AUGUST 2012 PRESENTED BY BRIAN THOMASON ASSOCIATE VICE PRESIDENT AND UNIVERSITY CONTROLLER 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 - required Fund - required Dept ID - required Account - required Class - optional Program - optional Product - optional Project - optional Operating Unit - optional

Business Unit Used to distinguish legal business entities. PUNIV (Pepperdine University), PUWSI, PUWEI and PUWPI Required.

Fund Provides information about the type of funding, including restriction, designation, or purpose. First letter: U, T, P Examples: 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= Asset4 = Revenue 2=Liability5 = Expense 3 = Fund Balance6 = Transfer 9 = Budget Only

Class Indicates the purpose of the transaction. Required if “Account” is a Revenue (4) or Expense (5). AE = Auxiliary EnterpriseMB = Membership Development AG = AgencyOM = Ops and Maintenance AS = Academic SupportPS = Public Service FD = FundraisingRS = Research IN = InstructionSF = Scholarship IS = Institutional SupportSS = Student Services

Program Defines a specific academic program within the various schools. Required if “Department” is academic. 5 = Seaver College 6 = GSBM 7 = Law 8 = GSEP 9 = SPP

Product A user defined field. Not managed centrally Product 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 expenditures 10 = Capital Project 15 = Renewal and Replacement 20 = Grant 30 = Departmental Project 40 = Campaign

Operating Unit Specifically identifies the funding source for certain designated activities. Required for certain “Funds”.

Questions? Thank you! x7269