Using Chartfields

1. Using Chartfields How to track spend by PI, Lab or other criteria on your PO’s

2. Establishing Optional Chartfields • These chart fields can be used in addition to already required chart fields such as Department ID, Fund and Project. Although optional they can cause edit errors if entered incorrectly. • The first step in defining your chart fields is to determine what parameters you wish to track and what naming conventions you wish to use. There should be a lot of thought put into this as they are not easily changed once used in OMNI. If you decide in the future to use a different chart field to represent the same thing it can be added but not retroactively to PO’s already spent etc. • Available chart fields consist of three independent options or any combination of the three. These (chart fields) are referred to as CF 1, CF 2 and CF 3. Chart Field Names – This field has room for 10 characters. Avoid beginning the CF with numbers—prefix them with alpha. (Current exceptions are NHMFL). If your chartfield value is a number (like 1004), then it is better to prefix it with alpha characters (like ALTH1004 or OTI1004). You may also use a name like MBYRNES. Short Description - This field consists of 10 characters. This is often similar or the same as the chart field name. Examples are ANALYT LAB, STUDNTFNDS, MAINTAINCE, MFELDMAN. Long Description – This field consists of 30 Characters. You should begin with the first 3 digits of the department . If you have more than one group of department numbers (like 134 and 135), just enter whichever one is used most often. Beginning the long description with your department number will help find the “Owner” should there be any questions, as well as making it easy to identify which CF’s you have already established. Examples are 185MFA Thesis 4, 184Instructional Lab 4. SEARCH using Description BEGINS WITH…189 for example will return a list of CF’s 1, 2, or3 set up by dept 189.

3. Submit this Information • Once you have determined this information and how it is to be used submit it to djarriel@admin.fsu.edu in General Accounting using this format below. • Keep in mind that other people can use your chart fields for their own purpose. To distinguish your transactions for reporting purposes be sure and verify that your Department, Fund , Project or Account accompany your chartfield for verification.

4. How to Use Your Chart Fields When you are entering your budget information in Accounting Defaults for creating a requisition you should also enter your chart fields. If you wish to track multiple items on a PO with different chart field values you may change these in the 3. Review and Submit step of the requisition. Click on the small grey arrow left of the line number to expand section. Scroll to the right to change your chart fields. You can use this to track purchases for multiple PI’s, Labs and Research projects on the same PO. Here you see: CF 1 BDALTON the PI you are buying for CF2 LAB123 the lab name or number these will be used in CF3 RSHISOTOPES the project the items are purchased for Isotope Research Project

5. Returning the Data • Queries are the best way to review your information at this time. These can be easily downloaded to Excel. You can then use sort and filter in Excel to review only the chart fields you are interested in. EXAMPLES • FSU_DPT_PO_WITH_RECVRS_VCHRS PO Recvrs Vchrs by PO# CFs • FSU_MAG_LAB_PO_BY_CHF Search by Dept ID and chartfield 1 and 2 • FSU_DPT_CASH_BALANCE Departmental Cash Balance • FSU_DPT_TE4_BY_JRNL_DATE Travel & Exp by CF & Jrnl Date For more information on chart fields and how to retrieve additional information And reports from general ledger you may want to take the GL3000 class.