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WELCOME!
To the Orientation Class for PeopleSoft General Ledger
UNIVERSITY OF HOUSTON
SYSTEM-WIDE
Overview of Elements of the PeopleSoft General Ledger
• TableSet, SetID and TableSet Sharing
• Ledgers
TableSet, SetID and TableSet Sharing
• TableSet refers to the series of tables that control the general ledger.
• SetID is the label that identifies the TableSet used for a Business Unit.
• TableSet Sharing allows multiple Business Units to share a common table, such as Account or Fund.
Ledgers
• Ledgers store the posted net activity for a set of ChartField values by accounting period and fiscal year.
• A ledger is a set of posted balances that represent a set of books for a Business Unit.
• Can store actuals, budgets, statistical or other types of data.
• They are primarily maintained through journal entries.
Ledgers
• The various ledger types include:
– Actuals
– Budget
– Statistical
• Detailed transactions are stored in the actuals ledger.
Chartfield Definition
• PeopleSoft General Ledger uses chartfields to identify journal entries.
• Each chartfield contains information that defines a transaction in terms of responsible party, fund source and function of entity.
PeopleSoft E&G ChartFields
• Business Unit
• Fund Code
• Department
• Program
• Project ID
• Account
• Budget Reference
• Chartfield 1
• Statistics Code
Fund Related Values
• Fund Code
• Grant Related Values– Sponsor Type– Funding Agency– CFDA Code– Sponsor ID
Organizational Related Values• Business Unit
• Department Code
Activity Related Values
• Program Code
• Project ID
Cost Center Definition
• A combination of Chartfields constitutes a cost center. It defines whose money it is, what type of money it is, and what type of activity it is being spent to support.
Cost Center Composition
• A Cost Center will include:– Business Unit– Fund Code– Department– Program– Project ID
Non-Project/GrantCost Center
Example00730-2063-H0066-A0838-NA
where….
00730 = Business Unit
2063 = Fund Code
H0066 = Department
A0838 = Program
NA=Non project/grant
Project/Grant Cost Center
Example00730-1026-H0124-B0001-G000052
where….
00730 = Business Unit
1026 = Fund Code
H0124 = Department
B0001 = Program
G000052 = Project ID
Review of ChartFields
• Business Unit
• Fund Code
• Department
• Program
• Project ID
• Account
• Budget Reference
• Chartfield 1
• Statistics Code
Understanding the Business Unit
• Organizations are divided into entities for operational or reporting purposes.
• PeopleSoft defines these entities as Business Units.
• Each UHS component is defined as a Business Unit.
UHS Business Units
• 00730 - University of Houston
• 00759 - UH Clear Lake
• 00784 - UH Downtown
• 00765 - UH Victoria
• 00783 - UH System Administration
• 00797 - UH System Consolidated
Fund Code
• Each fund is a balanced ledger.
• Funds are coded by source or type of monies they represent.
• A four digit numeric code.
• First digit defines the fund group.
UHS Fund Codes
• 1XXX = State
• 2XXX = Designated
• 3XXX = Auxiliary
• 4XXX = Restricted
• 5XXX = Grants
• 6XXX = Endow. & Loans
• 7XXX = Plant
• 9XXX = Agency
Department Code
• Each UHS department is assigned a unique five digit code.– Leading alpha character for campus.– Four numeric characters assigned sequentially
.
• Hierarchy is assigned through department trees.
UHS Department Codes
• HXXXX = UH departments
• CXXXX = UHCL departments
• DXXXX = UHD departments
• VXXXX = UHV departments
• SXXXX = UHSA departments
Program Code
• Five digits are used to uniquely identify a non-project cost center either within or across departments
• First digit tells the purpose of the program by expenditure function– Expenditure function is related to required
NACUBO reporting
UHS Program Codes
• AXXXX = Instructional programs• BXXXX = Research programs• CXXXX = Public Service• DXXXX = Academic Support• EXXXX = Student Services• FXXXX = Institutional Support• GXXXX = Plant• HXXXX = Scholarship• IXXXX = Auxiliary
Project ID
• Project cost centers use a common Program.
• Uniqueness of Cost Center provided by Project ID.
• Can be used for Grants, Capital and other projects.
• Project ID is a seven digit code.
• First digit defines project group.
UHS Project ID
• GXXXXXX = Grant or sponsored project.
• PXXXXXX = Capital or building project.
• AXXXXXX=Administrative project.
• IXXXXXX=Internal Award project.
Account
• Account describes the nature of the transaction.
• Account uses a five digit numeric code.
• There are five Account types.
• The first digit of the code describes the type of account.
UHS Account Codes
Balance Sheet Items
• 1XXXX = Asset
• 2XXXX = Liability
• 3XXXX = Fund Equity
Income Statement Items
• 4XXXX = Revenue• 5XXXX = Expense
PeopleSoft Journal forNon-Proj/Grant Cost Center
• Identified as:
00730-2063-H0066-A0838-NA-53905
PeopleSoft Journal forProj/Grant Cost Center
• Identified as:
00730-1026-H0124-B0001-G000052-53905
Budget Reference
• Budget Reference is the period of time for which expenditures are planned and authorized.
• UHS has designed six digit Budget Reference coding.– BPXXXX
• UHS Budget Reference is equivalent to the Fiscal Year.
Budgetary Control
Elements that must be part of the Budgetary Control design include:
• Budget Types
• Budget Keys
• Budget Checking
Budget Types
• Revenue (REVEST) Budgets– Represents authorization to generate revenue
• Organization (ORG) Budgets– Expenditure budget for Non-Proj/Grt cost
centers
• Project/Grant (PROJ_GRT) Budgets– Expenditure budget for Proj/Grt cost centers
Budget Keys
Budget Keys• The fields on which budget control will be
decided.• All five chartfields that constitute a cost center are
budget keys.• Budget control occurs at the cost center and
budget pool (i.e. salary & wage, maint. &oper.) level.
Budget Checking
Budgets can be:
• Controlled– Lack of sufficient budget will cause a journal to
fail.
• Tracked– A journal will pass regardless of adequacy of
budget, but will be tracked as an exception.
Chartfield 1
• A new chartfield introduced with the upgrade to PeopleSoft financials version 8.4.
• Designed to help meet departmental reporting/tracking needs.
• Defined and maintained at the department level.
• Chartfield 1 values can be populated on transactions such as journals, POs & Vouchers.
UHS Chartfield 1 Design
• Each department can have up to 260 values for chartfield 1.
• Values are organized in a series of 10 for each letter of the alphabet:– A0 through A9– B0 through B9– C0 through C9
Statistics Code
• UH System Business Units have defined a Statistics Code for Full Time Equivalent (FTE) employee reporting and tracking purposes.
• A full-time employee is recorded as 1.00, a half-time employee as .50