PeopleSoft v.9.0 Chart of Account
Overview
November 10, 2010
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Agenda
PeopleSoft Fundamentals• SetIDs• Business Units• Chart of Accounts Basics
Ledger Groups and LedgersOverview of ChartFields
• Delivered ChartFields• ChartFields used by FIU• Comparison with Other Universities• Combo Edits
Trees
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Agenda Cont’d
Putting it All Together (Retrieving Data & Reporting)• nVision
• Scopes• Layouts• Reports Used at FIU
• Queries• Tables to Know
• On-Line Inquiries• ChartField Value Sets
• Delivered Reports
SpeedTypes
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SetIDs (up to 5 characters) An identification code that represents a set of control table
information (a list of valid values such as Vendors or Accounts) A TableSet is a group of tables (records) necessary to define
the structure and processing options SetIDs can be shared amongst Business Units (e.g. Accounts
are same for all BUs) Required for handling Budget processing rules and all
configuration setup Security can be enforced by SetID Field Length – 5 FIU has 10 SetIDs
SetIDs
FIU’s SetIDs:
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Business Unit (up to 5 characters) At FIU, BU defines separate Autonomous Legal entities Required for handling Budget processing rules Financial rules (e.g. closing) and governs transactions
All transactions such as TARs, Requisitions, Expense reports
Security can be enforced by Business Unit Field Length – 5 FIU has 6 General Ledger BUs
BUs FIU02-6 Support the mission of FIU
Business Units
FIU’s General Ledger BUs:
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• ChartFields are the components (fields) that make up the chart of accounts and provide it with an overall structure. o Examples are Account, Department, Project/Grant ID.
• ChartFields provide a common language for classifying business transactions and may represent different information for Finance users.
• ChartFields provide additional reporting categories to monitor the university’s funds that are received and spent.
• ChartFields provide the building blocks for:• Budgeting Transactions • Actual Transactions
• Transactions are posted to Ledgers
Chart of Accounts Basics
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• A ledger consists of posted balances that represents a set of books for a business unit.
• Ledgers store the posted net activity for a set of ChartField values by accounting period and by fiscal year.
• Ledgers are maintained primarily through journal entries, and can store actual, budget, forecast, statistical, or other types of data at many levels.
Ledgers
FIU’s Ledger Usage:
Ledger Type Ledger Record/Table DescriptionActual GL LEDGER Actual
TransactionsBudget LEDGER_KK Commitment
ControlBudgetPreparation
LEDGER_BUDG Used for new budget preparation
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Ledgers Cont’d• FIU’s Ledgers
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Business Unit Transactions
BUs, SetIDs and Ledgers
General Ledger BUs: FIU01FIU04
SetIDs Set of data like
Vendors or Accounts that can be shared amongst BUs
SetID: FIU01
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Ledgers Cont’dCommitment Control Ledger Relationship• CC_DEP_BUD is attached to Budget• CC_DEP_PRE is attached to Pre-Encumbrance (from
Requisitions)• CC_DEP_ENC is attached to Encumbrance (from Salary
Encumbrance, POs and Travel Authorizations) • CC_DEP_EXP is attached to Expense (from all other
modules such as AP and interfaces such as Pinnacle)
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Ledger is a table of unique chartfield combinations• The Ledger contains $ amounts by the period and fiscal year
for each Business Unit and Ledger
Ledger in PeopleSoft
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The Ledger Table has all the potential ChartFields, but only the ChartFields that are configured are populated:
Ledger in PeopleSoft – Cont’d
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The Budget Ledgers are stored in LEDGER_KK
Commitment Control Ledger (Budget) – Cont’d
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The impact of budget checking for a Department• Department 110120601 impact on LEDGER_KK
• Posts to CC_DEP_EXP, CC_DTL_EXP, CC_PRD_EXP in the appropriate Account Pool or Account (for Detail)
Commitment Control Ledger (Budget) – Cont’d
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The impact of budget checking• Department 202050000, Project impact on LEDGER_KK
• Posts to CC_PG_EXP, CC_DTL_EXP, CC_PRP_EXP in the appropriate Account Pool or Account (for Detail)
Commitment Control Ledger (Budget) – Cont’d
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Name ChartField (Length) Description
Account ACCOUNT (10)Classifies the nature of a transaction. This field is required. Use it for corporate accounts.
