Setting Up and Working with ChartFields and ChartField Combinations

This chapter provides an overview of PeopleSoft ChartFields, lists prerequisite integration points, and discusses how to:

• Specify the General Ledger system and version.

• Set up the ChartField configuration template.

• Enter and maintain ChartField values.

• Enter and maintain valid ChartField combinations.

• Review and maintain ChartField transactions.

• Edit ChartField combinations in HRMS transactions.

Note. For customers integrating with PeopleSoft Enterprise 8.4 Financials or higher, most of the components described in this chapter are display only.

Understanding PeopleSoft ChartFields

In PeopleSoft applications, the fields that store your charts of accounts and provide your system with the basic structure to segregate and categorize transactional and budget data are called ChartFields. Each ChartField has its own attributes for maximum efficiency and flexibility in recording, reporting, and analyzing its intended category of data. While a particular ChartField always represents only one category of data, it stores many values that you use to further categorize that same data.

In addition to this basic categorization of a transaction amount using the account ChartField, you can simultaneously record the same transaction by product, project, fund, or any number of categories by using other ChartFields with appropriate values. This creates additional subsets of that same transactional data.

PeopleSoft delivers a set of ChartFields and associated functionality that fully covers most accounting and reporting requirements. ChartFields are designed to be configured by you to meet your specific requirements.

Delivered ChartFields

This table describes the delivered ChartFields:

Note. N/A means not applicable.

Prerequisites

This table describes the service operations that you must configure in the HRMS database to implement the ChartField and ChartField combination functionality:

Note. Most of these service operations require that you use PeopleSoft Enterprise General Ledger in a version that is capable of using Integration Broker.

See Also

Interactive Services Repository in the Implementation Guide section of the My Customer Support website

Enterprise PeopleTools PeopleBook: PeopleSoft Integration Broker

Working with Integration Points in Enterprise HRMS

Specifying the General Ledger System and Version

This section provides a comparison of functionality for different setup options and discusses how to:

• Specify PeopleSoft Enterprise General Ledger.

• Specify other general ledger systems.

Understanding Comparison by General Ledger System and Version

The setup of the General Ledger indicator and General Ledger version on the Installation table impacts the ChartField combination edit functionality and the behavior of the ChartField pages.

This table compares the ChartField functionality for the different combinations of General Ledger indicator and version on the Installation table:

Note. The Department ChartField is always set up as read only. Changes made to the Department table are automatically reflected in the Department ChartField.

See Also

Setting Up Implementation Defaults

Pages Used to Specify General Ledger System and Version

See Also

Setting Up Implementation Defaults

Specifying PeopleSoft Enterprise General Ledger

To specify and update the PeopleSoft Enterprise General Ledger system and version:

1. Select the General Ledger and Project Costing indicators on the Installation Table - Products page (INSTALLATION_TBL1).

2. Click the Update Version button in the General Ledger group box on the Installation Table - Product Specific page (INSTALLATION_TBL1A).

   This button triggers a request to the Financials database and updates the GL version automatically.

   Note. The default GL version is N/A, which you can update using the Update Version button if you use Enterprise Financials 8.4 or higher for original ChartFields, or Enterprise Financials 9.0 for project ChartFields.

Specifying Other General Ledger Systems

If you do not use PeopleSoft Enterprise General Ledger, do not select the General Ledger check box on the Installation Table - Products page. The system displays N/A as the GL version.

If you select the Project Costing check box on the Installation Table - Products page but are not using PeopleSoft Enterprise General Ledger, Project Costing ChartFields will be available to you for editing, but no validation with Financials is performed.

If Payroll for North America supports your General Ledger system, follow the system configuration instructions in the related documentation.

Setting Up the ChartField Configuration Template

To update the standard ChartField configuration template, use the Standard Configuration (STANDARD_CF_TMPLT) component.

This section provides an overview of standard ChartField configuration and discusses how to:

• Import the ChartField configuration from PeopleSoft Enterprise Financials.

