BGSU/PeopleSoft

1
BGSU/PeopleSoft

• Meet Your FMS Chartfields

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Learning Objectives

• State the goal of the chartfield selection
  process
• Explain the process used to select the FMS
  chartfields
• Define the term Chart of Accounts (COA) and
  explain its function in financial accounting

3
Learning Objectives

• List and define the AFIN legacy fields and the
  FMS chartfields
• Discuss how the AFIN legacy fields equate to the
  FMS chartfields
• Provide an example of the FMS chartfields
  applicable to your department

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Chartfield Design and Selection
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Primary Goal

• Maximize ability to store meaningful data
• Minimize the number of fields users must input

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Important Considerations

• Identify BGSU Stakeholders
• Consider all alternatives
• Base recommendations from delivered PeopleSoft
  functionality
• Consider federal, state, and local accountability
  demands
• Make the best use of resources

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Chart of Accounts (COA)
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The Chart of Accounts

• Made up of segments and codes
• Uses segments to categorize transactions
• Uses codes to identify specific transactions
  within segments

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Segments and Codes
22, 51, 01
019, 150 599
1000, 5000 6000, 7000
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Reviewing the AFIN Legacy Fields

• Account Type
• Fund
• Agency
• Organization
• Sub-Organization
• Expense Object
• Sub-Expense Object
• Revenue Source
• Sub-Revenue Source
• Activity
• Balance Sheet Account

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Account Type

• 2-digit code
• Describes type of transaction
• Examples (20 Pre-encumbrance, 21 Encumbrance, 22
  Expenditure)

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Fund

• 4-digit code
• Designates funding source
• Examples (1000 Educational/General)

13
Agency

• 3-digit code
• Denotes Vice-Presidential, College, or
  Departmental area
• Examples (033, Romance Languages)

14
Organization

• 4-digit code
• Itemizes activities within the agency
• Examples ( 0470, Romance Languages 0483, Summer
  in Spain)

15
Sub-Organization

• 2-digit code
• Provides additional detail for the organization
• Examples ( 50, Chemistry Graduate Programs 51,
  Chemistry/Faculty Search)

16
Expense Object

• 4-digit code
• Denotes item purchased or charged
• Examples (3012, Copiers)

17
Sub-Expense Object

• 2-digit code
• Provides additional detail of expenditure
• Examples (02, Copier Maintenance 03, Lease
  Payments)

18
Revenue Source

• 4-digit code
• Denotes an income source
• Examples (0210, Instructional Fees)

19
Sub-Revenue Source

• 2-digit code
• Provides additional detail of income
• Examples (02, Undergraduate 03, Graduate)

20
Activity

• 4-character code
• Groups transactions for reporting purposes
• Examples ( Ohio Board of Regents Reporting)

21
Balance Sheet Account

• 4-digit code
• Denotes the permanent accounts used to classify
  assets, liabilities, and equity
• Examples (1001, Cash 1200, Accounts Receivable)

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Previewing Your FMS Chartfields

• Account Type
• Account
• Class (Revenue)
• Fund
• Department Cost Center
• Program
• Project/Grant

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Business Unit

• 5-character code
• Collects all transactions relating to one
• federal tax identification number
• BGSUN

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Account Type

• One-digit code
• Describes type of transaction
• Examples (Expense, Revenue, Asset, Liability,
  Equity)

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Account

• 5-digit code
• Uses the account type code as its first digit
• Further classifies nature of transaction
• Examples (Revenue Account Instructional Fee
  Expense Account Postage)

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Class (Revenue)

• 3-digit code
• Provides additional layer of revenue detail
• Examples (Undergraduate, graduate to further
  clarify instructional fee)

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Fund

• 5-digit code
• Designates the funding source
• Examples (Educational/General)

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Department Cost Center

• 6-digit code
• Defines the spending authority for fiscal year
  transactions
• Examples (Presidents Office Springboard)

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Program

• 4-digit code
• Further defines activities within Department Cost
  Center
• Example (Art Department Ceramics or Painting)

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Project/Grant

• 8- digit code
• 8 digits for Projects
• 8 digits for Grants
• Defines the spending authority for multi-year
  transactions
• Examples (Sebo Athletic Center Upward Bound)

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The Legacy Fields vs the FMS Chartfields
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A Framework for Comparison

