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University of Missouri

PeopleSoft ChartFields
Overview

General Ledger
Official record of Universitys 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 New


Structure 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/Chartfield
Crosswalk
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

Standard
Chartfields

Budget Period
Business Unit
Fund
DeptID
Project/Grant

Program
Account
Class
Statistics Code

Standard
ChartFields (contd)
Not all ChartFields are required for every
transaction
Every revenue/expense transaction minimally
requires:

Business Unit
Fund
DeptID
Account

Chart of Accounts

ChartField Design
FRS
PeopleSoft

FRS
PeopleSoft

Fiscal Year Campus


XXXX
X

BP

BU

Fiscal Year Campus


2000
K

BP
2000

BU
KCITY

Ledger
X

FUND

Ledger
3

Account
X XXXX

DEPTID PROJECT PROGRAM

Account
4 8 3 0 0

FUND DEPTID PROJECT PROGRAM


0445 K0909081 KE000032

Sub Code
XXXX

ACCOUNT CLASS

Sub Code
3 8 0 0

ACCOUNT CLASS
724700

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 (contd)

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 (contd)

Fund (contd)

Fund (contd)

Relax and imagine yourself in an island paradise far, far away.

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 DeptIDs 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 (contd)

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 (contd)
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 001s 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

Recording
Transactions
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/Expense
Transactions

Revenue/Expense
Transactions (contd)

Asset/Liability
Transactions

*L denotes campus indicator/Business Unit

ChartField
Combination 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 asof date
May have past, present, or future effective dates
in order to report on current or historic data

Level

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

Controlled
Budget 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