Home > Glossary > Chart of Accounts Terms

Chart of Accounts Terms

Back to Glossary Main Menu

Account

Conditional

Journal header SetID
Actuals Ledger Department Journal lines
Asset Drill down Journal Status SQL
Attribute Expense Liability SQR
Balance sheet account Fund nVision Stat Code
Budget reference Fund affiliate Process Monitor Tree
Business unit Fund balance Product ID User Defined
ChartField General Ledger Project Valid values
ChartField string General Ledger group Program
Class Inquiry Query
Combination editing

IntraUnit transactions

Report Manager
Commitment control Journal Entry Run Control ID  

 

PeopleSoft Term

PeopleSoft Definition

Account

A PeopleSoft ChartField that identifies the specific type of asset, liability, fund balance (equity), revenue, or expense in each transaction line.

Actuals Ledger

The Actuals Ledger is where detailed transactions are stored. (Other types of ledgers include Budget, Summary, Consolidated, etc.).

Asset

The entries on a balance sheet showing all properties, both tangible and intangible, and claims against others that may be applied to cover liabilities of the business.  Assets can include cash, stock and inventories.

Attribute

Attribute is an optional feature that can be used to provide additional information about a ChartField.  An attribute is not tied to an individual transaction and cannot be used in trees or combo edits.

Balance Sheet Account

Balance sheet account indicates assets, liabilities, and fund balance.  Assets minus liabilities must equal fund balance.  When transactions are made between funds, the system automatically creates an offsetting balance sheet account entry (intraunit processing).

Budget Reference

Budget Reference was primarily designed to enable unique identification of multi-year overlapping budgets. Typically these are appropriations that are made every year but last a number of years. If these appropriations budgets share the same ChartField combination, the system has no way of distinguishing the appropriations with overlapping budget periods, unless there is a unique identifier for each appropriation. Each budget period represents a fiscal year.

Business Unit

An identification code that represents a high-level organization of business information. 

ChartField

A PeopleSoft term describing a field that stores a value, chosen from a table of valid values. PeopleSoft uses ChartField functionality to capture, access, and report its financial information; a combination of ChartField values (ChartField String) identifies a financial transaction.  Each ChartField operates independently functioning similar to a “slot machine” and may have a many-to-one relationship with other ChartFields.

ChartField String 

Indicates a combination of ChartFields and the level at which accounting charges/credits are applied. The terms  “ChartField string” and “account string” are used interchangeably.

Class

This field will be used for the 4-digit alphanumeric NACUBO code.

Combination Editing (Combo-Edit)

The process of editing journal lines for valid ChartField combinations based on defined rules.

Commitment Control

A feature of PeopleSoft that controls various financial activities based on available budget or other budget rule sets, often referred to as the “KK” ledger.

Conditional

Containing, implying, or depending on, a set of circumstances; not absolute; made or granted on certain terms.


Department

The Department ChartField represents the detailed breakdown of University or Healthcare organization structures. Combined with other ChartField values, they can form the basis for department budgets that track expenditures and revenues.

Drill Down

To return to the original source of transactions through various hyperlinks on PeopleSoft screens.

Expense

Account type used to describe an item of business outlay chargeable against revenue for a specified period.

Fund

A Fund ChartField value can be used for balancing journals and can track the ‘due from’ in the Fund Affiliate.

Fund Affiliate

ChartField that is used to correlate transactions between funds when using intraunit processing.

Fund Balance

Fund balance is equal to assets minus liabilities within a fund.

General Ledger

 

The General Ledger is the official record of the University's and Healthcare's budgeting and financial transactions.  The General Ledger includes budget transactions, revenue and expense transactions, encumbrances, assets, liabilities and fund balances.

General Ledger Group

Ledger group defines the ledger to which a journal will post (e.g., Actuals).  A ledger stores the posted net activity for a set of ChartField values by accounting period and fiscal year.  (Other types of ledger groups include Budget, Reporting, Consolidated, etc.).

Inquiry

A type of delivered on-line reporting tool to view financial information from the journal or ledger.

IntraUnit Transactions

System generated entries to keep detail transactions balanced (debits equal credits) when balancing by ChartField.

Journal Entry

Journal Entry (JE) represents a document type and journal source.  The document type JE would be used to indicate journal entries involving transfer of funds, moving expenses and correcting entries.

Journal Header

The first page entered to create journal entries in PeopleSoft General Ledger, which includes the overall journal information such as the ledger, the journal source, and descriptions.

Journal Lines

Detailed information within a transaction including the ChartField string and dollar amount.

Journal Status

 

This field represents the current status of the journal entry.  Status codes include:
N=Edit Required, journal entry has not been edited therefore cannot be posted.
E=Errors, journal entry has been edited and contains errors.
V=Valid, journal entry has passed editing and is ready to be posted.
P=Posted, journal entry has been posted to the ledger.
T=Journal Incomplete, journal entry has not been edited.

Liability

A financial obligation recorded in the general ledger. A Liability is one of five "account types" in PeopleSoft General Ledger.

nVision

A PeopleSoft reporting tool.  It brings together the power of the PeopleSoft financials database and the flexibility of Microsoft Excel.

Process Monitor

Link to the process list page in PeopleSoft to view the status of submitted process requests.


Project

The Project/Grant ChartField is used to identify a discrete set of activities that occurs within a finite time period. Financial activity is limited to the dates associated with the ChartField. Activities associated with this ChartField may span multiple Departments, Funds and/or Accounts.

For a more refined definition of this ChartField, there is a separate definition for each of the delivered types: Project and Grant. The main difference between the two types is that the Grant has specific sponsor and other non-chartfield information.

Program

Program is used to define a set of ongoing general activities for which financial activity needs to be tracked. A Program, unlike a Project, does not have a strict start and end date. It is typically an ongoing effort.

Query

A PeopleSoft reporting tool used to extract financial information.  Queries produce raw data results that can be downloaded into Excel and manipulated using sorting, filtering and pivot tables. 

Report Manager

Link to the report list page in PeopleSoft to view report contents, check the status of a report, and see content detail messages that describe the report and distribution list.

Run Control ID

An unique ID to associate each user with his/her own run control table entries.

SetID

An identification code that represents a set of control tables or TableSets.  A TableSet is a group of tables (records) necessary to define the structure and processing options for Emory.

SQL

SQL is the acronym for Structured Query Language.  A standard database programming language used to retrieve and manage data in relational database management.

SQR

SQR is the acronym for Structured Query Reporting.  It is an SQL based programming language, which PeopleSoft uses to run some of its most sophisticated offline processes and reports.

Stat Code

The Statistic ChartField identifies non-monetary amounts and is associated with a specific unit of measure.

Tree

Trees are structures that define various roll-ups in PeopleSoft by using levels and nodes.  Each tree applies to a specific ChartField.  Reports access tree nodes to specify selection criteria and use tree levels for roll-ups and subtotals.

User Defined

ChartField that is used, on an optional basis, for financial reporting needs not addressed by other ChartFields. "Event" ChartField in the Emory-PeopleSoft set-up.

Valid Values

Values set up within a table and accepted by the PeopleSoft financial system.