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HOW TO “CODE” A PURCHASE... PUTTING IT ALL TOGETHER Note: Use your mouse and click on the slide to view the presentation.

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Presentation on theme: "HOW TO “CODE” A PURCHASE... PUTTING IT ALL TOGETHER Note: Use your mouse and click on the slide to view the presentation."— Presentation transcript:

1 HOW TO “CODE” A PURCHASE... PUTTING IT ALL TOGETHER Note: Use your mouse and click on the slide to view the presentation.

2 COMPANIES/FUNDS The three funds primarily used by schools and departments are: General Operating Fund Food Services Fund Special Revenue Fund

3 ACCOUNT STRUCTURE Account Identifier Class Code Group CodeObjectFunction 1144 Number of Digits

4 ACCOUNT STRUCTURE Number of Digits When entering requisitions or inquiring in Budgetary Control (.BC) a class code of 5 will always be used Account Identifier Class Code Group CodeObjectFunction 1144 Class Code: 1 = Balance Sheet Assets 2 = Balance Sheet Liabilities 3 = Fund Balance 4 = Revenue 5 = Expenditure 6 = Estimated Revenue 7 = Budget / Appropriation 8 = Encumbrance / Purchase Order 9 = Commitment / Requisition

5 ACCOUNT STRUCTURE Number of Digits Group Code: This digit represents the Object group. The group number is normally equal to the second digit of the Object number. For example, if the object is 0510 the group number will be a 5. The exception to this is objects with a second digit of 9 which will have a group number of Account Identifier Class Code Group CodeObjectFunction 1144

6 ACCOUNT STRUCTURE Number of Digits Object and Function lists are available on the Home Page of this web site Account Identifier Class Code Group CodeObjectFunction 1144

7 ACCOUNT STRUCTURE 1)Salaries 2)Employee Benefits 3)Purchased Services 4)Materials & Supplies 5)Capital Outlay 6)Other Expenses 7)Transfers Object means the service or commodity obtained as the result of a specific expenditure. The major object categories are:

8 ACCOUNT STRUCTURE 1)Instruction 2)Instructional Support 3)General Support 4)Community Services 5)Non-programmed Charges Function means the action or purpose for which a person or thing is used or exists. The major function areas are:

9 CENTER STRUCTURE Number of Digits Center Identifier Type FundingProjectYear Cost Center 1414

10 CENTER STRUCTURE Number of Digits Type Funding: 1 = Budget is in Detail Cost Center 2 = Budget is in higher level Cost Center, for example, Center Identifier Type FundingProjectYear Cost Center 1414

11 CENTER STRUCTURE Number of Digits Project and Cost Center lists are available on the Home Page of this web site. (The Type Funding and Year can be found on the Project List) Center Identifier Type FundingProjectYear Cost Center 1414

12 CENTER STRUCTURE Cost Centers represent schools, departments, building facilities, and outside agencies. Project numbers represent the many areas where funds are budgeted, which include: Local, State, and Federal.

13 To purchase supplies (object) for a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)... For Example:

14 Company/Fund Account Center Fund To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

15 Company/Fund Account Center Class To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

16 Company/Fund Account Center Group To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

17 Company/Fund Account Center Object To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

18 Company/Fund Account Center Function To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

19 Company/Fund Account Center FundingCode To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

20 Company/Fund Account Center Project To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

21 Company/Fund Account Center Year To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

22 Company/Fund Account Center CostCenter To purchase supplies (object) or a basic (Function) fourth grade classroom from the regular operations (Project) of Jim Allen Elementary (Cost Center)...

23 To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary... Another Example:

24 Company/Fund Account Center Fund To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

25 Company/Fund Account Center Class To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

26 Company/Fund Account Center Group To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

27 Company/Fund Account Center Object To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

28 Company/Fund Account Center Function To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

29 Company/Fund Account Center FundingCode To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

30 Company/Fund Account Center Project To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

31 Company/Fund Account Center Year To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

32 Company/Fund Account Center CostCenter To purchase a computer (Object) for the principal’s office (Function) from (Title I) for Spencer Bibbs Elementary...

33 Congratulations! You are now a Coding Expert! For more information please contact the Budgeting Department


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