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Chartfields 101. August 2012 Presented by Brian Thomason Associate Vice President and University Controller. Chartfields. An individual field representing a portion of the accounting structure.

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chartfields 101

Chartfields 101

August 2012

Presented by

Brian Thomason

Associate Vice President and University Controller

chartfields
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
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
Chartfield Values

Business Unit - required

Fund - required

Dept ID - required

Account - required

Class - optional

Program - optional

Product - optional

Project - optional

Operating Unit - optional

business unit
Business Unit

Used to distinguish legal business entities.

PUNIV (Pepperdine University), PUWSI, PUWEI and PUWPI

Required.

slide6
Fund

Provides information about the type of funding, including restriction, designation, or purpose.

First letter: U, T, P

Examples: UONDA, UODNS, UPPRJ, UGFED and PETEN

department
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
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 = Revenue

2=Liability 5 = Expense

3 = Fund Balance 6 = Transfer

9 = Budget Only

class
Class

Indicates the purpose of the transaction.

Required if “Account” is a Revenue (4) or Expense (5).

AE = Auxiliary Enterprise MB = Membership Development

AG = Agency OM = Ops and Maintenance

AS = Academic Support PS = Public Service

FD = Fundraising RS = Research

IN = Instruction SF = Scholarship

IS = Institutional Support SS = Student Services

program
Program

Defines a specific academic program within the various schools.

Requiredif “Department” is academic.

5 = Seaver College

6 = GSBM

7 = Law

8 = GSEP

9 = SPP

product
Product

A user defined field.

Not managed centrally

Product 1034 could mean something different in the Biology Department than Product 1034 does in the Accounting Office.

project id
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).

Requiredfor grants or capital expenditures

10 = Capital Project

15 = Renewal and Replacement

20 = Grant

30 = Departmental Project

40 = Campaign

operating unit
Operating Unit

Specifically identifies the funding source for certain designated activities.

Required for certain “Funds”.

questions
Questions?

Thank you!

Brian.thomason@pepperdine.edu

x7269