Setting Up and Working with ChartFields and ChartField Combinations

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

• Enter and maintain ChartField values.

• Set up ChartFields in HRMS.

• Populate HRMS with valid ChartField combinations.

• Review and maintain ChartField transactions.

• Enter or Review ChartFields in PeopleSoft HRMS transactions.

• Report on ChartField combinations.

Note. For customers integrating with PeopleSoft Enterprise 8.4 Financials or higher, most of the components described in this chapter will be display only.

Understanding PeopleSoft ChartFields

In 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.

Setting Up ChartFields in HRMS

To set up ChartFields in HRMS, use the following components:

• Standard Configuration (STANDARD_CF_TMPLT)

• ChartField Values (DEFINE_CF_VALUE)

• Account (GL_ACCOUNT)

• Department (DEPARTMENT)

• Project/Grant (PROJECT)

• Product (PRODUCT)

• Fund Code (FUND_DEFINITION)

• Program Code (PROGRAM_DEFINITION)

• Class Field (CLASS_PNL)

• Operating Unit (OPERATING_UNIT)

• Alternate Account (ALTACCOUNT)

• Budget Reference (BUDREF_PNL)

• Chartfield 1 (CHARTFIELD1)

• Chartfield 2 (CHARTFIELD2)

• Chartfield 3 (CHARTFIELD3)

This section provides an overview of ChartField values and discusses how to:

• Import ChartField values from PeopleSoft Financials.

• Load data into the ChartField components using component interfaces.

• Configure the ChartField template.

• Access ChartField components.

• Add account values.

• Add department values.

• Add project/grant values.

• Add product values.

• Add fund code values.

• Add program code values.

• Add class field values.

• Add operating unit values.

• Add alternate account values.

• Add budget reference values.

• Add ChartField 1 values.

• Add ChartField 2 values.

• Add ChartField 3 values.

Note. Some ChartFields are delivered inactive. You must activate the ChartFields on the Standard Configuration component.

Understanding 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 you may want to avoid using this date and use instead another early date, such as 01/01/1901.

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 background 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.)

Because all changes to the definition of a 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.

After you initially populate the ChartField tables, you can maintain them from the ChartField Values page.

Importing ChartField Values from PeopleSoft Financials

If you are using PeopleSoft 8.4 Financials or higher, configure ChartFields and combination codes in PeopleSoft Financials and import ChartField values from Financials into HRMS and keep them up to date using application messaging.

To import ChartField values from Financials:

• Confirm if you HRMS system is integrated with PeopleSoft Financials 8.4 or higher.

  Review the General Ledger group box on the Installation Table - Product Specific page (INSTALLATION_TBL1A). If the GL Version field shows a value other than N/A, you are integrated with PeopleSoft Financials and can import the ChartField values.

  Note. If you are integrated, you can also use the synchronous message in PeopleSoft Financials to determine if the combination of ChartFields you are attempting is valid.

• Import the ChartField configurations from Financials using PeopleSoft Integration Broker.

  Note. Review the ChartField values in PeopleSoft HRMS by accessing the ChartField components from the ChartField Values component (DEFINE_CF_VALUE). The ChartField components are unavailable for entry.

Note. Customers who are not integrated with PeopleSoft Financials need to set up the Standard Configuration component and enter ChartField values in the HRMS ChartField components.

This table lists the messages subscribed to by the ChartFields:

See Also

Enterprise PeopleTools PeopleBook: Integration Broker

PeopleSoft Enterprise Financials, Enterprise Service Automation, and Supply Chain Management Application Fundamentals PeopleBook

Pages Used to Set Up and Review ChartFields

Choosing Affiliate ChartField Values

Access the Standard ChartField Configuration page.

Customers Integrating with PeopleSoft Financials	Customers Not Integrating with PeopleSoft Financials
Receive the ChartField configuration rules from Financials using the Integration Broker and use this page to activate ChartFields. Note. The Standard ChartField Configuration page may vary depending on which version of PeopleSoft Financials you are using.	Use this page to configure and activate ChartFields.

Note. You cannot change field names or length or delete or add ChartFields in HRMS.

Using Affiliate ChartFields

Use affiliate ChartField values when interunit or intraunit transactions are maintained using the same account ChartField values 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 have a different account. 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.

  Used only for interunit accounting in association with business unit.

• Fund affiliate ChartField.

  Used for intraunit accounting between entities.

• Operating unit affiliate ChartField.

