A&FS Training

Chart Of Accounts Exercises

Chart of Accounts PPT

Download the CoA Class Slides (PDF)

Exercise 1 - Creating a New Organization Code

In this exercise, you will learn how to use an existing organization code to create a new organization code.

  1. On the Main Menu, click on the Organization link in the Chart of Accounts channel.
  2. On the Organization Lookup, search for one of your departmental organization codes. On the search results, you'll see links for Edit and Copy. What do you think is the difference between these two links?
  3. Click on Copy for one of the results. On the document, where should the "new" data be entered? How can you tell which fields are required?
  4. Complete all of the required fields. For the Organization Type Code field, select Sub-Department.
  5. Click the Submit button. Did you receive any error messages? If so, what do they say? How can you resolve them?
  6. If you didn't receive any error messages, how do you know your document submitted successfully?

Exercise 2 - Creating a General Funds Account

In this exercise, you will use an existing account to create a new account assigned to general funds.

What are "general funds?" Where could you get information if you weren't sure?

  1. On the Main Menu, click on the Account link in the Chart of Accounts channel.
  2. On the Account Lookup, search for an EX (expenditure) type of account assigned to your organization. Once you get results, locate an account assigned to sub fund group GENFND, and one that has a UC Fund and UC Account assigned. What would be the easiest way to locate and group all of the GENFND accounts together? (Note: if you can’t locate any GENFND accounts for your organization, check with the instructor.)
  3. Click on the Copy link. Once again, you'll need to complete each of the required fields on the document.
  4. What kind of coding convention do you want to give your account? What naming conventions are currently being used for your departmental accounts?
  5. Enter yourself as the Fiscal Officer. What is the other term that is frequently used to refer to a Fiscal Officer?
  6. When filling out the Account Purpose field, the description should be clear and as detailed as possible. A description such as “to record expenses” is not sufficient.
  7. Click the Submit button. Did you receive any error messages? If so, what do they say? How can you resolve them?

Exercise 3 - Creating a Rate-Based Self-Supporting Activity Account

In this exercise, you will use an existing account to set up a new account for a rate-based self-supporting activity.

What is a rate-based self-supporting activity? Examples?

  1. On the Main Menu, click on the Account link.
  2. Now, we’re going to search for the same account as last time to create a brand new account for rate-based self-supporting activities.
  3. Click on the Copy link. Once again, you'll need to complete each of the required fields on the document.
  4. Locate and enter a UC Account that would be appropriate for your organization. You may want to search for UC accounts already assigned to your organization. 
  5. Self-supporting activities are identified by their Sub-Fund Group Code. Locate a UC Fund assigned to Sub-Fund Group Code SSEDAC (Sales and Services of Educational Activities).
  6. If you fill in just the same sections as you did on the previous Account document, and then click on the Submit button, what happens? Why did you get error messages?

    Notice that rate-based self-supporting activities require information in additional sections (Account Assessment Types, Rate Names, Account Indicators). For this exercise, use NUD3 as the Assessment Type Code.

Exercise 4 - Creating a Contracts & Grants Funded Account

In this exercise, you will set up a new externally-funded account for a new award.

What does "externally-funded" refer to? Can you give an example of an externally-funded account?

  1. On the Main Menu, click on the Award link in the Contracts and Grants channel.
  2. On the Award Lookup, search for all awards assigned to your organization. If you get no results, simply do a search on awards with a start date of 3/1/2010. You can also search by the Project Director Principal Name (Principal Investigator) assigned to the award.
  3. On your results, take a look at the information that appears. When an originating office (Office of Research, Business Contracts, etc) sets up an award, they may identify their own reference or “award” number. You can see this number in the Originating Office Code/Ref field and you can also search on it.
  4. For class purposes, select any one of the awards and click on the Create EX Account link. On the Account document, notice that all of the award information is now populated.
  5. Complete the required fields:
    • Enter a Description
    • Assign a code and name to your new account
    • Enter a UC Account of Account Type Code EX
    • Enter the A21 Code Code for On-campus Sponsored Research
    • Enter yourself as the Fiscal Officer
    • Enter an Account Purpose
  6. Click the Submit button. Did you receive any error messages? If so, what do they say? How can you resolve them?

Discussion Questions:

  • Why weren’t we required to enter any data in the Account Assessment Types, Rate Names, and Account Indicators sections?
  • Why did we enter an A21 Code? What’s the purpose? How could you learn more about what the A21 Code is all about?
  • What are the Control Chart of Account/Account fields for? How could you learn more?

Exercise 5 - Making Mass Changes to an Account

In this exercise, you will learn how to make mass changes to a group of accounts at one time. You will also learn how to cancel a document that you don't want.

What happens when you have a group of accounts already established in your department, but you need to change one of the attributes for them all at one time, for example, the name of the Fiscal Officer? You could process an Account document for each of them, but that would quickly become time-intensive.

Use the Account Global document instead! Keep in mind that the Account Global is not used to create a new account; that’s the purpose of the Account document.

  1. On the Main Menu, click on the Account Global link in the Chart of Accounts channel.
  2. Enter your user ID as the Fiscal Officer and then do a search for all the accounts assigned to your organization and return them to the main document.
  3. Oops, after you do this, you realize that you shouldn’t have done this...how to cancel the document you just started?
  4. We’ll cancel it entirely in class by clicking the Cancel button, but note that you could also save the document and come back to it later. Where would the saved document be located?

Exercise 6 - Account Delegate Discussion

In this exercise, we'll discuss the different options for adding or modifying account delegate records in KFS.

  1. On the Main Menu, click on the Account Delegate link in the Chart of Accounts channel.
  2. Take a look at the various fields on the document:
    • What document type would you enter if you wanted the delegation to apply to ALL documents, both DaFIS and KFS?
    • What does Primary Routing refer to?
  3. Close the document (don't save) and look at the other Account Delegate options available on the Main Menu.
    • What document would you use if you just set up a group of new accounts and wanted to set up one or more delegates for those accounts at the same time?
    • True or False: Creating an Account Delegate Global document will override any existing delegations for the specified account(s).
    • If the above is true, is there any way that a department can set up an account delegate “structure” that can be referred to and used later on?

Exercise 7 - Organization Review Discussion

In this exercise, we'll see what organization review routing structures are set up for a specific department in KFS.

  1. On the Main Menu, click on the Organization Review link in the Chart of Accounts channel.
  2. Enter Organization Code ACCT
    • In the search results, you will see that organization reviews can be set up to an individual or to a group.
    • Why do we discourage set up to an individual?
  3. Click on the Edit link for one of the results.
    • We recommend leaving default settings on:
      • Action Policy Code: Should be generally left to FIRST, otherwise all members of a group would have to approve a document
      • Force Action: If checked, requires approval from the person even if they have previously approved in another capacity (e.g., account delegate)