Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to...

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Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number is new – There are currently about 10,000 account combinations

Transcript of Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to...

Page 1: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Chart of Accounts

We’ve grown out of our old chart of accounts– We needed more digits to accommodate the

activities that we track– Every account number is new– There are currently about 10,000 account

combinations

Page 2: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Chart of Accounts

The CARS account format:XX-XXXX-XXXX-XXXX

Fund Cost Ctr Account Project

Examples:10-6563-7500-XXXX

Business Office Travel

11-XXXX-7500-5058Festival Playhouse Travel

Page 3: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Chart of Accounts

The Datatel account format:XX-X-XXXXX-XXXXX

Fund Function Unit Accounts

Examples:10-5-65189-54210

Business Office Travel

21-2-72030-54210Festival Playhouse Travel

Page 4: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Datatel Account Components

XX-X-XXXXX-XXXXX

Fund – Function – Unit - Account

Funds: Unrestricted, Temporarily restricted, and

Permanently restricted Examples:

Fund 10 is still Fund 10 Study Abroad Fund 12 is now Fund 10 Fund 11 is generally Fund 20 or 21

Page 5: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Datatel Account Components

XX-X-XXXXX-XXXXX

Fund – Function – Unit - Account

Functions: Categories of expenses used for financial

statement presentation purposes

Page 6: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Datatel Account Components

XX-X-XXXXX-XXXXX

Fund – Function – Unit - Account

Units: Now 5 digits instead of 4 Includes:

Cost centers Project numbers (used with “11” accounts) Agency accounts Other types of categories

Page 7: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Datatel Account Components

XX-X-XXXXX-XXXXX

Fund – Function – Unit - Account

Accounts: Now 5 digits instead of 4 Includes:

Assets & Liabilities Revenues Expenses Transfers and Fund Balances

Page 8: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Datatel Account Conversion Tool

Tool to assist in looking up account numbers Will be posted on Business Office website If you cannot locate your number, please

contact us, preferably by email

Page 9: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Behind the Scenes in the Business Office

All new chart of accounts– All account combinations must be created before

being used– We will provide personal assistance with account

lookup in the short term and refer people to the website

Page 10: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

Behind the Scenes in the Business Office

All new vendors– Vendor information was not brought over with the

new system from CARS– We are working now to add the most significant,

recurring vendors– Most check requests and invoices will require us

to add the vendor in the system IRS regulations require that we must have Form W-9 on

file before we can make a payment

Page 11: Chart of Accounts We’ve grown out of our old chart of accounts – We needed more digits to accommodate the activities that we track – Every account number.

What you can do to help

Please try to use your full account numbers– Use the lookup tool on the website– Use a “cheat sheet”– Use check request forms with your account

numbers already filled in


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