peoplesoft v.9.0 chart of account overviewfinance.fiu.edu/coa/docs/cofa_overview_11_ 9_10.pdf ·...

$: PeopleSoft v.9.0 Chart of Account Overviewfinance.fiu.edu/coa/Docs/CofA_Overview_11_ 9_10.pdf · PeopleSoft v.9.0 Chart of Account Overview November 10, 2010 \ Page 2 Agenda PeopleSoft$
PeopleSoft v.9.0 Chart of Account

Overview

November 10, 2010

Presenter

Presentation Notes

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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

Presenter

Presentation Notes

Some topics will be for specific groups and not others

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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:

Presenter

Presentation Notes

Business Unit: A business unit is an organizational entity which maintains its own transaction data. Transaction Tables: Transaction tables store data about day-to-day business activities. Transaction tables in PeopleSoft are keyed in by Business Unit. SetID- An identification code that represents a set of control table information or TableSets. A TableSet is a group of tables (records) necessary to define your company’s structure and processing options.

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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:

Presenter

Presentation Notes


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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

Presenter

Presentation Notes

FIU01 uses Commitment Control and FIU02-06 use Standard Budgets

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Ledgers Cont’d• FIU’s Ledgers

Presenter

Presentation Notes

When you budget check the transactions, the CC ledgers are updated The ACTUALS ledgers are only updated when the journals are posted

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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

Presenter

Presentation Notes


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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)


Presenter

Presentation Notes

Sub-Modules have the detail that is required for more detailed analysis.

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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)


Presenter

Presentation Notes

Show budget to actual from CC_PG The detail is only in CC_DTL for encumbrances and pre-encumbrances

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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

Presenter

Presentation Notes

Book Code is an account attribute and a balancing ChartField. You can activate book code on the Installation Options - Overall page. If you activate the book code, you must specify a book code for each account value. The Allow Book Code Override option that is set on the Account page determines whether this book code can be overridden on the transaction line. Generally accepted accounting principles often vary from country to country and by jurisdiction. Organizations must record and report their operations according to local accounting requirements as well as by corporate rules, which are often dictated by another national jurisdiction and might require that other accounting principles be applied. For example, local rules might require that you keep your local books open for a longer period than do the corporate rules and perhaps prior period adjustments are handled differently. In conjunction with ledger code and the adjustment type ChartField, book codes address transactions in common book codes between GAAPs requiring different open close periods. Book code is also used with the balance sheet indicator attribute to ensure that proper balancing is maintained for on and off balance sheet entries. PeopleSoft also provides the ability to maintain separate ledgers for separate accounting rules, to record transactions under varying statutory rules using alternate account and to use MultiBook with its automatic synchronization capabilities. However, by using book codes you can simultaneously generate sets of entries to record related transactions according to multiple generally accepted accounting principals (GAAPs) for the same business unit in the same ledger. For example, where local and corporate accounting principles are not compatible you define a local (L) and a corporate (C) book code. For those situations where requirements are alike, you define a code for both (B). Using these book codes as attributes, attach them to accounts. This results in groups of accounts in which you can simultaneously record related transactions under local, corporate, or both rules. You can choose to associate a single book code with one account value. Using this method a unique account value must be created for the number of unique book code instances. For example, book code C would be associated with account 500001, book code L with account 500002, and book code B with account 500003 to record related amounts in the same ledger but effectively in different books. When you choose this method, book code appears as a read-only field on the journal entry page when you enter the account and the book code cannot be modified at time of journal entry. PeopleSoft provides the Allow Book Code Override option that enables you to choose different book code and account combinations at the time of journal entry. You can then associate any of your book codes with the account value to record related amounts in the same ledger. For example, book codes C, L or B can be associated with account 500001. The chief advantage of this method is that fewer account values are required. The book codes you can associate with an account are available from a drop down list at the time of journal entry. Adjustment type is delivered as a balancing ChartField. It is used in conjunction with ledger code and book code to facilitate recording of transactions for organizations having multiple accounting rule environments. If you choose to update open periods by ledger code, you must specify an adjustment type value for the ledger code having its period closed earlier than other ledger codes. By doing this, when the system encounter transactions in a book code common to multiple GAAPs, yet belonging to a ledger code that is already closed; it can generate adjustments specifically to the adjustment type associated with the ledger code and effectively move the transaction to the open period.

