SAP Finance System

West Chester University

Finance and Business Services
Budget Office
201 Carter Drive, Suite 200

West Chester, PA 19383
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Chartfields

In order to track spending and revenue, it is necessary to break down where expenses and revenues should be posted in the General Ledger. To do this, the Financial System uses a Chart of Accounts (COA).  The Chart of Accounts is comprised of information fields that provide the basic structure to segregate and categorize transactional and budget data. Each informational field is called a "CHARTFIELD".  Combining a series of chartfields makes up a Chartfield String. A Chartfield String is used to define, identify, categorize and sort transactions.

Cost Center / Fund Center

An organizational unit within a controlling area that represents a separate location of cost incurred. Cost centers (departments) can be set up based on functional requirements, allocation criteria, activities or services provided, location or area of responsibility.  Each cost center has a corresponding fund center with the exact same number.  Cost Center / Fund Center numbers are 10 characters in length.  WCU's Cost Centers / Fund Centers will always begin with the digits 75.

Chartfield Coding
The first two digits represent the Business Area and will always be 75 as this designates the cost center as belonging to West Chester University. The next two digits (positions 3 & 4) represent the Application of Fund Positions 5 & 6 allow for further differentiation of departmental funds.  Normally 00 for "home" departments. The last four digits (positions 7 thru 10) define the department number.
Example 1 - An EG Cost Center -- Finance and Business Services
75
11
00
3100
West Chester
EG
No Extension
Finance and Business Services
Example 2 - A Restricted Grant/Contract, State -- Tree Vitalize, Gordon Natural Area
75
36
03
2112
West Chester
Restricted Grant/Contract, State
Extension 03
Biology Home Department
 

 

Cost Center / Fund Center Ranges - Full Listing Available Here
Business Area Application of Funds Extension Department
75
Value
Description Value Range Value Range Area
11
General Fund
00 - 99
1000 - 1999
President's Office
12
Educational Supplies
2000 - 2999
Provost
13
Faculty Development
3000 - 3999
Finance and Administration
14
HR Staff Development
4000 - 4999
Student Affairs
15
Campus Initiative
5000 - 5999
Information Services
17
Self Support
7000 - 7999
Advancement
18
Workshop    
19
Unrestricted Grant    
21
Auxiliary - Residence Halls    
22
Auxiliary - Dining    
23
Auxiliary - Sykes    
31
Restricted Student Financial Aid    
33
Restricted Non-Scholarship    
34
Restricted Grant/Contract, Federal    
35
Restricted Grant/Contract, Local    
36
Restricted Grant/Contract, State    
37
Restricted SSHE Appropriation    
38
Restricted PASSHE Grant    
41
Loan Funds    
52
Endowment    
61
Plant , New - Renewal & Replacement    
62
Restricted Plant , New - Renewal & Replacement    
63
Plant , New - Renewal & Replacement Auxiliary    
82
Agency Funds    
 
 

Functional Area

SAP defines the functional area as a master data element that is maintained within the Funds Management (FM) Module.  It is used in FI to classify revenues and expenditures for an organization by function.  Functional area is ofter referred to as mission.  The functional area will be derived from the cost center.  The following table provides just an example of some of the functional areas utilized in the financial system.

Functional Area
Description
1113
Education
1126
Biological/Bio-Med Sci
1140
Physical Sciences
1144
Public Admin & Socl Svcs
1145
Social Sciences
1150
Visual and Performing Art
1151
Health Professions
1152
Bus, Mgt, Mrkt, Suprt Svc
2100
Indiv and Proj Research
3100
Community Service
4100
Libraries
4440
Other AcadComputing Spprt
4500
Ancillary Support
4600
Academic Administration
4610
College Dean Offices
5100
Student Services Admin
5130
Other Student Svcs Activ
5230
Intercollegiate Athletics
5700
Student Health Services
6000
Institutional Support
6200
Fiscal Management Ops
6390
Other Gen Admin/Log Svcs
7100
Physical Plant Admin
7200
Building Maint and Repair
7410
Operation of Campus Plant
8100
Scholarships/Fellowshps
9110
Housing Operations
9120
Dining Operations
9130
Student Union Operations

 


GL Account

A G/L Account defines the type of balance sheet (asset, fund equity, liability), expense, or revenue category of a posted amount in the FI module. Each G/L account represents one item in the entire Chart of Accounts of the FI module. A G/L Account consists of six digits.

A G/L Account is also known as a:

  • Cost Element (or Revenue Element) for expenses and revenues in the CO module.
  • Commitment Item for all assets, liabilities, expenses, and revenues in the FM module.

A listing of applicable GL Account numbers for campus usage is available here.