Chartfields

Chartfields

Description

Chartfields has tools to look up various Chartfields using different criteria.

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Definitions

Searches can be performed on the following Chartfields:

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Other Resources

FBS Web pages have helpful information about Chartfields:

Business Analysis & Support Services Quick Tips

Quick TipsBusiness Analysis & Support Services has prepared a Quick tip regarding Chartfield Lookups
The Financial & Business Services Index and Glossary has information about Chartfields:

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OrgID

OrgID Lookup has two different search parameters available:

  • Rollup Structure – This lists the OrgID selected and all OrgIDs that roll up or report to it in a hierarchical structure. The link to an individual OrgID value goes to the OrgID list (numerical order) positioned at the OrgIDselected.
    • Business Unit: 01 – University – This is the preselected option. The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped and reported…more
    • OrgID – Enter the OrgID in to this box. The OrgID is the second chart field value listed in the string, is (5) characters long…more
    • Status – Both – This is the preselected option.
    • Output Options
      • Display on Screen – Selecting this option will display the results in a tree called OrgID Rollup.
      • Download to Excel – Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.
  • OrgID List – This lists all OrgID values with pertinent information. The “Reports To” value is the OrgID to which the selected OrgID rolls up or reports. Those OrgIDsin red are Inactive.
    • Business Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped and reported…more. Select one of the following:
      • 01- University
      • 02 & 03 – Hospital/Uni
      • 04 – UURF
    • Order by – Select how you want the data ordered:
      • OrgID– The OrgID is the second chart field value listed in the string, is (5) characters long…more
      • Organization Name – Official name of the organization.
    • Status – Select the Status
      • Active – Chartfield values that are currently active
      • Inactive – Non-active Chartfield values
      • Both – You can choose to include both Active and Inactive in your search. However, remember that you cannot use Inactive Chartfield values for any financial transactions, they are for your information only.
    • Output Options
      • Display on Screen – Selecting this option will display the results in a tree called OrgID Lookup.
      • Download to Excel – Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.

 

OrgID Rollup

OrgID rollup displays the OrgID in a tree layout. The five digit OrgID of each Org is followed by the description of the Org. The OrgID is a link that when selected directs the user to the selected OrgID in the OrgID Lookup table (below).

OrgID Lookup

This has the same name as the screen that did the original lookup, but displays different results.

The OrgID Lookup table is a chart displaying information about the Orgs. It has the following columns (each of which are sortable):

  • OrgID – The OrgID number is listed here. Selecting the link will direct to the OrgID rollup chart.
  • Organization Name – Official Name of the Organization.
  • Responsible Person (P.I.) – Person assigned to be responsible for the Organization
  • Liaison – Person working on behalf of Responsible Person (P.I.)
  • Phone – Phone number of Responsible Person
  • Location – Values in this column link to the Location Code Lookup application.
  • Reports To – The OrgID of the Org that this Org reports to is listed here. Selecting the link will direct to the OrgID rollup chart.
  • Status:
    • Active – Chartfield values that are currently active
    • Inactive – Non-active Chartfield values
    • Both – You can choose to include both Active and Inactive in your search. However, remember that you cannot use Inactive chartfield values for any financial transactions, they are for your information only.

 

Fund Code Lookup

This lookup displays fund values within a Fund group. It has the following criteria:

  • Business Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped and reported…more. Select one of the following:
    • 01 – UNIV
    • 04 – UURF
    • 05 – UUHN
  • Status:
    • Active – Chartfield values that are currently active
    • Inactive – Non-active Chartfield values
    • Both – You can choose to include both Active and Inactive in your search. However, remember that you cannot use Inactive chartfield values for any financial transactions, they are for your information only.
  • Output Options
    • Display on Screen – Selecting this option will display the results in a table called Fund Codes.
    • Download to Excel – Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.

 

Fund Codes

The Fund Codes table displays the following information about each Fund Chartfield:

  • Detail Value – Fund Code.
  • Description – Description of Fund Code.
  • Status
    • Active – Chartfield values that are currently active
    • Inactive – Non-active Chartfield values
    • Both – You can choose to include both Active and Inactive in your search. However, remember that you cannot use Inactive chartfield values for any financial transactions, they are for your information only.

In Addition, University of Utah – Business Unit (01) has an additional column categorizing each into the following Fund Groups:

  • General
  • Designated
  • Restricted
  • Plant
  • Loan
  • Endowment
  • Agency
  • Banks

 

Activity Lookup

By typing the Activity in the Activity Number field and clicking the Submit button, the system will return the Activity Number, Short Title, Account Executive, and a contact in the Accounting department. The system will return the same information if you search for a Account Executive.