• Review or update the standard ChartField configuration template.

Understanding Standard ChartField Configuration

PeopleSoft delivers the standard ChartField configuration template with two different ChartField types: original and project costing. You can access these ChartFields through the Standard ChartField Configuration page.

Note. The ChartField configuration template is review only if you use PeopleSoft Financials. Modifications to this ChartField configuration template should be done in the Financials system. If you use Financials 8.40 or above for original ChartFields, or Financials 9.0 for project costing ChartFields, configuration changes are sent to HCM by the FSCM_CF_CONFIG service operation.

Original ChartFields

PeopleSoft delivers the standard ChartField configuration template with fourteen active and two inactive original ChartFields in the following sequence:

• Account

• Department

• Project/Grant

• Product

• Fund Code

• Program Code

• Class Field

• Affiliate

• Operating Unit

• Alternate Account

• Budget Reference

• Chartfield 1

• Chartfield 2

• Chartfield 3

• Fund Affiliate (inactive)

• Operating Unit Affiliate (inactive)

Note. Original ChartField integration is available to those organizations that are on PeopleSoft Enterprise Financials 8.4 or higher.

Project Costing ChartFields

PeopleSoft delivers the standard ChartField configuration template with six project costing ChartFields, which have the following display order:

• Business Unit PC

• Project/Grant

• Activity ID

• Resource Type

• Resource Category

• Resource Sub-Category

Important! Project costing ChartFields are unique in that their display order is always the same in relationship to the position of the Project/Grant ChartField. When changing the field display order, all project costing ChartFields move together in a block; you can change the display order of a project costing ChartField but the other five ChartFields will remain in the same order in relation to that project costing ChartField.

Note. Project Costing ChartField integration is available to those organizations that are on PeopleSoft Enterprise Financials 9.0. If your organization does not integrate with PeopleSoft Financials but you use PeopleSoft Project Costing, then the attributes of the project costing ChartFields can be modified in the standard ChartField configuration template.

See PeopleSoft Enterprise Project Costing PeopleBook

Modifying the ChartField Configuration Template

If you do not use PeopleSoft Enterprise General Ledger, you can use the Standard ChartField Configuration page to make the following modifications to the standard ChartField configuration:

• Change the display order of ChartFields on pages and reports.

• Relabel long and short names (descriptions) of ChartFields.

• Inactivate or activate ChartFields.

  Inactivated ChartFields are not displayed on pages, reports, or in prompt lists. They are not included in indexes. While not displayed, they are not removed from records or pages. This significantly reduces configuration time and effort.

• Change the display length of ChartFields on pages and reports.

• Change Related ChartFields for IntraUnit Affiliate ChartFields.

Pages Used to Review or Update the Standard ChartField Configuration Template

Note. ChartField Configuration Template is review only when you are using PeopleSoft Enterprise Financials.

Importing the ChartField Configuration From PeopleSoft Enterprise Financials

If you integrate with PeopleSoft Enterprise Financials 8.40 or above for original ChartFields, or Finanicals 9.0 for project ChartFields, the system automatically sends the FSCM_CF_CONFIG service operation from the Financials database to the HCM database when the ChartField Configuration process (PYCONFIG) completes successfully in the Financials database.

The FSCM_CF_CONFIG service operation consists of Financials's latest ChartField template along with all corresponding ChartField labels. Upon receiving the service operation, the HCM database compares the configuration template and labels and generates the actions required to perform ChartField changes in HCM. These pending ChartField change actions reside on the Action Log file. You can review these changes on the Action Status page and determine the time to apply them to your system. Use controls on the Standard ChartField Configuration page to review the configuration status and apply the changes.

Reviewing or Updating the Standard ChartField Configuration Template

Access the Standard ChartField Configuration page (Set Up HRMS, Common Definitions, ChartField Configuration, Standard Configuration, Standard ChartField Configuration).

