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NWU KFS Chart of Accounts (COA)

General manual

Document Summary

Product Owner Hanlie Venter

Editor Chimoné Barends

Date 2014/12/01

Time 10:00 AM

Template Verbose

Table of Contents

1. Chart of Accounts (COA)

2. Chart

3. Organization

4. Account

4.1. Account Type Code

4.2. Source of Funds

4.3. Fund Group Code

4.4. Sub-Fund Group Type

4.5. Higher Education Function Code

4.6. Vat Recovery Rate

4.7. Account Group Code

5. Object Code

5.1. Object Type Code

5.1.1. Transfer Object Types

5.1.2. Special Object Types for Cash Flow Statement

5.2. Basic Accounting Category Code

5.3. Object Level Code

5.4. Object Code Consolidation Code

5.5. Object Sub-Type Code

5.6. Vat Income Rate

NWU KFS Chart of Accounts (COA) Page: 2 of 19

1. Chart of Accounts (COA)

Chart of Accounts (COA) is the set of tables that define the codes and coding structures within KFS, such

as Chart, Accounts, Organizations and Object Codes that are all part of the COA.

The COA exists primarily to support and validate entries into the General Ledger (GL). For example,

transactions cannot be applied to an account in the GL unless that account first exists in the COA.

The main elements of the Chart of Accounts consist of:

o Chart = Campus

o Organization = OU code

o Account = Activity

o Object = Account

Each of the above mentioned elements play a role in reporting, workflow or the capturing of transactions.

A transaction needs three of the abovementioned elements (segments) to be valid and proceed in the

process.


Chart Account O bject

2. Chart

Define the valid charts that make up the high-level structure of the KFS Chart of Accounts.

Accounts and Object Codes are associated with a chart.

Chart is represented in KFS by a one character code.

At the NWU the Chart represents the different campuses.

Each Chart has an “owner” - Campus Chart Manager.

Values:


Chart Code Chart Description

I In s titu s io n a l O ffic e

M M a fik e n g C a m p u s

N N o rth -W e s t U n iv e rs ity

P P o tc h e fs tro o m C a m p u s

V V a a l T r ia n g le C a m p u s

3. Organization

The Organization defines the entities representing units at many different levels within the institution.

Organization is an important part of the Chart of Accounts and the Organization hierarchy is frequently

leveraged by KFS for use in workflow and reporting.

The Organization hierarchy is defined using the Organization “Reports to Chart and Organization Code”.

At the NWU the Organization represents the Organization unit - a unique four-digit code created and

assigned by HR. Organization in KFS will be the same as in HR.

The Organization manager is the person responsible for the Organization. However, this is not the person

who receives the workflow items.

The Organization Type is used to categorize Organizations for reporting purposes. The Organization types

are created and assigned by HR.

The Organization in KFS only represents the hierarchy and does not form part of the accounting string.

The Values for Organization Account Type Codes:

Organization Type Code Organization Type Name

C CAMPUS

CAM Campus

CEN Centre

CREC Campus Rector

DEP Department

DIV Division

FAC Faculty

FDEP Faculty department

GRO Group

INST Institute

N NOT OFFICIAL

PAR Parent Organization

R RESPONSIBILITY CENTER

RCE Research Centre Of Excellence

RE Research Entity

RES Residence

RFA Research Focus Area

RNA Research Niche Area

RU Research Unit

SCH School

SDEP School Department

SRE Sub-Research Entity

SUBD Sub Department

SUBS Sub School

U UNIVERSITY

VIC Vice Chancellor

4. Account


An account is used to identify a pool of funds assigned to a specific university organizational entity for a

specific purpose.

An account has many different attributes associated with it that often determine how the KFS allows you to

use that account in transactions. It also has attributes associated with it for reporting purposes.

The account number is a seven-digit code.

An account is unique and is associated with and Organization. Not making use of generic accounts within

KFS.

Attributes of Account: These attributes are powerful features that can expand the reporting capabilities of the system.

By understanding the different attributes, their meaning and purpose the users will be empowered and that

will contribute to a better understanding of why certain rules apply.

