FI Master Data Center www.txstate.edu/gao/fimd

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FI Master Data Centerwww.txstate.edu/gao/fimd

• Vendor Maintenance and Chart of Accounts
• February 26, 2010

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FI Master Data Center Staff
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Agenda

• Overview of SAP Master Data
• FI Master Data Center web site (www.txstate.edu/ga
  o/fimd)
• Vendor Maintenance
• Forms Procedures
• Frequently Asked Questions (FAQs)
• Questions Answers
• Chart of Accounts
• SAP Chart of Accounts Structure
• SAP Master Data in Transactions
• Questions Answers
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Overview of SAP Master Data
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FI Master Data Center site (www.txstate.edu/gao/f
imd)
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Vendor Maintenance

• Forms Procedures
• Frequently Asked Questions (FAQs)
• Questions Answers

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Break
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SAP Chart of Accounts
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Overview of Account Structure

• General Ledger accounts (GLs)
• ? asset, liability, fund balance, revenue or
  expense
• Funds
• ? funding source
• Cost/Fund Centers (CC/FCs)
• ? department or organizational unit
• Internal Orders/Funded Programs/Grants/WBS
  elements
• ? project grant accounts
• Note For FM Module (Budget to Actual), GLs are
  called Commitment Items

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General Ledger Accounts(a.k.a. commitment items)

• Six-digit data element.
• First digit signifies whether account is a
  balance sheet or an income statement item
• 1 Asset
• 2 Liability
• 3 Fund Balance (Equity or Retained Earnings
  equivalent)
• 4 Revenue
• 7 Expense
• 6 Budget Commitment Items for revenue and
  expense. Used in FM module, primarily for the
  Budget to Actual.

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Funds

• FUND GROUPS - Financial resources are classified
  for budgeting, accounting and reporting purposes
  in accordance with their intended use or purpose
  and in accordance with laws, regulations,
  restrictions, or limitations imposed by sources
  outside the institution
• Educational General (EG) funds are
  appropriated by the State Legislature to carry
  out and support the primary mission of the
  University instruction, research, public
  service, academic support, student services, and
  institutional support.
• Sources of funds include the General Revenue
  appropriation, Higher Education Assistance Fund
  (HEAF) appropriation for capital, and staff
  benefits appropriation.
• Designated funds are those arising from sources
  that have been internally designated by the
  University. They are spent on the same functions
  as EG Instruction, Research, Public Service,
  Academic Support, Library, Student Services,
  Institutional Support, and Scholarships. Internal
  Service departments provide specific types of
  service to University departments rather than to
  individuals and are supported by internal charges
  to the user departments operating budget. 
• Auxiliary Enterprises are funds for activities
  which furnish services to students or third
  parties for which charges are made or fees are
  collected.
• Fee Based activities include    Student Service
  Fee    Student Center Fee   Student Bus
  Fee    Rec Sports Fee  
• Auxiliary activities include    Housing    Food
  Service    Book Store    Parking   Athletics
• Restricted fund group includes funds restricted
  by purpose by donors and grantors (grant funds).
• Agency funds are resources held by Texas State as
  a custodian or fiscal agent for others, such as
  student organizations, individual students,
  professional associations, faculty organizations,
  or individual faculty members. 

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Fund Number Schema

• Length 10 digits
• Includes SAP bank number fiscal year indicator
• Example fiscal year based
• 200001 10 10
• Fund bank fiscal year
• Example multi-year based
• 470001 10 00
• Fund bank multi-year

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Fund Number Schema
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Fund Number Schema (cont)
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Fund Number Schema (cont)
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Cost/Fund Center number schema

• Length 10 digits think 5 sets of 2 digits
• Organizational units/hierarchy
• Example 13 19 14 00 00 1319140000
• L1 L2 L3 L4 L5 (Curriculum
  Instruction)
• Level 1(L1) President VPs
• 10 Institutional (crosses all divisions)
• 11 Presidents area 14 VP Financial
  Support Services
• 12 VP Information Technology 15 VP Student
  Services
• 13 Provost/VP Academic Affairs 16 VP
  University Advancement
• Level 2(L2) Reports to Level 1
• 10 Assessment 19 College of Education
• 12 RRHEC 20 College of Liberal Arts
• 18 College of Applied Arts 21 College of
  Science
• Level 3(L3) Reports to Level 2

