RECORD TO REPORT OVERVIEW

ROLES INITIAL APPROXIMATE RESOURCES:

Departmental Staff
 Accountants
 Office Managers
 Business Managers
 Program Assistants

OVERVIEW
This section provides an overview to the Record to Report process and the
related PeopleSoft modules.

In PeopleSoft we will have to adapt to new terminology as we transition from

SAMAS. In the Introduction to Chartfield class you will have been exposed to
some of the new terminology. On page two and three of this chapter is a quick
reference guide to the new Chartfield terminology. In PeopleSoft the correct
term for what we called in SAMAS a department ledger is general ledger.

The Record to Report process involves the General Ledger (GL), Project
Costing (PC), and the Asset Management (AM)) modules of PeopleSoft. Each
of these modules will receive data from other PeopleSoft modules, primarily
Accounts Payable (AP) and Purchasing (PO) as well as from other non-
PeopleSoft sources. Please see the flowchart on page four for a graphic
representation.

The GL module is the source for all financial reporting. It receives information in
the form of journal entries from all of the PeopleSoft modules mentioned in the
above paragraph as well as summarized information from other USF systems,
for example, GEMS for payroll data and OASIS for student information and
entries keyed online.

Record to Report is organized into five sections:

 GL Inquiries and Reports
 Journal Entry Inquiry
 Non-Payroll Expenditure Transfers
 Commitment Control Overview
 Asset Overview and Inquiry

In the GL Inquires and Reports chapter we will show you how to run a general
ledger report and how to run an inquiry showing your departments activity.

When you run your departments general ledger you will see all activity has been
posted with a journal entry reference number. In the Journal Entry Inquiry
chapter we will show you how you can research a journal entry by using the drill
down to find the details about the entry.

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 In the Non-payroll Expenditure Transfers chapter we will review the new
procedures for submitting an expense transfer request.

In the Commitment Control chapter we will show you how to inquire for your
remaining spending authority (in SAMAS called unexpended available budget).

In the Asset Overview and Inquiry chapter we will show you how to look up
asset information you need to transfer or write off an asset.

Training for the Budget Transfers and Capital Projects chapters will be given in
separate sessions at a later time.

PeopleSoft applications are built on the concepts of the Business Unit and
SetID. The FAST team has used this concept to define USF’s business
environment within the PeopleSoft structure. Business Units and SetIDs are the
foundation that enables the flexibility while minimizing the administrative burden
of maintaining the system. SetIDs enable you to control how you share your
organizational data across the Business Units.

To further categorize the financial data with in the Business Units, PeopleSoft
uses Chartfields. PeopleSoft Chartfields are the fields that store your chart of
accounts and provide your system with the basic structure to segregate and
categorize transactional and budget data. Each Chartfield has its own attributes
for maximum efficiency and flexibility in recording, reporting and analyzing its
intended category of data.
PeopleSoft further segregates the financial data within the General Ledger
module through the use of ledgers. A ledger is a set of posted balances that
represents a set of books for a business unit. Ledgers store the posted net
activity for a set of Chartfield values by accounting period and by fiscal year.
Primarily they store actual, budget, forecast, statistical, or any other type of
data. For example the ACTUALS ledger has been defined for posting of daily
actual activity and additional ledgers have been defined for budgetary activity.
By using multiple fields each with their own attributes and meaning PeopleSoft
provides flexibility to your reporting. Rather than creating one value to represent
a complex string of information, Chartfields segregate the string into
components allowing you to combine the components multiple ways. Therefore
you can use combinations of components to define a unique string without
having to define a specific value for each string. This reduces the number of
values in your chart of accounts and can simplify maintenance.

GL is the owner of the Chartfields, however, since the Chartfields are used in all
of the modules to record transactions it is important to understand USF’s
design. All class participants should have completed the introduction to
Chartfields class prior to attending Record to Report. Below is a high-level
description of the Chartfields to be used by USF

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 Business Unit - Divides a business into logical units other than companies and
departments. The FAST team has defined the PeopleSoft General Ledger
module utilizing a single Business Unit for USF (USF01).

Operating Unit – Used to track financial activities by campus (Tampa, St Pete,

Sarasota, Lakeland) with the additional breakout of Health Sciences, FIPR and
Non-Operating (to be recorded at the University level).

Department – Used to track financial activity by organizational unit (generally

equivalent to the first four characters of the SAMAS account).

Account – Classifies the accounting nature of a transaction (equivalent to

general ledger and object code)

Fund Code – Primary structural unit for governmental accounting. Funds are
administered separately and maintained as a balanced set of accounts to be
used to present financial statements. (E&G, Auxiliary, Grants, etc)

Initiative –Used to track University funded initiatives and principle investigator

(PI) share of overhead rebates for Grants (current RO accounts).

Product – Used to track revenue and expenditures for specific activities.

Defined at the college or unit level.

Project ID/Grant – Used to track capital construction projects and grant activity.
Defined by facilities planning and grant management. (Will not be used by all
colleges or units, please refer to your specific area for guidelines)

NOTE: The information in this guide is based on certain assumptions:

 Users have previously received training in PeopleSoft 8.4 navigation
 Users have previously attended the Introduction to Chartfields training
 Control tables have been set up with needed values prior to performing the
activities described in the sections to follow.

                             
INPUTS - Subsidiary Systems / and Direct  

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Input
   
   
       
Accounts Payable   *  
  *  
      *  
Asset Management   * *  
  * *  
      * *  
Billing / Accounts Receivable * * >  
  * *        
      * *        
Cash Deposits   * * >        
  * *        
  * *        
  * >   GENERAL LEDGER    
  *        
      * >   Actual Data    
Direct Journal Entry to G/L * * * * * * >        
(Main Data
  *   Repository)    
         
  * >        
  * *        
      * *        
OASIS System / Student Data * *        
  *  
      *  
GEMS / Payroll Data *  
                       
   
Subsidiary Ledgers - Are "detailed" ledgers G/L: Repository of all summary data  
  Data will balance by Fund within General Ledger
                             

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