FMS Account Structure

[Pages:31]FMS Account Structure

Table of Contents FMS Account Structure .............................................................................................................. 1

Introduction to the FMS Account Structure ............................................................................. 3 Relationship Between FMS Reporting Levels and the Account Structure ............................... 4

Overview of relationship matrix ........................................................................................... 4 Reporting Levels and Account Structure Matrix .................................................................. 5 Example: Account Structure for Expenditures ..................................................................... 6 Example: Account Structure for Revenue............................................................................ 7 Reporting Level Definitions..................................................................................................... 8 Accounting Detail Level....................................................................................................... 8 Accounting Summary Level ................................................................................................ 8 Budget Level ....................................................................................................................... 8 AFRS Level......................................................................................................................... 9 Allotment Level ................................................................................................................... 9 Data Element Definitions ........................................................................................................ 9 Batch Number ..................................................................................................................... 9 Transaction Code...............................................................................................................10 Transaction Reverse ..........................................................................................................14 Appropriation Index............................................................................................................14 Program Index ...................................................................................................................16 Organization Index.............................................................................................................17 Organization Index - Grants and Contracts ........................................................................18 Organization Index - Capital Projects .................................................................................19

Subobject ...........................................................................................................................21 Sub-Subobject ...................................................................................................................22 Source of Revenue ............................................................................................................23 Subsource..........................................................................................................................24 Reimbursable Code ...........................................................................................................25 Bank Account Code ...........................................................................................................25 Subsidiary Account ............................................................................................................25 Fiscal Year.........................................................................................................................26 Required Data Elements .......................................................................................................26 Maintaining Control Tables ....................................................................................................27 Overview of Control Table Maintenance ............................................................................27 Maintaining Tables.............................................................................................................27 Building tables ...................................................................................................................28

Introduction to the FMS Account Structure

The Financial Management System (FMS) account structure is an aggregation of data elements (fields) that define the financial accounting structure. A college's account structure contains such data elements as batch codes, fiscal year information, and codes for transactions, program indexes, organization indexes, subobjects, sources of revenue and so on.

The FMS account structure allows the colleges to:

Establish the basic administrative structure for their colleges. Observe the principles of fund accounting. Utilize balance sheet reporting by groupings for both:

o National Association of College and University Business Officers (NACUBO) o Generally Accepted Accounting and Financial Reporting (GAAFR) Interface with the Washington State Agency Financial Reporting System (AFRS) or other outside financial system. Establish college-wide budgetary control.

The data elements of the account structure are contained in tables. Therefore, when your college's needs or external regulations change, you simply make the required changes to the tables. There is no need to request a modification to the FMS system.

The account structure also accommodates single-transaction entry. If a transaction affects several files or general ledgers, you need to enter only one transaction to record the transaction on all files.

The account structure can also accommodate transaction posting for multiple accounting periods at the same time. Generally, tables for two consecutive years are maintained online at all times. Transactions affecting the different years can contain different account structures.

In order to provide all of these functions, the data elements of the FMS account structure vary from one file to another. For instance, the level at which you enter accounting transactions into the system is not necessarily the same level that you want for budget status reporting. Likewise, you might want a lower level of internal budgeting than the level which is required by the college's governing agency.

Some data elements of the account structure are user-defined by the colleges, others are system-defined, and still others are partially user-defined and partially system-defined. Systemdefined elements are necessary for consistency in interfacing with other applications or with outside agencies. System-defined codes and user-defined codes are maintained on the same tables; however, people who maintain system-defined codes must have higher user access level than people who maintain user-defined codes.

Relationship Between FMS Reporting Levels and the Account Structure

Overview of relationship matrix

The Reporting Levels and Account Structure matrix shows the relationship among the main reporting levels in FMS (such as Accounting Summary level and Budget level) and the account structure used in each. The matrix uses these three symbols:

Symbol

S

U B

Meaning

System

User Both

Definition

System-defined codes. Maintained by SBCTC-ITD or by users with the appropriate access level.

User-defined codes. Controlled by college users.

Combination of both system-defined and user-defined codes.

The symbols show both the number of characters in each data element and the entity responsible for maintaining each data element. For example:

The SSS symbol for transaction code indicates that it is a 3-character, system-defined element. In actual use, this code would look like, for example, 001 or 110.

The BBUUUUUUSS symbol for batch number indicates that: o The first two characters (BB) of this element are both system-defined and userdefined. o The next six characters (UUUUUU) of this element are user-defined. o The last two characters (SS) of this element are system-defined.

In actual use, this code would look like, for example, 0201121105.

Also note that each column heading and row label in the matrix is linked to a definition of that item. For example, to learn more about the term "subobject," click on the "subobject" row label.