The Standard ChartField Configuration page initially displays the ChartFields as delivered by PeopleSoft.

Entering and Maintaining ChartField Values

To enter and maintain ChartField values, use the ChartField Values component (DEFINE_CF_VALUE).

This section provides overviews of ChartField and discusses how to:

• Add project and grant values.

• Add alternate account values.

Understanding ChartField Import from Financials

If you use PeopleSoft Enterprise Financials release 8.0 or later, import ChartField values from the Financials database and keep them up to date using Integration Broker.

This table lists the service operations used to import original ChartFields from Financials by Integration Broker:

You can view the imported ChartField values from the ChartField Values page.

This table lists the additional service operations used to import Project Costing ChartFields from Financials 9.0 by Integration Broker:

See Also

Interactive Services Repository in the Implementation Guide section of My Oracle Support

Enterprise PeopleTools PeopleBook: PeopleSoft Integration Broker

Working with Integration Points in Enterprise HRMS

Understanding ChartField Values for Other Financials Systems

If you do not integrate with PeopleSoft Enterprise Financials, or the Financials system does not have Integration Broker capability, you must directly enter and maintain ChartField values in the HCM database.

The active ChartFields on the Standard ChartField Configuration page determines the pages that are available for entering ChartField values.

Note. PeopleSoft recommends that you not use special characters and embedded blanks in ChartField values. Use the generally accepted alphanumeric characters and the underscore. Special characters and embedded blanks can be problematic and in particular can cause problems in some background processes.

Other than the Project ChartField, all changes to the definition of a ChartField value are effective-dated. Therefore, you can establish when you want to activate a department, introduce a product line, or close an account. Use effective dating with activation and inactivation functionality to maintain a full history of all changes or additions, to provide a complete audit trail, and to make possible historical comparisons with past, present, or future conditions. When you no longer use a certain ChartField value, add a row to create an effective-dated inactive entry, instead of inactivating the original row. If you simply make the existing row inactive, you will have no history of its time as an active ChartField value.

After you initially populate the ChartField tables, you can maintain them from the ChartField Values page.

Understanding Affiliate ChartFields

If your organization uses commitment accounting, use affiliate ChartField values when interunit or intraunit transactions are maintained using the same account ChartField values among several related entities (such as business units, funds, or operating units). For example, each entity might use account 140000 as both an interunit receivables and payables account. Each entity could have a different account. However, in each instance an affiliate ChartField value must be assigned to the accounting line to identify the entity with which the receivable or payable is shared.

PeopleSoft delivers the following affiliate ChartFields:

• Affiliate ChartField.

  Used only for interunit accounting in association with business unit.

• Fund affiliate ChartField.

  Used for intraunit accounting between entities.

• Operating unit affiliate ChartField.

  Used for intraunit accounting between entities.

Affiliate ChartField values are the values of the related ChartField. In other words, there is no separate affiliate ChartField page where you enter affiliate values as with the stand alone ChartFields, such as account or department.

Business unit is required as the interunit-related ChartField for affiliate. It provides the values available in the list box for the Affiliate field on the Journal Entry page.

Understanding Project Costing ChartFields

In Project Costing, you can define dependencies between resource types, categories, and sub-categories. These relationships control data entry and help reduce errors. If you use PeopleSoft Financials, specify these options on the Project Costing Definition page in the Project Costing application.

PeopleSoft delivers the following project costing ChartFields:

• Resource Type

• Resource Category

• Resource Sub-Category

Resource types can be as general or as specific as needed. For example, you can use a labor resource type to track total project labor costs, or use overtime labor and standard labor resource types to track overtime and standard labor separately.

You can combine categories and sub-categories in resource groups for greater flexibility and granularity for tracking and analyzing costs for reporting and analysis. For example, you can divide a labor resource type into different categories of labor, such as architect labor, carpenter labor, and plumber labor, and you can create sub-categories for regular hours and overtime hours. By using these categories and sub-categories, you can track items such as total labor costs for a project, total overtime hours, architect overtime hours, and carpenter standard hours.

