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 have been streamlined from the previous structure
and 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 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, project,
function or flexfield)
Numbering convention:
Accounts will use a 5-character numeric value that adheres to the following convention:
Account Type
Assets
Liabilities
Net Position:
Equity
Transfers
Revenue
Expense
Account Range
10000-19999
20000-29999
30000-39999
70000-79999
40000-49999
50000-59999
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Attributes:
Field Name
Type
Length
Set ID
AN
5
Account
AN
10
Effective Date
Date
Effective Status
AN
1
Description
Short Description
Control Account
AN
AN
AN
30
10
1
Budgetary Only
AN
1
Statistical Account
AN
1
Unit of Measure
AN
3
Account Type
AN
1
Description
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.
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.
The date that the attributes and definitions
associated to an account go into effect.
Account status as of Effective Date:
• A = Active
• I = Inactive
30-character account description
10-character account short description
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.
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.
Y/N value; indicates whether this account is used
to capture statistical amounts only, not monetary
amounts.
If the account is a statistical account, the unit of
measure used to track the statistical amounts.
A – Asset
E – Expense
L – Liability
Q – Equity or Net Position
R - Revenue
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Field Name
Type
Length
Open Item
AN
1
Open Item Edit
Record
AN
15
Open Item Edit Field
AN
18
Open Item Prompt
Table
Open Item Reconcile
Tolerance
AN
15
Sign
Decimal
23.3
UCOP Account Group
Code
AN
6
UCOP Object Code
AN
4
UCOP Sub Code
AN
1
Description
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.
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.
Name of the field from the edit record containing
the Open Item key values, such as the EMPLID
field.
Name of the prompt table for the Open Item key
field when entering transactions for the account.
Maximum amount allowed to manually close
non-zero balance Open Item rows. For system
reconciliation, there is no tolerance. The balance
must be zero.
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.
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.
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.
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