Account
Chapter 15. Standard COA E-Docs

Title

Description

Chart Code

Required. Enter the code or search for it from the Chart lookup . Uniquely identifies a single chart of accounts. The COA is the set of controlling tables that define financial information, such as the codes and coding structures within Kuali Financial System (OLE), including attributes like Accounts, Organizations, and Object Codes. The COA module exists primarily to support and validate entries into the General Ledger (G/L).

Account Number

Required. Enter the unique number to identify a pool of funds assigned to a specific institution entity for a specific function.

Account Name

Required. Enter the familiar title of a specific account

Organization Code

Required. Enter the number for the owner of the account, or search for it from the Organization llookup . Represents a unique identifier assigned to units within an institution.

Campus Code

Required. Select the physical campus on which the account is located from the Campus list, or search for it from the lookup .

Represents the physical location of the account.

Account Effective Date

Required. Enter the date when the account became effective.

Account Expiration Date

Optional. Enter the date when the account expires. Business rules on transactions may prevent the use of expired accounts, or provide warnings when an expired account is being used.

Must be equal to or greater than the current date and cannot be before the Account Effective Date. If it is not blank, the continuation Chart of Accounts code and continuation account number are required.

Account Postal Code

Required. Enter the postal code assigned by the US Postal Service for the city where the account is managed, or search for it from the Postal Code lookup .

Account City Name

Required. Enter the city where the account is managed.

Account State Code

Required. Enter the code for the state where the account is managed, or search for it from the State lookup .

Account Street Address

Required. Enter the street address where the account is managed.

Account Off Campus Indicator

Optional. Select the check box if the account activities occur off-campus; clear the check box if they do not.

Closed?

Optional. Select the check box if the account is closed; clear the check box if it is open.

Closing an account is more permanent than expiring - no transactions can use a closed account and a closed account can only be re-opened by a system supervisor.

Account Type Code

Required. Select from the Account Type list or search for it from the lookup Examples used to categorize accounts for reporting purposes might include 'Fee Remissions Accounts' or 'Equipment Accounts.'

A code that categorizes or groups accounts for reporting purposes.

Sub-Fund Group Code

Required. Enter the code which relates an account to a fund, or search for it from the Sub-Fund Group lookup . Examples are continuing education accounts, scholarships and fellowships, and general funds.

A designation of an account specific to fund accounting.

Vendor for Deposit Account

Enter the vendor associated with the Deposit Account, or search for it from the Vendor lookup . This field is NOT allowed unless Sub Fund Group selected equals “Clearing/Revolving” or “Deposit”, and then it is required.

University Account #

University Account Number associated with the Library Account. Ensures financial data is matched correctly to the University Account in the enterprise-wide financial system.

Account Restricted Status Code

Required. Select the account restricted status code from the Account Restricted Status list. This code indicates whether funds in the account are:

T = Temporarily restricted R = Restricted U = Unrestricted

Restricted (R) and Temporarily Restricted (T) statuses will prevent staff from using accounts to purchase or pay for library materials.

If it is 'T,' then an account restricted status date is required. If the sub-fund associated with the account has a restricted status code, then that number pre-fills the field, in which case it is not editable. If the code on the sub-fund is blank, the Restricted Status Code field on the Account document must be completed.

Account Restricted Status Date

Optional. Enter the date if the accounts restricted status code above is 'T.' This date signifies when the funds are targeted to become unrestricted.

If the Account Restricted Status Code is T (Temporarily Restricted), then this field becomes required and the date signifies when the funds are targeted to become unrestricted.

Endowment Chart of Accounts Code

Optional. Select the Chart of Account code from the Chart list for the account designated to receive income generated from an endowment account or for the guarantee account for an underwrite for Contracts and Grants accounts.

Endowment Account Number

Optional. Enter the account designated to receive income generated from an endowment account or the guarantee account for an underwrite for Contracts and Grants accounts, or search for it from the Account lookup .

Title

Description

Fiscal Officer Principal Name

Required. Enter the name of the fiscal officer, or search for it from the lookup .

The Fiscal Officer is a person who is trained and hired for the purpose of providing fiscal, policy, and internal control management of all funds in a unit. They are responsible for ensuring that processes and related controls have been established to achieve the mission and objectives of their organization(s).

Account Supervisor Principal Name

Optional. Enter the name of the account supervisor, or search for it from the lookup . The supervisor oversees the management of the account at a higher-level than the fiscal officer, but rarely receives any direct requests for action from OLE. The account supervisor cannot be the same as the fiscal officer or the account manager.