4.1. Account Type Code:

o The Account Type Code classifies/categorize the accounts by their nature and according to certain

criteria e.g. 1) Conducting research 2) having a contract.

o The criteria ensure that newly created accounts with certain features and the same nature (as in

the abovementioned example) will have the same Account Type Code.

o The Account Type Code is used for sorting and reporting purposes.

o At NWU the Account Type Code represent classes of accounts e.g. the Account Type Code for all

NRF research accounts is an “S”.

o The Account Type Code form part of the account number – the sight value will assist users in

identifying the different types of accounts.

Values of Account Type Code/Name:

Account Type Code

Account Type Name Account Type Code Explanation/Criteria

A OFFICE ADMINISTRATION (SOF 1) Old G000001 activity. Account where general office expenses are booked including the salary expenses of the department.

B EXTERNAL All third stream income activities which are not associated with research e.g. consultations.

C SHORT COURSES Short courses presented by the University. Short course can either be ICAS approved or not.

D SUBSIDISED RESEARCH Research that is supported by subsidy/tuition fees

F STAFF DEVELOPMENT Income received for internal services (assisting with classes at other faculties etc.) delivered by individual staff members is hosted here. The funds can be used by that individual for professional development.

ET TEACHING EARMARKED GRANTS (NO VAT)

Grants received from DHET for specified teaching programs. Program should adhere to stipulations given by DHET.

EB TEACHING EARMARKED GRANTS (VAT 12.5%)

Grants received from DHET for specified teaching supporting programs. Program should adhere to stipulations given by DHET.

ER RESEARCH EARMARKED GRANTS (NO VAT)

Grants received from DHET for specified research programs. Program should adhere to stipulations given by DHET.

ER RESEARCH EARMARKED GRANTS (VAT 12.5%)

Grants received from DHET for specified research supporting programs. Program should adhere to stipulations given by DHET.


EF FOUNDATION EARMARKED GRANTS (NO VAT)

Earmarked grants received from DHET for supporting Foundation phase programs. Program should adhere to stipulations given by DHET.

EC CLINICAL TRAINING EARMARKED GRANTS (NO VAT)

Earmarked grants received from DHET for supporting under graduate clinical teaching. Program should adhere to stipulations given by DHET.

EA ANIMAL HEALTH EARMARKED GRANTS (NO VAT)

Earmarked grants received from DHET for supporting under graduate Veterinary Sciences teaching. Program should adhere to stipulations given by DHET.

G SUBSIDY Activities funded by subsidy/tuition fees which are not associated with the general administration of the department.

GA FIXED ASSETS Centrally used. Transactions and balances associated with fixed assets are hosted here.

GB MERIT BONUS PROVISION Centrally used. Human Capital uses these activities for booking merit bonus associated transactions.

GC SALARY ADJUSTMENT PROVISION Centrally used. Human Capital uses these activities for booking salary adjustment associated transactions.

GD FACULTY SUPPORT Include all old G000002 (Examiners), G000003 (Staff Development) and G000004 (Research Support) activities. General activities associated with the Dean’s office.

GF AD HOC FRINGE BENEFIT PROVISION Centrally used. Human Capital uses these activities for booking ad hoc fringe benefit provision transactions.

GG INDIRECT COST RECOVERED All indirect cost that should be recovered from projects must be posted to this account.

GH PROJECT SURPLUS DISTRIBUTION (PREVIOUSLY 30% DISTRIBUTION)

Surpluses from projects, allocated to the school/research entity are posted here. These surpluses are calculated by MAS at the closing of a project.

GJ FACULTY PROJECT SURPLUS DISTRIBUTION (PREVIOUSLY 10% DISTRIBUTION)

Surpluses from projects, allocated to the faculty are posted here. These surpluses are calculated by MAS at the closing of a project.

GL LEAVE GRATIFICATION PROVISION Centrally used. Human Capital uses these activities for booking leave gratification provision transactions.

GM MEDICAL PENSIONERS PROVISION Centrally used. Human Capital uses these activities for booking medical pensioners provision transactions.

GP PERSONNEL PROVISION (MEDICAL) Centrally used. Human Capital uses these activities for booking personnel provision (medical) transactions.

GQ CENTRAL ZERO ACTIVITIES Centrally used. Accounting combinations which were the same for all campuses and were associated with specific transactions were linked against a zero cost centre at each campus e.g. cashiers receipts “bank account”.

GS STRATEGIC FUNDS Strategic funds budgeted for in a budget year are allocated to this account. Strategic funds support the NWU’s strategic direction for that specific budget year. These funds are allocated to each budget unit from where the distribution is administrated. Quarterly reports to IM are generated for these funds.

