Oracle General Ledger & Chart of Accounts Management Accounts Workshop Objectives • To Understand the relationship between General Ledger and Subledgers • To Understand the Chart of Accounts • Recognise good practice • Recognise bad combinations • Understand Cross Validation rules SM~111030 Oracle SubInvoices Ledgers Simplified In Payments Out Orders Out PURCHASING Invoices In PAYABLES POST CASH MANAGEMENT POST GENERAL LEDGER POST PROJECTS POST RECEIVABLES Invoices Out Orders In Receipts In Invoices Out This is not a complete picture, but gives a general overview of the posting of transactions between Subledgers and General Ledger Oracle SubInvoices Ledgers Simplified In Payments Out Orders Out PURCHASING Invoices In PAYABLES CASH MANAGEMENT POST GENERAL LEDGER RECEIVABLES POST PROJECTS Invoices Out Orders In Receipts In Invoices Out This is not a complete picture, but gives a general overview of the posting of transactions between Subledgers and General Ledger GENERAL LEDGER •Payroll •Journal Adjustments •FSG Reporting •Open/Close Periods •New Segments (accounts) •Cross Validation •Combinations Reliable Information for External Reporting • • • • • • • • • Management Accounts Statutory Accounts Finance Group University Board HESA returns Transparency Review Freedom Of Information Act VAT Corporation Tax These reporting requirement require a robust underlying Chart of Accounts and strict rules to ensure the reliability of information to avoid penalties Chart of Accounts 5 Segments 1. Company- 2. 3. 4. COST CENTREANALYSIS CODEACCOUNT- 5. Spare e.g. 10-11000-AA11000100-11111-100000 CU-MEDIC-GENERAL-PROF_SALARY-SPARE Combinations Disabled Cost Centres 10-11000-AA11000100-11111-100000 Schools / Dir Cost Centre = Department 11 11000 MEDIC Central 11100 MEDIC Haematology 11110 MEDIC Pathology 11120 MEDIC Medical Genetics 11130 MEDIC EMU Unit MEDIC Group1 111% Group2 112% 11200 15 SONMS 15100 SONMS 631 FINCE 63100 Finance 63150 Purchasing 11210 Each school is allocated a number 11 to 39. All cost centres are modelled on this number. Some schools have many departments e.g. 111%, 112% and 113% in MEDIC. Cost centres are used for security / approval routes. Ensuring that each school can only access its own Analysis Codes Analysis Codes 10-11000-AA11001234-11111-100000 Analysis Codes (Activities) have 10 characters and several components. AA explains the activity type e.g Academic General. 1100 tells us that the Analysis code belongs to Medic Central. 1234 is the activity number. Each activity type has been allocated a two letter prefix. All analysis codes for a given activity type begin with this letter to facilitate year end and management reports. Sometimes the 7th and/or 8th characters also have meanings e.g. the “T” in KC1100T001 Indicates that the activity could be taxable. This is why Management Accounts and Corporate Financial Services set up the analysis codes. Terminology 2 When we say: “A Analysis Codes” we mean anything beginning with A e.g. AA1100000 to AZ9999ZZZZ “ AA Analysis Codes” we mean anything beginning with AA e.g. AA1100000 to AA9999ZZZZ General School Codes. It is often better to communicate an analysis code by splitting it up into its components e.g. “AA_1100_1001” Analysis Codes To separate activities and keep the income and all related expenditure together in one place for reporting. This is important for VAT and Corporation Tax and also for Management Reporting BA1234T001 70350 Course Fees 40115 Consumables 48175 Overheads Taxable Surplus £ (17,000) 3,000 4,250 (9,750) Chart of Accounts Combination Rules Income and Expenditure e.g. 11000 - AA11000100 – 11111 The first 4 characters of the Cost Centre is repeated within the Analysis Code These Cost Centre – Analysis Code (A% to S%) combinations must conform to strict rules to ensure security between schools Balance Sheet 10000 – YABC123456 Balance Sheet Analysis Codes have more flexibility but will rarely be used by schools or directorates AA-AJ Academic departments TPA (AC) AK-AZ Academic departments Other BA_BF Academic and Administrative Courses BQ Education Contracts TPA BV_BZ Academic Studentships C Academic Services D Staff & Student Facilities E Admin (AD) F Premises (PR) G CSERV I Income CENTRAL K Academic Conferences L Services Rendered/Consultancy PROJECTS M Services Rendered/Consultancy N Salary-based recharges R Research Grants & Contracts PROJECTS S European Structural Funds