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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

Presenter

Presentation Notes

Resource Analysis Type Resource Analysis Type is displayed between the Activity and Source Type ChartFields on the Journal Line page. The value of this field is typically derived programmatically based on the transaction and is not available for input on most transaction entry pages. However, an exception to this is Journal Entry where this field be available for input. Consequently, this field is added to the Journal Entry line page between the Activity and Source Type ChartFields.

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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

Presenter

Presentation Notes

Finance V9.0 enables clients to configure the ChartFields with their own names This is a system-wide configuration

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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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Presentation Notes

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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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Presentation Notes

Select to track statistical data such as square footage or head count. Statistical accounts are used to capture statistical amounts only, not monetary amounts. The system automatically makes available (and selects by default) the Balance Forward check box. You can override this default by clearing the check box for accounts that you do not want to carry forward, such as statistical accounts associated with revenue and expenses. Could post credit hours and allocate revenues on the basis of 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


Presenter

Presentation Notes

Note: 0 debits and credits and valid status (had to create a stat alt account also)

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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

Presenter

Presentation Notes

You can track a variety of non-monetary amounts with statistics. Statistics codes are used to maintain statistical amounts to facilitate financial analysis and reporting. If you plan to use statistics codes, you must also establish units of measure. Unit of Measure Select a default unit of measure in which the system is to store statistical amounts that you enter. If you enter an amount on a journal line in a unit of measure that differs from this default, the system automatically converts it to the one that you specify here if you have defined a conversion factor on the Units of Measure page.

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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

Presenter

Presentation Notes

Most of these Universities use the same CFs as FIU does

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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

Presenter

Presentation Notes

Microsoft Excel Microsoft Excel is the backbone of nVision reporting. PS/nVision enables you to retrieve information from your PeopleSoft database into a Microsoft Excel spreadsheet. PS/nVision doesn’t just work with spreadsheets, it works within them. You access PS/nVision features from a special nVision menu within Microsoft Excel. Reports produced within nVision have all the functionality and flexibility of an Excel spreadsheet. The Ledger Tables Matrix layouts retrieve data from a ledger. This could be your actual, budget or forecast ledger, or any other ledger for which data is stored within the General Ledger module. 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 Ledgers store the posted net activity for a set of ChartField values by accounting period and fiscal year. They represent a set of financial books for each business unit. Ledger amounts are primarily updated via journal entries, and can store actual, budget, forecast, statistical, or any other type of data at any level desired. The following points about ledger tables are important to keep in mind: Net period activity (debits and credits combined) is stored for each ChartField combination to which the system has posted journal entries. Year-to-date balances are not stored but calculated at reporting time. The amount of time in an accounting period is determined by the calendar for the ledger. It could represent a week, month, quarter, or any other period of time. Multiple ledgers (such as Budget, Expenses, Encumbrances…) can be stored on a single table provided their ChartFields are the same. Ledgers can be debit/credit balanced at the ledger level or at the ChartField level (intraunit accounting). The Financials database stores Actual transactions and Budget transactions on two separate tables. Actuals data is on a table called LEDGER and Budget data is on a table called LEDGER_KK. Time spans Because the ledger tables store data as net activity for a specific year and period, a tool is needed to extract data for a specific period or a range of periods. The Time span controls the number of data periods extracted from the ledger table and summarized. PeopleSoft delivers many Time spans in the Share tableset. However, you can create additional ones if needed. See Appendix B-List of Time Spans for your school. Typical Time spans provided with PeopleSoft General Ledger include: PERRetrieves only activity for the period selected. YTDIncludes year-to-date amounts for the items selected. BAL Retrieves life-to-date amounts (balance forward amounts) for balance sheet accounts. Many Time spans are 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. Others are defined for specific or absolute time periods. Balance forward amounts and adjustments are each stored in special calendar periods; therefore, they must be retrieved specifically in Time spans. Balance forward amounts are stored in Period 0, while adjustments are stored in Period 998. 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. These detail values are summarized into nodes on the tree. The nodes may also be organized into levels to logically group nodes that represent the same type of information or level of summarization. Levels help depict relationships and hierarchies within a tree. You can define trees with or without levels, depending on your requirements and the type of information you are summarizing.