GW WORKMAN’S COMPENSATION COMMISSION

Centrally used. Human Capital uses these activities for booking workman’s compensation commission associated transactions.


GX UNDEFINED PROJECT BUDGETS – 2 Accounts that are used during budget process to accommodate the budget of foreseen SOF 2 projects.

GY UNDEFINED PROJECT BUDGETS – 3 Accounts that are used during budget process to accommodate the budget of foreseen SOF 3 projects.

GZ UNDEFINED PROJECT BUDGETS – 5 Accounts that are used during budget process to accommodate the budget of foreseen SOF 5 projects.

H HOSTELS All Residence and Catering Services accounts. Each one is unique.

K IREA Institutional Research Excellence Award

KT ITEA Institutional Teaching Excellence Award

KG IREA/ITEA GENERAL - RESERVE Institutional Research / Teaching Excellence Award reserve. A repository for balances of ITEA / IREA accounts for which the “owners” are no longer employed by the University.

M BURSARIES (FSS) Bursary funds administrated by Financial Support Services.

P PROJECTS – NOT RESEARCH All third stream income activities which are not associated with research. Profit sharing is allowed.

PQ THRIP – INDUSTRY – PROJECT Funding received from the industry partner for research conducted as a partnership between the NRF and Industry. Profit sharing is allowed.

PR PRIVATE RESEARCH – PROJECT Research funded by a grant (similar to donations) to enhance University’s skills – no deliverable to industry. Profit sharing is allowed.

PS NRF - PROJECT National Research Foundation (NRF) research awards. Profit sharing is allowed.

PU GOVERNMENT RESEARCH (OLD RG) – PROJECT

Research supported by governmental departments e.g. DST. Profit sharing is allowed.

PV MEDICAL RESEARCH COUNCIL – PROJECT

Medical Research Council (MRC) research awards. Profit sharing is allowed.

PW WATER RESEARCH COUNCIL – PROJECT

Water Research Council (WRC) research awards. Profit sharing is allowed.

PX RESEARCH CONTRACT – PROJECT Research leading to a deliverable result to the Industry. Contracts/invoices apply. Profit sharing is allowed.

Q THRIP – INDUSTRY Funding received from the Industry partner for research conducted as a partnership between the NRF and Industry.

R PRIVATE RESEARCH Research funded by a grant (similar to donations) to enhance University’s skills – no deliverable to Industry.

S NRF All National Research Foundation (NRF) research awards. Including Thrip, Thuthuka, Rated Research, etc.

TR INSTITUTION CONTRIBUTION: INCENTIVE FUNDING

NWU’s contribution to NRF Rated Researcher’s Incentive funding.

T INSTITUTION CONTRIBUTION: THUTHUKA

NWU’s contribution to NRF Thuthuka research funding.

U GOVERNMENT RESEARCH (OLD RG) Research supported by governmental departments e.g. DST.

V MEDICAL RESEARCH COUNCIL Medical Research Council (MRC) research awards.

W WATER RESEARCH COUNCIL Water Research Council (WRC) research awards.

X RESEARCH CONTRACTS Research leading to a deliverable result to the Industry. Contracts/invoices apply.

4.2. Source of Funds


The Source of Funds code indicates the origin of the income on a specific account.

Values for Source of Funds codes are:

Source of Funds Code

Source of Funds Description

1 SUBSIDY/TUITION FEES/ITEA/IREA

2 RESEARCH COUNCILS E.G. NRF, MRC, WRC ETC.

3 EXTERNAL FUNDS - INDUSTRY

4 INVESTMENT INCOME

5 EXTERNAL FUNDS - FOREIGN FUNDS

4.3. Fund Group Code

The Fund Group is used to define the broadest category of funds. Fund group defines the

control/discretion (“authority”) of the council over the funds in a specific account.

The Department of Higher Education and Training requires fund accounting reports. To comply with

that every account must be assigned to a specific fund presenting the control/discretion of the

institution’s council over the funds in that account.

The Fund Group is used for reporting and business rules.

Note that the Fund Group is an attribute of the Sub-Fund Group.

Values for Fund Group are:

Fund Group Code Fund Group Name Fund Group Explanation

UN UNRESTRICTED Funds that may be used for any purpose the council deems necessary.