The Account Supervisor will be the leader of the organization in which the account resides. In an academic unit this would probably be the Dean, in an administrative unit it would be the Vice President.

Account Manager Principal Name

Optional. Enter the name of the account manager, or search for it from the lookup . The account manager has the responsibility for ensuring that funds are spent and managed according to the goals, objectives and mission of the organization, to ensure that the funds are being spent according to a budgeted plan and that the allocation of expenditures is appropriate to the function identified for the account.

The Account Manager is the person who through their actions, their position, or the budgeting process of the Dean or Vice President has direct responsibility for how funds are spent and managed. Examples would be a principal investigator who received a grant or contract, an academic person who received internal research funds from the Dean, or a Director of a non-academic department.

Continuation Chart of Accounts Code

Optional unless the account has an expiration date, in which case it is required. Enter the chart code for the continuation account, or search for it from the Chart lookup . The field is required if the account has an expiration date.

Continuation Account Number

Optional unless the account has an expiration date, in which case it is required. Enter the account that accepts transactions which are being processed on the account after the account expiration date, or search for it from the Account lookup .

Income Stream Chart of Accounts Code

Optional. Select the Chart of Accounts for the income stream account from the Chart list, or search for it from the Chart lookup . Parameters control when the income stream chart of accounts code and income stream account number are required.

Income Stream Account Number

Optional. Enter the account which has been designated to receive any offset entries from the account in order to balance responsibility center activity from the Account list or search for it from the lookup .

The account designated to receive general fund income as part of the budget process for institutional funds, or the account designated to receive income from the sponsoring agency on contract and grant funds. When Budget Adjustments that involve accounts with different income stream accounts are made, OLE can be configured to create an automated Transfer of Funds transaction to properly adjust cash between those income stream accounts.

Object Presence Control Indicator

Optional. Select the check box to indicate that the account uses object presence control. Clear the check box if it does not. Object presence control requires that an object code be budgeted for the account before it can be used on an actual or encumbrance transaction.

If checked, requires that an Object Code be budgeted for the account before it can be used on an actual or encumbrance transaction.

Threshold Percentage

Optional. Enter the percent variance to be used to compare the amount encumbered on the order to the amount invoiced by the vendor. If the difference between these two amounts is greater than the percent entered in this field a warning will appear on the invoice when it is submitted. This warning can be overwritten.

Threshold Amount

Optional. Enter the amount variance to be used to compare the amount encumbered on the order to the amount invoiced by the vendor. If the difference between these two amounts is greater than the amount entered in this field a warning will appear on the invoice when it is submitted. This warning can be overwritten.

Title

Description

Account Expense Guideline Text

Required unless the account expiration date is before the current date. Enter the text describing the type of expenditures that take place in the account. It should also explicitly state those expenditures that are not allowed in the account.

Account Income Guideline Text

Required unless the account expiration date is before the current date. Enter the text describing the types of income (source of funds) that take place in the account. It should also explicitly state those revenues that are not allowed in the account.

Account Purpose Text

Required. Enter the text describing the overall purpose of the account and the function it supports.

Title

Description

Campus Description

Optional. Enter additional campus description if desired on the account.

Organization Description

Optional. Enter additional organization description if desired on the account.

Responsibility Center Description

Optional. Enter responsibility center description if desired on the account.

Title

Description

Stewardship Type

Identify the type of stewardship.

Stewardship Note

Note related to the stewardship requirement.

Title

Description

Legacy Fund Code

Uniquely identifies legacy systems’ fund codes

Legacy Fund Code Note

Note related to the legacy fund code

Title

Description

Account Sufficient Funds Code

Required. Select the code that indicates what level the account is going to be checked for sufficient funds in the transaction processing environment from the Account Sufficient Funds list. The choices are: A = Account C = Consolidation L = Level O = Object Code H = Cash N = No Checking

Transaction Processing Sufficient Funds Check

Optional. Select the check box if sufficient funds check should be performed on the account.

Encumbrance / Expense Method

Identifies the type of encumbrance or expense, i.e., "over" or "under".

Encumber / Expense Constraint Type

Coded selection choice of # (for Amount) or % (for Percentage).

Encumbrance Amount

Enter a value to be checked when encumbering the account on purchase orders.

Expense Amount

Enter a value to be checked when paying the account on payment requests.

Notification Type

When the sufficient fund amount has been reached, you may select what will occur: