WELCOME!
To the Orientation
Class for PeopleSoft
General Ledger
UNIVERSITY OF
HOUSTON
SYSTEM-WIDE
PeopleSoft Concepts &
Environment
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Toolbars
Menus
Menu groups
Panels
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Panel Groups
Control Tables
Transaction tables
Effective dating
Toolbars
• Toolbars contain buttons which are used to
invoke common tasks.
• If a button is grayed out on the toolbar, the
associated function is unavailable.
• Toolbar functions can also be accessed from a
menu.
Toolbar Example
Menus
• Menus are the traditional method of navigation
in Windows applications.
• Destinations in PeopleSoft are achieved through
selecting commands on the menu bar.
• The available menu items vary depending on the
security class to which your Operator ID is
assigned.
Menu Groups
Menus with similar functionality are grouped
together for ease of access.
Menu Group
Panels
• Panels are commonly called forms or screens
in other databases.
• Panels present information from the database
in a user-friendly display.
• Panels provide the means to update the
database.
Panel Groups
• Panels grouped by a common topic are referred
to as panel groups.
• Panel groups are created to organize data entry
procedures by subject or business process.
• The individual panels in a panel group share a
common topic, they are processed together.
Control Tables
• Most control tables are loaded with values by
analysts during setup and implementation and
cannot be updated by users.
• The values are used to define accounting
parameters and to verify fields entered by
users from panels.
• Also called lookup tables as most drop-down
list boxes reference a control table.
Sample Control Tables
• ChartFields, such as
– Fund
– Department
• Calendars
Transaction Tables
• Used in PeopleSoft to store transaction data.
• Directly related to the panels used to enter
data.
Sample Transaction Tables
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Journal Header
Journal Line
Ledger
Budget Ledger
Effective Dating
• A key feature of PeopleSoft.
• Effective dating maintains a complete
chronological history of all of your
data.
• 3 categories of effective dates:
History, Current and Future.
• Allows for future dating of
transactions.
Example of Effective Dating
Row No.
1
2
3
4
Department
H0166
H0167
H0166
H0166
Manager
Effective Date
555-55-5555
444-44-4444
666-66-6666
777-77-7777
Sep-01-1999
Sep-01-1999
Nov-01-1999
Dec-01-1999
Row numbers that are…
Calendar
Date
History
Current
Future
Sep-05-1999
Nov-02-1999
Jan-01-2000
-1
1, 3
1, 2
2, 3
2, 4
3, 4
4
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Overview of Elements of the
PeopleSoft General Ledger
• TableSet, SetID and TableSet Sharing
• Ledgers
• Trees
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.
Trees
• PeopleSoft uses Trees to organize data.
• A Tree is a summarization of rules,
reporting hierarchies and roll-up structures.
Trees provide a graphical organization of fields.
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
Account
Program
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Project ID
Class
Budget Period
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
Department
Fund Code
Program
• And, for projects:
– Project ID
Non-Project/Grant
Cost Center Example
00730-H0066-2063-A0838-NA
where….
00730 = Business Unit
H0066 = Department
2063 = Fund Code
A0838 = Program
NA=Non project/grant
Project/Grant
Cost Center Example
00730-H0124-1026-B0001-G000052
where….
00730 = Business Unit
H0124 = Department
1026 = Fund Code
B0001 = Program
G000052 = Project ID
Review of ChartFields
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Business Unit
Fund Code
Department
Account
Program
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Project ID
Class
Budget Period
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.
• Defined through a four digit Fund Code.
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.
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 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/Grnt Cost Center
• Identified as:
00730-H0066-2063-A0838-NA-53905
PeopleSoft Journal for
Proj/Grnt Cost Center
• Identified as:
00730-H0124-1026-B0001-G000052-53905
Budget Period
• Budget Period is the period of time for
which expenditures are planned and
authorized.
• UHS has designed six digit budget period
coding.
– BPXXXX
• UHS Budget Period is equivalent to the
Fiscal Year.
Budgetary Control
Elements that must be part of the Budgetary
Control design include:
• Budget Types
• Budget Keys and Budget Key Translation
• 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.
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.
Overview of Reporting
• PeopleSoft provides Inquiry capabilities--drill
down, panels, etc.
• Critical reports and screens have been
identified in FRS and similar functionality will
be provided in PeopleSoft.
– Reports may be hard copy or delivered to
directories.
– Screens will be replaced by Public Queries.
Tools for Getting Information
Out of PeopleSoft
• PS Query
• nVision
• Crystal
• SQR
PS Query
• Queries allow users to extract information from
the database.
• Queries can be used to analyze data, identify
errors and create ad-hoc reports.
• Query results can be viewed several ways:
– on-line.
– exported to an MS Excel spreadsheet.
– sent to Crystal Reports for inclusion in a
report.
Crystal
• A 3rd party reporting tool bundled with
PeopleSoft.
• Crystal is used with PS Query to develop custom
hard-copy reports for distribution to users.
• Can be formatted and highly customized.
nVision
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Reporting tool provided by PeopleSoft.
nVision interacts with and uses MS Excel.
Accessed through PeopleSoft menu options.
Allows development of reports with superior
drilldown capability.
SQR
(Structured Query Reporting)
• SQR stands for Structured Query Reporting.
• Normally used only by programmers and
developers to provide standard reporting
capability.
• Also used to provide programs and other
functionality within the application.
Application Access and
Security
• Users sign on to a specific PeopleSoft
database.
• Access to PeopleSoft is controlled by
OPERID and password.
• OPERIDs are assigned to Security Classes.
• OPERIDs will be issued and Security
Classes designed according to campus
policies and procedures.
Questions and Answers