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.
Download ReportTranscript 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.
University of Missouri PeopleSoft ChartFields Overview General Ledger • Official record of University’s budgeting and financial transactions • Includes budget and revenue/expense transactions, encumbrances, assets, liabilities and fund balances • FRS: maintains balance sheet information in General Ledger, revenue/expense transactions in Subsidiary Ledger • PeopleSoft: maintains all in single ledger 2 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 3 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. 4 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 5 Standard ChartFields • • • • • Budget Period Business Unit Fund DeptID Project/Grant • • • • Program Account Class Statistics Code 6 Standard ChartFields (cont’d) • Not all ChartFields are required for every transaction • Every revenue/expense transaction minimally requires: – – – – Business Unit Fund DeptID Account 7 Chart of Accounts FRS Element PeopleSoft ChartField Fiscal Year BUDGET PERIOD (BP) Campus BUSINESS UNIT (BU) Ledger FUND Account DEPTID Account PROJECT/GRANT Account PROGRAM Subcode ACCOUNT Variable Subcode CLASS None STATISTICS CODE 8 ChartField Design FRS Fiscal Year Campus XXXX X Ledger X Account X XXXX Sub Code XXXX PeopleSoft BP FRS BU Fiscal Year Campus 2000 K FUND Ledger 3 DEPTID PROJECT PROGRAM Account 4 8 3 0 0 ACCOUNT CLASS Sub Code 3 8 0 0 PeopleSoft BP 2000 BU KCITY FUND DEPTID PROJECT PROGRAM 0445 K0909081 KE000032 ACCOUNT CLASS 724700 9 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 10 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 11 Business Unit (cont’d) Alpha Characters COLUM KCITY ROLLA STLOU UOEXT UMSYS UWIDE WORKC HOSPT HCRMC HELTH HMOCR HOTHC Business Unit Columbia Kansas City Rolla St. Louis University Outreach/Extension System Administration University-Wide Resources Working Capital University Hospital Capital Region Medical Center UMC Health System Missouri Care Hospital Other Clinics Alpha Designation C K R S E A U W H G Z M T 12 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 13 Fund (cont’d) Fund Unrestricted Funds Operations Clearing Athletics Auxiliaries Faculty/Staff Auxiliaries Student Auxiliaries Other Auxiliaries Service Operations Self-Insurance Funds Unrestricted Plant Funds Unrestricted Loan Funds Unrestricted Quasi Endowment Funds Fund Code 0000-12xx 000x-008x 009x 01xx 02xx 03xx 04xx-06xx 07xx-08xx 09xx 10xx 11xx 12xx 14 Fund (cont’d) Fund Restricted Expendable Expendable Gifts & Endowment Income State Appropriations Restricted Grants (except Letters of Credit) Letters of Credit Restricted Expendable Plant Funds Restricted Expendable Debt Fund Code 2000-24xx 2000 20xx 21xx 22xx 23xx 24xx 15 Fund (cont’d) Fund Restricted Non-Expendable True Endowment Funds Restricted Quasi Endowment Funds Life Income Unitrusts Restricted Non-Expendable Loan Funds Net Investment in Plant Retirement Agency Non-Expendable Fund Code 3000-60xx 30xx 31xx 32xx 33xx 34xx 40xx 50xx 60xx 16 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 • Signifies a cost center • An organizational unit, such as the English department, may have several DeptIDs (cost centers). • Trees are used to organize DeptIDs into campus organizational structures. 18 DeptID (cont’d) • 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 19 DeptID (cont’d) 20 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 21 Project Project Names as of 07/01/00 Missouri Alzheimer Program Research Board Construction Departmental Continuing Education Grants and Contracts University Research Council Student Organizations Project Number* LAxxxxxx LBxxxxxx LCxxxxxx LDxxxxxx LExxxxxx LGxxxxxx LRxxxxxx LSxxxxxx *L denotes campus indicator/Business Unit 22 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 23 Program PeopleSoft Program Number Range* L0000-L3999 L4000-L5999 L6000-L6999 L7000-L7999 FRS Account Code/Range* L-0-5xxxx L-4-20xxx-22xxx L-4-23xxx-26xxx L-0-4xxxx L-0-90xxx-91xxx, L-0-97xxx L8000-L8099 L8100-L8299 Description Endowments, Additional Endowment Income Accounts Expendable Gift Accounts Loans Agency Extension/College of Agriculture Capital State Appropriation *L denotes campus indicator/Business Unit 24 Program (cont’d) PeopleSoft Program Number