Reporting Levels and Account Structure Matrix

S = Defined by system

U = Defined by user

B = Defined by both system and user

FMS Reporting Levels

Structure Data Elements

Accounting Detail Level

Accounting Summary

Level

Budget Level

AFRS Level

Batch Number Batch ID Date Subbatch

BBUUUUUUSS

Transaction Code SSS

SSS

SSS

Transaction

S

Reverse

Appropriation Index UUU

UUU

UUU

UUU

Program Index

UUU

UUU

UUU

UUU

Organization Index UUUU

UUUU

UUUU

Subobject

SS

SS

SS

SS

Sub-subobject

UU

UU

UU

Source of Revenue SSSS

SSSS

SSSS

SSSS

Subsource

BB

BB

BB

Reimbursable

UU

Code

Bank Account

UU

Code

Subsidiary Account UUUUUUSBBB SSS AR ID FASource Due To/From or FAPC

SSS

Fiscal Year

SSSS

SSSS

SSSS

Allotments Level

UUU UUU SS SSSS

Example: Account Structure for Expenditures

On expenditure records, the following guidelines are observed:

Subobject (of expenditure) is required. Sub-subobject is optional. Source of revenue and subsource are usually not entered.

The following table shows an example of expenditure structure at each of the FMS reporting levels.

Account Structure Data Elements

Batch Number Batch ID Date Subbatch

Transaction Code

Appropriation Index

Program Index

Organization Index

Subobject

Sub-subobject

Fiscal Year

Accounting Detail Level

4691070101

002 149 082 1B01 EA 10 9192

FMS Reporting Levels

Accounting Summary

Level

Budget Level

AFRS Level

002

002

149

000

149

082

082

082

1B01

1B00

EA

EA

EA

10

9192

9192

Allotments Level

149 080 E

Notice that the budget structure is differs from the accounting structure in the following fields:

Appropriation index

The code 000 (general operating) is assigned instead of 001 (state operating) or 149 (local operating) because state and local operating funds are sometimes combined for budget purposes.

Organization index

The code 1B00 is assigned instead of 1B01. In this situation, the budget is sometimes reported at a higher level than accounting.

Sub-subobject

No sub-subobject is assigned. Again, the budget is reported at a higher level than accounting.

Notice also that the allotment structure differs from the other structures in the following fields:

Program index

The code 080 is assigned instead of 082 because the program level (080), not the program index level (082), is reported to the state budget office.

Subobject

The code E is assigned instead of EA because the object level (E), not the subobject level (EA), is reported to the state budget office.

Example: Account Structure for Revenue

On revenue transactions, the following guidelines are observed:

Subobject and sub-subobject are usually not entered. Source of revenue is required. Subsource is optional.

This table shows an example of revenue structure at each of the FMS reporting levels.

Accounting

Account Structure Detail

Data Elements

Level

Batch Number Batch ID Date Subbatch

A191070101

Transaction Code 023

Appropriation Index 149

Program Index

082

Organization Index 1B01

Subobject

0430

Sub-subobject

SF

Fiscal Year

9192

FMS Reporting Levels

Accounting Summary

Level

Budget Level

AFRS Level

023 149 082 1B01 0430 SF 9192

000 082 1B00 0430

9192

101 149 082

0430

Allotments Level

149 080 0430

Notice that the budget structure differs from the accounting structure in the following fields:

Appropriation index

The code 000 (general operating) is assigned instead of 001 (state operating) or 149 (local operating) because state and local operating funds are sometimes combined for budget purposes.

Organization index

The code 1B00 is assigned instead of 1B01. In this situation, the budget is sometimes reported at a higher level than accounting

Subsource

No subsource is assigned because the budget is sometimes reported at a higher level than accounting.

Notice also that the allotment structure differs from the other structures in the following fields:

Program index

The code 080 is assigned instead of 082 because the program level (080), not the program index level (082), is reported to the state budget office.

Subsource

No subsource is assigned because the source of revenue (0430), not the subsource level (SF), is reported to the state budget office.

Reporting Level Definitions

Accounting Detail Level

Accounting detail is the level at which accounting transactions are entered into FMS. Generally, this level of detail is purged after the month is closed and all reports are printed. However, this level of detail can be kept longer if your college has adequate disk storage space. Depending on the type of transaction (as defined by the transaction code), the accounting transactions are updated to other FMS files (for example, budget, financial aid, accounts receivable, and subledgers).

Accounting Summary Level

Accounting summary is the level at which accounting transactions are stored for month-to-date, year-to-date, and biennium-to-date reporting. All transactions are stored at the accounting summary level at least until the biennium is closed.

The 32 characters of the account structure for the accounting summary level, in the order presented in the Report Level and Account Structure matrix, comprise the data element ACCTSTRUCTURE that is used throughout the FMS system.

ACCT-STRUCTURE is the level to which all transactions are edited. This is indicated on the District Information Table (GA1101) by a Y (yes) in the Account Edit Indicator field. Each transaction is edited against the ACCT-STRUCTURE in the Account Summary File. If the structure exists and its values are still active, the transaction is accepted and no table edits are performed. If the structure does not exist or if any elements are no longer active, the transaction is edited against the appropriate control tables.

Budget Level

The budget column depicts the level at which the budget file is established and maintained. It is also the level at which accounting transactions are linked to the budget file for budget status reporting. Because the budget process is an internal procedure that is not reported outside the agency, there are many options within the account structure. For example, a college can choose to budget to a higher level than the level at which they are required to account for expenditures, or roll fund and appropriations together for budgeting purposes.

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