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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

Presenter

Presentation Notes

There are two types of nVision layouts; Tabular and Matrix. The difference between the two types of layouts is how they specify what data to retrieve from the database. Tabular layouts are used for detailed reporting, while matrix layouts are used for summarized reporting, which is the more common of the two report types. Tabular layouts are the simpler of the two types. They use a query defined in PeopleSoft Query to retrieve data. The columns in the report correspond to the fields returned by the query; the rows in the report correspond to the rows in the query results. Matrix layouts have data selection criteria with columns and rows defined in the spreadsheet, creating a criteria matrix. The data retrieved for an individual cell is determined by a combination of criteria for its column and its row. For PeopleSoft Financials applications, matrix layouts use a ledger for data retrieval.

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Tables to Know

Reporting – Queries

Presenter

Presentation Notes

Query development depends on knowledge of the table structure

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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

Presenter

Presentation Notes


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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


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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)


ChartField Options – Alt Account Optional

Example:– 71100

Other Operating Exp

Presenter

Presentation Notes

Non-statutory ledger reporting can best be served by using trees, summary ledgers, and PS/nVision to manipulate the account structure and fulfill corporate ledger balance reconciliation and reporting requirements. Do not use the alternate account feature for ledger-level reporting requirements that are not associated with statutory compliance. The alternate account feature increases maintenance as it requires an additional detail chart of alternate accounts.

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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


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:

Presenter

Presentation Notes

Creating Generic ChartField Attributes Generic ChartField attributes are optional features that support such things as intraunit consolidation eliminations and United States federal government requirements for reporting and payment processing. After you attach an attribute value to a ChartField value it cannot be deleted using the ChartField Attributes page. However, using the ChartField value attribute secondary page, you can delete any attribute and attribute value. Attributes share the effective dating of the ChartField values to which they are attached. The project ChartField does not have effective dating. Project ChartField attributes are automatically assigned a default effective date of 01/01/1900. Note. Create or delete attributes as required for the applicable ChartFields. However, once you attach an attribute to a ChartField value it cannot be deleted. Field Name Enter any or all of the following applicable ChartFields for which attributes functionality is available: ACCOUNT ALTACCT BUDGET_REF CLASS_FLD FUND_CODE PROGRAM_CODE DEPTID PRODUCT PROJECT_ID CHARTFIELD1 CHARTFIELD2 CHARTFIELD3 The system uses the FS_CF_TEMPLATE to determine which ChartFields are active. Applicable active ChartFields appear in the drop-down list box for this field. Attribute A user defined field in which you name the attribute. Allow Multiple Values per Attr(Allow Multiple Values per Attribute) Select this check box to allow multiple values of the same attribute to be attached to a ChartField value. If you do not select this check box, only one attribute value can be attached to a ChartField value. Note. Multiple combinations are usually associated with accounts but this option is available to all applicable ChartFields. ChartField Attribute Value This is user defined. For example, you can distinguish between single and multiple-year reporting for a fund by creating these two values for an attribute—either of which you can then attach to a fund value to make this distinction.

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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

