University of Missouri

PeopleSoft ChartFields

Overview

General Ledger

• Official record of University’s budgeting and financial transactions

• Includes budget and revenue/expense transactions, encumbrances, assets, liabilities and fund balances

• FRS: maintains balance sheet information in General Ledger, revenue/expense transactions in Subsidiary Ledger

• PeopleSoft: maintains all in single ledger

ChartFields

• Used to classify accounting information in PeopleSoft

• Nine ChartFields allow for reporting transaction details

• Multiple ChartFields allow finer level of detail for reporting purposes

How Does This NewStructure Affect You?

• If you process, reconcile, review, or analyze financial data, you need to be familiar with ChartFields and how your FRS accounts and subcodes map to the new ChartFields.

• Certain ChartFields are required on every transaction.

FRS/ChartfieldCrosswalk

• Translation program to convert accounting information in FRS to PeopleSoft General Ledger

• Initially all accounting information will be entered into FRS and converted into PeopleSoft ChartFields

• Eventually all accounting information will be created in PeopleSoft

StandardChartfields

• Budget Period

• Business Unit

• Fund

• DeptID

• Project/Grant

• Program

• Account

• Class

• Statistics Code

StandardChartFields (cont’d)

• Not all ChartFields are required for every transaction

• Every revenue/expense transaction minimally requires:– Business Unit– Fund– DeptID– Account

Chart of Accounts

ChartField Design

Fiscal Year Campus Ledger Account Sub Code X X X X X X X X X X X X X X X

BP BU FUND DEPTID PROJECT PROGRAM ACCOUNT CLASS

FRS

PeopleSoft

Fiscal Year Campus Ledger Account Sub Code 2 0 0 0 K 3 4 8 3 0 0 3 8 0 0

BP BU FUND DEPTID PROJECT PROGRAM ACCOUNT CLASS

2 0 0 0 KCITY 0445 K0909081 KE000032 724700

FRS

PeopleSoft

Budget Period

• Required field when entering budget entries

• One numeric character when using a project/grant budget

• Four numeric characters when using an annual budget

• Five alphanumeric characters when using a monthly budget

• Represents the range of time for which there is budget authority for expenditure

• Example: 2000 - Budget for FY 2000, 0 - Project/Grant budgets, 00M01 - monthly budgets

Business Unit

• Required field

• Represents a campus or a separate reporting entity related to the Hospitals and Clinics or within the System administration

• Alpha designation is also used in following ChartFields: DeptID, Project, and Program

Business Unit (cont’d)

Fund

• Required field• Used to classify resources according to uses and/or

regulations, restrictions or limitations on the uses in compliance with the financial reporting requirements of GASB and NACUBO

• Includes separate funds for unrestricted operations, auxiliaries, major service operations, enterprise-like activities, restricted and unrestricted plant operations, endowments, loans, letters of credits, retirement and agency operations

Fund (cont’d)

Fund (cont’d)

Fund (cont’d)

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DeptID

• Alpha designation of Business Unit is first character• Required only when recording revenues and expenses• Cost center• Examples:

– C0705001-C0705999 are all of the DeptIDs in Campus Dining

• C0705004 Blair Oasis• C0705008 Hitt Street Market

– C0710001-C0710999 are all of the DeptID’s in the Career Planning and Placement Center

• C0710011 CPPC Conference• C0710015 Career Plan Placement Center 5300

DeptID

Project

• Alpha designation of Business Unit is first character• Type of project is second character • Required for certain projects• Used for activities that are temporary in duration and

for which revenues and expenditures may be accumulated over more than one fiscal year

• Must have defined start and end dates that may not correspond to a fiscal year

Project

*L denotes campus indicator/Business Unit

Program• Alpha designation of Business Unit is first character

– except for programs affecting multiple campuses which use an X as the first character to indicate cross-campus program

• Required for activities to be captured for System-wide, campus-wide, or interdepartmental purposes

• Used if programs require a cash balance and full balance sheet• Examples:

– R0003 - UMR Aerospace Engineering Scholarship

– S6012 - UMSL O.M. Scott Loan

– K7007 - UMKC Alumni Association

Program

Program (cont’d)

Account

• Contains values equivalent to FRS subcodes and account controls in much greater detail

Class

• Optional field, but individual divisions or departments may mandate its use

• Two types of values:– Predefined with general descriptions applicable

System-wide

– Defined by departments with specific descriptions

Predefined Classes

Class (cont’d)

• Temporary FRS Class numbers use last two digits of FRS variable subcode

• Example:– Subcode 5119 will show FRS19 in Class

• Used with Account to provide detailed information at division/department level

• Example transaction:– Account number 721100 and class EM001 would

contain Employee 001’s in-state business travel

Statistics Code

• Optional field• Used to record statistical information for

analytical and non-financial reporting• No equivalent field in FRS• Examples:

– SFT, Square Feet– PTD, Patient Days– FTE, Full Time Equivalent

RecordingTransactions

• To record a transaction in FRS, a combination of FRS account plus subcode must be used

• To record a transaction in PeopleSoft, a combination of ChartField values must be used

• DeptID is a required ChartField only when recording revenues and expenses

Revenue/ExpenseTransactions

Revenue/ExpenseTransactions (cont’d)

Asset/LiabilityTransactions

*L denotes campus indicator/Business Unit

ChartFieldCombination Rules

• PeopleSoft tests validity of each keyed ChartField entry

• When a combination edit rule has been established, an invalid combination of ChartFields will cause a transaction to reject and have an unposted status until corrected.

ChartField Edits

*L denotes campus indicator/Business Unit U denotes specific Business Unit: University-Wide Resources

SpeedType

• 10-character field representing a combination of ChartField values

• Can be combination of letters or numbers• First character “J”, designating SpeedType• Remaining characters allow operators to define

own SpeedType numbers/letters• Simplifies entry of ChartFields when same set

of values are commonly used together

SpeedType

Trees

• Organize ChartField values for setting up security, for editing, and for reporting

• Are effective-dated to specify new organizations, reporting relationships, or organizational structures in advance, and to take effect on an as-of date

• May have past, present, or future effective dates in order to report on current or historic data

Level 1 2 3 4 5 6

A tree is a name of a hierarchy or reporting structure in PeopleSoft.

A node summarizes a group of ChartField values or other nodes that logically belong together for reportingpurposes.

A leaf defines a Detail Value attached to a node. It can be an individual ChartField value or a range ofChartField values. All detail values must roll up to a node.

ControlledBudget Ledgers

• Organization Budget– Will track or control spending at DeptID level for expenditures– Similar to revised budget for Ledgers 2, 3 and 4 fiscal year accounts

in FRS

• Revenue Estimate– Will track and store actual revenues against estimates– Similar to revised budget for Ledger 1 fiscal year accounts in FRS

and any other revenue subcodes

• Project/Grant Budget– Will track or control expenditures specifically for a project or grant– Has specific beginning and ending dates– Similar to project-to-date account in FRS

Questions?

• Contact your campus accounting department.

Need to contact ASP?

• E-mail:ASPTraining@umsystem.edu

• Voice Mail: (573) 884-2707

• Campus Mail: 1805 East Walnut, Columbia

• FAX: (573) 884-3070

• On the Web: http://asp.umsystem.edu