Defining and Using ChartFields

This chapter provides an overview of PeopleSoft ChartFields, lists prerequisites and common elements, and discusses how to:

• Define and use account types and attributes.

• Enter and maintain ChartField values.

• Use trees to summarize ChartFields.

• Define and use speed types.

• Define and use ChartField value sets.

• Produce ChartField reports.

Understanding PeopleSoft ChartFields

In Oracle's 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, investment portfolio, policy, endowment, fund, service, 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.

This section discusses:

• Delivered ChartFields.

• Balancing ChartFields.

• Alternate accounts and statutory accounting.

• ChartField values.

• ChartField combination editing.

See Also

Configuring ChartFields

Delivered ChartFields

PeopleSoft delivers the following ChartFields:

PeopleSoft Project Costing ChartFields are further described in the PeopleSoft Project Costing 9.1 PeopleBook.

Business unit is not considered a ChartField.

Warning! If you have not licensed PeopleSoft Project Costing, Expenses, Resource Management, or Services Procurement and you see the following ChartFields: PC Business Unit, Activity, Source Type, Category, or Subcategory on pages, deselect the check boxes for these products on the Installation Options - Products page and run ChartField configuration to inactivate the ChartFields because they are specific to these products.

If you have not licensed Project Costing but have licensed Expenses, Resource Management, or Services Procurement and you still see Source Type, Category, or Subcategory on pages, deselect the check boxes for the unlicensed products on the Installation Options - Products page and run ChartField configuration to inactivate these ChartFields because they are specific to Project Costing. ChartFields that are not necessary can cause performance and other processing problems when they are allowed to remain active.

See Configuring ChartFields.

See Defining Financials and Supply Chain Management Common Definitions.

See Setting Up PeopleSoft Project Costing Control Data.

See Also

Using Interunit and Intraunit Accounting and ChartField Inheritance

Processing Multiple Currencies

Using Statistics

Project ChartFields

The project ChartFields consist of:

• PC Business Unit

• Project

• Activity

• Source Type

• Category

• Subcategory

Add the Project ChartField on one of two different pages, depending on whether Project Costing is installed or is not installed. Use the Project page (PROJECT_GL) to enter project ChartField values when PeopleSoft Project Costing is not installed. Otherwise, add the Project Chartfield when adding projects within Project Costing (PROJECT_GEN_01A).

The values and control data for the other five Project Costing ChartFields are not entered using a separate page within common definitions. They are entered using the pages and components mentioned in the preceding list of ChartFields and are fully described in the PeopleSoft Project Costing documentation.

The Project Costing ChartFields are available on various page displays and entry grids for use within Project Costing, Expenses, Resource Management or General Ledger. Some examples include the Journal Entry - Lines page and SpeedTypes.

Note. Resource Analysis Type is not considered a ChartField and, for that reason, is not included in the list of Project Costing ChartFields; nor is it included on either the Standard or Advanced Configuration pages. However, it is available for entry on the General Ledger Journal Entry - Lines page, located between the Activity and Source Type ChartFields. If the Project Costing ChartField display order is reordered during ChartField configuration, the Resource Analysis Type retains its relative position and is reordered accordingly.

See Setting Up PeopleSoft Project Costing Control Data.

See Configuring ChartFields.

Balancing ChartFields

Business unit or a ChartField is said to be balancing when you require debit amounts to equal credit amounts to maintain a balanced set of accounts for the particular business unit or ChartField.

Defining balancing ChartFields is done on the Ledger Group definition using the Ledger Groups - Balancing page. A balanced detail ledger requires that the debit amounts equal the credit amounts for business unit, base currency code, book code and adjustment type.

When you select additional ChartFields for balancing, all unique occurrences of the combination of values must be in balance. You can choose to have the system automatically generate intraunit balancing entries for transactions that involve multiple values of a balanced ChartField. If you do not have this option active, or if the journal is not in balance for other reasons, journal edit uses the rules set up for balancing journals (such as, suspend or recycle) on the Journal Edit Options page.

For example, if you define department as an additional balancing ChartField, any journal created requires that business unit FR001 and department A have debits that equal credits. If they do not, the journal entry is out of balance. This also means that business unit USA01 and department B must balance.

You then see why account and alternate account cannot be balancing ChartFields. If for example, account could be made a balancing ChartField, business unit A and account 101200 would have to have debits equal credits that would always result in a zero balance for account 101200.

See Also

Setting Up Ledgers

Alternate Accounts and Statutory Accounting

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.

To create different alternate accounts for different statutory reporting, use the PeopleSoft setID functionality when you set up your ChartFields.

See Also

Using Alternate Account

ChartField Values

If you use the ChartFields as delivered by PeopleSoft, sample ChartField values are already set up and in many cases are populated with sample amounts. All PeopleSoft sample or model values are entered with the 01/01/1900 effective date. To distinguish your data avoid using this date and instead use another early date, such as 01/01/1901.

You can enter an unlimited number of values for each ChartField. You can enter values using the online ChartField Values page, but because of the volume of entries needed to populate some ChartFields, you might use a batch import process or the Microsoft Excel spreadsheet for the PeopleSoft Component Interface process to initially load values to ChartField tables.

The project ChartFields component interfaces mentioned in the previous ChartField listing are more fully described in the Project Costing documentation.

See Loading ChartField Values Using the Excel Spreadsheet to Component Interface Process.

Note. PeopleSoft recommends that you not use special characters and embedded blanks in ChartField values. Use the generally accepted alphanumeric characters and the underscore. In general avoid special characters such as apostrophes and do not include embedded blanks when defining ChartField values. Special characters and embedded blanks can be problematic and in particular can cause problems in some batch processes, such as those in allocations, combination editing and open item accounting. (This caveat also applies to such things as business units, ledgers and journal IDs.)

After you initially populate the ChartField tables, you can maintain them from the ChartField Values page. You can also use the PeopleTools Tree Manager to add or update ChartField values as your business needs change or your organization grows.

Because changes to the definition of most ChartField value are effective-dated, 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.

Project ChartField values can be made active or inactive, but the values cannot be effective-dated for status.

However, the project status of a project can be effective dated for these statuses: budgeted, closed, hold, open, and proposed if Project Costing is not installed. These statuses are memo data only and do not provide control functionality.

ChartField Combination Editing

Optionally, combinations of ChartField values can be edited to determine such things as which accounts are valid with which departments, funds or operating units. Use ChartField combination editing to maintain discipline over accounting entries and eliminate as much as possible additional account analysis and reconciliation. ChartField combination editing is in addition to ChartField validation editing.

ChartField combination editing is also available for commitment control budget entries.

See Also

Editing ChartField Combinations

Prerequisites

The following steps are required before you can define ChartFields:

• Complete the Installation Options for the PeopleSoft products that you are installing.

• Configure ChartFields to meet your unique requirements.

• Complete the miscellaneous shared resource tables dealing with currencies, market rates, units of measure, holidays, calendars and TimeSpans.

• Define VAT options and settings, if applicable to your activities.

Common Elements Used in This Chapter

Defining and Using Account Types and Attributes

To define and use account types and attributes, use the following components:

• Account Types (ACCT_TYPE)

• ChartField Attributes (CF_ATTRIBUTES)

• Installation Options (INSTALLATION)

• Account Balancing Group (ACT_BAL_GRP)

• Journal Source (SOURCE)

This section discusses how to:

• Define account types.

• Create generic ChartField attributes.

• Attach generic ChartField attributes.

• Use the balance sheet indictor and book code.

• Select the balance sheet indicator attribute.

• Set installation options for account balancing groups.

• Create account balancing groups.

• Associate a balance suspense ChartField with an account balancing group.

Pages Used to Define Account Types and Attributes

Defining Account Types

Access the Account Types page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, Account Types, Account Types).

PeopleSoft delivers the following account types:

• A (asset)

• E (expense)

• L (liability)

• Q (equity)

• R (revenue)

After you set up accounts, you can generate the Account Types report (FIN0004), which includes a description and a listing of the accounts that you have defined for your balance sheet and income statement.

You can add account types for special circumstances but these require additional changes in your system and are not recommended unless you are prepared to make extensive modifications.

For example, if you add account types, you might also need to modify the Closing Trial Balance Report, GLS1003.SQR.

Creating Generic ChartField Attributes

Access the ChartField Attribute page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Configure, Attributes, ChartField Attribute).

Generic ChartField attributes are optional features that support such things as intraunit consolidation eliminations and United States federal government requirements for reporting and payment processing.

After you attach an attribute value to a ChartField value, it cannot be deleted using the ChartField Attribute page. However, using the ChartField value attribute secondary page, you can delete any attribute and attribute value.

Attributes share the effective dating of the ChartField values to which they are attached. The Project ChartField does not have effective dating. Project ChartField attributes are automatically assigned a default effective date of 01/01/1900.

Note. Create or delete attributes as required for the applicable ChartFields. However, once you attach an attribute to a ChartField value, it cannot be deleted.

Attaching Generic ChartField Attributes

Access the ChartField Attribute Values page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values and click the Attributes link from the applicable ChartField Values page).

Use this page to select one or more of the ChartField attribute and attribute value combinations you have created for a particular applicable ChartField to be applied to the selected ChartField value.

See Also

Understanding Federal Government and Statutory Reports

Using the Balance Sheet Indicator and Book Code

Segregating accounts as balance sheet or off balance sheet is a common accounting practice used by the financial services industry. Use this segregation of accounts to simultaneously record and generate balanced off balance sheet and balance sheet journal entries. It is not important in processes that automatically generate additional balancing lines for journal entries.

Selecting the Balance Sheet Indicator Attribute

Access the Account page for the account (Set Up Financials/Supply Chain, Install, Installation Options, Installation Options. Click the Overall link on the Installation Options page).

PeopleSoft delivers standard balancing attributes for account ChartField values to segregate and maintain separate transactions within a Business Unit and ledger:

• BS (balance sheet).

• OB (off balance sheet).

The process is flexible and supports balancing on additional account attributes without modification to your system.

If you define an account value as balance sheet or off balance sheet, you must also assign various General Ledger processes, such as journal edit, revaluation, closing, position accounting, and so on, with the appropriate balance sheet or off balance sheet account to perform the necessary balancing.

If you use the book code feature to further segregate transactions into balancing subsets within the same ledger, it is particularly important that the book code ChartField values and the balance sheet indicator values be properly grouped and matched with your account ChartField to ensure proper balancing. You define a combination of a book code and a balance sheet indicator value as an account balancing group. Associate the two with an account as an attribute.

Setting Installation Options for Account Balancing Groups

Access the Installation Options - Overall page (Set Up Financials/Supply Chain, Install, Installation Options, Overall).

Account Balancing Attributes

The following fields apply to the account balancing attributes.

Creating Account Balancing Groups

Access the Account Balancing Group page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Configure, Account Balancing Group, Account Balancing Group).

Group	Use the Account Balancing Group page to select various combination or subsets of the attribute values and give them a unique group name and description.
Active	Select or deselect to make the Account Balance Group active or inactive. The system is delivered with a default account balancing group that contains no account balancing attributes. If you activate any account balancing attribute on the Installation Options - Overall page, you must make the default account balancing group inactive. Then, you add a new account balancing group that contains the active account balancing attributes.
Default	Select to display the attribute values as defaults on the Installation Options - Overall page.
Attribute Name	Balance Sheet Indicator values are delivered by PeopleSoft; however, you can define Book Code values by using the Book Code page. For the group, select the field value for the attributes on this page.

Associating a Balance Suspense ChartField With an Account Balancing Group

Access the Balance Suspense ChartFields page (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options and click the Balance Suspense ChartFields link).

Group

Select one or more account balancing groups and balance suspense ChartFields and ChartField values to be used in the journal balance suspense process. If you do not have an account balancing attribute active, you will have one account balancing group only. This is the default group that is delivered with the system. You only need to define one balance suspense ChartField for the default group. However, if you have one or more account balancing attributes active, you inactivate the default group and add your own account balancing groups on the Account Balancing Groups page, which contain various combinations of active account balancing attribute values. Then, you must define one balance suspense ChartField for each group. The account value of the balance suspense ChartFields must have the same account balancing attribute values as the account balancing group. For example, assume you activate the balance sheet indicator. You then inactivate the default group and add two new account balancing groups. One for balance sheet group and the other for off balance sheet group. You must then define two balance suspense ChartFields, one for each group. The account value for balance sheet group must have a balance sheet indicator value equal to balance sheet. Similarly, the account value for the off balance sheet group must have a balance sheet indicator value equal to off balance sheet.

Account balancing groups identify balancing subsets within the same ledger that involve simultaneous use of the book code and balance sheet indicator. You must define for each group, or subset, its own balancing or suspense accounts to be used by various processes to maintain the balance within the group.

For example, each of the following requires a suspense or balancing ChartField for each applicable account balancing group:

• Balance suspense ChartFields.

• Edit suspense ChartFields.

• Amount suspense ChartFields.

• Rounding adjustment ChartFields.

• Position accounting.

Entering and Maintaining ChartField Values

To enter and maintain ChartField values, use the following components:

• ChartField Values (FS_CF_VALUE_HOME)

• Adjustment Type (ADJUST_TYPE)

• Book Code (BOOK_CODE)

• Scenario (BD_SCENARIO)

• Account (GL_ACCOUNT)

• Operating Unit (OPERATING_UNIT)

• Fund (FUND_DEFINITION)

• Department (DEPARTMENT)

• Product (PRODUCT)

• Alternate Account (ALTACCT)

• PC Bus Unit (PC_BU_DEFN, PC_BUS_UNIT_OPT

• Project ID (PROJECT)

• Activity (FS_ACTIVITY_TBL)

• Source Type (RESOURCE_TYPE)

• Category (PROJ_CATG_DEFN)

• Subcategory (PROJ_SUBCAT_DEFN)

• Statistics Code (STATISTICS_TBL)

• Budget Reference (BUDREF_PNL)

• Class Field (CLASS_PNL)

• Program Code (PROGRAM_DEFINITION)

• ChartField1 (CHARTFIELD1)

• ChartField2 (CHARTFIELD2)

• ChartField3 (CHARTFIELD3)

To load data into the respective component tables, use the following component interfaces:

• Use the BUDGET_SCENARIO component interface to load data into the tables for the Scenario component.

• Use the ACCOUNT_CF component interface to load data into the tables for the Account component.

• Use the OPER_UNIT_CF component interface to load data into the tables for the Operating Unit component.

• Use the FUND_CF component interface to load data into the tables for the Fund component.

• Use the DEPT_CF component interface to load data into the tables for the Department component.

• Use the PRODUCT_CF component interface to load data into the tables for the Product component.

• Use the ALTACCT_CF component interface to load data into the tables for the Alternate Account component.

• Use the PROJECT_BU_OPTIONS component Interface to load data into the tables for the PC Business Unit component.

• Use the PROJECT_CF component interface to load data into the tables for the Project ID component.

• Use the PC_STD_ACT_INTFC component interface to load data into the tables for the Activity component.

• Use the PC_RES_TYPE_INTFC component interface to load data into the tables for the Source Type component.

• Use the PC_CATG_DEFN_INTFC component interface to load data into the tables for the Category component.

• Use the PC_SUBCAT_DEFN_INTFC component interface to load data into the tables for the Subcategory component.

• Use the STATISTICS_CODE component interface to load data into the tables for the Statistics Code component.

• Use the BUDGET_REF component interface to load data into the tables for the Budget Reference component.

• Use the CLASS_CF component interface to load data into the tables for the Class Field component.

• Use the PROGRAM_CF component interface to load data into the tables for the Program Definition component.

• Use the CHARTFIELD1 component interface to load data into the tables for the ChartField1 component.

• Use the CHARTFIELD2 component interface to load data into the tables for the ChartField2 component.

• Use the CHARTFIELD3 component interface to load data into the tables for the ChartField3 component.

This section discusses how to:

• Add long descriptions for ChartField values.

• Add book code values.

• Add adjustment type values.

• Add account values.

• Map account values to alternate account values.

• Add alternate account values.

• Map alternate account values to account values.

• Add operating unit values.

• Add fund code values.

• Add department values.

• Add product values.

• Add project values and grant values.

• Add statistic code values.

• Add scenario values.

• Add program code values.

• Add class field values.

• Add budget reference values.

• Add values for expansion ChartFields 1, 2, and 3.

• Choose affiliate ChartField values.

• Add project accounting ChartField values.

• Load ChartField values using the Excel Spreadsheet to Component Interface process

Use effective date in conjunction with status to add new ChartField values for current or future access and to inactivate or modify ChartField values while maintaining a complete audit trail.

Note. Some ChartFields are delivered inactive. A ChartField must be activated to be available in your menu. Activation can be performed on the Standard Configuration page.

ChartFields are search keys for all financial transactional data. To maintain the integrity of data relationships, PeopleSoft does not allow you to delete all values in a ChartField and then save the page. However, you can delete all but the last row for each ChartField value in the ChartField table.

Note. PeopleSoft recommends that you not use special characters and embedded blanks in ChartField values. Use the generally accepted alphanumeric characters and the underscore. In general avoid special characters such as apostrophes and do not include embedded blanks when defining ChartField values. Special characters and embedded blanks can be problematic and in particular can cause problems in some batch processes, such as those in allocations, combination editing and open item accounting. (This caveat also applies to such thing as business units, ledgers and journal IDs.)

Pages Used to Define ChartFields

Adding Long Descriptions For ChartField Values

Access the Long Descriptions page (Set Up Financials/SCM, Common Definitions, Design Chartfield, Define Values, Chartfield values and click the Long Description link on any ChartField page).

Click the Long Description link on a ChartField page when entering a new ChartField value to access the Long Description page and you can enter an extensive description or additional information about that particular ChartField value. You can enter multiple effective dated long descriptions for the same ChartField value. Long Descriptions are informational only.

