1. University of Missouri
PeopleSoft ChartFields
Overview

2. 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

3. 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

4. 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.

5. 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

6. Standard ChartFields Budget Period Business Unit Fund DeptID
Project/Grant
Program
Account
Class
Statistics Code

7. Standard ChartFields (cont’d)
Not all ChartFields are required for every transaction
Every revenue/expense transaction minimally requires:
Business Unit
Fund
DeptID
Account

8. Chart of Accounts

9. ChartField Design Fiscal Year Campus Ledger Account Sub Code FRS
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 K
BP BU FUND DEPTID PROJECT PROGRAM ACCOUNT CLASS
KCITY K KE
FRS
PeopleSoft

10. 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: Budget for FY 2000, 0 - Project/Grant budgets, 00M01 - monthly budgets

11. 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

12. Business Unit (cont’d)

13. 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

14. Fund (cont’d)

15. Fund (cont’d)

16. Fund (cont’d)

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

18. 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.

19. DeptID (cont’d) Examples:
C C are all of the DeptIDs in Campus Dining
C Blair Oasis
C Hitt Street Market
C C are all of the DeptID’s in the Career Planning and Placement Center
C CPPC Conference
C Career Plan Placement Center 5300

20. DeptID (cont’d)

21. 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

22. Project

23. 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:
R UMR Aerospace Engineering Scholarship
S UMSL O.M. Scott Loan
K UMKC Alumni Association

24. Program

25. Program (cont’d)

26. Account
Contains values equivalent to FRS subcodes and account controls in much greater detail

27. 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)

28. 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

29. Predefined Classes

30. 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 and class EM001 would contain Employee 001’s in-state business travel

31. 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

32. 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

33. Revenue/Expense Transactions

34. Revenue/Expense Transactions (cont’d)

35. Asset/Liability Transactions

36. 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.

37. ChartField Edits

38. 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

39. SpeedType

40. 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

42. 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

44. Questions?
Contact your campus accounting department.

45. Need to contact ASP? E-mail: ASPTraining@umsystem.edu
Voice Mail: (573)
Campus Mail: 1805 East Walnut, Columbia
FAX: (573)
On the Web: