AUGUST 2012

P R E S E N T E D B YB R I A N T H O M A S O N

A S S O C I AT E V I C E P R E S I D E N T A N D U N I V E R S I T Y C O N T R O L L E R

Chartfields 101

Chartfields

An individual field representing a portion of the accounting structure.

Each field captures a different element of information regarding the transaction (e.g., who, what, where, why).

Chartstring

A set of chartfields “strung” together to represent the proper categorization of a financial transaction

A chartstring is the combination of chartfield values.

Chartfield Values

Business Unit - requiredFund - requiredDept ID - requiredAccount - requiredClass - optionalProgram - optionalProduct - optionalProject - optionalOperating Unit - optional

Business Unit

Used to distinguish legal business entities.PUNIV (Pepperdine University), PUWSI,

PUWEI and PUWPIRequired.

Fund

Provides information about the type of funding, including restriction, designation, or purpose.

First letter: U, T, PExamples: UONDA, UODNS, UPPRJ, UGFED

and PETEN

Department

Identifies the department for which a transaction is taking place

6-digit numeric, generally grouped by major area

Summary nodes start with “S” or “KK” – allow for “roll-up reporting”

Account

The account defines what is being recorded on a financial transaction. This chartfield is used to track assets, liabilities, fund balance (equity), revenues and expenses.

1= Asset 4 = Revenue2=Liability 5 = Expense3 = Fund Balance 6 = Transfer

9 = Budget Only

Class

Indicates the purpose of the transaction. Required if “Account” is a Revenue (4) or

Expense (5).AE = Auxiliary Enterprise MB = Membership DevelopmentAG = Agency OM = Ops and MaintenanceAS = Academic Support PS = Public ServiceFD = Fundraising RS = ResearchIN = Instruction SF = ScholarshipIS = Institutional Support SS = Student Services

Program

Defines a specific academic program within the various schools.

Required if “Department” is academic.

5 = Seaver College6 = GSBM7 = Law8 = GSEP9 = SPP

Product

A user defined field.Not managed centrallyProduct 1034 could mean something different

in the Biology Department than Product 1034 does in the Accounting Office.

Project ID

Used to identify and accumulate financial transactions associated with a capital project (construction of a new building) or a sponsored program (also known as a grant).

Required for grants or capital expenditures10 = Capital Project15 = Renewal and Replacement20 = Grant30 = Departmental Project40 = Campaign

Operating Unit

Specifically identifies the funding source for certain designated activities.

Required for certain “Funds”.

Questions?

Thank you!

Brian.thomason@pepperdine.edux7269