Chart of Accounts FOAPAL Overview
Chart of Accounts Team
USU BANNER COA Team
April 2004
1
Agenda
• High level FOAPAL overview • Crosswalk between Financial Record System (FRS) and Banner
• Unique features of Banner that must be understood in order to learn the new chart (levels, required elements, separate tables) • Examples of how accounting transactions would occur using the Banner accounting string (FOAPAL)
2
Banner Accounting String Overview (FOAPAL)
3
Banner Chart of Accounts Structure
C-FOAPAL Elements
Chart C Fund F Organization O Account A
Program P Activity A Location L
Required Elements
Characters 1 6 6 6 6
Optional Elements
6 6
Hierarchy Levels 0 5 8 4 5 0 5
Banner Accounting String or FOAPAL
4
FOAPAL
Banner Defined Common Traits
• Each segment allows for codes ranging from 1 to 6 digits in length
• Codes can be any alphanumeric combination • FOAPAL codes reside in separate validation tables FTVFUND, FTVORGN, FTVACCT FTVPROG, FTVACTV, FTVLOCN
5
FOAPAL
Banner Hierarchies
• Allows easy grouping and summarizing for processing and reporting
Segment levels depict relationships between the codes – eg. Parent, Child, Grandchild
6
FOAPAL Definition
Fund
6 digits / 5 levels of hierarchy
• Designates a fiscal and accounting entity with a self-balancing set of accounts.
• Common Financial Statements Balance Sheet Revenue and Expense Statement • A fund maintains a fund balance and a cumulative record of the sources and uses of monies. • The University will have a 6 digit numeric number that will start 7 with the number 1.
FOAPAL Definition
Organization
6 Digits / 8 Levels of hierarchy
• Organization will replace the FRS organization code attribute.
• Designates the department/unit of budgetary responsibility and accommodates reporting at any level of organizational hierarchy. • Each segment allows for codes ranging from 1 to 6 digits in length and can be any alphanumeric combination. • The University has a 6 digit alphanumeric combination with the first digit alpha and the remaining 5 digits numeric. Organization will start with the letter E.
8
FOAPAL Definition
Account
6 digits / 4 levels of hierarchy • Designates asset, liability, equity, revenue, expenditure, and transfer account classifications.
• Account will replace the FRS 4 digit sub-code.
• Hierarchy similar to roll-up of Major, Minor, Detail and User levels currently in FRS. • The University will use a 6 digit numeric number
9
Account Segment
External Account Types
Int ATYP 10 20 30 40 50 60 70 80 90 95
Description Assets Liabilities Control Accounts Fund Balance Revenue Labor Expenditures Transfers Fund Additions Fund Deductions
10
FOAPAL Definition
Program
6 digits / 5 levels of hierarchy • Program designates NACUBO functional classifications (eg. instruction, research, public service, institutional support) and sub-classifications. • Program determines the use of monies at the expenditure level • The University has a 4 digit numeric number. The first two digits indicate expenditure function and the last two indicate A21 category.
11
FOAPAL Definition
Activity
6 digits / 0 levels of hierarchy
Activity codes
• Optional classifications selected from a listing of valid codes that are campus specific. • Vary in use or user definition based upon departmental needs.
• Available for use by any user for any purpose.
• The University will not be using activity codes to bring up banner but may decide to do so latter.
12
FOAPAL Definition
Location
6 digits / 5 levels of hierarchy • Optional segment primarily used with, but not limited to, the Fixed Asset module.
• Designates physical places or sites.
• The University will use location for fixed assets.
13
BIS Crosswalk
GL FRS 0-12250 SL 2-12283-7010 BIS Administration
0-12250
0-12250 0-12250
2-12285-7010
2-12286-7010 2-12287-7010
BIS Training Operations
BIS Development Operations BIS Support Operations
C Banner
F
O
A
P BIS Administration BIS Training BIS Development BIS Support
U-100050-E04001-710200-1060 U-100050-E04002-710200-1010 U-100050-E04006-710200-4010 U-100050-E04003-710200-6070
14
BIS Crosswalk
GL FRS 0-12250 SL 2-12283 BIS Administration
FRS Accounting String
2-12283-7010 BIS Administration Office Supplies
Banner Accounting String
Banner Campus Fund Organization Account Program U Utah State University 100050 E04001 710200 1010 Education & General BIS Administration Freight and Postage Instruction
15
Banner Fund
Fund Code Attribute
Chart
Fund
Organization Account Organization
Program
Activity
Locatio n
16
Sample Fund Hierarchy
Level 1
Other Restricted
Level 2
Conference
Student Fees
O ther
Level 3
College of Agriculture
College of Science
College of Engineering
Level 4
Biology
Chemistry
Math
Level 5
Chem istry 1
Chem istry 2
Chem istry 3
17
FRS Attributes to FOAPAL
Crosswalk
Org Code Attribute
Chart
Fund
Organization Account Organization
Program
Activity
Locatio n
18
Organization Hierarchy
8 levels of hierarchy
Level 1 Level 2 Level 3 Level 4 Level 5 Utah State University V.P. & College Department Responsible Person Data enterable level
19
FOAPAL Definition
Organization Code Values • Code values in hierarchy levels 1 – 4 (campus, V.P./College, Department, Responsible Person) will have some logical structure. Code values in hierarchy level 5 (data enterable level) will have no logical structure.
•
20
FOAPAL Definition
Organization Code Values, Cont.
•
Hierarchy level 6, 7, 8 will not be used by Utah State University, however, continuing education is looking at using them.
21
FOAPAL Definition
Organization Code Values, Cont.