Alternate Account ALTACCT (10)Classifies the nature of a transaction for regulatory authorities. Use it for statutory accounting.
Operating Unit OPERATING_UNIT (8)
Can be used to indicate a location, such as a distribution warehouse or a sales center. Can be used for designating schools or other entities that are to be balanced.
Fund Code FUND_CODE (5) The primary structural units of Education and Government accounting.
Department DEPTID (10)Tracks information according to a divisional breakdown of the organization. Can be used to indicate who is responsible for or affected by a transaction.
Program Code PROGRAM_CODE (5)
Tracks revenue and expenditures for programs within or across the organization. Can be used to identify groups of related activities, cost centers, revenue centers, responsibility centers and academic programs.
Class Field CLASS_FLD (5) Can be used to identify specific appropriations.
Budget Reference BUDGET_REF (8)Use to identify unique budgets, when individual budgets share budget keys and overlapping budget periods.
Product PRODUCT (6)Captures additional information useful for profitability and cash flow analysis by product sold or manufactured.
ChartField 1 CHARTFIELD1 (10)Generic expansion ChartField is delivered Inactive. It can be configured for use, hidden, or deleted
ChartField 2 CHARTFIELD2 (10) See aboveChartField 3 CHARTFIELD3 (10) See aboveScenario BD_SCENARIO (10) Identifies different budget iterations that use different assumptions.
Book Code BOOK_CODE (4)
Identifies subsets of ledger rows to segregate and maintain in the same ledger various accounting, recording and reporting requirements for transactions in different accounting environments. (Primarily for multinational entities)
Adjustment Type GL_ADJUST_TYPE (4)Use to define Adjustment Types associated with varying accounting treatments of prior period adjustments.
Statistics Code STATISTICS_TBL Use to define statistical data such as number of units.
Delivered ChartFields – Non-Project
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Name ChartField (Length) Description
PC Business Unit (project costing business unit) BUSINESS_UNIT_PC (5)
Subset to organize project activity independently of the constraints of the standard accounting procedures for the financial posting and reporting.
Project ID/Grant PROJECT_ID (15)
Captures additional information useful for grant and project accounting.
The Project ChartField does not have effective dating.
Activity ACTIVITY_ID (15)
Activities are the specific tasks that make up a project. You create activities on the Project Activities page or the Activity Details page.
Source Type RESOURCE_TYPE (5)
Source types identify the purpose or origin of a transaction. For example, you might create a source type of Labor to track total labor costs in a project.
CategoryRESOURCE_CATEGORY (5)
Categories further define source types. Although defining categories and subcategories is optional, using them provides greater flexibility and granularity for tracking and analyzing costs.
Subcategory RESOURCE_SUB_CAT (5) Subcategories further define categories.
Resource Analysis Type ANALYSIS_TYPE (3)Typically derived programmatically (not considered a ChartField)
Delivered ChartFields – Projects and Grants
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Name ChartField (Length) Description
Affiliate AFFILIATE (5)Used to map transactions between Business units when using a single interunit account.
Fund Affiliate AFFILIATE_INTRA1 (10)Use to correlate transactions between Funds when using a single intraunit account.
Operating Unit Affiliate AFFILIATE_INTRA2 (10)Use to correlate transactions between Operating Units when using a single intraunit account.
Delivered ChartFields-Inter/IntraUnit Accounting
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PROJECT
ChartField Configuration Options
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Budgetary Only is reserved for budget accounts used for controlled budget journals only
Choose an Account Type – Asset, Liability, Equity, Revenue, Expense Control Designation – Can be used only by modules or other processing
− Should be used for sub-module accounts such as AP Account Commitment control override (this account value always passes budget
checking without regard to the control option. For example, payroll account values could always pass budget checking.)