DS DESIGNATED Funds for which the council stipulates a specific use, thereby “designating” that funds for that purpose only.

RC RESTRICTED – CONTRACT

Funds that are received by the Institution for a specific purpose and must be used only for that purpose. A contract is involved which stipulates the benefits deriving from the activity undertaken will accrue the third party.

RE RESTRICTED – DONATIONS

Funds that are received via a donation for a specific purpose and must be used only for that purpose. There is normally no clause requiring the institution to accrue any benefits deriving from the activity to the donor.

RL RESTRICTED – STUDENT LOANS

Funds that are received by the Institution for a specific purpose and must be used only for that purpose – in this instance student loans.

AC RESTRICTED – RESIDENCES

Institutional residences are separate funding entities and need to be separately identified and are grouped as restricted funds.

PP FIXED ASSETS FUND Funds invested in fixed properties, moveable property, construction and movable assets in progress.

FA FIXED ASSETS ADDITIONS & RENEWALS

Funds set aside for the renewal and replacement of the Institutional fixed assets.

AS AVAILABLE FOR SALE RESERVE

Gains or losses from revaluation of the available for sale assets (represent securities and other financial investments) are put through a reserve in shareholders’ funds.


4.4. Sub-Fund Group Code Since the funds group defines the control/discretion (“authority”) of the council over the funds in a

specific account the Sub-Fund Group Code refines the fund groups into more specific categories.

For example the fund group designated funds (DS) is divided into

DSSUP (support department’s activities of which the funds are designated,

DSACA (academic department’s activities of which the funds are designated and

DSSTU (student activities of which the funds are designated).

Sub-Fund Group may be used for business rules on the KFS transactional documents.

For example: In an account were student bursaries are administrated the creation of a requisition to

acquire stationary is not allowed. Thus the business rules of requisitions in KFS will ensure that on

accounts with a sub-fund of REBUR (restricted donations: bursaries) requisitions will not be allowed.

Fund Group Code

Sub-fund Group Code

Description Explanation

UN UNBUF UNRESTRICTED: BUFFER Funds that may be used for any purpose the council deems necessary. Kept as buffers for unforeseen expenses in future.

UN UNGEN UNRESTRICTED: GENERAL Funds that may be used for any purpose the council deems necessary.

DS DSSTU DESIGNATED: STUDENT ACTIVITIES

Funds for which the council stipulates a specific use, thereby “designating” that funds for that purpose only. E.g. Student council, sport clubs etc.

DS DSSUP DESIGNATED: SUPPORT ACTIVITIES

Funds for which the council stipulates a specific use, thereby “designating” that funds for that purpose only. E.g. Financial administration, office of the registrar, technical services etc.

DS DSACA DESIGNATED: ACADEMIC ACTIVITIES

Funds for which the council stipulates a specific use, thereby “designating” that funds for that purpose only. E.g. departmental funds of all school etc.

DS DSRES DESIGNATED: RESEARCH ACTIVITIES

Funds for which the council stipulates a specific use, thereby “designating” that funds for that purpose only. E.g. all subsidized research activities, ITEA, IREA, other research (no contract) etc.

DS DSIND DESIGNATED: INDEPENDENT ENTERPRISES

Funds for which the council stipulates a specific use, thereby “designating” that funds for that purpose only. E.g. all operations that are independent of the primary programs (tuition & research) of the university for e.g. Quest, etc.

DS DSBUR DESIGNATED: BURSARIES Funds for which the council stipulates a specific use, thereby “designating” that funds for that purpose only. E.g. under and post graduate bursaries.

RC RCGEN RESTRICTED - CONTRACT: GENERAL

Funds that are received by the Institution for a specific purpose and must be used only for that purpose. A contract is involved which stipulates the benefits deriving from the activity undertaken will accrue the third party. Activities not involving research actions.

RC RCRES RESTRICTED - CONTRACT: RESEARCH

Funds that are received by the Institution for a specific purpose and must be used only for that purpose. A contract is involved which stipulates the benefits deriving from the activity undertaken will accrue the third party. Activities with research activities e.g. NRF, MRC etc.

RE REGEN RESTRICTED - DONATIONS: GENERAL

Funds that are received via a donation for a specific purpose and must be used only for that purpose. There is normally no clause requiring the Institution to accrue


any benefits deriving from the activity to the donor.