• Changes to departmental reporting lines (i.e., moving to a new college) will be handled through the Banner concept of predecessor coding.
22
FOAPAL Definition
Organization Code Values, Cont. • Random coding methodology in level 5 of the organizational hierarchy gives Utah State University the flexibility to change responsible person and organizational structure without having to transfer departmental transaction history to a new FOAPAL.
23
BIS Organization Hierarchy
Level 1 Utah State University USU V.P. & College CLBUSN Department DPACCT Responsible Person UAC001 Data enterable level E12345 Level 2
Level 3
Level 4
Level 5
24
Organization Hierarchy
25
Organization Validation Table
26
Banner Account
Account Code Attribute
Chart
Fund
Organization Account Organization
Program
Activity
Locatio n
27
Organization Hierarchy
Level 1 Utah State University USU V.P. & College CLBUSN Department DPACCT Responsible Person UAC001 Level 2
Level 3
Level 4
Level 5 Account Salaries 330100
Data enterable level 12345 Out of State Travel Out of State Travel 751300
Operating supplies 712900
28
Account Validation Table
29
Banner Program
Program Code Attribute
Chart
Fund
Organization Account Organization
Program
Activity
Locatio n
30
Program Code Hierarchy
31
Program Validation Table
32
FRS to Banner Mapping Example
33
FRS to Banner Mapping Example
34
Index Code
• An Index code can be established which links Fund, Org, Program together. • The Index number is a six digit number that will start with the letter “A” followed by five digits. • When the Index number is used it will populate the fields Fund, Org and Program.
35
Index Code Set Up
36
Index Validation Code
37
On Campus Expenditure Form
On Campus Expenditure
Seller Information (Credit)
Departm ent Contact Person Phone num ber Index Num ber Account Num ber $ $ $ Total Am ount Col ected l $ Am ount -
Buyer Information (Debit)
Departm ent Person purchasi ng m ateri s/servi al ces Phone num ber Index Num ber Account Num ber Descri pti on Quanti ty Pri ce per i tem $ $ $ $ $ $ $ $ $ $ Total Am ount Due Rem arks: $ Total -
38
Buyer Si gnature
Journal Voucher
Journal Entry Number: Budget Entry Number:
REQUEST FOR JOURNAL VOUCHER TO: ACCOUNTING OFFICE FROM: REFERENCE IS MADE TO THE MONTHLY FINANCIAL REPORT FOR THE MONTH OF: THE FOLLOWING DOCUMENTS SHOULD BE CHANGED AS INDICATED BELOW: RULE CODE: BD01 BD02 BD04 FT01 PERMANENT ADOPTED BUDGET PERMANENT BUDGET ADJUSTMENTS TEMPORARY BUDGET ADJUSTMENTS INTERFUND TRANSFER TRANSACTION DATE (MONTH/DAY) DEPARTMENT UMC DATE PHONE
DR. INDEX
DR. ACCT.
DESCRIPTION
AMOUNT
CR. INDEX
CR. ACCT.
BUD. PRD.
ACCR.
Total
0.00
EXPLANATION FOR JOURNAL VOUCHER CORRECTION:
39
PROJECT LEADER: DEPARTMENT HEAD OR DIRECTOR:
Budget Entries
• The banner journal voucher is a multipurpose document in addition to journal entries, budget entries can be made on this form.
40
Budget
• Bud. Prd. Is budget period and is required for all budget transactions and refers to the numerical period of the fiscal year (July is period 01, June is period 12) • ACCR is for controller office use only.
41
Reports
Reviewing Transactions And Balance Available
42
FGRFAAC
• Gives you a Fund/Account activity report • This report will show you your available balances
43
FGRFAAC
44
45
FGRFAAC
46
FGRODTA
• Gives you an organizational detail activity report • This report shows expenses, budget and encumbrance activity by account and fund within each organization
47
FGRODTA
48
FGIBDSR
• • • • • This report gives you a summary listing of Budget information Year to date revenue and expense activity Outstanding commitments Balance available
49
FGIBDSR
50
FGIBDSR
51
FGITRND
• This report gives you a detail listing of revenue and expense transactions by fund/org and account
52
FGITRND
53
FGITRND
54
FGIOENC
• Listing of commitments by fund or org.
55
FGIOENC
56
FGIENCD
• Enables you to enter an open commitment to see the activity that has taken place on that encumbrance
57
FGIENCD
58
FGITBSR
• This program looks at fund and gives you a balance sheet summary of assets, liability transactions by account.
59
FGITBSR
60
Summary of Forms
FGIBDSR Revenue & expenses by fund or org and account. Budget, Screen 019 YTD actual, encumbrances, & balance available. FGITRND Revenue & expense transaction details by fund/org and account. Transaction details by source document. Encumbrances by fund or org. Encumbrance transaction detail. Assets, liabilities and fund balance by fund and account. Screen 023
FGIDOCR FGIOENC FGIENCD FGITBSR
Not available in FRS. Screen 021 Not available in FRS. Screen 018
FGIGLAC
Asset & liability transaction details by fund and account.
Screen 023
FRIGITD
Grants revenue & expenses by grant and account. Budget, YTD actual, encumbrances, & balance available.
Screen 019 Screen
61
Summary
62
Chart Elements
Chart Fund Organization Account Program Activity Location
Campus
Uniquely Budget Units Identifies Departments Fiscal Entity
Assets Liabilities Fund Balance Revenue Expenditures Transfers
NACUBO Function Sub Activity
User Assigned Classification
Physical Places and Sites
63
Remember the new terms
• FRS "accounts" are Banner "org" or "fund" codes. • FRS revenue/expense “sub codes" are Banner revenue/expense "account codes".
64
Thank You
65