Managing COA Documents

Kuali OLE relies on a variety of Chart of Accounts (COA) tables to function. These tables define the attributes and values used by the system to validate transactions. They also control the often complex relationships between elements in the Chart of Accounts that must be leveraged for internal and external reporting. For example, tables store basic information such as the sub-fund groups to which new accounts may be assigned and the calendar month that correlates to the first month of your institution's fiscal year. This type of flexibility is one of the features that make OLE a highly configurable application.

A note on language:

OLE/KFS Calls it:

Libraries more often call it (or it equates to):

Account

Fund

Object Code

Material type and/or order type and/or subject

Organization code

school, program, division,

Budget at Account-Object Code

Allocations

This section presents information and instructions for viewing records in the COA tables and using e-docs to maintain these tables.

Note

OLE also delivers a feature to add extension tables if your institution wants or needs to record additional Chart of Accounts attributes that are not part of the base system. OLE extended attributes may be free text fields or may have an associated reference table to supply valid values. The data dictionary can be configured by your technical staff in the following manner:

For more information about extended attributes, see Extended Attributes on the Guide to OLE Basic Functionality and Key Concepts.

Libraries must set up a parent (university) chart, organization, object code and account first. This must be done by directly inserting the data into the database and not from the OLE user interface.

See:

  • OLE Demonstration Library - Chart of Accounts and GL on the wiki for a demonstration of how KFS sets up budgets and Charts of Accounts as well as a Configuration Workbook template that is used to assist KFS users in their set up.

  • Appendix- Initializing Chart of Accounts in OLE (requires KIS credentials, see Getting Started with OLE)

    This additional document is a work-in-progress guide to library implementations of the Chart of Accounts. It provides guidelines and key definitions of the structures and attributes libraries will need to setup to start using our OLE fund and budget structures. It will continue to be posted on Google Docs and updated over time as we append functions for final university payments, Fiscal Year Rollover and university financial integrations.

In the OLE Test and Demo environments, OLE users are welcome to begin creating a new Chart, Organizations, and CoA structures to test a setup, but are encouraged to default to the OLE “IU-University Chart” as the parent of any new structures (primary object codes defined).

Chart of Accounts (COA) is the set of controlling tables that define financial information, such as the codes and coding structures within 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).OLE is leveraging the coding, processing and structures of the KFS Chart of Accounts, which includes:

A Chart is the primary or parent structure, to which 1:N (Many) Organizations belong. Accounts and Object belong to a single Chart. Budgets are then applied to combined Account-Object structures. Accounts may have sub-accounts, and Object may have sub-objects for further division and reporting.

In OLE Library sample Chart, Organization, Account, Object and Budget (using Chart “BL”):

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