The Long Description link is available on each of the ChartField entry pages. However, if PeopleSoft Project Costing is an installed product, the Long Description link does not display on the Project page within the Design ChartFields menu. Rather, the long descriptions for the project-related ChartFields are entered on the General Information pages of the related ChartFields within PeopleSoft Project Costing.

If you are using the Project ChartField without PeopleSoft Project Costing, you can add a long description using the link on the Project page.

Adding Book Code Values

Access the Book Code page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Book Code).

Book Code is an account attribute and a balancing ChartField. You can activate book code on the Installation Options - Overall page. If you activate the book code, you must specify a book code for each account value. The Allow Book Code Override option that is set on the Account page determines whether this book code can be overridden on the transaction line.

Generally accepted accounting principles often vary from country to country and by jurisdiction. Organizations must record and report their operations according to local accounting requirements as well as by corporate rules, which are often dictated by another national jurisdiction and might require that other accounting principles be applied. For example, local rules might require that you keep your local books open for a longer period than do the corporate rules and perhaps prior period adjustments are handled differently.

In conjunction with ledger code and the adjustment type ChartField, book codes address transactions in common book codes between GAAPs requiring different open close periods. Book code is also used with the balance sheet indicator attribute to ensure that proper balancing is maintained for on and off balance sheet entries.

PeopleSoft also provides the ability to maintain separate ledgers for separate accounting rules, to record transactions under varying statutory rules using alternate account and to use MultiBook with its automatic synchronization capabilities. However, by using book codes you can simultaneously generate sets of entries to record related transactions according to multiple generally accepted accounting principals (GAAPs) for the same business unit in the same ledger. For example, where local and corporate accounting principles are not compatible you define a local (L) and a corporate (C) book code. For those situations where requirements are alike, you define a code for both (B). Using these book codes as attributes, attach them to accounts. This results in groups of accounts in which you can simultaneously record related transactions under local, corporate, or both rules.

You can choose to associate a single book code with one account value. Using this method a unique account value must be created for the number of unique book code instances. For example, book code C would be associated with account 500001, book code L with account 500002, and book code B with account 500003 to record related amounts in the same ledger but effectively in different books. When you choose this method, book code appears as a read-only field on the journal entry page when you enter the account and the book code cannot be modified at time of journal entry.

PeopleSoft provides the Allow Book Code Override option that enables you to choose different book code and account combinations at the time of journal entry. You can then associate any of your book codes with the account value to record related amounts in the same ledger. For example, book codes C, L or B can be associated with account 500001. The chief advantage of this method is that fewer account values are required. The book codes you can associate with an account are available from a drop down list at the time of journal entry

Adding Adjustment Type Values

Access the Adjustment Type page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Adjustment Type).

Adjustment type is delivered as a balancing ChartField. It is used in conjunction with ledger code and book code to facilitate recording of transactions for organizations having multiple accounting rule environments. If you choose to update open periods by ledger code, you must specify an adjustment type value for the ledger code having its period closed earlier than other ledger codes. By doing this, when the system encounter transactions in a book code common to multiple GAAPs, yet belonging to a ledger code that is already closed; it can generate adjustments specifically to the adjustment type associated with the ledger code and effectively move the transaction to the open period.

See Also

Managing Multiple GAAPs and Prior Period Adjustments

Adding Account Values

Access the Account page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Account).

Account values are used in combination with other ChartFields values to create journal entries.

See Also

Creating Generic ChartField Attributes

Using Open Item Accounting

Using the Balance Sheet Indicator and Book Code

Mapping Account Values to Alternate Account Values

Access the Map to Alternate Account page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Account and click the Map to Alternate Account tab).

AltAcct SetID (alternate account setID)	Enter the setID for the alternate account to which you want to link the account.
Add AltAcct (add alternate account)	Click to access the Alternate Account page on which you can add a new alternate account. This page is described below.
Mapping Mode	This is a system default and you cannot change the value: One Acct to One or Many AltAccts (one account to one or many alternate accounts) indicates that the mapping is one account value to one or more alternate account values. You can map the one account value to one or more alternate accounts. One AltAcct to One or Many Accts (one alternate account to one or many accounts) indicates that the mapping is one Alternate Account value to one or more account values. You can map the account value to only one alternate account.

Note. The system does not update the mapping mode setting until you have linked the account with one or more alternate accounts. If you have previously linked the account to an alternate account on the Map to Account page, the mapping mode might already be selected. When you add one or more alternate accounts and select default for one of the alternate accounts, the system selects One Acct to One/Many AltAccts. Also, you must specify a default account or alternate account for each setID that you map to either account or alternate account.

