Finance Information (FI) Questions & Answers

What is a company code? How does it relate to the chart of accounts?

Answer: In SAP terms, a company code represents the smallest organizational unit for which a complete self-contained set of accounts can be drawn up for purposes of external reporting. 

There will be one company code – UK00 – for the University and thus one chart of accounts for UK00. 

What are the differences between segments and attributes in the new chart of accounts?

Answer: Segments are the key data items required to process transactions. Attributes, on the other hand, are additional data items that further describe segments. Cost center, internal order, and fund are examples of segments.  Attributes include such items as department, address, responsible person, and other descriptive data elements.  

How can FI users identify the new map codes?

Answer: The information on the fund conversion from the map code can be reviewed in Chart of Accounts Structure

What does the term “derivation” mean?

Answer: Derivation is a feature on the SAP R/3 software that helps to minimize keystrokes for end-users.  Derivation rules support the set up of “If then” statements when the system is configured.  IRIS users will enter a key value in one field and then discover that through derivation other fields will be filled in automatically, resulting in less required data entry. For example, in most cases, the entry of a cost center on a transaction will cause the fund and funds center to be derived, rather than keyed.

What are “document types” and “document numbers”?

Answer: In paper-based recordkeeping systems, particular documents or forms are created for certain tasks or transactions. They are routinely numbered in a standardized fashion for organization, tracking, and auditing purposes. 

The same logic holds true for electronic records and processing. In SAP, the document type is a key to the kind of document created and the transaction involved.  Document types in the new system are assigned document numbers.  This automatic numbering comes from predetermined number ranges designated for particular document types.  For example, a transaction with document type of Y1 denotes that it was created by the Stores billing system.  The list of Document Types and Number Ranges offers more information.

What internal tracking features are available in SAP/IRIS Financials?

Answer: Departmental users have two options for internal tracking.  They can use Statistical Internal Orders to record and monitor information for internal reporting purposes.  This type of internal order is created with the master data functionality and departments can establish individual statistical orders for particular purposes, such as short-term jobs or certain activities. There is an internal order field on the transactions where the statistical internal orders can be entered.

The other option is the use of the Assignment Field, which is available on most transaction postings. This text field can be defined and used by department users as desired. While the Assignment Field feature is useful for departments, it is not available for all postings.

How do users get to the FI standard hierarchy? Will users be able to export the list into Excel?

Answer: The transaction code to access the FI standard hierarchy is OKENN. The list can be downloaded to Excel.

How are budget transfers handled in SAP/IRIS Financials?

Answer: Budget transfer data is entered directly into FI, resulting in the creation of an electronic document. The transfer creation originates at the department level and the creator routes the document through the system to the next approval level. When the document has all necessary approvals, it is routed to the Area Fiscal Officer for review, final approval, and posting.

If a budget transfer crosses two areas, who approves the transfer?

Answer: The fiscal officer of the area where the transfer originates will approve it.

Will new account forms be handled electronically in the future?

Answer: This is a low-priority item for now. Given the relatively few forms that are processed, and the complexity of the forms, the project can achieve more by working on more commonly used forms for electronic processing

How do users confirm the correct FCC code to enter for a new account?

Answer: They should contact the Office of Planning, Budget, and Policy Analysis for guidance; this code is very important for that office.

If two departments are sharing expenses, how do both gain access to both accounts?

Answer: If authorized for view/display access, each department will automatically see the other account. Vice President Butler and the President’s Cabinet have endorsed the open security approach for the system.

Will ledgers be available in electronic form only in SAP/IRIS?

Answer: End-users create ledgers in the Business Warehouse. Those who wish to print ledgers do so via download to Excel. Instructions for downloading and printing are included in the BW training.

Updated 2/6/2016

859-218-HELP (859-218-4357)