COLUMBIA UNIVERSITY Financial Accounting System FAS

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COLUMBIA UNIVERSITYFinancial Accounting System
(FAS)

• Kenneth G. Williams

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Call Financial Accounting Operations

• Manager, Financial Accounting Operations
• Kenneth Williams, 854-1012
• Journal Entries, Budget Entries and Account
  Creates
• Interdepartmental Invoices (non-project
  accounts)
• Deleting and Freezing non-project accounts
• Diana Ramirez, 854-1013

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FFE DARTS RELATIONSHIP TO FAS
FINANCIAL FRONT END SYSTEM (FFE)
FINANCIAL ACCOUNTING SYSTEM (FAS)
User Transactions
FAS Account Information (Summary)
FAS Account Information (Summary Detail)
DARTS REPORTING SYSTEM (DARTS)
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What is FAS?

• FAS is the Universitys Financial Accounting
  System
• FAS is the final, legal accounting record of the
  University

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Direct Information

• Journal Entries
• Attribute Modifications
• Budget Entries from the end user departments
• Financial Front End System (FFE)

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Indirect Information

• Sub-system feeds from
• Office of Alumni Development (the sub-system is
  Advance)
• (Formerly Columbia University Alumni
  Development System)
• Sponsored Projects Administration (InfoEd/OPG)
• (Formerly Research Administration)
• Payroll System
• Procurement Services - Accounts Payable
• -
  Purchasing
  
• Student Financial Services

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Columbia University System View Feeds to
Accounting System (FAS)
Purchasing System
Account Creates
(
CAPS
)
Attribute Changes
Budget Tool
Inter
-
Departmental Invoices
Financial Front Ends
Journal Entries
Financial
Cash Entry
(
FFE
/
FinSys
)
Purchase Req

Change Orders
Accounting
SAFs
(
Labor Distrib

AddComp
)
System
(
FAS
)
ZT
(
Time Sheets
)
Labor Distribution
System
(
LDS
)
File Feeds

IC
,
ICR
,
IN
,
INV
,
JE
,
LDJ
,
DAF Authority
PCC
,
PRK
,
RECREV
Tables
Misc

File maint
Transactions

ODF
,
NAVSLB
,
Accounts Payable
RDA
,
RDB
,
RDC
,
RDD
System
(
AP
/
CAR
)
Mechanical Processes

CTS
,
CUC
,
DPO
,
GENTAX
,
LDA
,
MALPRA
,
PRI
,
PRS
,
SURG
,
SVC
,
WOI
Payroll System
PAFs
(
People
_at_
Columbia
)
Projects

Grants
Project initiation
System
(
InfoEd
/
OPG
)
P
-
Card
(
WORKS
-

BoA
)
Student billing
Student Information
Telecom
input
Services
(
SIS
)
Libraries
Gift Tracking
Gift activity
(
Advance
)
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Kinds of Accounts in FAS

• General Ledger
• (0 Ledger) 0-XXXXX-XXXX

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Kinds of Accounts in FAS

• Revenues/Expenses or Subsidiary Ledgers (SL)
• 1-xxxxx-xxxx
• 2-xxxxx-xxxx
• 3-xxxxx-xxxx
• 4-xxxxx-xxxx
• 5-xxxxx-xxxx
• 6-xxxxx-xxxx
• 7-xxxxx-xxxx
• 9-xxxxx-xxxx

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Remember

• Every Revenue/Expense Ledger must be related to a
  General Ledger (0 Ledger) account.

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General Ledger Structure

• Assets, Liabilities, Fund Balances
• 0 - XXXXX - XXXX
• Account Control
• Account Identification
• Ledger
• Example of General Ledger Account
• 0-44320-4220

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Subsidiary Ledger Structure

• Revenues and Expenses
• 1 - XXXXX - XXXX Thru 9 - XXXXX - XXXX
• Subcode
• Account Identification
• Ledger
• Example of Revenue/Expense Ledgers
• 1-60114-0790
• 6-44320-2100

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Subsidiary Ledger - General Ledger Relationship

• Unrestricted
• Sub Ledger General Ledger
• Revenue 1-XXXXX 0-10000
• Expenditure 2-XXXXX Thru
• (General Income) 0-10099
• Auxiliary Enterprises 3-8XXXX 0-16000
• Thru
• 
  