RE REBUR RESTRICTED - DONATIONS: BURSARIES

Funds that are received via a donation for a specific purpose and must be used only for that purpose. There is normally no clause requiring the Institution to accrue any benefits deriving from the activity to the donor. Donations awarded for bursaries.

RE RESTU RESTRICTED - DONATIONS: STUDENT ACTIVITIES

Funds that are received via a donation for a specific purpose and must be used only for that purpose. There is normally no clause requiring the Institution to accrue any benefits deriving from the activity to the donor. Student activities such as RAG, SRCS etc.

RL RLSTL RESTRICTED - STUDENT LOANS

Funds that are received by the Institution for a specific purpose and must be used only for that purpose – in this instance student loans.

AC ACCOM RESTRICTED - RESIDENCE Institutional residence and catering are separate funding entities and need to be separately identified and are grouped as restricted funds.

PP PPEF FIXED ASSETS FUND Funds invested in fixed properties, moveable property, construction and moveable assets in progress.

FA FAADR FIXED ASSETS - ADDITIONS & RENEWALS

Funds set aside for the renewal and replacement of the Institutional fixed assets.

AS AFSR AVAILABLE FOR SALE RESERVE

Gains or losses from revaluation of the available for sale assets (represent securities and other financial investments) are put through a reserve in shareholders’ funds.

4.5. Higher Education Function Code The Higher Education Function Code is used to classify the purpose of an account. The code identifies

the activities associated with an account such as instruction, research, hostel fund etc.

This information aids in reporting, and in some cases, may determine applicable business rules.

Values for Higher Education Function:

Higher Education Function Code

Higher Education Function Name

Explanation

1.1 FORMAL INSTRUCTION All instructional offerings which form part of the Institution’s formal degree/diploma/certificate programs.

2.0 RESEARCH All Activities intended to produce one or more research outcomes including the creation of knowledge, re-organizing of knowledge, and the application of knowledge.

3.0 COMMUNITY SERVICES Activities carried out to make available to the public the various unique resources and capabilities of the institution for the specific purpose of responding to a community need or solving a community problem.

4.1 LIBRARY All activities that directly support the collection, cataloguing, storage and distribution of published material in support of one or more of the institution’s primary programs.

4.2 MUSEUM & ARCHIVE SERVICES Activities related to the collection, preservation and exhibition of materials other than library material that support the instruction, research and community service programs

4.4 ACADEMIC COMPUTER SERVICES

Computers services that have been established to provide direct support for the primary programs – instruction, research and community services. Thus the central computer service used by academic staff.

4.5 ACADEMIC SUPPORT SERVICES Support services that have been established to provide direct


support for the primary programs – instruction, research and community services e.g. electronic services, electron microscope, animal research centre etc.

4.6 ACADEMIC ADMINISTRATION Activities that provide administrative and management support specifically for the academic programs such as activities which provide secretarial and administrative services to deans and heads of academic departments.

5.1 STUDENT SERVICES All activities carried out with the objective of contributing to the emotional and physical well-being of the students as well as to their intellectual, cultural and social development outside the context of the formal instruction program.

6.1 TOP MANAGEMENT All executive-level activities concerned with the overall management of, and long-range planning for, the entire institution. Included are activities of the senior officers involved in policy formulation and executive direction e.g. Activities of rectors, registrar’s, vice-councilor, etc.

6.2 FINANCIAL ADMINISTRATION Activities related to the day-to-day financial management and fiscal operations of the Institution.

6.3 ADMINISTRATION OF BURSARIES

Activities related to the administration (advertising, award, payment and recovery) of bursaries.

6.4 GENERAL ADMINISTRATION AND LOGISTICAL SERVICES

Activities related to the general administrative operations and services of the University. Included are health and safety services, personnel management and support, transport services, communication services, facilities management.

6.5 STUDENT ADMISSIONS, STUDENT RECORDS AND EXAMINATION ADMINISTRATION

Activities related to the administration of applications, registration, maintenance of records and administration of examinations of students.

6.6 ADMINISTRATIVE COMPUTER SERVICES

Computer services that have been established to provide support for institution-wide administrative functions.