  Used for intraunit accounting between entities.

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 list box for the Affiliate field on the Journal Entry page.

Adding Project and Grant Values

Access the Project/Grant page.

Integration	Use to select an integration template for the project and project level.
Start Date and End Date	These fields are for information only. There is no processing behind them.
Project Manager	Specify the project manager ID, display the manager name, and effective date of the entry.
Project Status	Enter the effective date and select a project status to indicate the various stages of the life cycle for the project. Note. These fields are for information only. Do not confuse them with ChartField editing that uses the ChartField status that is set up on this page.

Adding Alternate Account Values

Access the Alternate Account page.

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.

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

Populating HRMS with Valid ChartField Combinations

To populate HRMS with valid ChartField combinations, use the Load Combination Code Table component (RUN_BUD003) and the Combination Code Table component (VALID_COMBO_TABLE).

A combination code (also referred to as a funding source and an account code in prior versions) is a key that defines a combination of ChartFields. Use these codes to indicate the funding source the system should attribute to each expense. When you run processes to post transactions to the general ledger, the combination code is used to determine the ChartFields to include on each transaction.

A valid combination code is a combination of ChartFields that are valid in general ledger. Store valid combination codes in the Combination Code Table. When you enter a combination of ChartFields on a transaction page, either by selecting a combination code or by selecting each ChartField value individually, the system checks the Combination Code Table to see if it's valid.

Note. If you are not using valid combinations codes and want to be able to enter any combination of ChartFields on the transaction pages, do not populate the Combination Code Table. The system will populate the ChartField Transaction Table (ACCT_CD_TABLE) with the ChartField combinations you use so you can track them and reuse them.

Populate the Combination Code Table:

• Automatically, using the Load Combination Code Table process (BUD003.SQR) if you are using PeopleSoft 8.4 General Ledger or higher.

  Note. The Combination Code Table component will be unavailable for entry. Use it to review valid ChartField combinations but make changes to them in the PeopleSoft Financials components.

• Manually, if you are not using an integrated Financials application and are using valid combinations in HRMS.

Note. Track direct charge, prorate liability indicators, encumbrance accounts, and pre-encumbrance accounts for valid combination codes on the ChartField Transaction Table.

See Reviewing and Maintaining ChartField Transactions.

Using the Load Combination Code Table Process

The Load Combination Code Table process retrieves valid ChartField combinations from PeopleSoft General Ledger and inserts that data into the Combination Code Table component. There are two ways to prepare ChartField information in general ledger for export to HRMS: the Batch Integration Method and the Online Integration Method.

• Use the batch integration method when you are completely replacing your ChartField combinations.

• Use the online integration method for ongoing maintenance of ChartField combinations.

Note. Do not use the batch integration method (and the Load Combination Code Table process) for incremental updates because the process will create records with multiple effective dates.

Batch Integration Method

Use batch integration to import valid ChartField combinations from PeopleSoft General Ledger. The batch integration method requires that you complete the following steps in PeopleSoft General Ledger:

1. Run the Combination Build Request process to build valid ChartField combinations into the PS_COMBO_DATA_TBL.

2. Initiate the ChartField Interface to extract valid HRMS ChartField combinations, as defined on HR Process Groups page in PeopleSoft General Ledger, and to create a flat file for HRMS.

Once you complete these steps in PeopleSoft General Ledger, initiate the Load Combination Code Table process from within the PeopleSoft HRMS application. The Load Combination Code Table process retrieves the flat file and inputs the data into the Combination Code Table.

Note. The batch integration method easily accommodates large volumes of data. This method is best if you are supporting a high volume of ChartField combination updates on a daily or pay period basis.

Online Integration Method

The online integration method of importing valid ChartField combinations from PeopleSoft General Ledger takes advantage of the existing SpeedTypes component (SPEEDTYPE) within PeopleSoft Financials.

The SpeedTypes component captures ChartField values based on a user-specified SpeedType key. For example, a SpeedType key could be the DeptID-account or the account and a sequential number. To specify a SpeedType key to be attached to HRMS-specific ChartField combinations, enter HRMS as the user ID when accessing the SpeedTypes component in PeopleSoft Financials.

When you save the SpeedTypes component, the system populates an integration point message (HR ChartField Combo) with the HRMS-specific ChartFields that are published to the HRMS subscriber.

Customers who are integrating with PeopleSoft 8.4 Financials or later receive the integration point message through the PeopleCode Subscribe method, which automatically updates the Combination Code Table within HRMS.

