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