  
  
  0-16149
• Faculty Practice 3-74XXX 0-15600
• Addition Thru
• 0-15999
• Faculty Practice 3-7XXXX 0-17XXX
• Internally Restricted 4-XXXXX 0-18000
• (Designated) Thru

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Subsidiary Ledger - General Ledger
Relationship(Continued)

• Unrestricted
• Sub Ledger General Ledger
• Internally Restricted 3-60000 0-16500
• (Designated) Thru Thru
• Extension 3-69999 0-16999
• (Ledger 4X on FFE)
  
  
• Internally Restricted 4-25000 0-74000
• (Designated) Thru Thru
• (Ledger 42 on FFE) 4-26999 0-74999
• Internally Restricted
  4-80000
  0-58000
• (Designated)
  Thru
  Thru
• (Ledger 48 on FFE)
  4-83999
  0-59999
• Restricted
• Govt. Grants Contracts Prime 5-20000 0-20000
• Thru Thru

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Subsidiary Ledger - General Ledger Relationship

• Other Restricted
• Sub Ledger General Ledger
• Private Grants Prime 6-40001 0-40001
• (Ledger 6A) Thru Thru
• 6-41999 0-41999
• Scope 6-5XXXX Mapcode 40XXX 41XXX
• Private Grants Prime 7-78100 0-78100
• (Ledger 6A) Thru Thru
• Extension 7-78999 0-78999
• Scope 7-88200 Mapcode 78100
• Thru Thru
• 7-88999 78999
• Private Grants
  Prime 7-70000
  0-70000
• (Ledger 6A)
  Thru
  Thru

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Subsidiary Ledger - General Ledger
Relationship(Continued)

• Other Restricted
• Sub
  Ledger General Ledger
• Private Gifts Prime 6-42000
  
  0-42000
• (Ledger 6B) Thru
  
  Thru
• 
  6-44999
  0-44999
• Scope
  6-6xxxx Mapcode
  42xxx
• Scope
  6-7xxxx Mapcode 43xxx
  44xxx

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Subsidiary Ledger - General Ledger
Relationship(Continued)

• Other Restricted
• Sub Ledger General Ledger
• 
  
• Private Gifts Prime 6-45500 0-45500
• (Ledger 6B) Thru Thru
• Addition 6-45999 0-45999
• Scope 6-00001 Mapcode 45500
• Thru Thru
• 
  6-02000
  
  45999
  
  
• 
  
  
  
• Private Gifts
  Prime 6-73000
  0-73000
• (Ledger 6B)
  Thru
  Thru
• Addition
  6-73999
  0-73999
• 
  
  
  
• 
  Scope 6-02001
  Mapcode 73000
• 
  Thru
  
  Thru

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Subsidiary Ledger- General Ledger Relationship
(Continued)
Other Restricted

• Sub
  Ledger General
  Ledger
• Endowment Income Prime 6-46000
  0-46000
• (Ledger 6C) Thru
  Thru
• 6-49999
  0-49999
• 6-8XXXX
  Mapcode 46XXX
• Thru
• 48XXX
• Scope 6- 9XXX
  Mapcode 49XXX
• Endowment Income Prime 6-53000
  0-53000
• (Ledger 6C)
  Thru
  Thru
• Addition
  6-53999
  0-53999
• Scope
  6-87000 Mapcode
  53000
• 
  Thru
  Thru
• 
  6-88999
  53999

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Subsidiary Ledger - General Ledger
Relationship(Continued)

• Other Restricted
• Sub Ledger
  General Ledger
  
  
  
  
  
  
  
  
• Student Loan Funds NONE
  0- 5XXXX
  
• (not 0-53000 thru 0-53999
• 0-58000 thru 0-59999)
• Endowment NONE
  0-60000 thru
• Principal
  
  0-69999

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Subsidiary Ledger - General Ledger Relationship

• Plant Funds
• Sub Ledger General Ledger
• Prime 7-71000 0-71000 Thru Thru
• 7-72999 0-72999
• Scope 7-3XXXX Mapcode 71XXX 72XXX
• Prime 7-75XXX 0-75XXX
• Scope 7-5XXXX Mapcode 75XXX
• Clinical Trials
• (Ledger 7A) 7-79000 0-79000
• Thru Thru
• 7-79999 0-79999
• Scope 7-88000 Mapcode 79000

