FINANCIAL MANAGEMENT FINANCIAL MANAGEMENT SYSTEM (FMS)SYSTEM (FMS)

CHART OF ACCOUNTSCHART OF ACCOUNTSOVERVIEWOVERVIEW

April 27April 27thth – April 29 – April 29thth

HUM-133HUM-133

What is a Chart of What is a Chart of Accounts?Accounts?

Fields and values that provide a Fields and values that provide a common language for classifying our common language for classifying our business transactions.business transactions.

Components that make up the Chart Components that make up the Chart of Accounts and provide it with the of Accounts and provide it with the overall structure are called overall structure are called “ChartFields”.“ChartFields”.

ChartFields Used at SFSUChartFields Used at SFSU

AccountAccount FundFund Department IDDepartment ID ProgramProgram ClassClass ProjectProject Scenario (for Budget Scenario (for Budget

Office Use)Office Use)

6 digits – Numeric6 digits – Numeric 5 digits – Alphanumeric5 digits – Alphanumeric 4 digits – Numeric4 digits – Numeric 4 digits – Numeric4 digits – Numeric 5 digits – Numeric5 digits – Numeric 8 digits – Numeric8 digits – Numeric 10 digits - Alpha10 digits - Alpha

ChartField DefinitionsChartField Definitions

AccountAccount

The Account ChartField is the detailed breakdown The Account ChartField is the detailed breakdown for a Balance Sheet and Income Statement. The for a Balance Sheet and Income Statement. The function of this ChartField is to classify Assets, function of this ChartField is to classify Assets, Liabilities, Fund Equities, Revenues and Liabilities, Fund Equities, Revenues and Expenses. This ChartField captures the nature of Expenses. This ChartField captures the nature of the financial transaction that is entered into the the financial transaction that is entered into the system.system.

The General Ledger and subsidiary ledger will be The General Ledger and subsidiary ledger will be combined in FMS. The account controls will combined in FMS. The account controls will translate to assets, liabilities and fund balance in translate to assets, liabilities and fund balance in the Account CF. The sub-codes will translate to the Account CF. The sub-codes will translate to revenue and expenses in the Account CF.revenue and expenses in the Account CF.

FundFund

Fund consists of 2 alpha + 3 numeric characters. Fund consists of 2 alpha + 3 numeric characters. This ChartField value is the lowest level at which This ChartField value is the lowest level at which a Trial Balance can be generated. The Fund a Trial Balance can be generated. The Fund ChartField and its corresponding attributes ChartField and its corresponding attributes provide the necessary information for state provide the necessary information for state reporting requirements.reporting requirements.

Department IDDepartment ID

The Department ID ChartField represents the The Department ID ChartField represents the detailed breakdown of campus organization detailed breakdown of campus organization structures.structures.

Combined with other ChartField values, they form Combined with other ChartField values, they form the basis for department reporting that track the basis for department reporting that track expenditures and revenues.expenditures and revenues.

ProgramProgram

Program ChartField values are defined by Fiscal Program ChartField values are defined by Fiscal Affairs and are universal to the department users.Affairs and are universal to the department users.

Program is considered a further breakdown of Program is considered a further breakdown of Account and will be used for transactions which Account and will be used for transactions which require a semester designation or for Hospitality require a semester designation or for Hospitality transactions.transactions.

Program ChartField Values:Program ChartField Values:

WinterWinter SpringSpring SummerSummer FallFall Hospitality – FoodHospitality – Food Hosp – EntertainmentHosp – Entertainment Hosp – Event SuppliesHosp – Event Supplies Hosp – Facility RentalHosp – Facility Rental Hosp – Gift to Non-EmployeeHosp – Gift to Non-Employee Hosp – Award to EmployeeHosp – Award to Employee Hosp – Sympathy GiftHosp – Sympathy Gift

11111111 11121112 11131113 11141114 20102010 20202020 20302030 20402040 20502050 20602060 20702070

ClassClass

Class may be used for any special reporting needs a Class may be used for any special reporting needs a campus department or other organizational unit may campus department or other organizational unit may have that are have that are not metnot met by the other defined by the other defined ChartFields.ChartFields.

Departments have the flexibility to define class Departments have the flexibility to define class values to meet their departmental reporting/tracking values to meet their departmental reporting/tracking needs for needs for expenses.expenses.

For revenue, the values are pre-defined by Fiscal For revenue, the values are pre-defined by Fiscal Affairs.Affairs.

Since each department may decide to use Class in a Since each department may decide to use Class in a different way, a field description will not appear on different way, a field description will not appear on reports. Each Department will maintain their own reports. Each Department will maintain their own values and their corresponding definitions.values and their corresponding definitions.

