ChartFields in PeopleSoft

- All You Wanted To Know

Volume I

Anil Goel

Edited by: Deepak Z Goel

ChartFields in PeopleSoft – All You Wanted To Know
Volume I
by Anil Goel
Edited by Deepak Z Goel

Copyright © 2015 Anil Goel. All rights reserved.

Published by Anil Goel

Front and back cover design: Front and back cover design by Revo Yanson (www.byrevo.com)
June 2015 First Edition

This book contains proprietary information and is protected by copyright and other intellectual property laws. This book
cannot be modified, altered or reproduced in any way without the express authorization of the author.
The information contained in this book is subject to change without notice. This book is not warranted to be error-free.
While every precaution has been taken in the preparation of this book, the author and the publisher assume no
responsibility for errors or omissions, or for damages resulting from the use of the information contained herein.
PeopleSoft is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of
their respective owners.

ISBN: 978-0-9834786-1-4
To Neena, Deepak,Arjun and Parents

and

Mrs K R Nayyar

and

www.cacharcancerhospital.org
 Table of Contents

Preface ………………………. 2

1.

PeopleSoft Delivered ChartFields 6

2.

Project ChartFields 16

3.

Account Types 21

4.

Control Accounts 23

5.

Budgetary Accounts 37

6.

Statistical Accounts and Statistical Codes 41

 Preface
The Book’s Audience
This book is addressed primarily to two groups of users:
Users who currently use PeopleSoft Financials can take advantage of learning
new functionalities that they may not currently use
Users who are new to PeopleSoft Financials can benefit by sequentially
reading through the book and learning basic to advanced topics
All the examples and screen shots used in the book have been tested in PeopleSoft
demo environment versions 9.1 and/or 9.2
The book is divided into six parts/volumes, each of which is sold separately.
Volume two will be available sometime in August, 2015.

Conventions Used in this Book

Throughout the book I have tried to use the following typographical convention:
Most text is Arial, 10 pt
User data entry values on PeopleSoft screens are in Courier New, 10 pt
Name of the fields and menu navigations are in Arial Italics, 10 pt
Date references are in mm/dd/yyyy format
This book employs the usage of a second-person voice. You, the reader, will
be addressed frequently and instructed to simulate a classroom learning
environment

How to Contact Us
I have tested and verified the concepts and examples used in this book to best of my
ability, but you may still find mistakes. Should you find any errors, have suggestions
for future editions, or have technical questions, please write to
anil.goel1@gmail.com.

Acknowledgments
I would like to thank Deepak Z Goel for editing this book and Anand Mohan and
Vinod Chidambaram for helping me with prototyping some of the contents in the
book.
 PeopleSoft Delivered ChartFields
What are ChartFields?
Fields that define Chart of Accounts (COA)
Means of recording accounting activities
Used to categorize transactional and budget data
Building blocks of a COA string. You can use one (ACCOUNT is required) or
more ChartFields to create unique COA strings
Each ChartField represents a dimension of financial data
Used throughout all PeopleSoft modules
To get most out of the system it is recommended that you keep each business
reporting dimension in a separate ChartField. Avoid dual purpose/usage of a
ChartField
PeopleSoft delivers the following ChartFields out of the box. You have the option to
modify these delivered ChartFields or add new ChartFields.
ChartField
(Project Costing
# Description Type Length Purpose
CFs are shaded in
green color)
Account. Required on
1 ACCOUNT Account Char 10
all transactions
Alternate Use for statutory
2 ALTACCT Char 10
Account accounting
Can be used to specify
Operating locations or operational
3 OPERATING_UNIT Char 8
Unit units of a legal entity
such as stores
Primary structural units
4 FUND_CODE Fund Code Char 5 of education and
government accounting
Department, cost center.
Employees can be
5 DEPTID Department Char 10 tagged with a DEPTID
and therefore it is used
to reflect organizational
structure
Can be used to track
Program related cost centers,
6 PROGRAM_CODE Char 5
Code revenue centers, group
of related activities etc.
Can be used to identify
7 CLASS_FLD Class Field Char 5
specific appropriations
 Budget Used for identifying
8 BUDGET_REF Char 8
Reference unique budgets
Defines different
9 SCENARIO Scenario Char 10
budget iterations
Products sold or
manufactured,
10 PRODUCT Product Char 6
services provided
etc.
PC Business Project Costing
11 BUSINESS_UNIT_PC Char 5
Unit Business Unit
Captures information
12 PROJECT_ID Project/Grant Char 15 for grant and project
accounting
Specific tasks that
13 ACTIVITY_ID Activity Char 15
make up a project
Identifies the
purpose or origin of
a transaction.
Examples: Direct
Labor, Direct Cost –
14 RESOURCE_TYPE Source Type Char 5
Travel, Direct Cost
– Materials,
Subcontractor Labor,
Direct Labor
Unallowable
Further defines
Source Types.
Examples: Direct
15 RESOURCE_CATEGORY Category Char 5
Labor – Off Site,
Direct Labor – On
Site
Further defines
Categories.
Examples: Direct
16 RESOURCE_SUB_CAT Subcategory Char 5
Cost – Materials,
Direct Cost – Office
Supplies
 Used for Inter-Unit
accounting when
17 AFFILIATE Affiliate Char 5
using a single inter-
unit account
Used for Inter-Fund
Fund accounting when
18 AFFILIATE_INTRA1 Char 10
Affiliate using a single intra-
unit account
Used for Inter-
Operating Unit
Operating
19 AFFILIATE_INTRA2 Char 10 accounting when
Unit Affiliate
using a single intra-
unit account
Generic expansion
20 CHARTFIELD1 ChartField1 Char 10
ChartField