Adding Alternate Account Values

Access the Alternate Account page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Alternate Account).

Long Description

Optionally, you can enter the purpose or use of the alternate account, and an explanation of the type of transactions that are to be posted to it.

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

See Also

Using Alternate Account

Using Statistics

Mapping Alternate Account Values to Account Values

Access the Map to Account page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Alternate Account and click the Map to Account tab).

Account SetID	Enter the setID for the account to which you want to link the alternate account.
Add Account	Click the link to access the Account page on which you can add a new account ChartField value.
Mapping Mode	This is a system default. You cannot change the value: One Acct to One or Many AltAccts (one account to one or many alternate accounts) indicates that the mapping is one account value to one or more alternate account values. You can map the one alternate account value to only one account. One AltAcct to One or Many Accts (one alternate account to one or many accounts) indicates that the mapping is one alternate account value to one or more account values. You can map the alternate account value to one or more accounts.

Note. The system does not update the mapping mode until you link the alternate account with one or more accounts. If you previously linked the alternate account to an account on the Map to Alternate Account page, the mapping mode might already be selected. When you add one or more accounts and select default account for one of the accounts, the system selects One AltAcct to One or Many Accts.

Adding Operating Unit Values

Access the Operating Unit page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Alternate Account).

Use this ChartField to identify such things as a plant, office, physical location, branch, building, store, hospital, outpatient surgery center, clinic, or geographic location. This ChartField is usually related to responsibility reporting. It can also be used to assist in reporting for tax purposes or it can be used at the city, county, and state levels for both profit and loss (P&L) and balance sheet purposes.

Adding Fund Code Values

Access the Fund Code page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Fund Code).

Funds are primary structural units for education and governmental accounting. Funds are maintained as a balanced set of accounts and are used to present financial statements.

Fund code is a balancing ChartField, and you establish all types of funds by using the Fund Code page.

Adding Department Values

Access the Department page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Department).

Departments typically represent a divisional classification of a larger entity in your organization (such as a profit center, an operating unit, a school within a university or a bureau of a government). Its emphasis is usually on budget and responsibility accounting.

Adding Product Values

Access the Product page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Product).

Budgetary Only

Select if the value is to be used for budgetary purposes only. The product will not be available for recording actual transactional entries for most products. However, General Ledger allows either budgetary only or non budgetary values to be selected for journal entry but validates against the ledger type at journal edit. Budgetary only functionality is available for all fully configurable ChartFields.

Attributes

Select this link to access the ChartField Attributes page.

Adding Project Values and Grant Values

Access the Project page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Project, Project).

The preceding page is available when Project Costing is not selected on the Installation Options - Products page.

The preceding page is available when Project Costing is installed on you system and is selected on the Installation Options - Products page.

Of the six project ChartFields, Project values is available for selection for setup using the ChartField Values page. The other five ChartFields are defined and their controls established using the Project Costing application. To define the other five project ChartFields, use the pages discussed in the Project Costing documentation.

See PeopleSoft Project Costing Implementation.

You can use the project ID ChartField with or without the Project Costing application. The setup for the page varies depending on this option.

Note. If you are using Project Costing, the Description tab and the fields associated with project manager and project status are not available through the Project page because applicable controls are entered or maintained through the Project Costing application pages. Also, when you use project IDs in General Ledger or other applications in your integrated database, the system validates them for standard Chartfield edits without regard to where the values were created. These and other important considerations are more fully explained in the Project Costing documentation dealing with setting up and integrating Project Costing, General Ledger and the feeder systems.

Grants

You can also set up and maintain Project values to track grants.

See PeopleSoft Grants PeopleBook

Adding Statistics Code Values

Access the Statistics Code page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Statistics Code).

You can track a variety of nonmonetary amounts with statistics. Statistics codes are used to maintain statistical amounts to facilitate financial analysis and reporting. If you plan to use statistics codes, you must also establish units of measure.

See Also

Entering Units of Measure

Using Statistics

Adding Scenario Values

Access the Scenario page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Scenario).

You can easily keep track of different budget versions using scenarios. A scenario is a ChartField value that you can use to identify various budget iterations that use different assumptions.

See Also

Maintaining Standard Budgets in General Ledger

Getting Started With PeopleSoft Commitment Control

Adding Program Code Values

Access the Program Code page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Program Code).

These values lend themselves to identifying and tracking revenues and costs to which you want to apply budgetary controls, for example, a toxic waste removal program or research being conducted by a university.

Adding Class Field Values

Access the Class Field page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Class Field).

Class values enable you to further classify activities concurrently recorded in funds, departments and programs into detail categories in which you normally track class amounts such as salaries or materials.

