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AUGUST 2012
P R E S E N T E D B YB R I A N T H O M A S O N
A S S O C I AT E V I C E P R E S I D E N T A N D U N I V E R S I T Y C O N T R O L L E R
Chartfields 101
Chartfields
An individual field representing a portion of the accounting structure.
Each field captures a different element of information regarding the transaction (e.g., who, what, where, why).
Chartstring
A set of chartfields “strung” together to represent the proper categorization of a financial transaction
A chartstring is the combination of chartfield values.
Chartfield Values
Business Unit - requiredFund - requiredDept ID - requiredAccount - requiredClass - optionalProgram - optionalProduct - optionalProject - optionalOperating Unit - optional
Business Unit
Used to distinguish legal business entities.PUNIV (Pepperdine University), PUWSI,
PUWEI and PUWPIRequired.
Fund
Provides information about the type of funding, including restriction, designation, or purpose.
First letter: U, T, PExamples: UONDA, UODNS, UPPRJ, UGFED
and PETEN
Department
Identifies the department for which a transaction is taking place
6-digit numeric, generally grouped by major area
Summary nodes start with “S” or “KK” – allow for “roll-up reporting”
Account
The account defines what is being recorded on a financial transaction. This chartfield is used to track assets, liabilities, fund balance (equity), revenues and expenses.
1= Asset 4 = Revenue2=Liability 5 = Expense3 = Fund Balance 6 = Transfer
9 = Budget Only
Class
Indicates the purpose of the transaction. Required if “Account” is a Revenue (4) or
Expense (5).AE = Auxiliary Enterprise MB = Membership DevelopmentAG = Agency OM = Ops and MaintenanceAS = Academic Support PS = Public ServiceFD = Fundraising RS = ResearchIN = Instruction SF = ScholarshipIS = Institutional Support SS = Student Services
Program
Defines a specific academic program within the various schools.
Required if “Department” is academic.
5 = Seaver College6 = GSBM7 = Law8 = GSEP9 = SPP
Product
A user defined field.Not managed centrallyProduct 1034 could mean something different
in the Biology Department than Product 1034 does in the Accounting Office.
Project ID
Used to identify and accumulate financial transactions associated with a capital project (construction of a new building) or a sponsored program (also known as a grant).
Required for grants or capital expenditures10 = Capital Project15 = Renewal and Replacement20 = Grant30 = Departmental Project40 = Campaign
Operating Unit
Specifically identifies the funding source for certain designated activities.
Required for certain “Funds”.