Generic expansion
21 CHARTFIELD2 ChartField2 Char 10
ChartField
Generic expansion
22 CHARTFIELD3 ChartField3 Char 10
ChartField
To organize ledger
data by different
reporting
23 BOOK_CODE Book Code Char 4
requirements.
Examples: CASH,
GAAP, TAX
Defines adjustment
Adjustment
24 GL_ADJUST_TYPE Char 4 types of prior period
Type
treatments
Defines statistical
Statistics
25 STATISTICS_CODE Char 3 data. Examples:
Code
Headcount, Sq Ft
BUSINESS_UNIT is not considered a ChartField. Business units may represent logical
units within an organization, which may or may not be legal entities.
Below is the screen shot of the LEDGER table showing Business Unit and ChartFields:
You can combine ChartFields to categorize financial transactions. For example, you can
use Account, Department and Product ChartFields in your CoA:
Account Department Product Comments
70050 10005 <blank> Rent paid
10100 <blank> <blank> Regular Checking

Account Department Product Comments

40050 10005 1005 Consulting
12100 <blank> <blank> Accounts Receivable
You can build ChartField combination rules to define which ChartFields and ChartField
value combinations are valid or invalid. See examples below.
Example Account Department Product
Balance Sheet
1 Must be blank Must be blank
Account
Requires any valid Requires any valid
2 Operating Revenue
value value
Requires any valid Requires any valid
3 Operating Expense
value value
Non-Operating Requires any valid Optional. Can be
4
Expense value blank
Combination Rules are discussed later in this book.
ChartField Data Entry Screens
This section tabulates the screens to setup ChartField values.
Menu Navigation: Set Up Financials/Supply Chain > Common Definitions > Design
ChartFields > Define Values > ChartField Values
Menu Name: DESIGN_CHARTFIELDS
ChartField Component Pages

Account

GL_ACCOUNT GL_ACCO

Alternate Account
ALTACCT ALTACCT

OPERATING_UNIT OPERATIN

FUND_DEFINITION FUND_DE

DEPARTMENT DEPARTM

PROGRAM_DEFINTION PROGRAM

CLASS_PNL CLASS_PN
 BUDREF_PNL BUDREF_P

BD_SCENARIO BD_SCENA

PRODUCT PRODUCT

Use the screen (Page = PROJECT_GL) below to add PROJECT PROJECT_

projects when PS PC is not installed.

Use the screen (Page = PROJECT_GEN_01A) PROJECT_GENERAL PROJECT_

below to add projects when PS PC module is
installed.
CHARTFIELD1 CHARTFIE

CHARTFIELD2 CHARTFIE

CHARTFIELD3 CHARTFIE

BOOK_CODE BOOK_CO

ADJUST_TYPE ADJUST_T
 STATISTICS_TBL STATISTIC

The Affiliate ChartField values are not stored in any separate tables. Instead their
values are the same as their respective fields:
AFFILIATE = GL Business Unit
AFFILIATE_INTRA1 (Fund Affiliate) = FUND_CODE
AFFILIATE_INTRA2 (Operating Unit Affiliate) = OPERATING_UNIT
Affiliates are discussed later in the book.