6.7 PUBLIC COMMUNICATION & FUNDRAISING

Institutional activities established to maintain good relations with the local community, the Institution’s alumni, and the public in general, those activities carried out to support fund raising and development efforts, as well as the active recruitment of students for admission to the University.

7.1 ADMINISTRATION OF OPERATING AND MAINTENANCE OF REAL ESTATE & PLANT

Activities related to the administering and maintaining existing grounds and facilities, providing utility services, and planning and design of future expansions and modifications. Activities includes are administration of the operation and maintenance of physical plant, building maintenance, custodial services, utilities (gas water, air-conditioning etc.), landscape and ground maintenance.

8.1 UNDERGRADUATE BURSARIES Includes all bursaries provided for undergraduate level students.

8.2 POST GRADUATE BURSARIES Include all bursaries provided for post-graduate level students.

9.1 STUDENT HOUSING & FOOD SERVICES

Include activities related to providing housing facilities for students as well as activities related to the provision of food and eating facilities for students.

11.1 INDEPENDENT OPERATIONS Includes those operations that are independent of, or related to, the primary programs (1.1, 2.0 and 3.0) of the University. For example: Quest Conference Centre.

4.6. Vat Recovery Rate The Vat Recovery rate indicates the percentage of the expenses that may be recovered from SARS.

For each account this rate will be confirmed by the Tax manager according to information provided by

the account requestor.


Values for Vat Recovery Rate are:

Category PercentageApportionment 12.5

Exempt 0

Research 50

Standard 100

4.7. Account Group Code The Account Group divides the organization into smaller parts to assist the grouping of accounts with

the same purpose or course.

The Account Group was created for reporting purposes. The Account Group can be compared to the

Oracle Cost Centre.

Example of Account Group:

Account Group Account Group Name ParentP1010 MC FINANCIAL ACCOUNTING P1010

10100 FINANCIAL ACCOUNTING P1010

P1024 MC SCHOOL OF AGRICULTURAL SCIENCES P1024

10250 SCHOOL OF AGRICULTURAL SCIENCES P1024

5. Object Code

An Object Code classifies all financial activities based on accounting principles into detailed categories of

income, expense, asset, liability, and fund balances that are assigned to transactions.

Object Codes represent all income, expense, asset, liability and fund balance classifications that are

assigned to transactions and help identify the nature of the transaction.

Object Codes are specific to a chart and a fiscal year and contain several attributes throughout KFS for

financial reporting at the detail and consolidated levels. Attributes of objects are:


5.1. Object Type Code:

The Object Type defines the general use of an object code; such as income, asset, expense, or

liability.

In addition, the Object Type codes are grouped into the basic accounting category codes for reporting

purposes and in business processes used by the System Options table.

Values for Object Types are:

Object Type Code

Object Type Name

AS ASSET

CH CASH NOT INCOME

EE EXPENDITURE NOT EXPENSE

ES EXPENSE NOT EXPENDITURE

EX EXPENSE EXPENDITURE

FB FUND BALANCE

IC INCOME NOT CASH

IN INCOME-CASH

LI LIABILITY

TE TRANSFER OF FUNDS – EXPENSE

TI TRANSFER OF FUNDS – INCOME

5.1.1. Transfer Object Types:

Transfer of Income (TI) represents the “income” received via a transfer of funds (TF)

electronic document.

Transfer of Expense (TE) represents the “expense” when money is transfer to another

account via a transfer of funds (TF) electronic document.

5.1.2. Special Object Types for Cash Flow Statement:

Expenditure not Expense (EE): EE represents expenditures that are not for expenses.

Examples include: capital assets (not expensed).

Expense not Expenditure (ES): ES represents transactions that result in expense charges

but did not require expenditure of funds. These are usually accruals. Examples include:

accrued sick pay, accrued vacation, amortizations, and bad debt expense.

Cash not Income (CH): CH is cash receipts that are not income. Examples include:

collections of receivables or sale of investment assets.

Income not Cash (IC): IC represents transactions that result in income but did not require

the receipt of funds. Examples include: amounts billed as accounts receivable, land or

equipment received as a gift and allocations of deferred revenue to income.

Object type debit/credit code - objects “act” in accordance with their accounting nature.

