financial structure workshop november 9, 2000. funds management area - 5000 chart of accounts 1000...

Financial Structure Workshop

November 9, 2000

Funds Management Area - 5000

Chart of Accounts1000

Controlling Area - 1000

Company Code WM - 0204 Company Code VIMS - 0268

Enterprise Model

1000

1100

1200

College ofW&MPlant

FacilitiesMgmtPlant

ResidenceLife

Plant

2000VIMSPlant

WM Purch Org.1000

Cap OutlayP. Org.-xxxx

Cap OutlayP. Org.-xxxx

G&C G&C Misc

WM - G&C1000

VIMS- G&C 2000

01

01 01

01 01

01

Sales Area

DistributionChannel

Division

SalesOrganization

VIMS Misc Bill 2100

WM Misc Bill1100

01

01

0203

MiscFacilMgmt

Purch

Funds Management Area (FM) - 5000


Company Code WM - 0204(FI)

Company Code VIMS - 0268(FI)

Controlling Area (CO) - 1000

Enterprise Model - Financial Structure

Enterprise Model - Financial Structure Flow

Primary posting

FIVendors

Customers

GL accounts

FM

Funds

Fund Centers

Commitment items

Budget Process

Cost centers

Cost elements WBS

CO

Funds Management Area - 5000

Funds Management

Fund Center Hierarchy

Commitment Item Hierarchy

Budgeting Process

Note: SAP Fund is equivalent to Fund-Fund detail

Funds Management - Fund Center Hierarchy

Fund Center Hierarchy is derived based on Program-

Subprogram grouping necessary for State reporting

William & Mary

William & Mary VI MS

7 Digits in LengthW&M Fund Centers - 1xxxxxxVI MS Fund Centers - 2xxxxxx

FinancialAssistanceE&G 110

AuxiliaryEnterprises

809..........

I nstruction101

Research102

.......

1117400 - School of Business1118200 - School of Education

........Remedial

I nstruction101-20

General AcadI nstruction

101-10

E&G100

Nodes

Fund Centers

Funds Management - Commitment Item Hierarchy

Grouping of types of revenues and expenditures

within Funds Management

Create a budget by Commitment Item - Fund Center -

Fund combination

•Printing Commitment Item 412150

•Skilled Services Commitment Item 412680

W&M/VIMS

Salary & Wages 411000

Contract Services 412000

RevenueExpenditure

Commitment Item Hierarchy

Budgetin

g

Budget Values

Primary Posting

CR - Vendor

DR - Printing

Actual Values

General Ledger

Printing-412150

Commitment

Item

412150

Funds Management - Budgeting Process

BudgetEntry

• Initial

• Transfer

• Supplement

• Returns

CI/

FC/

Fund

NB-Non Base

Entry Rel.

CI/

FC/

Fund

BB-Base Version

Entry Rel.

CI/

FC/

Fund

Active Budget

Entry Rel.

• Availability checking during

postings

Copie

dC

opie

d

Copie

dC

opie

d

Entry

Budget Office

Departments

Budget Office

Release

CO - Version 0

Act. Plan

Cost element

Cost Center

• Facilitates Reporting through

Alternative Hierarchies

Controlling Area - 1000

Controlling

Cost Center Hierarchy

Cost Element

Cost Objects Cost Center WBS Element Internal Order

Controlling - Cost Center Hierarchy

William & Mary

VP Budget

William & MaryPresident

ProvostAdmin

VP Admin Provost VP DevelVP Student

Affairs

School ofEducation

School ofLaw

Dean,Library

School ofBusiness

Dean,VIMSDean, I ntl

StudiesAssoc

Provost, I TAssoc Prov,Acad Affairs

Assoc Prov,Enrollment

MuscarelleMuseum

InstitutionalResearch

OIEHCArts &

Sciences

VI MSDean/ Director

Biology Chemistry Physics English .......

1111200 - Biology Administration1241058 - Conservation Biology1440452 - Biology Plant Food

Dean, GradStudies

Dir forResearch

.......

