Chart of Accounts: Account

The Account chartfield is a 5-character numeric value which identifies the nature or type of the transaction by classifying them into Assets, Liabilities, Equity (net position), Revenues, and Expenses. It is a required field on all transactions. The Accounts are organized into reporting levels using a PeopleSoft tree. The Accounts are designed to facilitate reporting and are generally used across the organization. The campus, foundation, and medical center will share the same list of Accounts. (See the Alternate Account section for additional information for medical center accounts). In other words, the Accounts do not have departmental ownership.

Purpose/Use

A new Account chartfield may be established when:

  • A unique Account is necessary to facilitate reporting, management decisions, and timely reconciliations
  • No existing Account describes the transaction
  • The transactions that need to be captured by an Account are material to the campus as a whole and are common to multiple departments
  • A transaction is most appropriately captured by an Account chartfield (vs. a Department ID, Project, Function or Flexfield)

Numbering Convention

Accounts will use a 5-character numeric value that adheres to the following convention:

Account Type

Account Range

Assets

10000-19999

Liabilities

20000-29999

Net Position: Transfers

70000-79999

Net Position: Equity

30000-39999

Revenue

40000-49999

Expense

50000-59999

Attributes

Field Name Type Length Description

Set ID

AN

5

Accounting structure is defined in a series of control tables or tablesets that allows sharing of control data among business units. A Set ID identifies each tableset. In simple terms:

  • The business unit contains the actual transaction data.
  • The tableset contains the rules by which the data is processed.

Account

AN

10

An alphanumeric value assigned to an account. Account field is a 10 character field in the physical database table. UCSF allows 5 characters for all account values.

Effective Date

Date

 

The date that the attributes and definitions associated to an account go into effect.

Effective Status

AN

1

Account status as of Effective Date:

  • A = Active
  • I = Inactive

Description

AN

30

30-character account description

Short Description

AN

10

10-character account short description

Control Account

AN

1

Y/N value; indicates whether this is a control account that can be updated only by using the Journal Generator or a load process from a third party system. The purpose of this designation is to prevent manual or online entries in general ledger to the account.

Budgetary Only

AN

1

Y/N value; indicates whether the account value is to be used for budgetary purposes only. A budgetary account will not be available for recording financial (i.e., actuals) transactions.

Statistical Account

AN

1

Y/N value; indicates whether this account is used to capture statistical amounts only, not monetary amounts.

Unit of Measure

AN

3

If the account is a statistical account, the unit of measure used to track the statistical amounts.

Account Type

AN

1

A – Asset

E – Expense

L – Liability

Q – Equity or Net Position

R - Revenue

Open Item

AN

1

Y/N value; indicates whether to activate the Open Item processing for tracking and matching debits and credits that post to this account.

When this option is selected, the following four Open Item related fields need to be completed.

Open Item Edit Record

AN

15

Name of the table against which the Open Item key will be validated. For example, if the Open Item key is an employee ID, enter a table that contains a list of valid employee IDs, such as the PERSONAL_DATA table.

Open Item Edit Field

AN

18

Name of the field from the edit record containing the Open Item key values, such as the EMPLID field.

Open Item Prompt Table

AN

15

Name of the prompt table for the Open Item key field when entering transactions for the account.

Open Item Reconcile Tolerance

Sign Decimal

23.3

Maximum amount allowed to manually close non-zero balance Open Item rows. For system reconciliation, there is no tolerance. The balance must be zero.

UCOP Account Group Code

AN

6

Indicate the category to which an Account belongs in UCOP's accounting structure. UCOP Account Group Code is required for Account Types of A, L, Q, and R. It should be blank for Expenditure accounts.

UCOP Object Code

AN

4

Used for UCOP Reporting to identify the natural classification of expenditures. UCOP Object Code is required for Expenditure accounts only and should be blank for other account types.

UCOP Sub Code

AN

1

Used for UCOP Reporting to differentiate types of expense for current funds:

0 = Salaries – Academic

1 = Salaries – Staff

2 = General Assistance

3 = Supplies & Expense

4 = Equipment & Facilities

5 = Code available for special item

6 = Employee Benefit

7 = Code available for special item

8 = Code available for unallocated funds & special item

9 = Recharge

UCOP Sub Code is required for Expenditure accounts only and should be blank for other account types.

Alternate Accounts (UCSF Health only)

UCSF Health uses a set of Alternate Accounts to characterize financial transactions and facilitate external reporting requirements. The chart in Doing Business with UCSF Health shows the relationship between the Business Units and use of Accounts/Alternate Accounts.

Values

.

Refer to the Inquiry Reports for a list of valid values.