ChartField Options – Account
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Statistical Account is reserved to track non-monetary information Must use a Unit of Measure The account will be available for balance forward Usually used in allocations
ChartField Options – Account Cont’d
Examples:- FTE- Credit Hours
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Statistical Account Usage In a journal, statistical account is populated on a one-sided basis Must use a Unit of Measure Used in allocations
ChartField Options – Account Cont’d
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Statistics Code (up to 3 Characters) This Chartfield is reserved to track non-monetary information in
addition to monetary information It is another ChartField (unlike Statistics Account that is an account
value) and must be included in the configuration and on the same journal line as monetary amount for the ChartField combination and Account
Must use a Unit of Measure
ChartField Options – Statistics Code
Examples:- FTE- SQF
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Overview of Current ChartfieldsAccount
• Represent object or nature of transaction event (i.e. Assets, Liabilities, Fund\Equity, Revenues & Expenses)
Alternate Account• Represents State standard GL Code (Accounts are mapped\grouped into Alt
Accounts)Department Id
• Represents a Cost CenterFund Code
• Represents Funding SourceProgram Code
• Aka PCS Code required for State reporting & financial statements through ICOFA
Class Code• Represents Campus (University Park, Biscayne Bay, etc.)
Project Id• Used for reporting financial activities across fiscal years (grants \ construction)
Budget Reference• Represents appropriation year (currently only used by construction)
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ChartFields Used by Other Universities
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Combo Edits• Combo Edits are used to restrict combinations of accounts and funds.• Non-SpeedType Combo Edits are used in combination with Budgets
that are created on valid “SpeedTypes”
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T
27
Transactions in Current System
Different Department Needed For Each Fund Program Department Combination
Transactions New PeopleSoft ChartFields
Only 1 Department Needed With Different Funds and Other ChartFields
All Programs
123400
123450
234560
All Accounts
456780
515016
517014
BusinessUnit
Account Class FundDepartment PCBU/Project/Activit
y
210
211
060
All Funds
331
491
657
10234560
51387000
71090990
All Projects
1
2
All
3
4
All
10000000
10102000
All Departments
90000040
90000030
FIU01
FIU02
FIU03
FIU04
Program
20102011where
applicable
Budget Reference
00
01
02
03
All
21
31
46
52
61
Dept Descr Fund ProgramClass
131000104 INSTITUTIONAL MEMBERSHIPS 210 61 1
131000790 UNIV EVENTS (CASH BASIS) 461 52 1
100100601 FIU at Fifty Goals Conference 331 91 1
100200101 OFF OF INSPECTOR GENERAL 210 61 1
100200790 OIG CONCESSION 461 52 1
100300106GEN'L COUNSEL OUTSIDE LEGAL SE 210 61 1
123600123 SUM A RSRVE 210 11 1
123600104 ACAD AFF TEACHING&ADVISING A 210 22 1
122000101 ACAD AFF 210 46 1
123600136 ASUSA MAJOR PROJ 210 46 1
102500102 COMMENCEMENT 210 46 1
Former Dept Descr Fund Program Class Dept Project Budref131000104 INSTITUTIONAL MEMBERSHIPS 210 61 1 100001000131000790 UNIV EVENTS (CASH BASIS) 461 52 1 100001000100100601 FIU at Fifty Goals Conference 331 91 1 100100000100200101 OFF OF INSPECTOR GENERAL 210 61 1 100200000100200790 OIG CONCESSION 461 52 1 100200000100300106 GEN'L COUNSEL OUTSIDE LEGAL SE 210 61 1 100300000123600123 SUM A RSRVE 210 11 1 122000000
123600104ACAD AFF TEACHING&ADVISING A
210 22 1 122000000122000101 ACAD AFF 210 46 1 122000000123600136 ASUSA MAJOR PROJ 210 46 1 122000000102500102 COMMENCEMENT 210 46 1 122000000
Amount1,585,536.19
3,160.00
-16,508.43
10,275,260.40
234.60
8,665,312.43
1,589,252.40
2,893,845.99
87,951.00
70.80
137,669.41
Current Transactions at FIU
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Trees• Translation Trees determine how Budget Checking identifies the
correct budgets for a transaction that is submitted for budget checking.• Reporting Trees group like details for reporting purposes• Security Trees are used to define security and workflow hierarchies
Translation TreeSummary Levels
Detail
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Trees Cont’d• Translation Trees determine how Budget Checking identifies the
correct budgets for a transaction that is submitted for budget checking.• Reporting Trees group like details for reporting purposes• Security Trees are used to define security and workflow hierarchies
Department Reporting Tree
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The nVision reporting tool • Provides real-time financial reporting capability.• Extracts requested financial data from PeopleSoft • Places it into an Excel spreadsheet where it can easily be
reviewed and manipulated.