• Spending Authority, Revenue, and Expense
  Functions
• Balance Sheet Functions

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Spending Authority, Expense, and Revenue Functions

• Concern General Ledger Transactions
• Purchasing
• Accounts Payable
• Accounts Receivable

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Spending Authority, Expense, Revenue Functions AFIN Legacy Fields FMS Chartfields
Collects all transactions relating to one federal tax ID number N/A Business Unit BGSUN
Identifies type of transaction Acct Type Acct Type
Further classifies expense transactions Exp Object Sub-Exp Object Account
Further classifies revenue transactions Revenue Source Sub-Rev Source Account Class (Revenue)
Identifies type of funding source Fund Fund
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Spending Authority, Expense, Revenue Functions AFIN Legacy Fields FMS Chartfields
Identifies the spending authority Fiscal Year Agency Org Appropriation Dept Cost Center
Identifies the spending authority Multi-year period ( Grants ) Agency Org Appropriation Project/Grant 8-digit Grants Code PC Bus Activity
Identifies the spending authority Multi-year period ( Projects) Agency Org Appropriation Project/Grant 8-digit Project Code PC Bus Activity
Further defines departmental activities (requires no budget) Sub-Org Program
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Pre-Encumbrance and Encumbrance Transactions

• AFIN
• Recorded in General Ledger

• FMS
• Recorded in FMSs Commitment Control Ledger, Not
  its General Ledger

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Balance Sheet Functions

• Handled by campus accounting personnel
• Concern General Ledger transactions
• What the university owns (assets)
• What the university owes (liabilities)
• What the university has in reserve funds (equity)

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Balance Sheet Functions AFIN Legacy Fields FMS Chartfields
Identifies the value of what the university owns or is owed Account Type (Asset 01) Account Type (Asset 01)
Identifies the value of what the university owes to others Account Type (Liability 02) Account Type (Liability 02)
Identifies the character of the fund balances Account Type (F Balance 03 ) Account Type (Equity 03)
Identifies the balance sheet category Balance Sheet Account
Identifies the type of funding source (Educational General) Fund Fund
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Your FMS Chartfields at Work
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Assigning Copier Expense for Chemistry Faculty
Search
Appropriation Chemistry Operating 0380550O
AFIN
Fund 1000
Sub-Org Fac Search 51
Agency Chemistry 038
Org Main Oper 0550
Sub E-Object Usage 01
E Object Copiers 3012
FMS
Fund 10000
Department Cost Center Chemistry 038100
Program Fac Search CH52
Account Copier Usage 53301
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Assigning Copier Expense for Upward Bound Grant
Appropriation Upward Bound 4205013O
AFIN
Fund 4402
Agency Multicultural Prgrms 420
Org 5013
Sub-E Object Usage 01
E Object Copiers 3012
FMS
Fund 40000
Project/Grant 14200009
Account Copier Usage 53301
PC Bus Activity
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University Bookstore Balance Sheet Account
AFIN
Fund Bookstore 2310
Account Type Asset 01
Bal Sheet Acct Cash 1001
FMS
Fund Bookstore 23310
Account Type Asset 01
Account Cash 10001
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Sample Department Cost Center TreeExecutive
Rollup
PRESIDENT EXECUTIVE VICE-PRESIDENT Chief
Information Officer Information Technology
Services Instructional Media Equity and
Diversity EVP Office/administration University
Libraries . PROVOST Range
010100-182999 Academic Affairs College of Arts
and Sciences Range 020100-055999 Special
Programs Biological Sciences English Chemist
ry Range 038100-038999 Chemistry Dept
Operating McMaster Institute Mead
Imaging College of Business
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Summary

• Chartfield Design and Selection
• Chart of Accounts
• Review of AFIN Legacy Fields
• Preview of FMS Chartfields
• Comparison of Legacy Fields and Chartfields
• FMS Chartfields at Work

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Questions
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For Inquiring Minds

• BG_at_100 - Phase I Scope Document
• BG_at_100 - Chart of Accounts Design
• http//www.bgsu.edu/BGat100
• Click on BG_at_100 Project Related Documents
• BG_at_100 Email Address
• BGat100_at_bgsu.edu

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Certificate of Completionis hereby granted
to_______________to certify that he/she has
completed to satisfactionMeet Your FMS
ChartfieldsDate Completed
Supervisor Signature and Title