Class ChartField ValuesClass ChartField Values

10000 – 29999 series = Fiscal Affairs 10000 – 29999 series = Fiscal Affairs – defined codes– defined codes

30000 – 39999 series = User-defined 30000 – 39999 series = User-defined expense codes; description on expense codes; description on reports will be “User Defined”reports will be “User Defined”

44400 – 44499 series = Payroll-44400 – 44499 series = Payroll-related transactions; may not be related transactions; may not be activated until later this calendar activated until later this calendar yearyear

Class Values for RevenueClass Values for Revenue

Check our website to obtain the Check our website to obtain the prescribed Class values for revenue. prescribed Class values for revenue. (http://fiscaff.sfsu.edu/) (http://fiscaff.sfsu.edu/)

Examples of ClassExamples of Class

3000130001 3000230002 3000330003 3000430004 3000530005 3000630006

Copier paperCopier paper EnvelopesEnvelopes StaplersStaplers Pens/pencilsPens/pencils Lined notepadsLined notepads TonerToner

ProjectProject

Project is used to identify a discrete set of Project is used to identify a discrete set of activities that occur within a finite time period. activities that occur within a finite time period.

This ChartField will be used primarily for Grants This ChartField will be used primarily for Grants and Contracts and for construction projects.and Contracts and for construction projects.

How do I know which values to How do I know which values to use when I submit a requisition use when I submit a requisition

or invoice for payment?or invoice for payment? You can obtain translate values by You can obtain translate values by

going to http://fiscaff.sfsu.edu/going to http://fiscaff.sfsu.edu/ Simply click on FRS Translation to Simply click on FRS Translation to

CMS Chart of AccountsCMS Chart of Accounts There are several page tabs from There are several page tabs from

which to choose --- simply follow the which to choose --- simply follow the instructions instructions

Must I use all of the ChartFields Must I use all of the ChartFields when submitting a transaction?when submitting a transaction?

NO!NO! There are only There are only 3 3 ChartFields that ChartFields that

must appear in must appear in everyevery transaction. transaction. The mandatory Chartfields are:The mandatory Chartfields are: Account, Fund and Department IDAccount, Fund and Department ID

How do I decide when to use How do I decide when to use other ChartFields in my other ChartFields in my

transaction?transaction? When you determine that you want more When you determine that you want more

granularity in your reporting.granularity in your reporting. For instance, if you want to track certain For instance, if you want to track certain

expenses by semester – you would choose expenses by semester – you would choose a value for the Program ChartField.a value for the Program ChartField.

Or if you want to breakdown supplies and Or if you want to breakdown supplies and services into more discrete categories, you services into more discrete categories, you could define Class ChartField values for could define Class ChartField values for your use.your use.

What about my Agency and What about my Agency and Unit designation?Unit designation?

Agency and Unit will essentially go away in Agency and Unit will essentially go away in the new system.the new system.

We will be paid out of only one (1) agency by We will be paid out of only one (1) agency by the SCO, then the expenses will be driven to the SCO, then the expenses will be driven to the correct Account, Fund and Department the correct Account, Fund and Department by means of LCD (Labor Cost Distribution).by means of LCD (Labor Cost Distribution).

Although the term “Unit” will exist in the HR Although the term “Unit” will exist in the HR system, it will be used for check sorting system, it will be used for check sorting purposes only.purposes only.

How do I go about learning the How do I go about learning the new ChartField values?new ChartField values?

Start by going to the CMS website to Start by going to the CMS website to obtain the FRS to FMS translate obtain the FRS to FMS translate values.values.

Query on all of the “account Query on all of the “account numbers” you have used over the numbers” you have used over the last year for FRS transactions.last year for FRS transactions.

Then record them on a spreadsheet Then record them on a spreadsheet for your use in the new FMS system.for your use in the new FMS system.

When must I start using the When must I start using the new ChartField values?new ChartField values?

AllAll requisitions for the 2004-2005 fiscal requisitions for the 2004-2005 fiscal year year mustmust contain the new ChartField contain the new ChartField values, as well as all approved invoices values, as well as all approved invoices submitted after June 30submitted after June 30thth..

So, if you submit requisitions in June for So, if you submit requisitions in June for next fiscal year, your requisition must next fiscal year, your requisition must contain at least the three mandatory contain at least the three mandatory ChartFields: Account, Fund and Dept ID.ChartFields: Account, Fund and Dept ID.

What about other training?What about other training?