Putting it All Together (Retrieving Data & Reporting)
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nVision ElementsThe various elements of nVision reporting are identified and discussed below
Microsoft Excel • Microsoft Excel is the backbone of nVision reporting. nVision facilitates the retrieval of
information from PeopleSoft database into a Microsoft Excel spreadsheet. The Ledger Tables • Layouts retrieve data from a ledger. This could be actual, budget or forecast ledger. The
ledger tables have five major data components:• Business Unit• Ledger• Chartfields (Account, Department and Project, Program, Fund, Site)• Period and Year• Net Posted Amount
• Actual transactions and Budget transactions are stored on two separate tables. Actuals data is on a table called LEDGER and Budget data is on a table called LEDGER_KK.
Time spans• Time spans control the number of data periods extracted from the ledger table and
summarized. Trees• Trees are used to create hierarchical structures that visually represent a set of summarization
rules for a particular field. The summarization rules depicted in a tree apply to the detail values of a particular field – departments, vendors, customers or other values you define.
Reporting – nVision
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Layout• The layout is a Matrix or a Tabular Excel spreadsheet
Reporting – nVision Cont’d
The Cols come from Ledgers and use Time SpansThe Rows come from ChartFields
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Tables to Know
Reporting – Queries
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Budget OverviewUsing ChartField Value Sets
Reporting – On-Line Inquiries
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Budget OverviewResults for many “Activity” Departments rolled into one inquiry based on the
CF Value sets
Reporting – On-Line Inquiries
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Trial BalanceDelivered SQR
Reporting – Delivered Reports
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Trial BalanceDelivered SQR Results
Reporting – Delivered Reports
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SpeedTypesSpeedTypes (up to the 10 characters)
• SpeedType is a shortcut key to allow users to enter the same combination of ChartField values repeatedly.
• These frequently used combinations of ChartFields, you can greatly increase journal entry efficiency and reduce errors.
• The SpeedType key can be any combination of numbers/characters to designate the combination of ChartFields
• FIU currently links SpeedType number to the department or projects
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SpeedTypes Cont’dExamples of SpeedType Usage
Analysis of ChartField Values• With fewer Departments, tree maintenance will be reduced
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Appendices
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SetIDs (up to 5 characters)SetID Mappings
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Delivered ChartField Explanation
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Account (up to 10 Characters) Represents object or nature of transaction event;
identifies a unique Asset, Liability, Fund Equity, Revenue or Expense (via Account Type)
The Account ChartField and its corresponding attributes provide the necessary information for University system-wide and management reporting.
FIU uses 6 characters
ChartField Options – Account Required
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Examples:– Cash on Hand– Athletic Fee– Freight Budget
Pool
ChartField Options – Account Cont’d
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Alternate Account (up to 10 Characters) Alternate account is intended to fulfill a journal line statutory, or
local, reporting requirement. Classifies the nature of a transaction for regulatory authorities. Use it for statutory accounting.