You can perform a partial search by entering at least the first three digits of an Activity, or the first three letters of the last name of an Account Executive. The system will return a listing of all activities beginning with those digits or letters. Looking up activities by various criteria is Activity Lookup. The criteria are:

  • Business Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped and reported…more. select one of the following:
  • 01 – UNIV
  • 04 – UURF
  • Activity Number – Activity is always 5 characters. Entering an Activity value will return only the Activity requested…more
  • OrgID – must enter 5 characters and it must be a valid OrgID. Entering an OrgID value will return a list of all Activities assigned to the requested OrgID. Entering both an OrgID value and an Account Executive name will return a list of all Activities that meet both (not one or the other) search criteria….more
  • Fund – the Fund Code links to the Fund Code Lookup.
  • Account Executive – Minimum of 1 character using only a comma (no spaces) to separate, (LAST NAME, FIRST NAME) . Entering an Account Executive name or part of a name will return a list of all Activities that meet the search criteria of the name input. Entering both an OrgID value and an Account Executive name will return a list of all Activities that meet both (not one or the other) search criteria.
  • Liaison – Names are stored Last, First
  • Short Title – Activity Short Title.
  • Status:
    • Active – Chartfield values that are currently active
    • Inactive – Non-active Chartfield values
    • Both – You can choose to include both Active and Inactive in your search. However, remember that you cannot use Inactive chartfield values for any financial transactions, they are for your information only.

Date Added – From and To

Submit

The resulting Activity Lookup table displays this table with following sortable columns:

  • BU – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped and reported…more.
  • Fund – the Fund Code is listed and links to the Fund Code Table.
  • Activity – The Activity code is listed, each activity code links to the Activity Summary of Revenue and Expense in Management Reports.
  • Status
    • Active
    • Inactive
  • OrgID – The OrgID code in this column links to the Org Id Lookup table
  • Short Title – Short title of Activity.
  • Account Executive – the results in this column link to the Activity Lookup Table.
  • Account Dept Contact
  • Acct Dept Contact Phone No.
  • Mail Location – Mail Location links to the Location Code Lookup table.
  • Liaison – Person working on behalf of Account Executive.
  • Liaison Phone – Phone number of Liaison.
  • Endowment – Values in this column link to the Summary of Revenue and Expense Report in Management Reports.
  • FAS – Account Financial Accounting System Accounting number. (University system prior to PeopleSoft) – must be 6 digits.
  • Date Added – Date Activity added to system.

 
Hide/Unhide Columns—select only the columns you are interested in by using this feature. Hide a column by clicking it in the popup (it will change from red to black). Or, conversely, select the columns you want to see and then click Reverse Columns On/Off.

Search—the on-screen search at the top right allows you to dynamically search for the rows you are looking for, as you type. Designed to help the user find something quickly, this also applies the search to any hidden columns.

Download to Excel—Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.

Update Liaison/Phone—This button will take you to the Activity Liaison Update screen.

 

Project Lookup

This application searches for projects using a variety of criteria:

  • Project ID – a minimum of 3 characters and a maximum of 8….more
  • Award Number – a minimum of 1 character and a maximum of 29 characters.
  • OrgID– must enter 5 characters and it must be a valid OrgID and option to include Rollup OrgIDs.
  • Account Executive – Minimum of 1 character using only a comma (no spaces) to separate, (LAST NAME, FIRST NAME). I am entering my P.I. and it is not returning correctly. Have you spelled the name correctly? The name format is last, first. The letters may be in either upper or lower case.
  • Liaison—Names are stored Last, First.
  • Agency Award Number – a minimum of 1 character and a maximum of 29 characters.
  • Proposal ID – Number generated by the Grants Module from the Office of Sponsored Projects.
  • Agency Name
  • Short Titles – Short Title of the Project.
  • LOC Number – Letter of Credit number assigned by Agency.
  • Status:
  • Active – Chartfield values that are currently active
  • Inactive – Non-active Chartfield values
  • Both – You can choose to include both Active and Inactive in your search. However, remember that you cannot use Inactive chartfield values for any financial transactions, they are for your information only.
  • ARRA—Selects only American Recovery and Reinvestment Act (ARRA) funded projects.
  • Date Added – From and To

The resulting Project Lookup table displays this table with following sortable columns:

