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SAP FICO Business Blueprint | http://sapdocs.info

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11/20/2015

Questions:

Q: 1) Which companies use the same chart of accounts?

A:University of Tennessee will use one chart of accounts for all entities. We currently have
one company code. If company codes were added, they would use the same chart of
accounts.

Q: 2) How many natural accounts will each chart of accounts contain (estimated)?

A:Approximately 500

Q: 3) What is the document numbering logic?

A:Assets will be 100000 through 199999

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Liabilities will be 200000 through 299999
Fund Balance will be 300000 through 399999
Expenditures will be 400000 through 499999
Revenues will be 700000 through 799999

Q: 4) Describe how the account number is set up (for example: department, natural
account).

A:All six characters will represent a natural account. Other attributes will be handled in
business area, cost center, projects, etc.

Q: 5) Will the chart of accounts need to be approved? If so, by whom?

A:The Chart of Accounts will need to be approved by the Controller for the University.

Q: 6) Which maintenance language should be used for each chart of accounts?

A:University of Tennessee chart of accounts will be maintained in English.

Q: 7) Which additional languages do you wish to use for your charts of accounts?

A:None

Q: 8) Please provide your current Chart of Accounts.

A:The University of Tennessee Chart of Accounts is under contraction by Bill Thompson
and Controller Ron Maples. An algorithm for current expense object has been developed. A
rough draft of income accounts is being reviewed. Our current asset accounts are being
reviewed. UT's ledger activities are being reviewed to be merged into the appropriate place.

CI Template:

1.General Explanation

The Chart of Accounts is a list of all G/L accounts used by one or several company
codes. The University of Tennessee plans for all campuses and units referred to as
"budget entities" to use the same chart of accounts. Currently, UT plans to have only one
company code for the entire university, and "budget entities" will be represented by
business areas.

For each G/L account, the chart of accounts contains the account number, account
name, and the information that controls how an account functions and how a G/L account
is created in a company code.

The University of Tennessee will use the Chart of Accounts for external financial
reporting. The chart will be derived from UT’s three distinct tables for transaction codes.
Additional chart records will be derived from attributes included in legacy income account
(R/3 equivalent to cost center) master records. The activity transaction code table for
expenditures is a "natural account" and can be found in Code Support 157 in the legacy
system. The ledger activity transaction codes are allowed only for and also required on
fund balance accounts at the transaction level. They relate to income, expense, and fund
transfers and will be merged into the appropriate section of UT's R/3 chart. These codes

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can be found at Code Support 171. The University reports income based on two
attributes included on the "legacy account" (R/3 cost center). The attributes are referred
to as the major and minor source of funds and are dictated by NACUBO. The
translation/validation for major and minor source of funds can be found at Code Support
161 and 162 respectively. Additional reporting detail below the General Purpose
Financial Statement (GPFS) level is provided by the revenue code that is a transaction
activity code (chart account). The translation/validation for this code can be found at
Code Support 163. The University currently permits departments to use unassigned
codes freely on income transactions. Since an unassigned code does not exist in Code
Support, there is no text translation/validation. This latter functionality will not be
supported in the University's R/3 Chart of Accounts and a different method will need to be
used. For possible alternatives see "Revenue and cost controlling".

2.Naming Convention

The University of Tennessee will have one chart at this time named "UT".

3.Definition of Organizational Units

The account groups within the University of Tennessee chart of accounts will be as
follows:

Assets will be 100000 through 199999
Liabilities will be 200000 through 299999
Fund Balance will be 300000 through 399999
Expenditures will be 400000 through 499999
Revenues will be 700000 through 799999

The Tennessee Higher Education Commission Chart (THEC) of accounts to which UT
maps Expenditure objects may be provided by the R/3 functionality know as "Country
Chart".

4.Assignment of Organizational Units

Refer to question number 1 General Explanation.

5.Changes to Existing Organization

The maintenance of the Chart of Accounts under R/3 will still remain within the
Controller's Office.

6.Special Considerations

The University's legacy chart is fragmented into three tables and "cost center" attributes
for income (see General Explanation for details). The University will have to test the
impact of merging the legacy equivalent chart tables and attributes into a single table on
external and internal reporting.

The University currently permits departments to use unassigned codes freely on income
transactions. Since an unassigned code does not exist in Code Support, there is no text
translation/validation. This latter functionality will not be supported in the University's R/3
chart of Accounts and a different method will need to be used. For possible alternatives
see "Revenue and cost controlling".

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The University currently permits departments to add two additional digits to expense
objects for there own purposes. This is similar to user revenue code and we will need to
determine a method to accommodate this need.

The University will need to determine if the proposed R/3 chart will comply with the
requirements of GASB statements 33, 34, and 35.

7.Project Specific CI Section

NA

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