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Subsidiary
Ledger General Ledger Relationship

• Other Restricted
• 
  Sub Ledger
  General Ledger
• Clinical Trials
• (Ledger 7A) Prime
  7-76200
  0-76200
• Addition
  Thru
  Thru
• 
  7-76499
  0-76499
• Scope
  7-89000 Mapcode 76200
• 
  Thru
  Thru
• 
  7-89199
  76499
• Agency Funds
• Prime
  9- 9XXXX
  0-9XXXX
• Scope
  9-1XXXX Mapcode 9XXXX

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SUBSIDIARY LEDGERS (REVENUES/EXPENSES)

• 1-XXXXX CURRENT UNRESTRICTED REVENUES
• include unrestricted gifts and other
  unrestricted resources earned such as student
  tuition and fees, Indirect Cost Recovery, etc.
• 2-XXXXX CURRENT UNRESTRICTED EXPENDITURES
• include economic resources which are expendable
  for any purpose in performing the primary
  objectives of the institution, i.e., instruction,
  research, and public service, and which have not
  been designated by outside donors or the
  governing board for other purposes.
• 3-XXXXX AUXILIARY ENTERPRISES AND OTHER
  ACTIVITIES
• include revenues and expenditures of residence
  halls and dining services.
• 3-6XXXX INTERNALLY RESTRICTED (DESIGNATED)
• include revenues and expenditures of
  funds expendable for operating purposes but
• 4-XXXXX restricted by the Universitys governing
  board as to the specific purpose for which they
  may be expended, i.e., discretionary funds.
• 5-XXXXX CURRENT RESTRICTED EXPENDITURES -
  GOVERNMENT GRANTS AND CONTRACTS
• include grants from governmental sources for
  research, training, or other sponsored programs.

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SUBSIDIARY LEDGERS (REVENUES/EXPENSES)(Continued)

• 6-XXXXX CURRENT RESTRICTED EXPENDITURES -OTHER
• include private gifts and endowment income
  restricted to a school or a department or
  restricted for specific operating purposes such
  as scholarship grants, professorships, purchase
  of library books, etc.
• 7-XXXXX PLANT FUND / CLINICAL TRIALS EXPENDITURES
• Plant funds are used for the acquisition,
  renewal and replacement, and retirement of
  indebtedness on physical properties for
  institutional purposes.
• Clinical trials are used for the study in human
  subjects involving a therapeutic or diagnostic
  intervention with a drug, device, or health care
  product.
• 8-XXXXX (Unassigned)
• 9-XXXXX AGENCY FUNDS
• included revenues and expenditures of funds
  held by the institution as custodian or fiscal
  agent for others such as student organizations,
  individual students, or faculty members.

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System Input

• Forms Used for FAS Transactions
• Request for Journal Entries
• Request for Expenditure Corrections
• Interdepartmental Invoices
• Cash Receipt Voucher
• Financial Front End System (FFE)

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System Output (FAS Reports)

• AM090 - Summary Accounting Statement in Whole
  Dollars (Revenues/Expenses)
• AM091 - Detail Report of Monthly Transactions
  (Revenues/Expenses)
• AM091 - Detail Report of Monthly Transactions and
  Summary to Date (General Ledger)
• DSR - Departmental Summary Report (All Ledgers)

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ENCUMBRANCES (OPEN COMMITMENTS)

• Encumbrances represent outstanding purchase
  orders and other commitments for materials or
  services not paid as of the reporting date (FAS
  statement date).
• In our accounting system, there are three types
  of encumbrances (open commitments)
• 1) open purchase orders
• 2) petty cash
• 3) payroll
• FISCAL YEAR/PROJECT YEAR
• Monthly reporting at Columbia, on the FAS
  reports, is either on a fiscal year or project
  year basis.
• The fiscal year is from July to June, and
  project year covers one fiscal year or several
  fiscal years.

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EXPLANATION OF THE AMO90 MONTHLY
SUMMARY(REVENUES/EXPENSE)

• 1) Subcode and Description The subcode (and its
  description) when a budget has been assigned or
  transaction has been processed on that line of
  account.
• 2) Budget The amount of the original budget for
  the subcode plus (or minus) supplemental budget
  amounts or budget amendments.
• 3) Actual to Date The Actual revenues or
  expenses posted to each subcode for this month,
  the fiscal year, or the project year.
• 4) Balance Before Commitments Budget (Column A)
  less fiscal year (Column C) for fiscal year
  accounts, or budget less project year actual
  (Column D) on project accounts.

