Working with the Oracle Chart of Accounts: GL Chart Strings and PTAEOs

Transcription

1 Working with the Oracle Chart of Accounts: GL Chart Strings and PTAEOs

2 Objectives GL Chart of Accounts Overview - Chart of Accounts The Six Segments of a GL Chart String Cross-Segment Validation Rules Hierarchies Chart of Accounts Maintenance Oracle Grants Accounting System Overview The Five Segments of a PTAEO string PTAEO String Validation Rules 2

3 What is a Chart of Accounts? Framework for: Recording financial transactions Reporting on transactions Budgeting Purchasing requisitions & POs 3

4 The Chart of Accounts Entity Org Funding Activity Sub Activity Natural Class 6 segments make a chart string Each segment represents a different piece of information Total of 25 digits in a chart string Every transaction must have a complete and valid chart string 4

5 What Does a Chart String Tell Us? Entity Org Funding Activity Sub Activity Natural Class Whose transaction it is. Revenues, reserves, or budget dollars available to spend. What program or service is impacted. What type of transaction it is. 5

6 Segment One: Entity Entity 2 digits Whose transaction it is. Most commonly used entities: 20 College Only Divisions 21 Auxiliaries Professional Schools 30 Dartmouth Medical School 32 Thayer School of Engineering 34 Tuck School Of Business Other entities: Related Legal Entities Affiliated Non Profits Agency 6

7 Segment Two: Org Org 3 digits Whose transaction it is. Anatomy Hood Museum Programs Genetics English Men Ice Hockey Dartmouth Skiway Tuck Facilities Safety and Security Parking Office Rental Housing Office 7

8 Segment Three: Funding Funding 6 digits Revenues, reserves, or budget dollars available to spend. Undesignated Gifts Rental Housing Office Housing Program Auxiliary Funding Anatomy Department Reserve Waddell Creative Writing Dartmouth Skiway General Endowment Central Funding Subvention Balance Sheet Funding 8

9 Segment Four: Activity Activity 6 digits Glee Club Concerts Coral Music General Pre-Season Regular Season What program or service is impacted. Byrne Dining Facility Collis Center Construction in Progress Soccer Field International Securities 9

10 Segment Five: SubActivity SubActivity 4 digits What program or service is impacted. Unit 1 Unit 2 Student Tech Fee Class of 2010 Student Tech Fee Class of 2011 Student Tech Fee Class of 2012 AS Faculty Allan S AS Faculty Wilcox D Default 10

11 The First Five Segments College Only English Subvention College Departmental Administration Default Entity Org Funding Activity Sub Activity Natural Class Whose transaction it is. Revenues, reserves, or budget dollars available to spend. What program or service is impacted. 11

12 Segment Six: Natural Class Natural Class 4 digits What type of transaction it is. Inventory Other Fuel Accounts Receivable Accounts Payable Deferred Revenue, Summer Tuition Other Income Event Ticket Sales Endow Gifts Salaries Non-exempt Travel Foreign Air 12

13 Segment Six: Natural Class Natural Class 4 digits What type? Inter Dept and Funding Transfers Inter Dept Security Services Inter Dept Meals and Beverages Inter Dept Copying and Printing Operating Transfer to Designated Source Operating Transfer from Designated Source Various non operating transfers 13

14 Segment Six: Natural Class Natural Class 4 digits What type? Operating and Non Operating Other Income Student Room and Board Other Income Parking Passes Supplies Travel Endowment Gifts Bequests Non Operating Unrealized Gains/Losses Non Operating Gifts in Kind 14

15 Natural Class Ranges Natural Class Range Balance Sheet: Assets Liabilities Net Assets Income Statement: Revenue Non-Operating Compensation Other Expenses

16 Sample Chart String Entity Dartmouth Medical School Org Anatomy Funding Anatomy Department Reserve Activity Graduate MD Lab Teaching SubActivity Default Natural Class SUPPLIES LAB Disposables Dartmouth Medical School Example

17 Cross-Segment Validation Rules Built into the system Identify invalid chart string combinations Restrict upload of invalid combinations Apply to everyone 17

18 Cross-Segment Validation Rules - Examples Org segment values can only be used with their specific Entity values. Natural Class values for payroll cannot be used with agency Entity values. Revenue-only Activity values can only use revenue Natural Class values. Subvention Funding value can only be used with the corresponding Entity/Org value. 18

19 Two-Dimensional Hierarchy disposables $ glassware $ medical $ Total Supplies $1, Parent Level 1 - Expense Parent Level 2 Materials Equipment Supplies Parent Level 3 Materials And Supplies Parent Level 4 Materials And Supplies Parent Level 5 Supplies Laboratory Child Level 6 Supplies Lab Disposables $1, $1, $ $