  • Project – The project number displayed in this column links to Management Reports Summary of Revenue and Expense table for this Project.
  • Short Title – Short Title of Project.
  • OrgID – The OrgID number displayed in this column links to the OrgID Lookup table for this Org.
  • OrgID Name – The name of the Org is displayed in this column
  • Status – The status of the project (A for Active, I for Inactive) is displayed.
  • Account Executive – The Account Executive for the project is listed. The name links to a Project Lookup table that displays the Account Executive’s projects.
  • Principal Investigator (P.I.)
  • Liason—Person working on behalf of the Account Executive(P.I.)
  • Liason Phone—Phone number of Liaison.
  • Award Number – Agency number.
  • Proposal ID – Number generated by the Grants Module from the Office of Sponsored Projects.
  • Version – Version of Proposal.
  • Funding Start Date – Date funding started, typically the same as Award Start date.
  • Funding End Date – Last Day of Funding, typically the same as Award End date.
  • Award Start Date – First day of the Award, typically the same as Funding Start date.
  • Award End Date – Last day of the Award, typically the same as Funding End date.
  • AgencyID – ID of the Agency that bestowed the Grant…more
  • Agency Name – Name of the Agency that bestowed the Grant.
  • Agency Class – The agency class is an attribute associated with each project….more
  • Agency Flow Through – Agency the Funds flow through.
  • Fixed Price
    • Yes – Fixed Price
    • No – Cost Reimbursable
  • Fed/Non Fed – Federal or Non Federal
  • Match Required – Yes/No
  • Contract/Grant – Contract/Grant
  • Equip Title – Do we have title to the equipment? Yes/No
  • CFDA No – Catalogue Federal Domestic Assistance Number.
  • GCA Contact Name – Name of contact in Grants & Contracts Accounting.
  • GCA Phone – Phone number of contact in Grants & Contracts Accounting.
  • Program – Functional classification of Program.
  • Program Name—Full name of Program
  • Program Class – Further division of Program.
  • Program Class Name – Name assigned to the Program Class.
  • LOC Fund Type – Letter of Credit Fund Type
  • LOC Number – Letter of Credit number assigned by Agency
  • Funding Source –
    • Agency
    • Control Accounts
    • Income
    • Matching
  • Location Code– 10 digit number assigned to a location. Statements are sent to this location.
  • ARRA—indicates that the project was funded by the American Recovery and Reinvestment Act.
  • IDP Code
  • Suppress Print – Yes/No
  • Budget SR Personnel – Yes/No
  • FAS Account – Financial Accounting System Accounting number. (University system prior to PeopleSoft)
  • Project Create Date – Date project added to system
  • F & A rate – Facilities and Administration rate.

 
Hide/Unhide Columns—select only the columns you are interested in by using this feature. Hide a column by clicking it in the popup (it will change from red to black). Or, conversely, select the columns you want to see and then click Reverse Columns On/Off.

Search—the on-screen search at the top right allows you to dynamically search for the rows you are looking for, as you type. Designed to help the user find something quickly, this also applies the search to any hidden columns.

Download to Excel—Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.

Update Liaison/Phone—This button will take you to the Project Liaison Update screen.

 

Allowable/Unallowable

Allowable/Unallowable is explained here.

 

Account Ranges

Selecting Account ranges opens theAccount Lookup

Search Box. The options in the Account Lookup are:

  • Business Unit– Search by;
    • 01 & 04 (U of U & UURF)
    • 01 & 03 (Hospital & UNI)
    • 05 (UUHN)
  • Account Type
    • All
    • Balance Sheet
    • Revenues
    • Personal Services
    • Non Personal Services (A link to the definition of Non Personal Services is provided)
    • Statistical
  • Order
    • Numerical
    • Alphabetical
  • Eff Status
    • Active – Chartfield values that are currently active
    • Inactive – Non-active Chartfield values
    • Both – You can choose to include both Active and Inactive in your search. However, remember that you cannot use Inactive chartfield values for any financial transactions, they are for your information only.

Output Options

    • Display on Screen – Selecting this option will display the results in a table also called Account Lookup.
    • Download to Excel – Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.

The resulting Account Lookup table displays the results based on the criteria selected. The columns labels are:

  • Begin
  • End
  • Description
  • Short Description

 

Custom Description List

Selecting Custom Description List will open theCustom Account Description Lookup. It is Searchable based on:

  • Activity
    • SetID
      • 01 – UNIV
      • 04 – UURF
  • Project
    • SetID
      • 01 – UNIV

Output Options

  • Display on Screen – Selecting this option will display the results in a table called Custom Account Descriptions.
  • Download to Excel – Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.

 

Custom Account Descriptions

The table lists the following for each Account:

  • Account
  • Default Description
  • Custom Description

 

Non Personal Service Expenses

Non Personal Service Expenses is explained here.