Resource types, categories, and sub-categories provide flexibility for defining transactions. You can define relationships between these fields to control data-entry options for specific fields. The relationships can be one-to-one or one-to-many. If you relate resource types to specific categories, and assign a resource type to a transaction, you can assign a resource category only if it is related to the resource type. For example, a transaction with a labor resource type can only be entered in a resource category that is related to labor. The same is true for relationships between resource categories and resource subcategories.

Pages Used to Set Up and Review ChartFields

Adding Project and Grant Values

Access the Project/Grant page (click the Project/Grant link on the ChartField Values page).

Integration	Use to select an integration template for the project and project level.
Start Date and End Date	These fields are for information only. There is no processing behind them.
Project Status	Enter the effective date and select a project status to indicate the various stages of the life cycle for the project. Note. These fields are for information only.

Adding Alternate Account Values

Access the Alternate Account page (click the Alternate Account link on the ChartField Values page).

The PeopleSoft alternate account feature enables you to enter a statutory chart of accounts as well as analytic or primary accounts at the detail transaction level. The alternate account produces journal line or transaction level balances for statutory reporting requirements. The primary account ChartField contains the corporate accounts, and alternate account ChartField contains the statutory accounts. This is useful for organizations that have two different reporting requirements—one for internal management or a corporate parent, and another for a local jurisdiction or national government.

In PeopleSoft applications, the analytic or primary account ChartField is ACCOUNT.

Local regulatory authorities often require statutory accounts. In PeopleSoft applications, this is termed the alternate account ChartField (ALTACCT).

You link alternate account ChartField values with account ChartField values. When you enter values for the account ChartField, the system enters the associated alternate account value. When you enter values for the alternate account ChartField, the system enters the associated account value. You can override the default values by selecting another value from the prompt list. The system displays only account values that you have mapped to the account or alternate account ChartField.

Note. You can map alternate account ChartFields only to account ChartFields with the same attributes unless they have a different SetID.

Entering and Maintaining Valid ChartField Combinations

To populate HRMS with valid ChartField combinations, use the Load Combination Code Table (RUN_BUD003) and Combination Code Table (VALID_COMBO_TABLE) components.

This section provides overviews of combination codes, valid combination loading, and speed types and discusses how to:

• Run the Load Combination Code process.

• Define combination codes.

Understanding Combination Codes

A combination code is a key that defines a combination of ChartFields. When you run processes to post transactions to the general ledger, the combination code identifies the ChartFields to include on each transaction.

A valid combination code is a combination of ChartFields that are valid in general ledger. Store valid combination codes in the Valid Combination table (VALID_COMBO_TBL) to be used by the ChartField combination validation process.

Note. If you are not using valid combination codes and want to be able to enter any combination of ChartFields on the transaction pages, do not populate the Combination Code table. The system populates the ChartField Transaction table (ACCT_CD_TABLE) with the ChartField combinations you use so that you can track them and reuse them.

See Also

Editing ChartField Combinations in HRMS Transactions

Understanding Valid Combination Table Loading

This section discusses three methods of entering valid combination codes into the Valid Combination table. The method you use depends primarily on which General Ledger system and version you use.

Importing from the Enterprise Financials Database

If you integrate with PeopleSoft Financials 8.0 or later, you can import the valid ChartField Combinations from the Financials database and keep them up to date using Integration Broker.

To import valid combinations from Financials:

1. Publish combination data information from Financials (FSCM) to HCM using the HR_ACCT_CD_LOAD Integration Broker service operation.

   When HRMS receives this service operation, the handler arranges the data in the correct layout and populates the GL_ACCT_CD_TBL.

2. Run the Load Combination Code SQR process (BUD003) to populate the Valid Combination table.

This diagram illustrates importing valid combination codes from the Financials database as described above:

Importing valid combination codes from the Financials database

Flat File Loading

If you integrate with a financials system that does not have Integration Broker capability, you can use the Inbound Flat File process to load and maintain the Valid Combination table (VALID_COMBO_TBL).

