|
a |
FAQS About...
|
Q. Which fields are required & which can be left blank?
Business Unit, Account, Fund, and Org are required. In the case of expense accounts (those beginning with 5), Program Codes are also required. If there is a Management Project code attached to the chartstring, that is also required. Please note that Departmental Project Codes and Flexfields are at the discretion of the department.
Q. Which Chart Fields are alpha, numeric or alphanumeric?
Project and Flexfield are alphanumeric.
BFS Account, Fund, Organization, and Program are numeric.
Q. Are there edits in the system to catch key entry errors?
Yes, any transactions entered in BFS will be validated prior to acceptance of the transaction to ensure the chartstring comprises valid fields and is a valid combination for selected fields. In addition, recharge and other feeder systems (e.g. CARS, Payroll, Telecom, etc.) to the General Ledger must validate their entries against the validation table prior to transmitting the transactions to the General Ledger.
Q. If a department does not currently use a Project or Flexfield, can they set one up?
New Projects and Flexfields can be set up at any time. Please see the UPK or training guides for more information.
Q. I get extra lines when I do an edit check. What is this all about?
If your financial journal crosses funds, you will get these extra lines because all journals must balance by fund. When a journal records transactions between funds, the journal edit process automatically creates the necessary debit / credit entries to an Interfund/Interunit Balancing Account to balance the entry by fund.
These entries all have a BFS Account No. 23502 in the chart string. These lines are required by the system and should not be deleted.
Q. Who sets up Speedtypes?
The set up is controlled solely at the departmental level. The department determines what Speedtypes it needs. Users with the BFS Role "GL Flexfield/Speedtypes Set Up" can create, change, and delete Speedtypes. Please see the UPK or training guides for more information.
Q. Does a Speedtype need to generate the full 29-character chart field string or can you leave some fields blank?
No, the full 29 characters are not required. The Speedtype is a short hand tool to populate chart fields and allows the user to leave blank values in certain fields e.g. Account. This allows the Department to set up fewer Speedtypes and to enter appropriate Accounts for the specific transaction.
Q. What is the difference between a Speedchart and a Speedtype?
Unlike Speedtypes, Speedcharts can translate to multiple chartstrings with assigned percentages of costs. Because of this difference, Speedcharts can only be used in the AP/PO module of BFS (for purchase orders, requisitions, zero adjustments, bluCard, etc.). Speedcharts cannot be used on budget or financial journals. For the same reason, Speedcharts cannot be used with recharge units; for example, you cannot create Mail Services barcodes with a Speedchart. You must use Speedtypes as shorthand for recharge services. All Speedcharts are effective dated, which means you can control when the shorthand key can begin to be used. There are two types of Speedcharts: "standard" and bluCard.
Q. What is a Standard Speedchart?
"Standard" Speedcharts are 10 characters. The first five characters of a Speedchart are always your org code. The last five characters can be any alphanumeric values of your choosing. Other than the org, you decide which chartfields you want the Speedchart to populate. For example, you may choose to leave the Account field blank in the translation chartstring and fill in that field for each PO you create, because the Account can vary with each transaction.
Q. What is a bluCard Speedchart?
BluCard Speedcharts are 9 characters. The first five are always your Processing Unit. The last four are numeric and function as a "procode" when used in a Customer Code given to a Level 2 or higher vendor. (When the vendor passes this code to BFS, the chartstring associated with that procode's Speedchart will override the card's default and become the chartstring for the transaction.) BluCard Speedcharts must translate to complete and valid chartstrings, as they can be the default chartstring for a bluCard. Transactions must enter the bluCard staging area with a complete and valid chartstring.
Q. Who sets up Speedchart?
Only users with the GL Flexfield/Speedtype Setup Role can add/update speedcharts. The set up is controlled solely at the departmental level. The department determines what Speedcharts it needs.
Last Updated: September 30, 2005
BAI Home
| BFS Home | Budget
and GL Overview | Customer Support
| HRMS Home
| FAQs
News and Announcements | Technical
Issues | Training |
Search | Questions
or Comments
