university of missouri
DESCRIPTION
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 - PowerPoint PPT PresentationTRANSCRIPT
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
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
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
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
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
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
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
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
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
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
Need to contact ASP?
• E-mail:[email protected]
• Voice Mail: (573) 884-2707
• Campus Mail: 1805 East Walnut, Columbia
• FAX: (573) 884-3070
• On the Web: http://asp.umsystem.edu