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EXPLANATION OF THE AMO90 MONTHLY
SUMMARY(REVENUES/EXPENSE(continued)

• 5) Outstanding Commitments The amount of open
  commitments that are outstanding as of this
  report date for each subcode.
• 6) Budget Balance Available The budget balance
  available (not yet expended or committed). This
  is equal to the Budget less Fiscal Year Actual
  and less Outstanding Commitments. On a project
  account, calculate Budget less Project Actual
  less Outstanding Commitments.
• 7) PERC Used The percentage of budget used on a
  given subcode line. (If no budget has been
  given, percent used will be 0).
• 8) Open Commitments Status Report A list of all
  commitments that were outstanding at the
  beginning of the month, or created during the
  month, with their current (month-end) status.

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EXPLANATION OF THE AMO91 DETAIL REPORT OF
TRANSACTIONS (REVENUES/EXPENSES)

• 1) Subcode Identifies type of revenue or
  expenditure.
• 2) Description Description per input document.
• 3) Date Input Date transaction was coded for
  processing.
• 4) Order Number (Ref.1) Purchase order number
  referenced by transaction.
• 5) EC Entry Code identifying type of
  transaction
• 2 x Budget 3 x Cash Receipts
• 4 x Cash Disbursements 5 x Commitments
• 6 x Journal Entries
• 6) Loc Ref. 2 For transactions originating from
  Accounts Payable system, the Accounts Payable
  location code and voucher number are printed
  here.

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EXPLANATION OF THE AMO91 DETAIL REPORT OF
TRANSACTIONS (REVENUES/EXPENSES)(continued)

• 7) Offset Account or Invoice For transactions
  originating from Accounts Payable System, the
  vendors invoice number is printed here. On
  other journal entries, the offset account is
  printed here.
• 8) Budget Entries Dollar amounts for
  transactions affecting the accounts budget will
  be reported in this column.
• 9) Revenues/Expenses Dollar amounts for
  transactions affecting revenue or expense will be
  reported in this column budget entries are not
  shown in this column.
• 10) Commitment Activity Dollar amounts for
  transactions affecting commitments are reported
  in this column.
• 11) Batch Ref. Date Identifies the batch
  reference and the date for each transaction line.

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EXPLANATION OF THE AMO91 REPORT FOR A GENERAL
LEDGER ACCOUNT (0 LEDGER)

• 1) Account Controls The account controls
  identify Assets (1xxx), Liabilities (2xxx), Fund
  Balance (3xxx), Fund Additions (4xxx), Fund
  Deductions (5xxx), and provide summaries of the
  Revenues/Expenses or Subsidiary Ledger Accounts
  (9xxx).
• 2) Description Transaction description from the
  input document or sub-system feed.
• 3) Date Input Date of transaction per input
  document.
• 4) Ref. 1 On gift transactions represents Argis
  (Gift) control number.
• 5) EC Entry codes identify types of accounting
  transactions
• 3 x Cash Receipts
• 4 x Cash Disbursements
• 6 x Journal Entries
• 6) Loc Ref. 2 An additional reference, e.g.
  cash deposit number, etc.
• 7) Offset Account or Beg Balance On total lines
  for account controls 1100 (cash) and 3xxx (fund
  balance), the fiscal year beginning balances are
  reported here.

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EXPLANATION OF THE AMO91 REPORT FOR A GENERAL
LEDGER ACCOUNT (0 LEDGER)(continued)

• 8) Previous Months Balance This column shows
  the status of this General Ledger Account at the
  end of the previous month.
• 9) Current Months Activity This column shows
  the transactions and changes which have taken
  place during the current month.
• 10) Current Balance This column shows the
  status of this General Ledger Account at the end
  of the current month.
• 11) Batch Ref./Date This identifies the Batch
  Reference and Date for each transaction line.
• 12) Fund Balance Lines
• Total Fund Balance Fund Balance before
  consideration of committed funds
• (Open Commitments).
• Fund Balance Less Commitments Fund Balance
  less committed funds.
• 13) Starred Items Represent items that are
  already reflected on the fund balance line.