Customers who are integrating with earlier versions of PeopleSoft Financials or a third-party system should go into the inbound file rules to ensure that the path and file name for the inbound file reflects the file they want to publish and subsequently subscribe to.

Use online integration alone or in addition to batch integration. The online integration method easily accommodates a smaller volume of data exchange and enables the entry of a smart key value to correspond with a ChartField combination.

See Also

PeopleSoft Application Fundamentals for Financials and Supply Chain Management PeopleBook, “Editing for ChartField Combinations” and “Defining and Using ChartFields,” Defining and Using SpeedTypes

Pages Used to Populate HRMS with Valid ChartField Combinations

Running the Account Code Load Process

Access the Account Code Load page.

As of Date	Enter the as of date for the ChartField combinations you are importing from PeopleSoft General Ledger.
Interface with GL Release (interface with general ledger release)	Select the general ledger version number of the PeopleSoft General Ledger system with which you are interfacing.
Inactivate Accounts Not Downloaded?	When this option is selected, the system inactivates account codes for which it doesn't find matches in the current fiscal year. When this option is blank, old account codes remain active for the current fiscal year.

Defining Combination Codes

Access the Combination Code Table page.

GL Combination Code

Use this code on the HRMS pages to use this combination of ChartFields in a transaction.

Note. Track direct charge, prorate liability indicators, encumbrance accounts, and pre-encumbrance accounts for valid combination codes on the ChartField Transaction Table.

You cannot change the ChartField values for combination codes imported from Financials, but you can change the description and make it active or inactive.

ChartField Detail

If you’re setting up your account codes manually, enter the ChartField information for each of the fields if they are applicable to the ChartField combination associated with your Human Resources account codes.

Once you save and exit the page, these fields again become unavailable, even in the action of Correction. For accuracy and ease of updating, it’s best to use the automated Load Combination Code Table process.

Note. Inactivate account codes that you are no longer using. This enables the system to keep records.

Select the ChartFields for this ChartField combination.

See Setting Up ChartFields in HRMS.

Reviewing and Maintaining ChartField Transactions

To review and maintain ChartField transactions, use the ChartField Transaction Table component (ACCT_CD_TABLE).

This section discusses how to review and maintain ChartField transactions.

The system creates a record whenever you use a new combination of ChartFields in an HRMS transaction, whether it is a valid combination code or combination of individual ChartField values you selected on the transaction page. It stores that combination here to maintain a history of ChartField combinations used in transactions.

The ChartField information on this page is unavailable for entry, but you can maintain information about the combination.

Page Used to Review and Maintain ChartField Transactions

Reviewing and Maintaining ChartField Transactions

Access the ChartField Transaction Table page.

Combination Code

If this is not a valid combination code imported into or created in the Combination Code Table, the system assigns this unique combination of ChartFields a combination code. You can use the combination code on the transaction pages to reuse this particular combination of ChartFields.

Combination Code Detail

Entering or Reviewing ChartFields in PeopleSoft HRMS Transactions

To enter or review ChartFields in PeopleSoft HRMS transactions, use the ChartField Details component (HMCF_ACCNT_CHRTFLD).

When an HRMS transaction uses ChartFields, the ChartFields associated with the transaction can be entered or viewed on the ChartField Details subpage (HMCF_HRZNTL_CFLD). For example, click the ChartField Details link on the Dept Budget Date page (DEPT_BUDGET_DATE) to select a valid combination code or individual ChartFields for the system to use as the suspense account for the department budget.

This section discusses how to enter or review ChartField Details.

Pages Used to Enter or Review ChartFields in PeopleSoft HRMS Transactions

Entering or Reviewing ChartField Details

Access the ChartField Details page.

Review the ChartFields associated with the transaction. If the ChartFields are grouped under an existing combination code, the system displays that value in the Combination Code field.

To associate an existing combination of ChartFields with a transaction, select the combination code that identifies the ChartField grouping.

Search Options

Select to search for an existing ChartField combination by:

• Speed Types

  SpeedType values are set up in and imported from PeopleSoft General Ledger.

• Combination Codes

  Search for valid combination codes.

Reporting on ChartField Combinations

Run the Combination Code Report (PAY760) to report on the on the Combination Code Table and the ChartField Transaction Report (PAY710) to report on the ChartField Transaction Table.

Pages Used to Report on ChartField Combinations