The UGA Financial Management System provides an online form to request changes to an existing ChartField value or to add a new ChartField in order to accurately report on revenues and expenditures. These changes to the ChartField structure are submitted and go through an approval process (starting with the initiator) before Central Accounting makes the change. The requester is notified via e-mail when the approval is complete.
You can create a new ChartField in the UGA Financial Management System.
In this topic, you will request a new Department ID to track spending activity for a student workshop.
First, log into the Financial Management System.
On the UGA Financials homepage, click the General Ledger tile.
To navigate to the Chartfield Request page, select:
General Ledger Design > Chartfield Request
Click the ChartField Request link.
Click the Collapse menu button to close the menu.
The ChartField Request page is displayed with the Add a New Value Page opened. You will use the displayed fields to complete your request.
The Request ID displays NEXT. Do not change or type over this value.
The Chartfields for UGA are entered with a SetID of 18000.
Verify or enter 18000 in this field.
The Field Name corresponds to the type of ChartField you are requesting.
Click the magnifying glass to the right of the Field Name field to find the appropriate ChartField type.
The Search Results show the types of ChartFields that are available to request.
Click the appropriate link.
Example shown here: DEPTID link.
To add a new value, leave the Add option.
The Field Value field is where you record the name for the ChartField you want to change or add.
Note: For Department IDs, the first two digits must reflect your Unit. It must also be 8 characters long with no special characters. Only the last three characters can be letters.
Enter appropriate information into the Field Value field.
Example shown here: " 31052SWS ".
Click the Add button.
The ChartField Request page is displayed. This page may display different options for each type of ChartField that you request.
Notice that the fields that you entered on the Add a New Value page are shown at the top of this page.
This page is where you will enter the information required to set up the ChartField.
First, enter the telephone number where you can be reached if an approver has questions about your request.
Enter the appropriate information into the Telephone field.
Example shown here: " 7065555555" in the Telephone field.
The request should default your email address in the Email ID field. You can change this if needed.
You would select the Budgetary Only checkbox only if this department is only to be used for Budget Journals and Budget Transactions and not used in financial transactions.
The Effective Date is the date you make the request. Leave the default of the current date.
Leave the default status of Active.
Enter a description to identify what this ChartField is used to track.
Example shown here: " Student Workshop (31052) " in the Description field.
You have 10-characters to create a short description to help identify this department in lists and reports.
Enter appropriate information into the Short Description field.
Example shown here: " 31052SW " in the Short Description field.
Click the icon to open the Request Comments section.
Use the Request Comments section to add information that you need approvers to know to facilitate the approval of the ChartField.
Enter " to track activity for the student workshop " in the Request Comments field.
The first two items in the Questions section apply to Updating Existing ChartFields and should be left blank.
The next question determines the parent department for the new department you are creating.
Note : The parent department may or may not provide budgetary control for the new department. This relationship is used to build the department hierarchy. The Parent department cannot be the same department that is being requested.
Enter appropriate information into the Answer field.
Example shown here: " 31050000 " in the Answer field.
The next question wants to know if this new department will have child departments.
Example shown here: " No " in the Answer field.
You can attach documents that further explain why you are requesting the new ChartField value.
The number displayed next to the hyperlink indicates how many documents have been attached.
Click the Attachments link.
The Request Attachments page is displayed. You add attachments as you do in most other programs.
To locate your file, click the Browse button.
Click the name of the document to upload.
Example shown: 3105SWS details
Click the Open button.
The path and name of the selected file are displayed.
Click the Upload button.
You will see the File Name of the file that was uploaded. You can allow approvers to be able to see the document by making sure that the Show to Approver checkbox is checked.
Example shown here: Check Show to Approver box
Enter a short description of the document to let the approver know what it contains.
Example shown here: " Justification " in the Description field.
You can add multiple attachments, if needed. When all attachments are added, click the OK button.
The entry for the request is complete.
Click the Save button.
After saving, a Request ID is assigned to the request. You can use this ID to come back to this page to modify or check on the status of the request. However, you must still submit your request for approval.
Action is now required to submit your request for approval.
Click the Request Action drop-down menu.
The list of available actions is displayed.
Click the Submit for Approval list item.
Click the Go button to complete the action.
Your request has been submitted.
Click the View Approval Flow link to review the approval paths.
Approval for ChartFields is set up differently from other approvals at UGA.
Note that the first level of approval is you. This means that you will need to approve this transaction before it will go to someone else.
In addition, you will need to add in your Business Manager or Financial Officer as the next level of approver.
Before approving the request, set up the next level of approver so it will go to them once you have approved.
Click the [+] button.
Enter the MyID for the Chief Financial Officer for your college or unit, or use the search features to find their MyID.
Note: If the wrong approver is set up, they or the accounting office will deny the request when it reaches them. A denied transaction will go back to you, as the requestor, and you will need to correct and resubmit for approval.
Enter appropriate information into the User ID field.
Example shown here:" js12345 " in the User ID field.
Click the Insert button.
The new Approver is added.
Click the Save Approval Flow Changes button.
When there are multiple approvers in a list, you can view who is in that pool.
Note: The GL Central Office is the final approval. They will deny if no second level approval has been designated and completed approval.
To view all approvers, click the Multiple Approver link.
Scroll through the list to see who is in the pool. Only one person will approve.
Click the Close button.
Return to the ChartField Request page to approve and submit.
Click the Return button.
Remember, you must approve first to send to your Business Manager or Financial Officer.
When your workflow is all set, select the Approve list item.
Click the Go button.
The status of the request is updated.
To view, click the View Approval Flow link.
The Approval flow shows that you have approved and it is ready for the new approver you inserted.
Additional Information:
The requester may also monitor the progress of the request by going back to the same page and entering the request ID assigned at the time of creation.
Tutorial Resources
Finance Department Maintenance Checklists