PeopleSoft General Ledger FMS730. Managing Trees

Transcription

1 Managing Trees This job aid describes the process for adding a node or detail value to a PeopleSoft tree, updating or deleting a node or detail value, and changing the node level on the tree. Adding a node to the tree 1. From the main Menu, click Tree Manager Tree Manager. 2. Click Search. 3. Click on the tree name that you want to update. 4. The tree appears. Click the name of the level want to add a node to. 5. Determine if the node will be a child or sibling. Levels are indicated by indentations. If a folder is indented further to the right than another folder, it is at a lower level or it is subordinate to that level. Child subordinate to the selected level. Sibling equal to the selected level 6. Click the Node name, and then click if the node is a child, or click if the node is a sibling. 7. Click Add. 8. Enter a description (30 characters or less). 9. Click OK, and then click Save. Note: Save Draft saves the tree in an invalid status, Save As allows you to save the tree with a new name. Managing Trees - Job Aid 1

2 Updating a node description Once the node name is established, it cannot be changed. However, you may update the description which appears after the name on the tree visual. 1. Click the node name. 2. Click. 3. Type a new description. 4. Click OK, and then click Save. Deleting a Node 1. Click the Node name. Icons appear to the right. 2. Click to delete the icon. 3. Click OK. The node is deleted. 4. Click Save. Adding a detail value to a node The detail value level is indicated by. The detail value level indicates the numerical range of values used by that level. 1. Click the node that the detail value range will associate with. 2. Click to add a detail value range. 3. Enter the From Range and To Range values, and then click Add. 4. Click Save. Updating a detail value 1. Click the detail value name to the right of the. 2. Click. 3. Enter a new detail value range. 4. Click Update. 5. Click Save. Deleting a detail value 1. Click the detail value. 2. Click, and then click OK. The detail value is deleted. 3. Click Save. Managing Trees - Job Aid 2

3 Changing the level of the node on the tree 1. Click the node name. 2. Click. 3. The Node Properties page appears. The green arrow indicates which level the node is currently at. In the example below, the node is at level 2 4. Click the link next to the level you want to move the node to. The green arrow moves to this level. In this example, the node will be moved to level Click OK, and then click Save. Managing Trees - Job Aid 3

4 Managing ChartField Values This job aid describes the process for adding, updating, and inactivating ChartField values in PeopleSoft. This process can be used for the or Commitment Control Module. Adding a ChartField Value 1. From the Menu panel click, Set Up Financials/Supply Chain Common Definitions Design ChartFields Define Values ChartField Values. 2. Click on the type of ChartField you want to add. Most likely it will be Fund, Department, or Account. ChartField Type Fund Code Instructions 1. Click the Add a New Value tab Share Set ID Type a Fund Code in the Fund box. 2. Click Add. 3. Configure the ChartField settings. Effective Date Today s date appears. Enter the date the ChartField should activate. Status Change the status to Active. It will activate on the Effective Date you entered. Description Enter the name of the Fund Short Description Enter an abbreviated name (30 characters or less) Is this a budgetary only value? If so, click the Budgetary Only box. 4. Click Save. The ChartField value will activate on the effective date. Department 1. Click the Add a New Value tab Share Set ID Type a Department name in the Department box. 2. Configure the ChartField settings. Effective Date Today s date appears. Enter the date the ChartField should activate. Status Change the status to Active. It will activate on the Effective Date you entered. Description Enter the name of the Department. Short Description Enter an abbreviated name (30 characters or less) 3. Is this a budgetary only value? If so, click the Budgetary Only box. 4. Click Save. The ChartField value will activate on the effective date. Managing ChartField Values - Job Aid 1

5 ChartField Type Account Instructions 1. Click the Add a New Value tab Share Set ID Type an Account name in the Account box. 2. Configure these settings. Effective Date Today s date appears. Enter the date the ChartField should activate. Status Change the status to Active. It will activate on the Effective Date you entered. Description Enter the name of the Department Short Description Enter an abbreviated name (30 characters or less) Monetary Account Type Asset, Expense, Fund Balance, Liability, or Revenue 3. Is this a budgetary only value? If so, click the Budgetary Only box. 4. Click Save. The ChartField value will activate on the effective date. Updating a ChartField Value 1. From the Menu panel click, Set Up Financials Supply Chain Common Definitions Design ChartFields Define Values ChartField Values. 2. Click the Find an Existing Value tab. 3. Click Search. 4. Click the ChartField value that you want to update. 5. Click to add new effective dated row, the new row appears at the top. 6. In the Effective Date box, enter the effective date for the row. 7. Add or updated ChartField value attributes as necessary. 8. Select the appropriate Active or Inactive status from the Status menu. 9. Click Save. Managing ChartField Values - Job Aid 2