Common Fields
Common fields in all the ChartField Setup pages are as follows:
# Field Type Length Comments
Allows Business units to
1 SetID Char 5 share (or not share)
ChartField values
2 EFFDT Date 10 Effective Date
3 EFF_STATUS Char 1 Active or Inactive
4 DESCR Char 30 Description
5 DESCRSHORT Char 10 Short Description
6 DESCRLONG Long N/A Long Description
7 Budgetary Only Char 1
8 Attributes Discussed later in the book

The high level ChartField usage diagram, starting from ChartField maintenance to
reporting, is shown below:
 Project ChartFields
The Project Costing ChartFields are tabulated below:
Project Costing
# Description Type Length Purpose
ChartField
PC Business Project Costing
11 BUSINESS_UNIT_PC Char 5
Unit Business Unit
Captures
information for
12 PROJECT_ID Project/Grant Char 15
grant and project
accounting
Specific tasks that
13 ACTIVITY_ID Activity Char 15
make up a project
Identifies the
purpose or origin
of a transaction.
Examples: Direct
Labor, Direct Cost
14 RESOURCE_TYPE Source Type Char 5 – Travel, Direct
Cost – Materials,
Subcontractor
Labor, Direct
Labor
Unallowable
Further defines
Source Types.
Examples: Direct
15 RESOURCE_CATEGORY Category Char 5 Labor – Off Site,
Direct Labor – On
Site
Further defines
Categories.
Examples: Direct
16 RESOURCE_SUB_CAT Subcategory Char 5
Cost – Materials,
 Direct Cost –
Office Supplies
PROJECT_ID and ACTIVITY_ID are Business Unit specific where as
RESOURCE_TYPE, RESOURCE_CATEGORY and RESOURCE_SUB_CAT are
typically not Business Unit specific.
Project ChartField Data Entry Screens
This section tabulates the PeopleSoft screens to setup Project ChartField values. Only
the core screens and PeopleTools objects are listed below:

ChartField Component

BUSINESS_UNIT_PC
Menu Navigation: Set Up Financials/Supply Chain > Business Unit Related
> Project Costing > Project Costing Definition

PC_BU_DEFN

PROJECT_ID
Menu Navigation: Project Costing > Project Definitions > General
Information

PROJECT_GE
Menu Navigation: Set Up Financials/Supply Chain > Common Definitions > PROJECT
Design ChartFields > Define Values > ChartField Values
Updates made to Description, Start Date, End Date and Integration here is
reflected on the Project Costing and vice versa.
Attributes link is only available under Design ChartFields.
ACTIVITY_ID
Menu Navigation: Project Costing > Activity Definitions > Project Activities

PC_PROJ_AC

Menu Navigation: Set Up Financials/Supply Chain > Common Definitions >

Product Related > Project Costing > Transaction Options > Source Types

PROJ_RES_T

Menu Navigation: Set Up Financials/Supply Chain > Common Definitions >

Product Related > Project Costing > Transaction Options > Categories

PROJ_CATG

Menu Navigation: Set Up Financials/Supply Chain > Common Definitions >

Product Related > Project Costing > Transaction Options > SubCategories

PROJ_SUBCA
Sample Transaction Entry Screens
This section tabulates some transaction entry screens, which use Project ChartFields.
Screens

Journal
Menu Navigation: General Ledger > Journals > Journal Entry >
Create/Update Journal Entries

Note: Analysis Type is not truly a ChartField. However, it is available for

entry on the General Ledger Journal Entry - Lines page. It is not included
on either the Standard or Advanced Configuration pages. If the Project
Costing ChartField display is reordered during ChartField configuration,
the Analysis Type retains its relative position and is reordered
accordingly.
Voucher
Menu Navigation: Accounts Payable > Vouchers > Add/Update >
Regular Entry

Expense Report
Menu Navigation: Travel and Expenses > Expense Report >
Create/Modify
 Account Types
Account Types classify the Accounts (and Alternate Accounts) for treatment on
processes such as Year End Close. The Account Types are used when you add a new
Account (or Alternate Accounts).
PeopleSoft delivers the following Account Types:
(A)sset
(E)xpense
(L)iability
E(Q)uity
(R)evenue
Balance Forward is selected on balance sheet Accounts (or Alternate Accounts), which
use Account Types of A, L or Q. This allows the system to carry forward the balances
to the next year during the year end close process. Balance Forward is not selected on
Income Sheet Accounts, which use Account Types of E or R.
Statistics Account can be marked to Balance Forward on the Account screen, as shown
below:
 Control Accounts
Accounts (Or Alternate Accounts) can be marked as Control Accounts. Control
Accounts cannot be used in manual or online journal entries and can only be updated by
the Journal Generator process or a load process from a third party system.
The following examples will explain the Control Account functionality:
# Step
1 Review an Account not setup as a Control Account
2 Verify Account can be used in a Journal
3 Mark the Account, in step 1, as a Control Account
4 Verify Account can no longer be used in a Journal
5 Configure a Control Account on Accounting Entry Template
6 Enter a Voucher and Journal Generate
7 Review Control Accounts in User Preferences
8 Verify Control Accounts cannot be used in Spreadsheet Journal Upload
9 Verify Control Accounts cannot be used in Flat File Journal Upload
1. Review Account 200000 (Accounts Payable). It is not set up as a Control Account

