WHAT IS THE GENERAL LEDGER? THE GENERAL LEDGER CONTAINS

GENERAL PERMIT VIOLATION FORM PART I PERMITTEE INFORMATION
BILL LOCKYER STATE OF CALIFORNIA ATTORNEY GENERAL DEPARTMENT OF
GENERAL PERMIT REGISTRATION FORM FOR THE DISCHARGE OF VEHICLE

GENERALIZED POINTWISE BIAS ERROR BOUNDS FOR RESPONSE SURFACE APPROXIMATIONS
LA SECRETARIA GENERAL DEL PP DE CASTILLALA
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What is the General Ledger?

The General Ledger contains the financial data of the University necessary for monitoring, analysing and reporting the results of our financial operations.

The General Ledger records all financial transactions undertaken by the University.

ChartFields organise our General Ledger financial information into different categories or segments to aid analysis and reporting.

Financial data posted to the General Ledger requires ChartField information including:- Business Unit*, Budget, Fund, Department, Account, Project ID. These are explained further below.

* GL Business Unit is unique for each legal entity and is different from Business Unit in Procurement and Billing modules of Peoplesoft.

GL Business Units

General Ledger Business Unit:

Holds a unique ACN & Payroll Group Number
Has reporting requirements to external bodies
Holds title to its own assets
Requires a separate Chart of Accounts
Is responsible for its own audit

I.e., UNSWA - Primary University / NSGLO - New South Global.

Budget

In system terms a Budget is usually a period of time.

Fund

To look up department hierarchies go to NSF and access the menu item Tree Manager and run the ALL_FUNDS_CALUMO tree for the current year.

CONSOLIDATED OPERATING FUNDS

Operating Funds - (OP)

Faculty Research Grants - (IR)
Suspense - (SU)
Generating Income - (selected GI)
Capital - (CPF)

COMMERCIAL ACTIVITIES (CA and selected GI)

RESTRICTED FUNDS

External Research - (RE)
Other Restricted - (BE,ED, FC, GN, NP)
Other Research - (RF)

STRATEGIC FUNDS

OTHER STRATEGIC - (DEV)
LEARNING & TEACHING - (LT)
STRATEGIC FUNDS - (SPF & SIR)

Department

To look up department hierarchies go to NSF and access the menu item Tree Manager and run the ALL_ORGS tree for the current year.

Account

REVENUE

Internal (0900 – 1300)
External (1401 – 1507)

EXPENSE

Payroll (4000 series)
Equipment (5000 series)
Material & Maintenance (6000 series)
Travel (7000 series)

ASSET (2000-3000 series)

LIABILITY (8000 series)

EQUITY (9000 series)

To view all account codes go to the NSF Menu item Tree Manager and run the ALL_ACCOUNTS tree for the current year.

Program / Class

Not used in the current accounting period chart of accounts. Mandatory fields use zero’s in this field.

Project ID

Also sometimes referred to as a Grant. Captures and controls transactions for specific projects within the university.

Handy Inquiries & Reports

Combination Edit Inquiry - Inquire as to the valid ChartField relating to a project ie: what is the correct Fund, Dept code for use to eliminate errors.

Journal Inquiry - Enables you to look up a specific journal to view the accounting entries posted. Can filter inquiry by Journal ID, Source, User ID, Date etc.

Project Financials Report – used by portfolio managers to manage the financials for their project(s). Contact your MR&A or Research Finance representative for information about accessing this report

Terminology

Commitment Control - ‘Expenditure Budgets’ meaning the expected annual expenditure, eg: Salaries and Purchasing.

Encumbrance - Monies “reserved” for expenditure, eg: Purchase Orders which have been ordered, but not paid for yet or, salaries assigned for the year but not paid yet.

Pre-Encumbrance - Monies “reserved” as above specific to Requisitions raised in eProcurement before they are converted to Purchase Orders.

Combination Edits - Pre-configured combinations of Fund, Dept, Program, Class and Project ID to ensure validity of ChartField in the transaction.

UNSW Accounting Periods

UNSW Financial Accounting Periods are detailed on the Finance website under Faculty & Divisional Support >> Calendars.

Accounting periods are not by calendar month and a period may contain days from either the prior or the following calendar month. For example – Period 3 may run from 26^th February to 1^st April.

https://www.fin.unsw.edu.au/services/faculty-divisional-support/finance-calendar

Where to find Training

Go to the Training & Guidance section of the Finance website:

https://www.fin.unsw.edu.au/training/online-support

Where to get help

General Ledger Help