Adding Budget Reference Values

Access the Budget Reference page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, Budget Reference).

Use to identify unique budgets, which is necessary when individual budgets share budget keys and overlapping budget periods. Budget reference values can be used as a balancing ChartField to maintain a balanced set of books by budget.

See Also

Setting Up Basic Commitment Control Options

Adding Values for Expansion ChartFields 1, 2, and 3

Access one of the ChartField 1, 2, or 3 pages (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, ChartField Values, ChartField 1, 2 or 3).

PeopleSoft delivers three ready-to-configure expansion ChartFields. When additional ChartFields are required, these expansion ChartFields can be activated rather than adding new ChartFields. ChartField 1, 2, and 3 must be activated on the Standard ChartField Configuration page.

Note. Additional ChartFields can be added using advanced ChartField configuration if the three expansion ChartFields do not meet your needs.

See Also

Understanding PeopleSoft ChartField Configuration

Choosing Affiliate ChartField Values

Access the Standard ChartField Configuration page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Configure, Standard Configuration).

Use affiliate ChartField values when interunit or intraunit transactions are maintained using the same account ChartField value 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 also have a different account value. However, in each instance an affiliate ChartField value must be assigned to the accounting line or journal line to identify the entity with which the receivable or payable is shared.

PeopleSoft delivers the following affiliate ChartFields:

• Affiliate ChartField.

  This ChartField is not configurable and is used only for interunit accounting in association with business unit.

• Fund affiliate ChartField.

  This ChartField is fully configurable and can be renamed, deleted, resized or relabeled. It is used for intraunit accounting between entities. This ChartField is delivered with an association to the fund ChartField but it can be associated with any fully configurable ChartField.

• Operating unit affiliate ChartField.

  This ChartField is fully configurable and can be renamed, deleted, resized or relabeled. It is used for intraunit accounting between entities. This ChartField is delivered with an association to the operating unit ChartField but it can be associated with any fully configurable ChartField.

Affiliate ChartFields cannot be used as standard standalone ChartFields. They must be used in association with another related ChartField. This is because the 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 drop down list box for the Affiliate field on the Journal Entry page.

A unique intraunit-related ChartField must be specified for each intraunit affiliate ChartField that is active. Intraunit-related ChartFields must be used with intraunit affiliate ChartFields; they cannot be used for interunit purposes. The intraunit-related ChartField length must not be greater than the intraunit affiliate ChartField length to which it is mapped.

Related ChartFields provide the prompt values for affiliate ChartFields.

See Also

Configuring ChartFields

Using Interunit and Intraunit Accounting and ChartField Inheritance

Adding PeopleSoft Project Accounting Product ChartField Values

ChartFields specific to the Project Costing application are described in the PeopleSoft Project Costing 9.1 PeopleBook.

Loading ChartField Values Using the Excel Spreadsheet to Component Interface Process

PeopleSoft delivers a Microsoft Excel Spreadsheet to PeopleSoft Components Interface to enter ChartField data into PeopleSoft databases. Component Interfaces are listed with the topics on the applicable ChartFields and associated functionality.

For more information on Component Interfaces, refer to your PeopleTools documentation.

See Also

PeopleTools PeopleBook: PeopleSoft Component Interfaces

Using Trees to Summarize ChartFields

Using the PeopleTools Tree Manager, you can set up ChartField summarization rules, reporting hierarchies, and rollup structures. The Tree Manager adds a convenient graphic layer that displays the relationships between ChartField values. You see where individual ChartField values fit in the overall scheme; and you can maintain the ChartFields directly from the Tree Manager.

The Tree Manager simplifies chart of account design. It enables you to position individual ChartField values on an intuitive tree diagram, so that your summary levels or hierarchies are established exactly as they are displayed on the screen. You maintain ChartField values and include them in the appropriate rollup structures at the same time.

See Also

Summarizing ChartFields Using Trees

Defining and Using SpeedTypes

To define and use speed types, use the SpeedTypes component (SPEEDTYPE).

You often have common transactions in which you must enter the same combination of ChartField values repeatedly. By creating shortcut keys called SpeedTypes for these frequently used combinations of ChartFields, you can greatly increase journal entry efficiency and reduce errors.

Assume that you regularly post sales of a certain product to a specific revenue account. Each time that you create a journal entry that describes this transaction, you enter the same product code, department ID, and account number. Using a SpeedType that you define, you can type in the SpeedType code or one or more leading characters of the SpeedType code, click the drop down menu and quickly select the code form a list that appears to automatically enter all three ChartField values. For example, if SREV is the Speed Type you created for the entry described above, you can type in SREV or just enter S or SR to narrow the number of SpeedTypes that are available on the SpeedType List page that appears when you click the drop down menu for the Speed Type field. .