PROJECTS Y Balance sheet (S) (KC) Analysis Code Types Each Activity has been allocated a letter. All analysis codes for a given activity type begin with this letter to facilitate year end and management reports. Account Ranges 1% 7% 10-11000-AA11000100-11111-100000 10000 19999 Salaries 40000 47999 Direct expenditure 70000 79999 External income Account Structure10-11000-AA11000100-11111-100000 1% 2% 7% 10000 19999 20000 29999 Salaries Salary recharges 40000 47999 48000 49999 Direct expenditure Recharges / Overheads [internal] 68000 68999 Recharges / Overheads [internal] 69000 69099 69100 69999 70000 79999 Allocations Internal Trade External income Account Structure10-11000-AA11000100-11111-100000 0% 1% 2% 3% 5% 7% 00000 10000 20000 30000 40000 48000 50000 60000 68000 69000 69100 70000 80000 09999 19999 29999 39999 47999 49999 59999 67999 68999 69099 69999 79999 99999 Brought Forward Balances Salaries Staff Salary recharges Spare Direct expenditure Recharges / Overheads [internal] Spare Non Staff Spare Recharges / Overheads [internal] Allocations Internal Trade External income Balance sheet Terminology When we say: “1 Accounts” we mean anything beginning with 1 e.g. 10000 to 19999. (salaries) “48 Accounts” we mean anything beginning with 48 e.g. 48000 to 48999. (Debit Transfers) “690 Accounts” we mean anything beginning with 690 e.g. 69000 to 69099. (Allocations) Account Structure Direct Income and Expenditure Income 70000 79999 Expenditure 10000 19999 40000 47999 External Income Salaries External (Direct) Expenditure All external income should be charged to 70000 to 79999 All direct salaries should be charges to 10000 to 19999 All direct expenditure should be charged directly to a 40000 to 47999 Account Structure Examples Recharges / Overheads [internal] Dr Cr 48150 FEC:ESTATES COSTS 48160 FEC:INDIRECT COST 48175 OVERHEADS 68150 48200 BALANCE TRANSFERS TO CLOSE 48500 TRANSFERS OF FUNDS 68200 68500 68160 68175 48% Accounts must match with 68% Accounts and net off to Nil within a journal transfer and therefore not effecting the Statutory Financial Statements. Account Structure Examples Recharges / Overheads [internal] Dr 21111 RCHG PROFESSOR FT PERM 69010 ALLOCATIONS 2% Accounts (salary recharges) are used alone and net off to nil. 690% Accounts (allocations) are used alone and net of to nil. Cr 21111 69010 Account Structure Examples Internal Trade Dr 40115 CONSUMABLES Cr 69100 40130 GASES (LABORATORY) 69100 43520 LABOUR RECHARGES (Estates) 69550 Internal trade accounts 69100 – 69999 net off with expenditure They are used with 40000 - 47999 Expenses And are charged to expenditure In the Financial Statements to net off Estates have their own internal trade accounts e.g. 69550 – 69559 CSERV also have their own internal trade accounts in the 6952% range. Account Structure Re-instate balances 00000 09999 Finance Accounts Currently 03300 accounts are for Finance to Re-instate Balances We try to keep this account disabled whenever possible. Schools can transfer opening balances to development accounts (personal pots) by using 03400. It is important that schools ensure that 03400 transfers net off to NIL. Other wise there TPA reports will be misrepresented. Account Structure Balance sheet 80000 80999 82000 82999 85000 85999 90000 99999 Fixed asset Current assets Liabilities Capital & reserves Schools and Directorates should not post to these accounts Account Structure – ReCap 7% 70000 79999 External income Direct 40000 47999 Direct expenditure Direct 69100 69999 Internal Trade Recharged (net off) 1% 10000 19999 Salaries (Rhian) Direct (Cyborg) 2% 20000 29999 Salary recharges (Schools) DR & CR on 2% 48% 48000 48999 Recharges / Overheads [internal] 68% 0% Use 68% and 48% together 68000 68999 Recharges / Overheads [internal] 69000 69099 Allocations (Jo) DR & CR on 690% 00000 09999 Brought Forward Balances (Jo & Steve + Schools) DR & CR on 0% 80000 99999 Balance sheet Account Structure - Salaries There is an underlying structure to Salary Accounts that facilitates the complex reporting required for external and internal purposes. Accounts Character have 5 characters 1 2 3 4 5 Summary • Accurate and reliable accounts are required. • COA Segments are structured and can be complex. • Certain combinations are not allowed. • Rules can be put in place to prevent some bad combinations being created. • Analysis codes can be structured into Parents and Grandparents for reporting.