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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Associate Vice President and University Controller
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).
A set of chartfields “strung” together to represent the proper categorization of a financial transaction
A chartstring is the combination of chartfield values.
Business Unit - required
Fund - required
Dept ID - required
Account - required
Class - optional
Program - optional
Product - optional
Project - optional
Operating Unit - optional
Used to distinguish legal business entities.
PUNIV (Pepperdine University), PUWSI, PUWEI and PUWPI
Provides information about the type of funding, including restriction, designation, or purpose.
First letter: U, T, P
Examples: UONDA, UODNS, UPPRJ, UGFED and PETEN
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”
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
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
Defines a specific academic program within the various schools.
Requiredif “Department” is academic.
5 = Seaver College
6 = GSBM
7 = Law
8 = GSEP
9 = SPP
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.
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
Specifically identifies the funding source for certain designated activities.
Required for certain “Funds”.