7 Digits in LengthW&M Cost Centers - 1xxxxxxVI MS Cost Centers - 2xxxxxx

Controlling - Cost Element

FI CO FM

5xxxxx

Secondary Cost Element

6xxxxx

Secondary Cost Element

General Ledger Accts Cost Element Commitment Item

4xxxxx

Commitment Item

5xxxxx

Commitment Item

6xxxxx

Commitment Item

6 Digits

xxxxxx

8xxxxx

General Ledger

(revenue)

8xxxxx

Primary Revenue Element

8xxxxx

Commitment Item

•Charge Overhead

•Assessment of Plant Costs

•Internal Order (Work Order) settlement

4xxxxx

Primary Cost Element

4xxxxx

General Ledger

(expenses)

Controlling - Cost Objects

CO FM

Cost Center Fund Center

WBS Element

Internal Order

Fund Center

Fund Center

Controlling - WBS elements

Collect costs and revenues for projects

Collect non financial project related data

Integration between Project System and Funds

Management - each WBS element is linked to a Fund

Center (budgeting, reporting)

Controlling - Internal Order

Collect costs for a short term event or specific service

Replace the current work order functionality

Integration between Controlling and Funds

Management - each Internal Order is linked to the

Fund Center for Facilities Management


Company Code WM - 0204 Company Code VIMS - 0268

Enterprise Model - Financials

Chart of Accounts General Ledger Accounts Bank Accounts Reconciliation Accounts

Financials - General Ledger Accounts

100000-199999 Assets

200000-299999 Liabilities

300000-399999 Fund Balance

400000-499999 Expenses

700000-799999 Gain/Loss

800000-899999 Revenue

900000-999999 Closing

6 Digits

xxxxxx

Financials - Bank Accounts

Memo Banks will be distinct general ledger accounts

Each Fund will be assigned to one of the following

bank accounts

Memo Bank 01 110001

Memo Bank 02 110002

Memo Bank 04 110004

Memo Bank 05 110005

Financials - Reconciliation Accounts

Each Vendor and Customer will be assigned to a

Reconciliation Account in the General Ledger

Sub-Ledger

General Ledger Account 210010Account 134020

Customer

900169

Customer

700240

Customer

600010

Vendor

200120

Vendor

535273

Vendor

634002

Project Systems

Project Systems (PS)

Project Header - Definition

WBS Elements

Project Systems

WBS element V.XXXXXX


WBS element V.XXXXXX.01




Project headerV.XXXXXX


Format - W.xxxxxx.xx.xx (William & Mary) V.xxxxxx.xx.xx (VIMS)



Project Systems and Funds Management







Fund centerV.XXXXXX

Fund centerV.XXXXXX

Fund centerV.XXXXXX.01




FMPS

Project System and billing









Sales OrderSales Order

Invoice

$$$

Costs

$$

Costs

$

Postings

Budget Entry

Purchase Order

Goods/Invoice Received

Payment

Financial Structure Flow: FI - CO - FM

Primary posting

FIVendors

Customers

GL accounts

FM

Funds

Fund Centers

Commitment items

Budget Process

Cost centers

Cost elements WBS

CO

Posting - Budget entry

FM

$ 1,000

$ 0.00

Budget Entry:

•Comm Item - Office Supplies 413120

•Fund Center - Biology Admin 1111200

•Fund - 0300

$ 1,000

$ 1,000

$ 0.00

CO

Posting - $200 Purchase Order

Purchase Order entry in MM:

• Cost Object (CC, WBS, IO)

Biology Admin - 1111200

• Expense General Ledger Account

Office Supplies - 413120

Available $800

CO

$ 0.00

Committed $ 200

$ 0.00

Committed $200

Available $800

BudgetCheck

FM

Posting - $200 Goods/Invoice Received

FI

Posting in AP

Debit:

CC - 1111200

GL - 413120

Credit: Vendor

No update of FM

Available $800

CO

$ 200

Posting - $200 Payment

Posting in AP

FIDebit: Vendor

Credit: Cash 110001 No update of CO

FM

$ 200

Available $ 800

Financial Structure Flow: FI - CO - FM

Primary posting

FIVendors

Customers

GL accounts

FM

Funds

Fund Centers

Commitment items

Budget Process

Cost centers

Cost elements WBS

CO

financial structure workshop november 9, 2000. funds management area - 5000 chart of accounts 1000...

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