Object Type Code Object Type Name Object Type Debit Credit CodeAS ASSET D (Debit)

CH CASH NOT INCOME C (Credit)


EE EXPENDITURE NOT EXPENSE D (Debit)

ES EXPENSE NOT EXPENDITURE D (Debit)

EX EXPENSE EXPENDITURE D (Debit)

FB FUND BALANCE C (Credit)

IC INCOME NOT CASH C (Credit)

IN INCOME-CASH C (Credit)

LI LIABILITY C (Credit)

TE TRANSFER OF FUNDS – EXPENSE D (Debit)

TI TRANSFER OF FUNDS – INCOME C (Credit)

5.2. Basic Accounting Category Code

The Basic Accounting Category Code is an attribute of the Object Type and it groups the Object Type

codes into the basic accounting categories for reporting purposes.

Basic Accounting Category Code Basic Accounting Category DescriptionAS ASSET

EX EXPENSE EXPENDITURE

FB FUND BALANCE

IN INCOME-CASH

LI LIABILITY

5.3. Object Level Code

The Object Level Code groups object codes into categories for reporting. Assist the reporting of IDU and

internal reports as well as all the official reporting to DHET.

All balance sheet object code’s level code begins with a “B”. The Object Level Code of all income

statement Object Codes start with an “I”.

Values for Object Level Codes:

Level Code Object Level NameB11 FIXED ASSETS

B12 INTANGIBLE ASSETS

B13 INVESTMENTS

B14 INVESTMENT PROPERTIES

B15 INVESTMENTS IN ASSOCIATES

B16 PENSION RESERVE FUNDS

B17 DISABILITY RESERVE FUNDS

B21 INVENTORY

B22 DEBTORS

B23 CASH

B31 FIXED ASSET FUND (PPE FUND)


B32 ADDITIONS & RENEWAL FUND

B33 STUDENT LOANS FUND

B34 RESIDENCE FUNDS

B35 TRUST FUNDS

B36 RESEARCH & CONTRACT FUNDS

B37 AVAILABLE FOR SALE RESERVE

B38 UNRESTRICTED FUND

B39 ENCUMBRANCE RESERVE FUND

B41 LT LOANS

B42 POST EMPLOYMENT

B43 DEFERRED INCOME

B51 TRADE CREDITORS

B52 STUDENT DEP & PREPAID

I11 SUBSIDY

I12 TUITION

I13A STATE RESEARCH

I13B CONTRACT RESEARCH

I14 CONTRACT INCOME

I15A INCOME RCS

I15B SALES OF GOODS & SERVICES

I16 GIFTS AND GRANTS

I17 INVESTMENT INCOME

I18 INTERNAL INCOME

I18A INTERNAL INCOME RCS

I21 PROFIT/LOST ASSETS

I22 PROFIT/LOSS INVESTMENTS

I23 SHARE – ASSOCIATES

I24 OTHER COMPT INCOME (OCI)

I31A PERMANENT SALARIES

I31B TEMPORARY SALARIES

I31C AD HOC PAYMENTS

I31D LEAVE PROVISIONS

I31E OTHER SALARIES

I32 OPERATING COST

I33 LARGE SCALE MAINENANCE

I34 DEPRECIATION

I35 AMORTISATION

I36 FINANCE COST

I41 PENSION & DISABILITY TRANSACTIONS

I42B BOOKS & PERIODICALS

IFAA FA EXPENDITURE BUILDINGS

IFAB FA EXPENDITURE OTHER

IFAI FA EXPENDITURE TRANSFER

IIR REDEMPTION

RE RESERVES

TRAN TRANSFERS

5.4. Object Code Consolidation Code


Object Code Consolidation Code is an attribute of the Object Level and it further groups the object level

codes into the higher object summary. For example, you might define Permanent salaries and Ad hoc

salaries as separate levels but both report to the consolidation code Salaries.

The code enables you to report the object code balances in summary and set business rules for the

transactional documents or processes.

Values for the Object Consolidation Code are:

Consolidation Code Consolidation Object NameSALA D~SALARIES

OPER D~OPERATING

CAPI D~CAPITAL

NEXP D~NON-CURRENT EXPENDITURE

CINC C~CURRENT INCOME

NINC C~NON-CURRENT INCOME

NCAS D~NON-CURRENT ASSETS

CAS D~CURRENT ASSETS

FUND C~FUNDS

NLIA C~NON-CURRENT LIABILITIES

CLIA C~CURRENT LIABILITIES

TRSF D~TRANSFERS

5.5. Object Sub-Type Code The Object Sub-Type is used to further refine object type. Object Sub-Type can be used for reporting

and in some instances for the establishment of business rules on transaction documents (for example,

a document might restrict the use of object codes belonging to a certain object sub-type).

