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Chart of Accounts Chart of Accounts The Chart of Accounts (COA), is a six segment structure that is used in the P2P and new General Ledger system The COA determines how your accounting information is collected, categorized and stored for reporting purposes

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chart of accounts2
Chart of Accounts
  • The Chart of Accounts (COA), is a six segment structure that is used in the P2P and new General Ledger system
  • The COA determines how your accounting information is collected, categorized and stored for reporting purposes
  • Each account is made up of 6 unique segments and all 6 segments together are known as the Accounting Flexfield
  • The six segments are Fund Group, Fund Source, Organization, Natural Account, Project and Future Use
  • The Accounting Flexfield (AFF) combination is your COA structure
  • Each financial transaction is tagged with an AFF combination and identifies information about the transaction
chart of accounts3
Chart of Accounts
  • The COA is displayed with a dash between segment values.

Example: 00-200004-10469-21000-000000-000

segment definitions fund group
Segment Definitions Fund Group
  • 2 digit number
  • Will default to zeroes in the new General Ledger
  • 00 (General Funds) will be used by the Field for State, Grant, Unrestricted, Restricted, Loan and Endowment Operating Fund Sources
  • 06 and 17 will be used by Central Accounting for Endowment and BOG Construction/R&R Fund Sources
  • 07 will be used by Central Accounting, Facilities and some departments for Plant Fund construction Fund Sources
segment definitions fund source
Segment DefinitionsFund Source
  • 6 digit number
  • Relates to our current six character account number
segment definitions organization
Segment Definitions Organization
  • 5 digit number
  • Relates to department
  • Identifies whose transaction it is
segment definitions natural account
Segment Definitions Natural Account
  • 5 digit number
  • Identifies the nature of the transaction
  • Relates to our four digit object code or sub code in the legacy General ledger
    • Object codes = General Ledger accounts
    • Sub codes = Subsidiary Ledger accounts
    • The 4 digit General Ledger object codes have a zero at the beginning in the new Oracle system
    • example-02460Accounts Payables
    • The 4 digit Subsidiary Ledger sub codes have a zero at the end in the new Oracle system
    • example-21000 Supplies-Other
  • Examples of Revenue/ Expense Natural Accounts posted to a Fund Source are Student Tuition, Federal or State Grant and Contract Revenue, Supplies, Other Services, etc.
segment definitions project and future use
Segment Definitions Project and Future Use
  • Project – 6 digit number
    • Placeholder for Grants module
  • Future Use – 3 digit number
    • Placeholder if we need to add a segment in the future
  • Will default to zeroes in the new General Ledger
slide9
P2P
  • Currently this COA structure is used in the P2P application. When you create a requisition each segment of the COA has to be populated with segment values
  • Fund Group, Project and Future Use segments default to zero
  • Preparers have to populate the Fund Source, Organization and Natural Account segments
journal entry
Journal Entry
  • The new General Ledger will have Excel templates that can be used to create a journal entry
  • The new COA structure will be used on the journal templates
  • When you create a journal entry, each segment of the COA will have to be populated with segment values
  • Fund Group, Project and Future Use segments default to zero
  • If invalid COA combinations are entered, the General Ledger application will flag the error
reporting attributes
Reporting Attributes
  • Reporting Attributes are used in the General Ledger to capture additional descriptive information along with the COA and to report on this information
  • The Reporting Attributes will be used to group accounting transactions for financial reporting
  • Twenty Reporting Attributes have been defined by Central Accounting
  • DCGA has identified another twenty-five attributes that will be sent from SPAN to the new financial warehouse for reporting or information only purposes
  • Reporting Attributes may be used as parameters to narrow down the results on a report