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REPORT PAGE 4157 COLUMBIA
UNIVERSITY ACCOUNTING SYSTEM
DEPARTMENTAL DISTRIBUTIONCOMPUTER DATE 10/11/87
DEPARTMENTAL SUMMARY REPORT AS OF
9/30/87 SAMPLE, JOHNTIME 033324
BOX 6, CMRPGM FADS05

• DEPARTMENTAL SUMMARY REPORT (DSR)
• OD ALL SUBSIDIARY LEDGER OVERDRAFTS (LEDGER 1
  THRU 9) AND GENERAL LEDGER OVERDRAFTS (LEDGER 0)
  ARE NOTED WITH AN OD TO THE RIGHT OF THE DOLLAR
  AMOUNT IN THE BALANCE AVAILABLE COLUMN.
• F PRINTED TO THE LEFT OF THE ACCOUNT NUMBER
  INDICATES THAT THE ACCOUNT IS FROZEN. ALL
  TRANSACTIONS AGAINST THIS ACCOUNT WILL BE
  REJECTED EXCEPT THOSE ACCOUNTS PAYABLE
  TRANSACTIONS THAT HAVE BEEN PREVIOUSLY
  ENCUMBERED. PAYROLL WILL BE PAID AND CHARGED TO
  A DEPARTMENTAL SUSPENSE ACCOUNT.
• D PRINTED TO THE LEFT OF THE ACCOUNT NUMBER
  INDICATES THAT THE ACCOUNT HAS BEEN DELETED AND
  IS NO LONGER VALID.
• GL DDD MAP WHERE DDD STANDS FOR DEPARTMENT
  NUMBER AND MMMMM REPRESENTS
• MMMMM MESSAGE MAP CODE - SEE BELOW) INDICATES
  YOUR SUBSIDIARY LEDGER ACCOUNT IS FUNDED BY A
  GENERAL LEDGER ACCOUNT OUTSIDE OF YOUR DEPARTMENT
• SL DDD MESSAGE (WHERE DDD STANDS FOR DEPARTMENT
  NUMBER) INDICATES THIS SUBSIDIARY LEDGER ACCOUNT
  RESIDES OUTSIDE YOUR DEPARTMENT AND IS FUNDED BY
  YOUR GENERAL LEDGER ACCOUNT. YOU SEE ONLY THE
  NET REVENUE AND EXPENSE LINE THE OTHER
  DEPARTMENT SEES THE MORE DETAILED BREAKDOWN.

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REPORT PAGE 4157 COLUMBIA
UNIVERSITY ACCOUNTING SYSTEM
DEPARTMENTAL DISTRIBUTIONCOMPUTER DATE 10/11/87
DEPARTMENTAL SUMMARY REPORT AS OF
9/30/87 SAMPLE, JOHNTIME 033324
BOX 6, CMRPGM FADS05

• DEPARTMENTAL SUMMARY REPORT (DSR)
• SECTION TOTAL LINES
• NET REVENUE THIS LINE INCLUDES ALL REVENUE AND
  EXPENSE ASSOCIATED WITH YOUR
• AND EXPENSE DEPARTMENT.
• LESS FUNDED THIS LINE SUBSTRACTS ALL REVENUE
  AND EXPENSE RECORDED IN YOUR
• OUTSIDE DEPT DEPARTMENT, BUT FUNDED BY A GENERAL
  LEDGER ACCOUNT OUTSIDE OF YOUR DEPARTMENT (THOSE
  SL ACCOUNTS INDICATED BY THE GL DDD MAP MMMMM
  MESSAGE).
• NET FUNDED THIS LINE INCLUDES ALL REVENUE AND
  EXPENSE FUNDED BY YOUR
• INSIDE DEPT GENERAL LEDGER ACCOUNTS.
• NOTE INCLUDED IN THIS NOTE LINE INCLUDES ALL
  REVENUE AND EXPENSE FUNDED BY YOUR
• NET FUNDED INSIDE GENERAL LEDGER ACCOUNTS, BUT
  RECORDED ON SUBSIDIARY LEDGER
• DEPT - IS NET EXPENDED ACCOUNTS OUTSIDE OF YOUR
  DEPARTMENT (THOSE SL ACCOUNTS
• OUTSIDE DEPT INDICATED BY THE SL DDD MESSAGE).