For FIU, represents State standard GL Codes (Accounts are mapped/grouped into Alt Accounts)
FIU uses 5 characters
ChartField Options – Alt Account Optional
Example:– 71100
Other Operating Exp
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ChartField Options – Operating Unit OptionalOperating Unit (up to 8 characters) The Operating Unit ChartField represents a rollup of organization
structures that requires a balanced financial statement and has to track the “due from” transfers in the Operating Unit Affiliate.
FIU does not use Operating Unit
Examples:
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Fund Code (up to 5 characters) Can be used for balancing journals and is the lowest level
at which PeopleSoft as delivered can generate a balanced Trial Balance and can track the ‘due from’ in the Fund Affiliate.
At a minimum, Fund is used for the following purposes:– Closing rules– Separate out budget rules– Activities that require a trial balance
FIU uses 3 characters
ChartField Options – Fund Code Required (HE)
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ChartField Options – Fund Code Cont’d
Examples:
Fund is used for the following purposes:– Closing rules (Could combine 210 and 211)– Separate out budget rules (451 vs 331)
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Department ChartField (up to 10 characters) The Department ChartField represents the detailed
breakdown of University organization structures. Combined with other ChartField values, it forms the
basis for budgets that track expenditures and revenues at the appropriate management level
Integrates with HR and SF organizational entities Attributes for BOG and Financial Reporting are tied to
the Department ChartField FIU uses 6 characters
ChartField Options – Department Required
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ChartField Options – Department Cont’d
The Department ChartField represents the detailed breakdown of University organization structures.
For reporting purposes, trees can group departments for analysis
Examples:
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Budget Reference (up to 8 characters) Primarily designed to enable unique identification of multi-
year overlapping budgets. FIU uses 4 digits to represent the year of appropriation for
construction projects
ChartField Options – Budget Reference Optional
Examples:
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Program Code (up to 6 characters) This ChartField is used to define a set of ongoing general activities for
which financial activity needs to be tracked. A Program, unlike a Project, does not have a strict start and end date. It is
typically an ongoing effort. This ChartField is used to track those activities deemed to be necessary to
managing a unit based on reporting needs and/or university policy.
ChartField Options – Program Code Optional
Examples:
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Class Code (up to 5 characters) Classification FIU uses 1 character to define Campus FIU has 5 values
ChartField Options – Class Code Optional
Examples:
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Product Code (up to 6 characters) This ChartField is used to define a set of ongoing products
for which financial activity needs to be tracked based on specific departmental requirements.
Generally not used by Higher Ed unless relabeled
ChartField Options – Product Code Optional
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ChartFields 1, 2 and 3 (up to 10 characters) These ChartFields could be used for any purpose that
has not been captured in other ChartFields Currently FIU uses these ChartFields to obtain additional
information from the interfaces (specifically for HR_ACCTG_LN)
Example– Can define the combination – 123456789– Represents dept a, fund 1 and class x
ChartField Options – ChartFields 1-3 Optional
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ChartField Options – AffiliatesAffiliate/Balancing• Provides due to/from information in Affiliate Chartfield
• Business Unit Required • Operating Unit Optional• Fund Code Optional
• FIU uses Business Unit Affiliate and Fund Affiliate
Example:
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ChartField Options – AttributesAttributes• Provide additional information associated directly with a
ChartField• Attributes are used for State and other Agency Reporting• Can’t be used directly in nVision reporting except through
customization• Attributes are set for each ChartField; they do not change in a
transaction
Example:
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Project Costing ChartFields
PS v9.0 ChartField Comments
Capital Projects(Project ID)
There are 5 chartfields available with Projects. (Can use Project ID, PCBU, and Activity ID for simple projects).
Project Costing Business Unit (PCBU)
Required if Project Chartfield is used. An operational subset of an organization. Specific projects within a Project costing Business Unit can be assigned to specific General Ledger Business Units.
Activity ID
Required if Project Chartfield is used.In PeopleSoft Project Costing, this allows a breakdown of a project structure. For capital projects, this might be phases like planning, design, & construction, or components like architect, general contractor, and netcom.
Source Type Source type is pre-defined in PC, and generated upon entry from the source system. Types include labor, materials, or contract.
Category Categories of expenditures/revenues (redundant as this can be captured in Budget Categories)
Sub-Category Further breakdown of Category
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Project Costing ChartFields
Project (15 Characters)• Project has defined start and end dates (not
annual)• More detail can be collected to evaluate and bill
projects
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Summary - ChartField Descriptions
Business Unit
(5 characters)Structural
organization of “FIU” reporting
All T
rans
actio
ns
Dept ID(6 characters)
Detailed level to group resources,
employees, or academic
programs for effective mgmt of financial, human,
and academic resources
Fund(3 characters)Broad restrictions
or reporting requirements
imposed on the funds. Drives
where the budget is loaded
Program(2
characters)Functional
classification of expenses
Account(6
characters)Type of activity that generated this income -asset, liability, fund equity,
expenditure, or revenue account
Each financial transaction will include a code for each of these ChartFields.
Class(1 character)
Campus
Alternate Account (5 characters)Mapping for
State Reporting
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Summary - ChartField Descriptions
Project Costing Business Unit
(5 characters)Identifies type of Project:
Sponsored, CIP, Non-Sponsored
Exam
ple
of
New
C
hart
Fiel
ds
Req
uire
d fo
r Pr
ojec
ts O
nly Project
(9 characters)Identifies sponsored
projects and select non-sponsored activities.
Activity(3 characters)
Activity ChartField is assigned to each Project
Optional Codes may be used for further tracking.
Program of Study(? characters)
Additional ChartField used to capture financial information for a specific activity, e.g.,
graduate medicine
Summary - ChartField DescriptionsBusiness
Unit(5 characters)
Structural organization of “FIU” reporting
All T
rans
actio
ns
Dept ID(6 characters)
Detailed level to group resources,
employees, or academic
programs for effective mgmt of financial, human,
and academic resources
Fund(3 characters)Broad restrictions
or reporting requirements
imposed on the funds. Drives
where the budget is loaded
Program(2
characters)Functional
classification of expenses
Account/Alt Account
(6/5 characters)Type of activity that
generated this income - asset,
liability, fund equity, expenditure, or
revenue account
Class(1
character)Campus
Other (FLEX)(? characters)
Additional ChartField used to capture financial information for a specific activity, e.g.,
Dalai Lama
Budget Reference
(4 characters)Appropriation Year
for Construction
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nVision VariablesnVision variables are categorized as Report, Date and Time, and Scope.Report variables • Provide information about the current nVision report such as the report
name, title, layout name, operator id, etc.Date and time variables • Provide information about the date of the report, the Tree, the fiscal
year, accounting period, etc.Scope Variables • Provide information related to the scope definition used in the nVision
report such as the scope field value or description (i.e., department id or name)
Reporting – Additional nVision Information
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Time SpansThe Time span controls the number of data periods extracted from the ledger table and summarized. Typical Time spans provided with PeopleSoft General Ledger include:• PER Retrieves only activity for the period selected.• YTD Includes year-to-date amounts for the items selected. • BAL Retrieves life-to-date amounts (balance forward amounts) for balance sheet
accounts.
Time spans are often expressed relative to the current period, so that they automatically adapt the content of a report to the As of Date specified when the report is executed.
Reporting – Additional nVision Information
The Time Span works off the “As of Date”
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Scope• The scope feature allows you to create multiple instances of a report
using a single report request
Reporting – Additional nVision Information
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Scope• A scope can be on one ChartField and one value as well as many
ChartFields and many values• A scope can be built on single values or tree nodes• This a single value scope:
Reporting – Additional nVision Information
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Scope• This scope includes
department and fund tree
• This scope can be copied to another and change the fund node to OTHER_UNRESTRIC_FUND
Reporting – Additional nVision Information