4 of 14
5 1. Enter SetID: UW*** 2. Click: Search 3. Select a Combination Definition 4. Review ChartField Combination Editing Definition screen. 5. Click: Save if you made any changes. IV. Define Combination Edit Rules Navigation: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Combination Editing > Combination Rule SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 5 of 14
6 1. Select: Find an Existing Value 2. Enter SetID: UW*** 3. Click: Search 4. Select a Combination Definition 5. Enter Description 6. Enter Long Description 7. Enter Effective Date From and Effective Date To. This determines the time frame the rule is valid. 8. Check Value Required boxes if the rule does not have to specify values or tree nodes. SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 6 of 14
7 9. Select: Chartfield Combinations 10. Review this page. The top portion of this panel identifies the Anchor ChartField and its value(s). The bottom portion identifies valid values of the other ChartFields in this combination edit rule. SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 7 of 14
8 Values can be listed in detail or you can refer to a tree node. If you select the tree node, you will need to complete the Tree Information also, including the name of the tree and the level. Note carefully which fields the various scroll bars control. 11. Click: Save if you made any changes. V. Define Combination Edit Groups Combination Rules can be linked together into a Combination Group. Then, SFS General Ledger applies these rules collectively as a group during the Edit process. Note that within one group, all combination rules must have the same combination definition. Navigation: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Combination Editing > Combination Group 1. Select: Find an Existing Value 2. Enter SetID: UW*** 3. Click: Search 4. Select a Process Group SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 8 of 14
9 5. Review Description. 6. Review Long Description. 7. Review Combination Definition 8. Review Combo Editing Option: Combo Date Table 9. Review User Defined checkbox. This would be turned on if you have a pre-populated combination data table that you want to edit against instead of the Combination Rules. 10. Review Anchor Value Not in Rules. Anchor Values Not in Rules would be turned on if you want to limit the validation of journal lines to those that contain the Anchor ChartField values defined in your rule. 11. Review Combination Group Defines. This field indicates whether the rule is meant to identify Valid or Invalid combinations. 12. Review Combination Rule. 13. Click: Save if any changes were made. VI. Tie Edit Groups to a Business Unit & Ledger Navigation: Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers for a Unit SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 9 of 14
10 1. Click: Journal Edit Options. Use this page to designate which combination rules apply to specific transactions. Do this by selecting one or more Combination Edit Groups (in the bottom part of page). 2. Make sure to click the View All link in the ChartField Combo Edit box. SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 10 of 14
11 3. Click the plus sign to add an additional Process Group. If you don t want to use Combination Editing, you can turn it off by not entering Combination Editing Groups in the Process Group field on this page. If no Combination Editing Groups are attached to this field, the system does not apply any Combination Editing rules. 4. Click Save if any changes were made. VII. Run the Build Combination Edit Process This process will be scheduled to run nightly by UW System Administration. Institutions should only run this process if a change in the rule or tree used in the combination edit process is made and entries would be affected by the change before the nightly process is run by UW System Administration. Use this process to update combination edit tables for new and invalid combinations. Things that could cause your ChartField Combinations to become invalid and require you to update them include: Inactivating a ChartField on a date that is within the effective date range of that combination. Changing a ChartField Combination Rule to exclude ChartField values that were valid before the change. Changing the tree used in a Combination Rule so that the resulting valid values are now different. Using the same anchor values twice within a combination group. SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 11 of 14
12 Navigation: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Combination Editing > Build Combination Data 1. Select an existing Run Control ID or Click Add a new value and enter a new Run Control ID. 2. Enter the As of Date, which determines the date at which the Combo Edit Build process will use to build the list of valid combinations. It also updates the As of Date field for all rows listed in the Process Request Parameters section. 3. Select Process Frequency: Always 4. Select Business Unit: UW*** 5. Enter or search Ledger Group. 6. Select Build Option: Build Data Table. 7. Enter As of Date, unless there are multiple rows, then Click Update to set the As of Date for all rows, based on the As of Date entered in step 2 above. 8. Leave the Use Wildcard in Combination and Use Active Values Only boxes unchecked. a. Selecting the Use Active Values Only option means that the Combo Edit build process considers your ChartField combination invalid even if the ChartField values you use are active at the date of the transaction. It is possible to use this option to reduce the COMBO_DATA_TBL size. However, you should not select this option if you need to edit transactions earlier than the inactive date. 9. Click the plush sign if you would like to add more process request parameters. 10. Click Save SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 12 of 14
13 VIII. Review Valid Combinations Navigation: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Combination Editing > Review Combination Data 1. Enter SetID 2. Enter Group 3. If desired, enter other criteria for Rule, Account, Fund, Department, Program, Class, or Project. a. Tip: Use % as a wildcard to query ranges of values. 4. Click Search to display your requested data in the lower portion of the panel. SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 13 of 14
14 Revision History Author Version Date Description of Change Brendan McHugh 1.0 3/20/2013 Initial Draft Susan Kincanon /23/2013 Review, edit, format and ready for publishing Brendan McHugh /24/2013 Review and approve Susan Kincanon /24/2013 Finalize and publish to website Linda Diring /18/2018 Updated for 9.2 Upgrade SFS_GL.3.03_Combo_Edit_Maintenance.docx Page 14 of 14
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