HOW TO “CODE” A PURCHASE HOW TO “CODE” A PURCHASE . . . PUTTING . . . PUTTING IT ALL IT ALL TOGETHER TOGETHER Note: Use your mouse and click on the slide to view the presentation. Note: Use your mouse and click on the slide to view the presentation.
HOW TO “CODE” A PURCHASE... PUTTING IT ALL TOGETHER Note: Use your mouse and click on the slide to view the presentation.
Dec 15, 2015
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HOW TO “CODE” A PURCHASEHOW TO “CODE” A PURCHASE
. . . PUTTING. . . PUTTING IT ALL IT ALL
TOGETHER TOGETHERNote: Use your mouse and click on the slide to view the presentation.Note: Use your mouse and click on the slide to view the presentation.
COMPANIES/FUNDSCOMPANIES/FUNDS
The three funds primarily used by schools and
departments are:
1110 - General Operating Fund
4110 - Food Services Fund
4210 - Special Revenue Fund
ACCOUNT STRUCTUREACCOUNT STRUCTURE
- - - - Account Identifier - - - -
Class
Code
Group
Code Object Function
1 1 4 4Number of DigitsNumber of Digits
ACCOUNT STRUCTUREACCOUNT STRUCTURE
Number of DigitsNumber of Digits
When entering requisitions or inquiring in Budgetary Control (.BC) a class code of 5 will always be used.
When entering requisitions or inquiring in Budgetary Control (.BC) a class code of 5 will always be used.
- - - - Account Identifier - - - - ClassCode
GroupCode Object Function
1 1 4 4
Class Code:
1 = Balance Sheet Assets
2 = Balance Sheet Liabilities
3 = Fund Balance
4 = Revenue
5 = Expenditure
6 = Estimated Revenue
7 = Budget / Appropriation
8 = Encumbrance / Purchase Order
9 = Commitment / Requisition
ACCOUNT STRUCTUREACCOUNT STRUCTURE
Number of DigitsNumber of Digits
Group Code:
This digit represents the Object group. The group number is normally equal to the second digit of the Object number.
For example, if the object is 0510 the group number will be a 5.
The exception to this is objects with a second digit of9 which will have a group number of 8.
- - - - Account Identifier - - - - ClassCode
GroupCode Object Function
1 1 4 4
ACCOUNT STRUCTUREACCOUNT STRUCTURE
Number of DigitsNumber of Digits
Object and Function lists are available on the Home Page of this web site.
- - - - Account Identifier - - - - ClassCode
GroupCode Object Function
1 1 4 4
ACCOUNT STRUCTUREACCOUNT STRUCTURE
1) Salaries2) Employee Benefits3) Purchased Services4) Materials & Supplies5) Capital Outlay6) Other Expenses7) Transfers
Object means the service or commodity obtained as the result of a specific expenditure.
The major object categories are:
ACCOUNT STRUCTUREACCOUNT STRUCTURE
1) Instruction
2) Instructional Support
3) General Support
4) Community Services
5) Non-programmed Charges
Function means the action or purpose for which a person or thing is used or exists.
The major function areas are:
CENTER STRUCTURECENTER STRUCTURE
Number of Digits Number of Digits
- - - - Center Identifier - - - -
Type
Funding Project Year
Cost
Center
1 4 1 4
CENTER STRUCTURECENTER STRUCTURE
Number of DigitsNumber of Digits
Type Funding:
1 = Budget is in Detail Cost Center
2 = Budget is in higher level Cost Center, for example, 7001
- - - - Center Identifier - - - -
TypeFunding Project Year
Cost Center
1 4 1 4
CENTER STRUCTURECENTER STRUCTURE
Number of DigitsNumber of Digits
Project and Cost Center lists are available on the Home Page of this web site.
(The Type Funding and Year can be found on the Project List)
- - - - Center Identifier - - - -
TypeFunding Project Year
Cost Center
1 4 1 4
CENTER STRUCTURECENTER STRUCTURE
Cost Centers represent schools, departments,
building facilities, and outside agencies.
Project numbers represent the many areas where
funds are budgeted, which include: Local,
State, and Federal.
To purchase supplies (object)
for a basic (Function)
fourth grade classroom from
the regular operations (Project) of
Jim Allen Elementary (Cost Center) . . .
For Example
:
For Example
:
Company/Fund Account Center
1110 5505105100 1010800031
FundFund
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
ClassClass
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
GroupGroup
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
ObjectObject
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
FunctionFunction
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
Funding Funding CodeCode
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
ProjectProject
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
YearYear
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
Company/Fund Account Center
1110 5505105100 1010800031
CostCostCenter
Center
To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular
operations (Project) of Jim Allen Elementary (Cost Center) . . .
To purchase a computer (Object)
for the principal’s office (Function)
from (Title I) for Spencer Bibbs
Elementary . . .
Another Example
:
Another Example
:
Company/Fund Account Center
4210 5606437300 2530320661
FundFund
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
ClassClass
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
Group Group
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
ObjectObject
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
FunctionFunction
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
Funding Funding CodeCode
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
ProjectProject
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
YearYear
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Company/Fund Account Center
4210 5606437300 2530320661
CostCostCenter
Center
To purchase a computer (Object) for the principal’s office (Function)
from (Title I) for Spencer Bibbs Elementary . . .
Congratulations! You are now a Coding
Expert!
For more information please contact the
Budgeting Department
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