Presenter

Presentation Notes

Microsoft Excel Microsoft Excel is the backbone of nVision reporting. PS/nVision enables you to retrieve information from your PeopleSoft database into a Microsoft Excel spreadsheet. PS/nVision doesn’t just work with spreadsheets, it works within them. You access PS/nVision features from a special nVision menu within Microsoft Excel. Reports produced within nVision have all the functionality and flexibility of an Excel spreadsheet. The Ledger Tables Matrix layouts retrieve data from a ledger. This could be your actual, budget or forecast ledger, or any other ledger for which data is stored within the General Ledger module. 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 Ledgers store the posted net activity for a set of ChartField values by accounting period and fiscal year. They represent a set of financial books for each business unit. Ledger amounts are primarily updated via journal entries, and can store actual, budget, forecast, statistical, or any other type of data at any level desired. The following points about ledger tables are important to keep in mind: Net period activity (debits and credits combined) is stored for each ChartField combination to which the system has posted journal entries. Year-to-date balances are not stored but calculated at reporting time. The amount of time in an accounting period is determined by the calendar for the ledger. It could represent a week, month, quarter, or any other period of time. Multiple ledgers (such as Budget, Expenses, Encumbrances…) can be stored on a single table provided their ChartFields are the same. Ledgers can be debit/credit balanced at the ledger level or at the ChartField level (intraunit accounting). The Financials database stores Actual transactions and Budget transactions on two separate tables. Actuals data is on a table called LEDGER and Budget data is on a table called LEDGER_KK. Time spans Because the ledger tables store data as net activity for a specific year and period, a tool is needed to extract data for a specific period or a range of periods. The Time span controls the number of data periods extracted from the ledger table and summarized. PeopleSoft delivers many Time spans in the Share tableset. However, you can create additional ones if needed. See Appendix B-List of Time Spans for your school. Typical Time spans provided with PeopleSoft General Ledger include: PERRetrieves only activity for the period selected. YTDIncludes year-to-date amounts for the items selected. BAL Retrieves life-to-date amounts (balance forward amounts) for balance sheet accounts. Many Time spans are 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. Others are defined for specific or absolute time periods. Balance forward amounts and adjustments are each stored in special calendar periods; therefore, they must be retrieved specifically in Time spans. Balance forward amounts are stored in Period 0, while adjustments are stored in Period 998. 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. These detail values are summarized into nodes on the tree. The nodes may also be organized into levels to logically group nodes that represent the same type of information or level of summarization. Levels help depict relationships and hierarchies within a tree. You can define trees with or without levels, depending on your requirements and the type of information you are summarizing.

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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.


The Time Span works off the “As of Date”

Presenter

Presentation Notes

Because the ledger tables store data as net activity for a specific year and period, a tool is needed to extract data for a specific period or a range of periods. The Time span controls the number of data periods extracted from the ledger table and summarized. PeopleSoft delivers many Time spans in the Share tableset. However, you can create additional ones if needed. See Appendix B-List of Time Spans for your school. Typical Time spans provided with PeopleSoft General Ledger include: PERRetrieves only activity for the period selected. YTDIncludes year-to-date amounts for the items selected. BAL Retrieves life-to-date amounts (balance forward amounts) for balance sheet accounts. Many Time spans are 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. Others are defined for specific or absolute time periods. Balance forward amounts and adjustments are each stored in special calendar periods; therefore, they must be retrieved specifically in Time spans. Balance forward amounts are stored in Period 0, while adjustments are stored in Period 998. Typical Time spans provided with PeopleSoft General Ledger include: PERRetrieves only activity for the period selected. YTDIncludes year-to-date amounts for the items selected. BAL Retrieves life-to-date amounts (balance forward amounts) for balance sheet accounts. Many Time spans are 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. Others are defined for specific or absolute time periods. Balance forward amounts and adjustments are each stored in special calendar periods; therefore, they must be retrieved specifically in Time spans. Balance forward amounts are stored in Period 0, while adjustments are stored in Period 998.

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Scope• The scope feature allows you to create multiple instances of a report

using a single report request


Presenter

Presentation Notes

Scope The scope feature allows you to create multiple instances of a report using a single report request. Each instance contains data for an individual field value such as business unit or department, or for a combination of field values, such as a tree node summarizing all revenue accounts combined with a tree node summarizing all departments for legal entity. By using a scope in a report request, you can process a report request once and nVision will automatically produce multiple reports for the specific field values. Scopes can also be used in conjunction with tree nodes to consolidate information. For instance, using a scope, you could run one report instance that would contain the consolidated total for several departments. When defining a report request, you can use the scope feature to create multiple instances of a report from a single request, as shown in the following illustration.

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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:


Presenter

Presentation Notes


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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


Presenter

Presentation Notes


peoplesoft v.9.0 chart of account overviewfinance.fiu.edu/coa/docs/cofa_overview_11_ 9_10.pdf ·...

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