To populate valid combination codes using the Inbound Flat File process:

1. Create a flat file that contains valid combination data in the layout format specified by GL_ACCT_CD_TBL.

2. Initiate the Inbound Flat File process to publish this combination data using the HR_ACCT_CD_LOAD service operation.

   When the service operation is received, the handler arranges the data in the correct layout and populates the GL_ACCT_CD_TBL

3. Run the Load Combination Code SQR process (BUD003) to populate the Valid Combination table.

This diagram illustrates importing valid combination codes using a flat file as discussed above:

Importing valid combination codes using a flat file

Manual Loading

If you do not integrate with PeopleSoft Enterprise Financials, you can enter valid ChartField combinations directly into the Combination Code Table page. This page is not available for manual data entry if the GL indicator is selected on the Installation table.

See Also

PeopleSoft Enterprise Human Resources PeopleBook: Integration Interfaces, "Using the Flat File Utility"

Understanding Speed Types

Speed types are shortcut keys for frequently used combinations of ChartFields. Using speed types can minimize keying, greatly increase journal efficiency, and reduce errors.

If you integrate with PeopleSoft Financials 8.0 or later, you can use the HR_CHARTFLD_COMBO_SYNC service operation to keep the Speed Type table up to date. Any change made to the Speed Type table in the Financials database triggers the Integration Broker update to HCM.

Pages Used to Enter and Review ChartField Combinations

Running the Load Combination Code Process

Access the Load Combination Code Table page (Set Up HRMS, Common Definitions, ChartField Configuration, Load Combination Code Table, Load Combination Code Table).

As of Date	Enter the as of date for the ChartField combinations you are importing from PeopleSoft General Ledger.
Inactivate Accounts Not Downloaded?	When this option is selected, the system inactivates combinations for which it doesn't find matches in the current fiscal year. When this option is blank, old combinations remain active for the current fiscal year.

Defining Combination Codes

Access the Combination Code Table page (Set Up HRMS, Common Definitions, ChartField Configurations, Combination Code Table, Combination Code Table).

Note. You cannot change the ChartField values for combination codes imported from Financials, but you can change the description and make it active or inactive.

ChartField Detail

If you're setting up combination codes manually, enter the ChartField value for each ChartField that applies to this ChartField combination.

Note. Only the ChartFields that are active on the Standard ChartField Configuration page are visible on this page.

Reviewing and Maintaining ChartField Transactions

To review and maintain ChartField transactions, use the ChartField Transaction Table (ACCT_CD_TABLE) component.

This section provides an overview of the ChartField Transaction search page, the ChartField Transaction Table, and discusses how to review and maintain ChartField transactions.

Understanding the ChartField Transaction Search Page

When you access the ChartField Transaction Table search page, the system presents you with a Search Additional Chartfields field. Use this field to narrow the search of the type of ChartField you wish to access. Options include Original ChartFields, Additional ChartFields, and Project Costing ChartFields. The search page defaults to searching for the original ChartFields, unless otherwise specified in this field.

Understanding the ChartField Transaction Table

The system creates a record whenever you use a new combination of ChartField values in an HRMS transaction, whether you select a valid combination code or select a combination of individual ChartField values on the transaction page. It stores that combination in the ChartField Transaction table to maintain a history of ChartField combinations used in transactions.

You can use the Transaction Report (PAY710) to report on the contents of the ChartField Transaction table.

Note. If you are not using valid combination codes and want to be able to enter any combination of ChartFields on the transaction pages, do not populate the Valid Combination table. The system populates the ChartField Transaction table (ACCT_CD_TABLE) with the ChartField combinations you use so you can track them and reuse them.

