PantherSoft Financials
Chart of Accounts Redesign
Agenda
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Defining the Chart of Accounts
Chart of Accounts Redesign Goals
New Features
Basic Fields
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Definition of Reqired Chartfields
Summary of Changes by Chartfields
Current vs. Future Chartfields
Example of Current vs. Future Chartfields
Module Impacts
Cost Center & Changes to Forms
New Activity Nbr. Format
Crosswalk from Old Department ID to New Activity Nbr.
 Crosswalk Navigation and Excel program and hints
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Examples of Accounting Defaults
Changes to Pinnacle Billing System
Human Resources Impacts
Miscellaneous Information
Defining Chart of Accounts
 What is the Chart of Accounts?
The Chart of Accounts(CoA) is the coding structure that
defines an organization’s operations in financial terms
and serves as the building block of the general ledger
and financial reporting.
Simply put, the CoA organizes business activities using
codes and hierarchies to enable financial analysis and
reporting.
Chart of Account Redesign Goals
 To develop a financial structure which will identify, capture
and report activities of the institution in the University’s
financial system accurately and in sufficient detail to be used
independently or in conjunction with other systems and to
provide senior management with information necessary for
Financial and Management Reporting.
This CoA structure should:
 Be driven by the analytical and reporting needs of the institution
 Be flexible enough to accommodate future growth
 Facilitate the consistent use of the chart by each operating unit
across the institution
 Facilitate achieving fewer errors, more transparency, and
consistency
 Minimize analysis efforts, coding errors, and training
requirements for users
New Features
 Consistent use of departments across modules
 Continued use of a value that represents a specific
Chartfield string
 Budgeting/tracking by Cost PID, Task and Cost Sharing
 Enhanced reporting capabilities for department
consolidations and new Chartfields
Basic fields used to categorize transactions in
PantherSoft:
 Business Unit
 Activity Number (New Field)
 Department (Changes to
Organizational Department)
 Budget Reference (Now to be
used for Financial Aid to track
aid year)
 Account
 Alt Account
 Fund
 Program Code
 Site (Change from Class and
expanded to 2 digits) [This
change does not affect
Projects created prior to
7/1/2012]
 Project
 Cost PID (New Optional Field)
 Task (New Field)
Definitions - Required Chartfields
Name
Business Unit
Department
Account
Alt Account
Fund
Program Code
Site
Activity Number
Budget Ref.
Project
Cost PID
Task
Required
Definition
Identifies the legal entity within the University.
Identifies an organizational unit. To be considered a Department the unit must serve a distinct function or discipline,
have a manager with subordinates, and have a budget. This is a common value across all PantherSoft systems
(Campus Solutions, HR, Financials).
Identifies transactions based on the object or nature of the event to which they relate. This Chartfield is used to
classify transactions in the accounting system as Assets, Liabilities, Revenues, Expenses or Equity. This Chartfield
further breaks down this classification by type such as rent revenue, fees, travel expenses, etc.
Classifies the nature of a transaction utilizing the State standard General Ledger code. Each “account” Chartfield must
be mapped to an alternate account. Used for statutory reporting only.
Identifies major funding sources that the University must report on separately. Each fund has its own rules for
spending and for receiving money.
Identifies the primary mission or activity being reported such as instruction, research, public service, administrative
support, plant operation and maintenance, financial aid, student activities, etc. Also known as the PCS code and is a
required code for State reporting and financial statement preparation.
Identifies the campus or location to which the transaction is identified, such as On-Line, Study Abroad and Medical
locations.
Tracks revenues and expenses for a specific activity using a distinct fund, program code, site and department
(organization) string.
Optional
Identifies the aid year for financial aid awards. Also used by College of Medicine to identify the academic period.
Tracks projects whereby the University is required to report fiscal activities on a “life-to-date” basis. Typically, the life
of these projects crosses fiscal years. This Chartfield will be used for grants and construction projects.
Tracks revenues and expenses for a specific Faculty allocation.
Tracks expenses that have a similar purpose that are not identified in another existing Chartfield, for example, Critical
Investments.