The Object Sub-Type Codes are extensively used by the system in particular, by CAM (Capital Asset

Manager) and CAB (Capital Asset Builder). Values for object sub-types

The Object Sub-Type of all objects that belong to the object type “assets” will start with an “A”. The

sub-types of “liabilities” will begin with an “L”.

Values for object sub-types are:

Object Sub-Type Code

Object Sub-Type Name Object Type Code

A1 LAND AS

A2 BUILDING & IMPROVEMENTS AS

A3 SYNTH HOCKEY - BASE AS

A4 SYNTH HOCKEY - SURFACE AS

A5 VEHICHLES AS

A6 FURNITURE AS

A7 LAB EQUIPMENT AS

A8 SPES EQUIPMENT AS

A9 COMPUTER AS

A0 COMPUTER - OTHER AS

F1 ASSETS NOT CAPITALIZED AS

AT INTANGIBLE ASSETS AS

AP INVESTMENT PROPERTIES AS

AN INVESTMENTS AS

AW INVESTMENT IN ASSOCIATES AS


AX PENSION/DISABILITY RESERVE FUND AS

AI INVENTORY AS

AR ACCOUNTS RECEIVABLE CONTROL AS

AS STUDENT DEBTORS AS

AB BAD DEBT PROVISION AS

AV INPUT VAT AS

AA PREPAYMENTS & ADVANCES AS

AD OTHER DEBTORS AS

AQ ASSETS OTHER AS

AM SHORT TERM INVESTMENTS - MONEY MARKET AS

AC SHORT TERM INVESTMENTS - BANK ACCOUNTS AS

AK SHORT TERM INVESTMENTS - OTHER AS

AZ SHORT TERM INVESTMENTS - PETTY CASH AS

AY INTER ACCOUNT AS

FB FUNDS FB

LB BORROWINGS - INTEREST BEARING LI

LE POST-EMPLOYMENT BENEFITS/OBLIGATIONS LI

LD DEFERRED INCOME LI

LA ACCOUNTS PAYABLE LI

LV OUTPUT VAT LI

LP OTHER CREDITORS - PAYROLL LI

LC OTHER CREDITORS - GENERAL LI

LS STUDENT DEPOSITS AND INCOME IN ADVANCE LI

SA SALARIES EX

EX EXPENSES EX

BR STUDENT - BURSARIES EX

MT INTERNAL TRANSFERS EX

BP BAD DEBT PROVISION/WRITTEN OFF EX

RP RENT BUILDINGS EX

RE RENT EQUIPMENT EX

IP INTERNAL INTEREST PAID EX

SO SERVICES OUTSOURCED EX

IW INVENTORY WRITTEN OFF EX

MA MAINTENANCE EX

DP DEPRECIATION ES

FE CAPITAL EXP EXPENSED EX

FO CAPITAL EXPENSES - OTHER EE

SU STATE APPR - SUBSIDIES & GRANTS RECURR IN

TF TUITION FEE INCOME IN

SR STATE - RESEARCH INCOME IN

CR CONTRACT - INCOME RESEARCH IN

CO CONTRACT - INCOME OTHER IN

SH INCOME RESIDENCE & CATERING IN

SL SALES / INCOME - GENERAL IN

GR PRIVATE GIFTS & GRANTS - RESEARCH IN

GO PRIVATE GIFTS & GRANTS - OTHER IN

IV INVESTMENT INCOME IN

IC INTERNAL INCOME IN

IR INTERNAL INTEREST RECEIVED IN

BD BAD DEBT RECOVERED IN

BI BURSARY INCOME (OUTSIDE SPONSORED) IN


CA CAPITALIZATION IN

PF PROFIT/LOSS ON DISPOSAL OF PPE IN

PI PROFIT/LOSS ON INVESTMENT IN

PA PROFIT/LOSS IN ASSOCIATES IN

5.6. Vat Income Rate

Each object has a Vat Income Rate category.

The category determines if Vat maybe recovered when using this object in transactions in KFS.

Category PercentageExempt 0

Standard 14

Zero rated 0


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