6 Checking Combo Edits This job aid describes the process for checking the rules that define which combinations of PeopleSoft ChartFields are valid. Journals that use chart string values in accordance with these rules will pass edit process. ChartField combination editing compares the ChartField combination to the definitions and rules governing ChartField combinations that you define. Combination definitions define the ChartFields that are involved in the combination editing. Combination rules define the valid ChartField values for the combination definitions. Combination groups require that all combination rules that are within a group have the same combination definition. This guide shows you how to look up the combination edit groups that have been established. For a chart of the current combination edit rules, see the Chart String Construction Rules table on the last page of this guide. Looking up the combo edit groups 1. From the menu panel, click Set Up Financials/Supply Chain Common Definitions Design ChartField Combination Editing Review Combination Selector Tbl Data. 2. Click next to the Group box. 3. Click the Process Group name that you want to view the rules and values for. For example: ACT_DPT. Checking Combo Edits - Job Aid 1

7 4. Click Search. The query results appear. The accepted values for the Account ChartField and the Department ChartField are displayed next to the rules that the values are associated with. Interpretating the query results: These query rules and values indicate that for balance sheet transactions, the specified account codes starting with 1, 2, or 3, do not allow Department IDs on the journal line. Additionally, income statement transactions that have Account codes that begin with an 8 are allowed for any Department ID. Query results explained: Column Heading Rule Meaning Each displayed rule belongs to the group that was selected. For example, ACT_DPT. Each rule applies to a specific range of values listed on the same row as the rule. Interpretation ACT_DPT_BS - Balance Sheet transactions ACT_DPT_IS - Income Statement transaction Account From and Account To These columns show which Account code ranges are subject to the associated rule. ACT_DPT_BS applies to these Account values: , , , and to ACT_DPT_IS applies to these Account values: 80000, , , and Checking Combo Edits - Job Aid 2

8 Interpreting the Query results (continued): Department From and Department To These columns show which Department ID code ranges are subject to the associated rule. ACT_DPT_BS applies to these Department values: no department values allowed ACT_DPT_IS allows all values (indicated by %) Checking Combo Edits - Job Aid 3

9 Chart String Construction Rules Use this table to determine if a chart string is correct. Find the Fund the chart string uses, and then follow the row across to see what rules apply to each ChartField for that Fund number. The Fund and Account ChartFields are required on every transaction. Fund 3 digits Dept ID 7 digits Project ID 8 digits Activity 2 digits Account 5 digits Any valid # Not allowed Not allowed Required; any valid number * Any valid # Not allowed Not allowed Required; no revenue or expense; use accounts that begin with 1, 2, 3, Any valid # Not allowed Not allowed Required; any valid number * Any valid # First digit = 1 01 Required; any valid number * Any valid # First digit = 6 01 Required; any valid number * Any valid # First digit = 3 01 Required; any valid number * 330 Any valid # First digit = 3 01 Required; no expense; use accounts starting with 1, 2, 3, 4, 5, or Any valid # First digit = 4 or use Required; any valid number * Any valid # First digit = 5 01 Required; any valid number * Any valid # First digit = 6 01 Required; any valid number * Any valid # First digit = 7 01 Required; use accounts starting with 1 7, Any valid # First digit = 7 01 Required; any valid number * Any valid # First digit = 8 Any Required; any valid number * Symbols For balance sheet transactions, Fund/Account or Fund/Project/Activity/Account is required; Dept ID is not allowed, and Account code must begin with 1, 2, or 3. Unless the grant sponsoring agency requires grant year reporting * As allowed by NU policies and procedures. For example, restricted funds may prohibit certain types of expense. Checking Combo Edits - Job Aid 4