Account Codes

Account codes are established to monitor the financial activities for a functional unit and to facilitate accurate financial reporting within the university community.

Account String

The data entered on a transactional e-doc (electronic document representing a business transaction or maintenance action) tells the system how to record the accounting information in the general ledger. In KFS, the account string consists of the chart, account, sub-account, object code, sub-object code, project code, org ref ID and amount, sometimes referred to the "transaction string". The Chart of Accounts Attribute Table may be viewed below.

Please visit the Financial System website for training and information related to KFS.

The chart in KFS is a two character code that makes up the high level structure of the chart of accounts and uniquely identifies who has management responsibilities for each chart. The University currently has eighteen chart codes in KFS.

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Chart Code

Chart Listing:

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Account Number

Account number is a unique value of up to seven alphanumeric characters that identifies a functional unit established for a specific purpose with one individual having primary responsibility for it. KFS enables users to do an account lookup.

Account Number Lookup:

• In the Lookup and Maintenance section of KFS, you can search for an account number related to specific chart.
• Required attributes are noted with an asterisk (*). When a magnifying glass icon appears you can click it to look up information from a list.

To create a new account, KFS allows you to copy an existing account or create a new account altogether. Please follow the instructions as provided in the Account Maintenance User Guide. A summary on the process is outlined in the flowchart. Extramural accounts are created by the Office of Research Services (ORS).

Account Maintenance Procedure

An Account e-doc is used to create new account, or to edit or copy existing accounts

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Sub-Account

Sub-Account allows departments the flexibility to monitor at a finer level of detail the financial activity within a particular account. KFS enables users to do a sub-account lookup.
Key Points related to Sub-account codes

• Sub-accounts accounts take on most of the attributes of the account to which it reports.
• Sub-accounts are optional.
• Sub-accounts enable departments to monitor financial activity in detail.

Sub-Account Number Lookup:

• In the Lookup and Maintenance section of KFS, you can search for sub-account number related to specific chart.

Required attributes are noted with an asterisk (*). When a magnifying glass icon appears you can click it to look up information from a list.

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Object Codes

In KFS, four-character object codes represent all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify the nature of the transaction. Like many things in KFS, object codes are hierarchical to support our accounting and reporting needs. The University's object code structure is shown in the graph below.

Object Code Lookup:

• In the Lookup and Maintenance section of KFS, you can search for an object code with its attributes within a fiscal year.
• Required attributes are noted with an asterisk (*). When a magnifying glass icon appears you can click it to look up information from a list.

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Sub Object Code

Sub Object Code is an optional element of the accounting string related to the university object code that allow the creation of a finer distinction within a particular object code on an account.

Key Points related to Sub-object codes

• Sub-object codes can use up to three alphanumeric characters.
• Sub-object codes are associated with an account number, fiscal year, and one object code.
• Sub-object is a table-driven field, so users must enter a valid three-character value.
• Sub-object codes can be queried.

Sub-Object Code Lookup:

• In the Lookup and Maintenance section of KFS, you can search for a sub-object code with its attributes.
• Required attributes are noted with an asterisk (*). When a magnifying glass icon appears in the e-doc, you can click it to look up information from a list.

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Chart of Accounts Attributes Table

The chart of accounts is the set of controlling tables that define financial information, such as the codes and coding structures within KFS, 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 attributes are alpha-numeric identifiers, which are assigned at the time a new account number is requested. The information from the attributes can be filtered to provide the University with specific information for reporting purposes.

Provided below are various attributes and the corresponding description.

Chart of Accounts Clean-up Project Function Codes

• Higher Education Function Codes and Definitions
• Higher Education Function Codes FAQs

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