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Chart of Accounts Overview

Kuali Financial System. Chart of Accounts Overview. University of California, Irvine Accounting Systems. Kuali Financial System. Agenda. Overview COA Structure Reports Conversions from FS to KFS Resources. Kuali Financial System. Overview.

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Chart of Accounts Overview

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  1. Kuali Financial System Chart of AccountsOverview University of California, Irvine Accounting Systems

  2. Kuali Financial System Agenda • Overview • COA Structure • Reports • Conversions from FS to KFS • Resources

  3. Kuali Financial System Overview • The Chart of Accounts (COA) is a set of tables that define the codes and coding structures within the Kuali Financial System (KFS). It’s purpose is to support and validate entries into a general ledger. It also serves other functions such as reporting, internal controls and document routing.

  4. Kuali Financial System Conceptual Data Model

  5. Kuali Financial System COA Structure • Chart – 6 charts • Organization (Orgs)– Departments are now called Orgs • Project – defines part of the accounting string • Accounts -Identifies a pool of funds assigned to a specific university organization • Sub-accounts are tied to an account. Orgs can create sub-accounts

  6. Kuali Financial System COA Structure • Object Code: types of fund balances, revenue and expenses. All transactions in KFS must have an object code • Object Type - Code used to identify an object code • Object Sub Type - Code assigned to similar groups of object codes

  7. Kuali Financial System COA Structure • Sub Object code – allow orgs to create finer distinctions within object codes on an account • Object Level - identifies the level to which the object code belongs • Object Consolidation - Object codes roll up to object levels, which roll up to object consolidations.

  8. Kuali Financial System Conceptual Data Model

  9. Kuali Financial System UC University of California Office of the President SW Systemwide IR Irvine FD Foundation MC Medical Center UCI Charts

  10. Kuali Financial System KFS Hierarchy Financial System (FS) Kuali Financial System (KFS) Organization Code 5610 Department Code 2210

  11. Kuali Financial System KFS Accounts Account Number • Specific identifier for an account & fund link assigned to a specific organization. • 7 numeric digits long

  12. Kuali Financial System Conversion of AccountsFS to KFS FSKFS Account Type Loc /Account /Fund Chart / Account Balance Sheet 9 112670 18888 IR 1000001 Income Accts/Funds 9 260460 60460 IR 1000002 Expense Accts/Funds 9 445140 19900 IR 1000003 I

  13. Kuali Financial System Sub-Accounts Sub-accounts achieve further division of an account for reporting purposes: - are five alphanumeric characters - are account specific - assume all attributes of the account it reports to with the same: Organization, UC Account/Fund Sub-Fund Fiscal Officer

  14. Kuali Financial System Object Codes • Object codes are detailed identifiers for: • Fund Balances, Income, and Expenses • Chart specific • Four characters Example: - IR - 1100 “Staff Salaries” - MC- 1100 “Staff Salaries”

  15. Kuali Financial System Object Type • An attribute of Object code that identifies its general use

  16. Kuali Financial System Object Sub Type • The Object Sub-Type is used to further refine object type. Object sub-type can be used for reporting and in some instances for the establishment of business rules on e-docs

  17. Kuali Financial System Sub-Object Codes • Sub-object codes achieve further division of an object code for reporting purposes. UCI departments will have the opportunity to create their own sub-object codes for their internal tracking. Attributes: - Specific to an account and object code - Assumes all attributes of the object code it reports to - 3 alphanumeric characters

  18. Kuali Financial System Object Level / Consolidation Object Level • An attribute of Object Code that is used to group similar object codes into categories for reporting. Object Consolidation • The Object Consolidation defines a general category of object codes for reporting.

  19. Kuali Financial System Levels and Consolidations All object codes report to an Object Level and each Level reports to an Object Consolidation. Example:

  20. Kuali Financial System Project

  21. Kuali Financial System Originating Reference ID(Org ref ID)

  22. Kuali Financial System Conceptual Data Model

  23. Kuali Financial System FS 0109 / Open Encumbrances

  24. FS0100/Account Status Report

  25. Kuali Financial System FS0150/Account Status Report

  26. Kuali Financial System FS to KFS Financial Transaction Conversions

  27. Kuali Financial System TOEC Old New

  28. Kuali Financial System TOED Old New

  29. Kuali Financial System TOF/TOFB Old New

  30. Kuali Financial System Payquest Old New

  31. Kuali Financial System TOEB Old New

  32. Kuali Financial System GLI / GLI2 Old New

  33. Kuali Financial System Balance Inquiries

  34. Kuali Financial System TOES / TOEH Old New

  35. Kuali Financial System DRS / TOER / TOEX Old New

  36. Kuali Financial System TOEP (Pal Card) Old New

  37. Kuali Financial System PAL Old New

  38. Kuali Financial System Chart of AccountsOverviewKFS Basic Training Series University of California, Irvine Accounting Systems

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