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Internal Orders, Funded Programs, WBS Elements

• Length 10 digits
• Number schema descriptions
• NON-GRANTS
• 5 statistical orders not separately
  budgeted, uses CC/FC budget
• 7 CIP/AuC construction/capital projects,
  budgeted at funded program level
• 9 Miscellaneous temporary projects internal
  grants/awards budgeted at funded program level
• GRANTS
• 1 Coordinating Board Grant IO budgeted at
  grant level
• 80 Grant IO budgeted at grant level
• 89 Grant WBS budgeted at grant level

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FI Master Data in Transactions

• Balance Sheet (Three Elements Always required)
• (GL) Account
• Fund
• Business Area Always 1000
• Revenue/Expense Scheme 1 - Add
• Cost Center
• Statistical Internal Order, if applicable, begins
  with a 5.

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FI Master Data in Transactions (cont)

• Revenue/Expense Scheme 2-with IO or WBS
• IO/FPs beginning with 7 (CIP/AuC) or 9 (Misc
  project)
• add the Internal Order (IO) number
• Omit Cost Center
• Fund for 7 IO will usually also begin with 7
• Grant IOs beginning with 1
• add the Internal Order (IO) number
• Omit Cost Center
• Fund will usually also begin with 1
• Grant IOs beginning with 80
• add the Internal Order (IO) number
• Omit Cost Center
• Fund will usually also begin with 80
• Grants beginning with 89 (WBS element)
• add the Internal Order (IO) number
• Omit Cost Center
• Fund will usually begin with 80

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CHECKLIST- If departmental funding is impacted,
some of the following offices may need to be
contacted Budget (budget_at_txstate.edu) Human
Resources (HR) Master Data Center
(http//www.hr.txstate.edu/hrmasterdatacenter.htm
l) Faculty Records (245-2786) Contract and HUB
Compliance ? consulting services 25,000
Rob Moerke (rm01_at_txstate.edu) ? HUB compliance
Yolanda Strey (ys12_at_txstate.edu) Purchasing
BOBCATalog, P-card, SAP purchase orders
(purchasing_at_txstate.edu) Travel (travel card if
applicable) http//www.txstate.edu/gao/ap/travel/
IT Assistance Center (ITAC) phone, security,
computer services (245-4822 or
itac_at_txstate.edu, http/www.tr.txstate.edu/
) Bookstore (245-2273) Auxiliary Services
(245-2585) Facilities Focus (including key
requests) http//www.facilities.txstate.edu/manag
ement/management_request/request_entry.html
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Policy and Procedure Statements

• University Policy and Procedure Statements (UPPS)
• http//www.txstate.edu/effective/upps/
• Academic Affairs (AA) Policy and Procedure
  Statements
• http//www.provost.txstate.edu/pps.html
• Information Technology (IT) Policy and Procedure
  Statements
• http//www.vpit.txstate.edu/about/policies.html
• Finance and Support Services (FSS) Policy and
  Procedure Statements http//www.fss.txstate.edu/
  policies.html
• Student Affairs (SA) Policies and Procedures
• http//www.vpsa.txstate.edu/staff-resources/sa-pol
  icies-and-procedures.html
• University Advancement (UA) Policy and Procedure
  Statements http//www.ua.txstate.edu/about/policy
  -procedure.html

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Helpful Links

• UPPS No. 03.01.09 Fiscal Responsibilities of
  Account Managers
• UPPS No. 03.01.05 University Income Recognition
  and Associated Cash-Handling Procedures
• UPPS No. 03.04.05 Facilities and Administration
  Costs (FA or Indirect)
• UPPS No. 03.01.02, Documentation of Expenditures
  of Gift Funds
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• UPPS No. 03.01.03, Purchase of Food,
  Refreshments, Alcohol or Achievement Awards
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• UPPS No. 03.05.01, Soliciting, Accepting and
  Processing Gifts
• SAP Financial-Departmental Services Security Form
• SAP Resources web page for Texas State University

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Account Request Formshttp//www.txstate.edu/gao/
fimd/forms.html
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Questions Answers
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Thank you and contact us
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