Chart of Accounts
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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
Chart of Accounts
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Presentation Transcript
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 Accounts • The COA is displayed with a dash between segment values. Example: 00-200004-10469-21000-000000-000
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 DefinitionsFund Source • 6 digit number • Relates to our current six character account number
Segment Definitions Organization • 5 digit number • Relates to department • Identifies whose transaction it is
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 • 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
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 • 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 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