2. Verify Account 200000 (Accounts Payable) can be used in a Journal Entry

3. Mark Account 200000 (Accounts Payable) as a Control Account

4. Verify Account 200000 (Accounts Payable) can no longer be used in a Journal Entry
5. But Account 200000 (Accounts Payable) can be specified on the Accounting Entry
Template used by Accounts Payable

6. Enter a Voucher and Journal Generate

7. Update User Preferences for VP1
8. Control Accounts are not allowed in Spreadsheet Journal Upload
9. Control Accounts are also not allowed in Flat File Journal Import
 Budgetary Only Accounts
Accounts marked as Budgetary Only are used for budgeting purposes and are not
available for recording actual transactional entries. Budgetary Only functionality is
available on all fully configurable ChartFields.
The following examples will explain the Budgetary Account functionality:
# Step
1 Review a Budgetary Only Account
2 Verify Budgetary Account is not available in Journal Entries
3 Verify Budgetary Account is available in Inquire Screens and Reports
4 Verify Budgetary Account is available in Maintain Standard Budgets
5 Review Budgetary Only functionality in other ChartFields

1. Review Account 100014 setup as a Budgetary Only Account

2. Verify Budgetary Account is not available in Journal Entries

3. Verify Budgetary Account is available on Inquire Screens and Reports

4. Verify Budgetary Account is available in Maintain Standard Budgets
5. Review Budgetary Only functionality in other ChartFields
The Budgetary Only functionality is also available in the following ChartFields:
# ChartField
1 Department
2 Product
3 Operating Unit
4 Fund Code
5 Program Code
6 Class Field
Budget
7
Reference
 Statistics Code and Statistics Account
Use Statistics Codes and Statistics Accounts to track non-monetary amounts. You can
use Statistics for financial analysis and reporting and as the basis to allocate expenses.
All Statistics Code or Statistical Amounts must be associated with a Unit of Measure.
Statistics Codes are associated with Monetary Accounts on the same transaction line.
But Statistics Accounts can only by themselves or with other non-Account ChartFields
such as DeptID, Product etc. You can choose to implement a separate Statistics ledger
or use the monetary ACTUALS/ RECORDING/ REPORTING ledgers to house the
statistics. Traditionally, companies assign the 9 number range for the Statistics
Accounts.
The following examples will explain the Statistics Code and Statistics Account
functionality.
# Step
1 Set up a Statistics Code
2 Review Unit of Measure
3 Enter a transaction using Statistics Code
4 Set up a Statistics Account
5 Enter transaction using Statistics Account
6 Balance Forward Statistics Accounts
7 Review Statistics fields in Journal Entry Template
8 Statistics Code is not on Standard ChartField Configuration page
9 Review Statistics Account in Allocations
10 Review Statistics Account/Code in Payables Module
11 Review Related PeopleTools Records
0.

1. Setup Statistic Code EA (Each)

2. Review Unit of Measure EA

3. Enter A Journal Using Statistics

Code
4. Setup Statistic Account 999911

5. Enter A Journal Using Statistic

Account
6. Balance Forward Statistics Accounts

Next, enter a journal both to balance forward and non-balance forward accounts and run
the year end close process. You will account balance for 999012 was brought forward
to fiscal year 2015 and Period 0.
7. Review Statistics Fields in Journal Entry Template
8. Statistics Code is not on
Standard ChartField Configuration page
9. Statistic Accounts/Codes can be used in Allocations

10. Statistic Accounts/Codes are also available in

sub modules such as Accounts Payable
11. Review Related PeopleTools Records
GL_ACCOUNT_TBL
JRNL_LN
LEDGER

VCHR_ACCTG_LINE
UNITS_TBL

UNITS_CVT_TBL

STAT_TBL