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