Summary By Chartfield
SUMMARY BY CHARTFIELD
Field
Name Change
New Field
Business Unit
No
No
Usage
Change
No
Department ID
No
No
Account
No
ALT Account
Required
Budget By
Yes
Yes
Yes
Yes
Yes
No
No
Yes
Yes
No
No
No
Yes
Yes
Fund
No
No
No
Yes
Yes
Program Code
No
No
No
Yes
Yes
Site
Class
No
Yes
Yes
Yes
Activity Nbr
New Chartfield
Yes
New Chartfield
Yes
Yes
Budget Reference
No
No
Yes
No
No
Project
No
No
No
Grants
E & G Cost Share
Cost PID
New Chartfield
Yes
New Chartfield
No
Optional
Task
New Chartfield
Yes
New Chartfield
No
No
Past Versus Current Views
Examples of Past Vs. Current
Required Fields
Current
Future
Example 1
Current
Future
Example 2
Current
Future
Example 3
Current
Future
Department
(Activity)
Business
Account
Unit
Department
(Organization)
FIU01
FIU01
ALT
Account
Class
Fund
243000103
771000
77100
210
CPHSW
E&G
Permanent Comp &
Student &
General
Salaries Empl Ben
Alumni Affrs
Revenue
243000000
771000
77100
210
E&G
CPHSW Permanent Comp &
General
Dean's Office Salaries Empl Ben
Revenue
243200602
771000
77100
335
Public Health Permanent Comp &
Auxiliary
Tuition Plus
Salaries Empl Ben
FIU01
243000000
771000
77100
335
CPHSW Permanent Comp &
Auxiliary
Dean's Office Salaries Empl Ben
202000116
721201
72100
Furniture &
Furniture
Equipment
Faculty Startup
&
Over
Equipment
$5,000
FIU01
202001000
721201
72100
Furniture &
Furniture
CAS Deans Equipment
&
Office Admin
Over
Equipment
$5,000
Program Code
Site
FIU01
FIU01
Optional Fields
210
51
ActivityNbr
Budget
Ref
Project
Cost PID Task
1
Student Service MMC
Administration Campus
51
01
2430020003
Student Service MMC CPHSW Student &
Administration Campus Alumni Affrs
78
Continuing
Education
78
Continuing
Education
2
BBC
Campus
02
BBC
Campus
46
1
2430030001
Public Health
Tuition Plus
E&G
Academic
MMC
General
Administration Campus
Revenue
210
46
01
2020120009
E&G
Academic
MMC
General
Faculty Startup
Administration Campus
Revenue
2427545
Rodriguez,
Jorge L
Module Impacts
Activity Number is a unique value used to identify
a combination of Chartfields for financial
transactions in the following modules:
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Travel and Expense
Requisitions, Purchasing and Accounts Payable
Asset Management
Credit Card Solutions
Budget Overview
Smart Billing
Pinnacle Billing System
Cost Center & Changes to Forms
A Cost Center is the combination of the new 10-digit Activity
Number and one or more of the new optional fields. The Cost
Center will be reflected and available in PantherSoft HR and
Financials as well as all forms which previously required
Department ID.
New Activity Number Format
The 10 digits in the new Activity Number represent the
organizational department, the fund group, and individual
activities.
 First five digits represent the Department
 Sixth digit represents the Fund Group
 Last four digits are sequential by activity within
department and fund group
Example: (Honors College E&G)
Department ID 285000101–210–1–46
Activity Number 28501 2 0001
28501
Department
-
2
Fund Group
-
0001
Sequential by Activity
Crosswalk from Old to New Chartfields
Old
1
Department
285001000
Department
Fund
Class
Program Code
285000101
210
1
46
2
3
Activity Nbr
Activity Nbr
Fund Fund Descr. Site
Descr
2850120001
THE
HONORS
COLLEGE
210
General
Revenue
01
4
New
Site Descr
Modesto A.
Maidique Campus
5
Program Bud Cost
Code
Ref PID
46
6
Cost
PID
Descr
Task
SetId
FIU01
1. Dept. – Dept. Id Chartfield of today will contain a dept. value which represents your org. dept. and is the
same as the dept. value in PSHR.
2. Activity Nbr – Tracks revenues and expenses for a specific activity using a distinct department
(organization), site, fund, and program code string.
3. Site – Identifies the campus or location to which the transaction is identified, such as On-Line, Study Abroad
and Medical locations. The data in the field will also change to two digits.
4. Bud Ref – Identifies the aid year for financial aid awards. Also used by College of Medicine to identify the
academic period.
5. Cost PID – Tracks revenue and expenses for a specific Faculty allocation.
6. Task – Tracks expenses that have a similar purpose that are not identified in another existing Chartfield; for
example Critical Investments.
Excel Crosswalk
Navigate to: http://finance.fiu.edu/coa/Docs/COA_Crosswalk_IDS.xls
Hide all but Columns :E-F-G-H-I-J-K-L-M-O-Q-R-S-T-U
Travel Authorization Report – Accounting Defaults
Old
New
Travel Expense Report – Accounting Defaults
Old
New
Requisitions
Old
New
Asset Management
Credit Card Reconciliation
Old
New
Inquiring on Budget Overview at Department Level (CC_PRD)
Budget Overview at Dept Level Enhancement
Inquiring on Budget Overview at Activity Nbr Level (CC_DEP)
New - Inquiring on Budget Overview Cost PID (CC_PID)
Budget Overview at Activity Nbr Level (CC_DEP)
Changes to Pinnacle Billing System
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When you log into Pinnacle you will now see an ACCOUNT BILLING tab
instead of a DEPARTMENT BILLING tab.
Starting with the 01-JUN-2012 bill, that will post in July, the Account Number
Column will contain the new 10 digit Activity # - PID (Panther ID) (if any) Task # (If any).
Any bills prior to 01-JUN-2012 will contain the old 9 digit department # Fund – Class - Program
Changes to Pinnacle Billing System
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The account # (10 digit Activity # - PID - Task #) will appear at the
top of each section of the bill.
Changes to Pinnacle Billing System
The values displayed for DEPARTMENT within the bill, will be either the
ACTIVITY # or, a unique 10 digit number, starting with a letter, which
is used when a PID and/or TASK value is defined in the ACCOUNT #.
PantherSoft HR Impacts
 Payroll Transfers
 ePRF
 Contracts
 Department Budget Table
 Combo Codes
 Time and Labor (Task Profiles)
Training & Support
Training
 Open Labs beginning July 9
 UPK – updated online trainings available by July 9
 Specialized group trainings available upon request
Support
 Call: Ext. 7-7200
 Email: GLMaint@fiu.edu
 FIU CHAT
Communication Partners
Reporting Group
COA Redesign Project Website
http://finance.fiu.edu/coa
Questions ?
Open Lab