Workshops regarding the Chart of Workshops regarding the Chart of Accounts begin May 4Accounts begin May 4thth and will and will continue (on Tuesdays, Wednesdays continue (on Tuesdays, Wednesdays and Thursdays) thru May 20and Thursdays) thru May 20thth..

Requisition TrainingRequisition Training

On-Line Requisition Training will On-Line Requisition Training will begin July 13begin July 13thth and will run thru the and will run thru the Thanksgiving week. Thanksgiving week.

Training will consist of 2 consecutive Training will consist of 2 consecutive mornings, Tuesday & Wednesday, mornings, Tuesday & Wednesday, 9 a.m. – Noon in ADM-103. 9 a.m. – Noon in ADM-103.

Training will be scheduled by college.Training will be scheduled by college.

More Training?More Training?

In conjunction with the Requisition In conjunction with the Requisition training, we will have training, we will have openopen lab-type lab-type workshops workshops daily, 2 – 4 p.m.,daily, 2 – 4 p.m., to to assist you with questions and assist you with questions and problems.problems.

Training will also be scheduled for P-Training will also be scheduled for P-Card and Accessing Reports, during Card and Accessing Reports, during June and July.June and July.

How will training be How will training be scheduled?scheduled?

Requisition/Approver training will be Requisition/Approver training will be scheduled by College – this was a scheduled by College – this was a key recommendation by our Campus key recommendation by our Campus Users Focus Group.Users Focus Group.

Training for the COA Workshops, E-Training for the COA Workshops, E-Way, P-Card and Reports will be on a Way, P-Card and Reports will be on a sign-up basis.sign-up basis.

Chart of Accounts and Budget Chart of Accounts and Budget Transfer WorkshopsTransfer Workshops

Two sessions daily: 10 – Noon; 2 – 4Two sessions daily: 10 – Noon; 2 – 4

May 4May 4thth, 5, 5thth, 6, 6thth

May 11May 11thth, 12, 12thth, 13, 13thth

May 18May 18thth, 19, 19thth, 20, 20thth ADM-103 (Old Admin)ADM-103 (Old Admin)

Training Schedule for P-Training Schedule for P-Card:Card:

Four sessions daily: 9-10:30; 10:30-Four sessions daily: 9-10:30; 10:30-Noon; 1-2:30; 2:30-4Noon; 1-2:30; 2:30-4

July 6July 6thth, 7, 7thth, 8, 8th andth and 9 9thth

ADM-103ADM-103

Training Schedule for Training Schedule for ReportsReports

Two sessions daily: 9-10:30; 10:30-Two sessions daily: 9-10:30; 10:30-NoonNoon

July 12July 12thth, 15, 15thth, 19, 19thth, 22, 22ndnd, 26, 26thth and 29 and 29thth

August 2August 2ndnd, 5, 5thth, 9, 9thth and 12 and 12thth ADM-103 (Old Admin)ADM-103 (Old Admin)

Do I need to do anything prior Do I need to do anything prior to attending training?to attending training?

Go to the FRS translate values application Go to the FRS translate values application on our website and document the new on our website and document the new ChartField values you will use most often.ChartField values you will use most often.

You may find it useful to go through the You may find it useful to go through the navigation and database training sessions navigation and database training sessions found on our website (or go directly to found on our website (or go directly to http://lms.synaptis.com/lms/), prior to http://lms.synaptis.com/lms/), prior to attending the Requisition or Reports attending the Requisition or Reports training sessions.training sessions.

How do I sign up for How do I sign up for training?training?

Send an e-mail to our Finance Training Send an e-mail to our Finance Training address: address: fintrain@sfsu.edufintrain@sfsu.edu

Give your name, phone #, e-mail addressGive your name, phone #, e-mail address Indicate Indicate whichwhich training you are signing up training you are signing up

for: E-Way, P-Card or Reportsfor: E-Way, P-Card or Reports Indicate Date and Time you would like Indicate Date and Time you would like andand

provide your second choiceprovide your second choice We will confirm your enrollment or advise We will confirm your enrollment or advise

you that both of your preferred sessions you that both of your preferred sessions are already fully enrolled and ask you to are already fully enrolled and ask you to select other datesselect other dates

FMS Information To Be Found FMS Information To Be Found On http://fiscaff.sfsu.edu/On http://fiscaff.sfsu.edu/

FRS to FMS Translate ApplicationFRS to FMS Translate Application Chart of Accounts Workshop Chart of Accounts Workshop

ScheduleSchedule Chart of Accounts Overview Chart of Accounts Overview

PresentationPresentation Campus User Training ScheduleCampus User Training Schedule