Financial System Values
What is a ChartField?
PeopleSoft's coding structure is made up of ten blocks of information.
These blocks are called ChartFields. They can be joined together in various
tell the system where to record a transaction. The entire ChartField is
(number of digits)
The ChartFields that are not shaded are required to be assigned by you.
The shaded ChartFields are optional and will be discussed below. The ChartFields
lines through them will default in the system so you do not have to enter
them every time you do a transaction.
What does each ChartField do?
Business Unit - will always default to UCOLO.
Fund - Identifies the source of the money being received and spent. There
are general funds, auxiliary funds, sponsored program funds, gift funds,
renewal and replacement funds, and retirement of indebtedness funds. Funds
are discussed further below.
Organization, "org" - Identifies the campus/department/school/reporting
division spending or receiving the funds.
Program - Identifies distinct University activities for one and/or multiple
organizations. A program is required to be used if project is not used.
The program ChartField is used with general, auxiliary, gift, renewal
and replacement, retirement of indebtedness, investment in plant, and
agency funds. Both program and project may be used to reflect matching/cost
Project - The Project/Grant ChartField provides a means of tracking financial
activity that can cross multiple budget/fiscal years, funds, and organizations,
activities over a limited time-span. It is used in sponsored program,
loan, and capital construction funds. Both program and project may be
used to reflect
matching/cost sharing. The Project/Grant ChartField can also be broken
down into specific phases, segments, and activities.
Project - the top (first or highest) level at which you can budget and
record project activity
Segment - the second (from the top) project level at which you can budget
and record project activity
Phase - the third (from the top) project level at which you can budget
and record project activity
Activity - the lowest budgeting and reporting level for a project
Sub-Classification -This ChartField is totally optional. It is used to
capture department-defined needs. It must be valid in the PeopleSoft system
before you can
use it though.
Account - Describes the asset, liability, revenue, expense or transfer
in a transaction. Selected accounts are presented in this reference card.
Budget Year - This ChartField will default to the current budget/fiscal
Statistics code - This ChartField is optional.
Currency code - This ChartField will default to the US dollar (USD).
FOPPS = Fund, Organization, Program, Project, Sub-classification.
Every organization and program/project is assigned a fund/unit manager.
This individual is responsible for staying within budget, following rules
stipulated by sponsors (when applicable), and monitoring the activity
charged to the organization and program/project. This includes carefully
reviewing reports to be
sure that transactions are entered into the proper ChartField combinations
and working with the Controller’s or Budget Offices to resolve in
a timely manner errors
Debit vs. Credit:
When you are processing transactions within PeopleSoft, debits and credits
are entered into the panels with the accounting sign representing the
desired affect upon
the account. That is, if you are increasing an account that normally has
a debit balance (assets, expense, fund deductions and transfers out),
you enter the amount as
a positive number, i.e., no sign. If you are increasing an account that
normally carries a credit balance (liabilities, fund balance, revenue,
fund additions, transfers in), you enter the amount with a minus (-) sign
in front of the number.
When you are looking at PeopleSoft reports, the report will display the
natural sign of the account being presented. For example, a report listing
and transactions will show revenue account balances with a minus sign
in front of the amount and expenses with no sign.
Identifies the source of the money being received and spent. They are
further distinguished between exempt and non-exempt which is relevant
to central accounting offices only. The funds that will be used are:
||Memo Bank Fund
||Unrestricted Gen Oper
||Unrestricted Gen Oper – ICR
Internal Service Operations
||Other Self-funded Operations
||Sponsored Projects – Fed & Priv
||Sponsored Projects – Local Gov
||Unexpend Plant (Capital Const)
||Renewal & Replacement
||Investment in Plant
Unexpended Plant nonexempt
Renewal & Replace nonexempt
||Debt Service non-exempt
||Renewal & Replace – Aux exempt
||Renewal&Replace –Aux nonexempt
||Financial Presentation Fund
Expanded Fund Descriptions
The ChartField called "account" describes the asset, liability,
revenue, expense, or transfer in a transaction. It was formerly called
a "control code" or "object code."
There is logic built into the account structure.
Ranges – Categories of accounts fall into the following ranges:
Assets 000100 - 099999
Liabilities 100000 - 199899
Fund Balance 199900 - 199999
Revenue 200000 - 399999
Expense 400000 - 989999
Transfers 990000 - 999999
General Budget - The highest level in an account code series is the general
budget. This is the level at which a budget is maintained. Use these accounts
budget journal entries. Do not use this account code on any "actual"
transactions, e.g., purchase orders, cash receipts, INs, travel, petty
cash, etc., other than budget
User Options - Where an account code ends in the digits "00,"
this is the highest reporting level of the code and at a minimum, this
code must be used. Where there
are other-than-00 digits at the end of a code, the code is a "user
option" and may be used instead of the 00 account.
POOL account 485000 Postal Costs General Budget
Roll-up account 485100 Postal Costs
User Options 4851XX (type of postal cost)
In this example, a department can budget at 485000 and record expenditures
at either the 485100 level, or at a user-option level of 4851XX (numbers
not assigned yet - for example only).
Transfers - Transfers are a type of account. Transfer account codes are
used to move cash and fund balance from within a fund or from one fund
to another fund. It is critical that both the funds receiving and moving
the funds use a transfer code. Transfers must offset one another. The
table at the webside below identifies which funds can transfer cash between each
other and which cannot. The "yes" indicates that the funds on
the axis can transfer cash between each other. A blank indicates that
the funds cannot transfer cash between each other. This general rule may
differ by campus and exceptions can be made only with the prior approval
of the Accounting or Finance Office.
CU Fund Transfer Rules Tables