Range* L8300-L8399 L8400-L8499 L8500-L8599 L8600-L8699 L8700-L9999 FRS Account Code/Range X8700-X9999 Description Bond Proceeds Capital Grants Capital Gifts System Facilities Plant Funds Campus Initiatives (e.g. Food for 21 st Century), Reserves, other programs not yet defined for a single campus Campus Initiatives, Reserves, other programs not yet defined that affect multiple campuses *L denotes campus indicator/Business Unit 25 Account • Contains values equivalent to FRS subcodes and account controls in much greater detail Account Assets Cash Liabilities Notes Payable (short term) Net Assets (Fund Equity) Mandatory Transfers in R&R Revenues Undergrad Fall Fees Resident Expenditures Advertising Account Number 1xxxxx 110000 2xxxxx 212000 3xxxxx 390200 4xxxxx-5xxxxx 400300 6xxxxx-9xxxxx 725100 26 Account (cont’d) • To clarify: – PeopleSoft Account = FRS Subcode – PeopleSoft Fund and DeptID = FRS Account Number – PeopleSoft Human Resources Account Code = PeopleSoft GL ChartField string • (BU + Fund + DeptID + Program + Project + Account) 27 Class • Optional field, but individual divisions or departments may mandate its use • Two types of values: – Predefined with general descriptions applicable Systemwide – Defined by departments with specific descriptions 28 Predefined Classes Class EMployee ACtivity LOcation CLinic OTher FRS Class Number EMxxx ACxxx LOxxx CLxxx OTxxx FRSxx 29 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 30 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 31 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 32 Revenue/Expense Transactions Type of Transaction General Operating General Operating Designated Auxiliary Expendable Gifts Loan Endowment Endowment Income Optional L-1-xxxxx-xxxx PeopleSoft ChartFields (Required) BU Fund DeptID Account L-2-xxxxx-xxxx BU Fund DeptID Account Class L-3-4xxxxx-xxxx BU Fund DeptID Account L-3-0xxxxx-xxxx BU Fund DeptID Account L-4-2xxxxx-xxxx BU Fund DeptID Program Account L-0-4xxxxx-xxxx BU Fund DeptID Program Account L-0-5xxxxx-xxxx BU Fund DeptID Program Account L-4-2xxxxx-xxxx BU Fund DeptID Program Account Class FRS/Subcode* Class *L denotes campus indicator/Business Unit 33 Revenue/Expense Transactions (cont’d) Type of Transaction Grants FRS/Subcode* PeopleSoft ChartFields (Required) BU Fund DeptID Project Account BU Fund DeptID Project Account Optional Unexpended Plant (unrestricted) Repair & Replace Plant (unrestricted) Unexpended Plant (restricted) Repair & Replace Plant (restricted) Agency (needing cash) Other Agency L-7-72xxx-xxxx L-7-77xxx-xxxx BU Fund DeptID Project Account Program L-7-72xxx-xxxx BU Fund DeptID Project Program Account BU Fund DeptID Program Account BU Fund DeptID Program Account BU Fund DeptID Account L-5-3xxxx-xxxx L-7-77xxx-xxxx L-9-9xxxx-xxxx L-9-9xxxx-xxxx *L denotes campus indicator/Business Unit Program Project 34 Asset/Liability Transactions Type of Transaction FRS* Assets L-0-10xxx L-0-11xxx L-0-12xxx Liabilities PeopleSoft ChartFields (Required) BU Fund Program Account BU Fund Program Account *L denotes campus indicator/Business Unit 35 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. 36 ChartField Edits Funds Requiring Program 0900 0905 0910 0915 0920 0925 0930 0935 0940 0945 0950 1100 1200-3310 3400 5000 6000-6010 Required Program Value(s)* U8716 U8718 U8705 U8710 U8707 U8706 U8703 or U8704 U8712, U8712, U8714, & U8715 U8717 U8711 U8709 L6000-L6999 L0000-L3999 L6000-L6999 U8708 L7000-L7999 *L denotes campus indicator/Business Unit U denotes specific Business Unit: University-Wide Resources 37 SpeedType • Five-character field representing a combination of ChartField values • Combination of letters and numbers • First character designates Business Unit of ChartField string • Remaining characters are sequentially numbered as established • Simplifies entry of ChartFields when same set of values are commonly used together 38 SpeedType PeopleSoft ChartFields BU Fund DeptID Program Project UMSYS 3000 A0201014 A0001 475600 COLUM 2235 C1537100 CG000099 SpeedType A5670 C1234 39 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 40 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 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 42 Questions? • Contact your campus accounting department. 44 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 45