Pages Used to Review and Maintain ChartField Transactions

Reviewing and Maintaining ChartField Transactions

Access the ChartField Transaction Table page (Set Up HRMS, Common Definitions, ChartField Configurations, ChartField Transaction Table, ChartField Transaction Table).

The ChartField information on this page is unavailable for entry, but you can maintain information about the combination. Only the ChartFields that are active on the Standard ChartField Configuration page are visible on this page.

Combination Code Detail

Editing ChartField Combinations in HRMS Transactions

This section provides an overview of ChartField validation and discusses how to:

• Edit or review ChartField details.

• Search by combination code.

• Search by speed type.

Understanding ChartField Validation

Any HCM transaction page on which you enter a ChartField combination code accesses a common ChartField Details page (HMCF_HRZNTL_CFLD) where you enter or view the ChartField details associated with the combination code. If you enter a new ChartField combination, the system performs a combination code validation process to ensure that the entered combination is valid.

The system uses one of these validation methods:

• If you integrate with PeopleSoft Financials 8.4.01 or higher, the system uses the COMBO_CF_EDIT_REQUEST and COMBO_CF_EDIT_REPLY service operations to validate the combination with the Financials database.

• If you do not integrate with PeopleSoft Financials 8.4.01 or higher and you populated the Valid Combination table (VALID_COMBO_TBL) with valid combinations, the system searches the Valid Combination table to find the ChartField combination that matches the individual ChartField values specified.

• If you do not integrate with PeopleSoft Financials 8.4 or higher and you did not populate the Valid Combination table, the system assumes the combination of ChartFields that you selected is valid and searches the Transaction table to find the match.

  If it finds a match, it uses the corresponding combination code. If it does not find a match, it generates a combination code using the next available number.

  Note. The effective date of the newly created combination code is the current date. If the effective date of the transaction is earlier than this date, you need to modify the effective date of the newly created combination code so that it will be a valid code for the transaction from which you created it.

Pages Used to Edit ChartField Combinations in HRMS Transactions

Editing or Reviewing ChartField Details

Access the ChartField Details page (click the ChartField Details or Edit ChartFields link or button on an HRMS transaction pages).

Note. This page might have a more specific name, depending upon the transaction page from which you access it.

If the combination code is already entered on the transaction page, this detail page displays the associated ChartField values. If you are in correction mode or in a new effective dated row on the transaction page, then you can make changes to individual ChartField values and let the system determine if the new combination is valid. Otherwise the page is display only and you can only review the ChartField values.

If there is no combination code entered on the transaction page, all ChartField values are blank on the detail page and you can enter the specific ChartFields required.

Note. Only the ChartFields that are active on the Standard ChartField Configuration page are visible on this page.

Search Options

Select from the available options to search for an existing ChartField combination. The options available include the following, depending upon the combination code tables that you have set up:

• Combination Codes

  This option is available if you populated the Valid Combination table (VALID_COMBO_TBL).

• Speed Types

  This option is available if you imported SpeedType values from PeopleSoft General Ledger.

Searching by Combination Code

Access the Search Combination Codes page (select the Combination Codes search option and click the Search button on the ChartField Details page).

Note. Only the ChartFields that are active on the Standard ChartField Configuration page are visible as fields on this page.

To search for a combination code:

1. Enter individual ChartField values.

   The system finds all ChartField combination codes that match those ChartField values.

2. Select the combination code that you want.

   The system returns you to the ChartField Details page with all individual ChartField values populated.

Searching by Speed Type

Access the Search Speed Types page (select the Speed Types search option and click the Search button on the ChartField Details page).

Note. Only the ChartFields that are active on the Standard ChartField Configuration page are visible as fields on this page.

To search for a combination code using Speed Type:

1. Enter individual ChartField values.

   The system finds all speed types that match those ChartField values.

2. Select the speed type that you want.

   The system returns you to the ChartField Details page with all individual ChartField values populated.

3. Since this is selected from speed types, you might have to enter additional ChartField values to form a valid ChartField combination.