Pages Used to Define and Manage SpeedTypes

Defining SpeedTypes

Access the SpeedType page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, SpeedTypes, SpeedType).

The SpeedType page lists all the ChartFields defined for your system. You can specify any combination of the ChartField values to fully define your SpeedType.

Note. The detail Project Costing ChartFields are available if you have Project Costing installed. If not, only the Project ChartField is available.

Warning! If you have not licensed PeopleSoft Project Costing, Expenses, Resource Management, or Services Procurement and you see the following ChartFields: PC Business Unit, Activity, Source Type, Category, or Subcategory on pages, deselect the check boxes for these products on the Installation Options - Products page and run ChartField configuration to inactivate the ChartFields because they are specific to these products.

If you have not licensed Project Costing but have licensed Expenses, Resource Management, or Services Procurement and you still see Source Type, Category, or Subcategory on pages, deselect the check boxes for the unlicensed products on the Installation Options - Products page and run ChartField configuration to inactivate these ChartFields because they are specific to Project Costing. ChartFields that are not necessary can cause performance and other processing problems when they are allowed to remain active.

Note. The Publish Data check box is used if you want to send the ChartField values of the new or updated SpeedType to PeopleSoft HCM, which uses the values to update the Account Code (ACCT_CD_TBL) table. The check box is only available if the SpeedType is a One User Speed Type; and the HCM installation option is selected.

If the Publish Data check box is visible but unavailable on the SpeedType page, it indicates that the message object, HR_CHARTFIELD_COMBO_SYNC, is not activated. When the Publish Data check box is available, its default is not selected. The option is not part of the SpeedType data and is not saved with your SpeedType definition.

Note. The published data content includes detail project ChartField values, as the data source is the SpeedType record (SPEEDTYP_TBL).

See Also

Entering Journal Header Information

Deleting SpeedTypes in Mass

Access the SpeedType Delete page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Define Values, Mass Delete SpeedTypes).

Select and delete one or more existing SpeedTypes in one action using the SpeedType Delete page. Situations that may warrant multiple SpeedTypes be deleted at once are account inactivation, user inactivation, or ChartField relationships that are no longer valid within the organization.

Search for the SpeedTypes that you want to delete. You must enter a setID. If you want a complete listing of the SpeedTypes within a setID, leave the Type of SpeedType, Field Name, Selection Criteria and Value fields blank. Otherwise, enter values in these fields to narrow your search and click the Search button to retrieve the SpeedTypes. From the result set, select those SpeedTypes that you want to delete, or click the Mark All button if you want to delete them all and click the Delete link.

Defining and Using ChartField Value Sets

To define and use ChartField value sets, use the ChartField Value Sets component (CF_VALUE_SET).

ChartField value sets enable you to define combinations of ChartField values to be used for source data during the general ledger closing process and the Commitment Control ledger closing process. They can also be used to define the source data for consolidations, equitization, and various other process.

For example, you can create one ChartField value set for the income statement accounts used in interim closing and a different set to be used in year-end closing. When you define closing rules for the interim close or the year-end close, you select which ChartField value sets to use.

Page Used to Define ChartField Value Sets

Defining ChartField Value Sets

Access the ChartField Value Set page (Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, ChartField Value Sets, Setup ChartField Value Sets, ChartField Value Set).

Ledger Template	Identifies which ChartFields appear in the Field Name drop down list box.
Summary Ledger	If the Ledger Template that you selected is for a summary ledger, enter the summary ledger ID. This identifies which ChartField values are available for selection in the Select Values/Nodes group box.
Description	Enter a short description of the ChartField value set to display on pages and in drop-down list boxes where display space is limited. In the following field, enter a longer description to identify the ChartField value set on reports, pages, prompt lists, or online inquiries. Include any comments or information regarding its use.

In the Values by ChartFields group box, identify the values to be included in this value set.

Producing ChartField Reports

Use the ChartField Reports (FS_CF_REPORT_HOME) component to access reports pages.

Below are listed standard ChartField reports to monitor your progress in implementing ChartFields and related functionality.

To run a report, select it from its menu and enter the necessary parameters. After you entered the report parameters, you use Process Scheduler to run the report. The Process Scheduler manages the processes, tracks the status, and generates the report.

To modify standard reports, create your own reports, or change the report output format, a variety of reporting options are available in PeopleTools. Refer to your PeopleTools documentation for more information.

Pages Used to Produce ChartField Reports