20 Hierarchy Structure Upper Levels Parents Dartmouth Medical School Reporting Radiology Clinical Sciences Clinical Psychiatry Academic Support Biomedical Library Radiology Inpatient Sleep Lab Biomedical Library Lowest Level Child Transacting & Reporting 20

21 Org Segment Values Level 1 Parent Dean of the College (DCL) Level 2 Parent Student Life (DL4) Athletics (DL1) etc. Level 3 Parent Outdoor Programs (L41) Office of Student Life (L43) etc. Child Dartmouth Outing Club (388) Ski Team (382) etc. 21

22 Maintaining the Chart of Accounts Chart of Account Maintenance refers to... Creating or Modifying Segment Values Disabling or End Dating a Segment Value Maintaining Segment Attributes Creates and modifications are not made for an entire chart string, but for a specific segment value 22

23 Approvals for New Segment Value Requests Entity Org Funding Activity SubActivity Natural Class Fiscal Controller s Officer HR EVP Office 23

24 Need Help? Online Reference Document: Working with the Oracle Chart of Accounts financial staff member assigned to your division Segment values reports Access in Institutional Reporting and Analysis Tool (IRA) Fiscal Officers 24

25 Oracle Grants Accounting: Understanding PTAEO

26 Oracle Grants Accounting (OGA) Transactions are Imported into Oracle General Ledger (GL) Supports unique needs of sponsored research accounting OGA Maintained by Office of Sponsored Projects (OSP) Uses its own unique multi-segment chart string called PTAEO 26

27 How OGA Works Oracle Modules (Payroll, Labor Distribution, Procurement, A/P) PTAEO Transactions Oracle Grants Accounting (OGA) PTAEO Transactions Satellite Systems (Computer Store, Hanover Inn) Summarized Financial Entries Oracle General Ledger (GL) 27

28 PTAEO Strings P Project T Task A Award E Expenditure type O Org 5 segments make a PTAEO string Each segment represents a different piece of information Total of 24 alpha-numeric characters Every transaction must have a complete and valid PTAEO string No parent hierarchies for any segment 28

29 What Does a PTAEO String Tell Us? P Project T Task A Award E Expenditure type O Org Indicates the work being done Mechanism for organizing expenditures within a project Describes the award that is paying for the project Is equivalent to the GL natural class expense values Same as GL Org value 29

30 Segment One: Project P Project XXXXXX Indicates the work being done 6 Digits All projects fall within range Examples: Insulin Regulation Bioinformatics Mascoma Clinic 30

31 Segment Two: Task T Task 4 digits Organizes expenses within a project XXXX Mechanism for organizing expenditures within a project Current task ranges: funded by an external sponsor funded by internal cost share 31

32 Segment Three: Award A Award XXXXXX Describes the award that is paying for the project 6 characters Initial alpha character identifies billing mechanism to allow efficient processing of sponsor invoices L - Letter of credit B - Billed monthly and quarterly P - Payment/Installment Schedule C - Cost Share 32

33 PTAEO Relationships Single Project, Single Award Project Task 5000 Award L12345 Single Project, Multiple Awards Project Task 5000 Task 6000 Award L12345 Award C

34 PTAEO Relationships Multiple Projects, Single Award Project Task 5000 Project Task 5000 Award L12345 Project Task

35 Attributes Project, Task, and Award An Attribute is a piece of information that: Allows or prevents a transaction from taking place Facilitates reporting Key Attributes for transacting: Start and End Dates Status active or inactive Allowability Schedule Transaction Controls 35

36 Segment Four: Expenditure Type E Expenditure type XXXXX First four digits is equivalent to the GL Natural Class expense values 5 digits An Alpha character at end of the four digits provides flexibility when greater detail is needed in OGA, for example, subcontractor payments Examples: 7471A SUPPL LAB Chemical Gases 8111A TRAVEL FOREIGN Air 7792A SUBRECIPIENT (VA Hospital) 7792B SUBRECIPIENT (DHMC) 36

37 Segment Five: Org O Org XXX 3 digits Values are identical to the Org values in GL Chart Strings Same as GL Org value 37

38 Sample PTAEO String L A 844 Project Smart Laser Beams Task External Funding Award Smart Laser Beams Expenditure Type CAP EQUIP Scientific L A.844 Sample from Thayer Org Mechanical Thayer 38

39 OGA Validation Engine Mandates valid PTAEO string combinations Restricts upload of invalid combinations Results in failed transaction entries if combinations are invalid 39

40 Need More Info about PTAEO? FAQs Online Tutorial: Understanding PTAEO PTAEO and Chart String Lookup Tool Access in Institutional Reporting and Analysis Tool (IRA) Fiscal Offices/Department Management: Who manages the grant? What are the project start and end dates? What expenditure natural classes can I use? How long will the PTAEO strings be valid? 40