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Chart of Accounts

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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 ... – PowerPoint PPT presentation

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Title: Chart of Accounts


1
Chart of Accounts
2
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

3
Chart of Accounts
  • The COA is displayed with a dash between segment
    values.
  • Example 00-200004-10469-21000-000000-000

4
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/RR Fund
    Sources
  • 07 will be used by Central Accounting,
    Facilities and some departments for Plant Fund
    construction Fund Sources

5
Segment DefinitionsFund Source
  • 6 digit number
  • Relates to our current six character account
    number

6
Segment Definitions Organization
  • 5 digit number
  • Relates to department
  • Identifies whose transaction it is

7
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-02460 Accounts 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.

8
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

9
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

10
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

11
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

12
Central Accounting Reporting Attribute Definitions
13
Central Accounting Reporting Attribute Definitions
14
Central Accounting Reporting Attribute Definitions
15
Central Accounting Reporting Attribute Definitions
16
DCGA Reporting Attribute Definitions
17
DCGA Reporting Attribute Definitions
18
DCGA Reporting Attribute Definitions
19
DCGA Reporting Attribute Definitions
20
DCGA Reporting Attribute Definitions
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