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.