Overview of Transaction Processing - Northwestern University

PeopleSoft
Grants
FMS520
Overview:
PeopleSoft delivers many integration points within the financial system to allow modules to share appropriate transactional
and demographic data. Specifically for the Grants suite of modules (Projects, Grants, Contracts, Billing, and Accounts
Receivable), transactions from source systems such as Accounts Payable, General Ledger, and Expenses are integrated
into the Projects module to allow specific grants processes, such as Facilities & Administration (F&A), Revenue
Recognition, and Billing to complete successfully. This transactional data is integrated into a table/record called
PROJ_RESOURCE, which performs as a sub ledger for Grants.
Proj_Resource contains different analysis types for expenses and billing, some examples are:
Expenses Billing Post-Billing
EXP - Expenses (travel) BIL – Bill Line UTL - Utilized
PAY - Payroll OLT – Over the limit BLD – Billed Line
ACT – Actual
GLE – General Ledger
SFA – Sponsor F&A
Each line in the Proj_Resource table is assigned an analysis type (above). When reports or processes are run, queries
pull specific analysis types, depending on the process or report. For example, running an invoice pulls all BIL lines in a
date range. BIL becomes BLD when an invoice is completed
Another important part of this process is ensuring that all transactions are in sync between source systems, the GL,
Commitment Control (KK), and PROJ_RESOURCE. This reconciliation is critical to ensure that data is being integrated
correctly for reporting and processing purposes. *Reports GM039 “KK/PC Reconciliation,” GM040 “GL to PC Recon” and
the four queries (reduced to 2) in “GM.POST.R46 - GM Subsystem Recon Queries” are designed to assist in the
reconciliation process.
*NOTE: The reports mentioned in the above paragraph were not officially named at the time or print. We will notify you of
the appropriate names in training.
Overview of Transaction Processing
7/16/2008
© 2008 Northwestern University
FMS520
1

PeopleSoft
Grants
FMS520
Transaction AP Module Proj_Resource F&A and Invoicing
Lab Tech orders
supplies from ABC Co.
ABC Co. ships supplies
ABC Co. invoices NU
AP pays the invoice
Run AP to Projects
Integration Process –
to post the expense
The expense posts as
an actual expense
transaction (ACT
analysis type) and as
either a BIL or OLT row.
Proj_Resource stores all
the transaction lines.
2
1
Run F&A Process –
look for all ACT lines
that have F&A.
Run Invoicing – look
for all BIL and OLT
lines
Overview of Transaction Processing
7/16/2008
© 2008 Northwestern University
FMS520
2