[Blueboard] New Chart of Accounts for FY 2004-2005

Zeriña C. de Guzman zdeguzman at ateneo.edu
Fri Apr 2 10:00:05 PHT 2004


March 16, 2004

To	:	ALL UNIT HEADS

From	:	CENTRAL ACCOUNTING OFFICE

Subject	:	NEW CHART OF ACCOUNTS

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In line with the upgrading of the university's Accounting Information
System, from Unify-Acell to Microsoft Great Plains, the university Chart
of Accounts has been revised to allow further expansion in the future. 

The revision of our chart involved changing the coding sequence and budget
unit code assignment.  Although the budget and revenue account codes will
be retained, the DCB and restricted fund accounts may change.  The new
coding structure is also expected to allow use of sub-account to identify
the project or school activity, easier identification of ownership of
each account and it also includes data analysis tool called
Multidimensional Analysis (MDA).

The revised Chart of Accounts adopts the 000-111-222 coding scheme where:

     000:  the first three-digit number  pertains to the UNIT/DEPARTMENT 
           CODE

     111:  the second three-digit number pertains to the ACCOUNT CODE 
           (Asset, Liability, 	Fund, Revenue and Budget accounts)

     222:  the last three-digit number pertains to the SUB-ACCOUNT 
           (Project or Activity)

For example, the following DCB accounts:

Account Number	Account Description
300-078-012	GRADE SCHOOL -- DCB -  BOY SCOUTING
300-078-013	GRADE SCHOOL -- DCB -- BOYS CHOIR
800-078-001	AITI -- DCB -- INTERNET
800-078-002	AITI -- DCB -- STUDENT ACTIVITY FEE

Where,

     1.  The first segment, 300 refers to the unit code of the Grade 
         School or 800 refers to the unit code of AITI;

     2.  The second segment, 078 refers to the account code, DCB; and

     3.  The last segment, 015, 017, 001, or 002 refers to the Project or

         Activity number.

The Microsoft Great Plains also allows detailed analysis of the financial
data through the use of a tool called Multidimensional Analysis (MDA). 
For example, the Special Services account can be provided with analysis
data such that the expense item and corresponding amount disbursed in
this account can be further identified as:

Analysis Detail          Amount
Janitorial             P xxx.xx
Security               P xxx.xx
Housekeeping           P xxx.xx
Maintenance            P xxx.xx

The data analysis tool or MDA can be performed if the following
requirements are submitted:

     -  Identification of the analysis items for the revenue or expense 
        account, e.g. Instructional Materials may be further identified 
        as Athletic Supplies, Computer Services, Convention Services, 
        Guidance Materials, and School Organ & Publications.  The 
        analysis items should be clearly identified when check request, 
        budget transfer or request for OR is submitted to CAO.

     -  Recording of detailed data on the different transactions that 
        take place.

To make the shifting from the old to the new Chart of Accounts easier, we
are providing you with the following for your reference:

     -  New Unit Code
     -  List of DCB and Restricted Fund accounts.

Starting April 1, 2004, we are requesting your unit to use the newly
assigned budget unit number and the revised DCB account code for all your
financial requests (e.g. orders for a check, purchase requisitions, job
orders and budget transfers).  Noncompliance with this requirement will
result to inaccurate recording and delay in processing your requests.  We
solicit your full cooperation on this matter.  Thank you very much.


(Sgd.)
LEONORA P. WIJANGCO
Director, Central Accounting Office


Approved by


(Sgd.)
JOSE M. SANTOS
Vice-President for Finance and Treasurer
	


Note:
For the new budget codes and unit codes, please check our website at
www.admu.edu.ph under Central Administration, Central Accounting Office
or visit our office and look for Ms. Annie Garaza.

-- 
Zeriña C. de Guzman
Accounting Officer III
Central Accounting Office
Ateneo de Manila University



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