Tips:

Review Activity on ChartField1 and Program Code

ChartField1 and Program...

ChartField1 (CF1) is for the activity within the unit (e.g. it provides the granularity for reporting or analysis). For example, ChartField1 #1134 Description is Faculty #1. ChartField1 is also used to track payroll transactions that are in suspense using the value SUSP. Most ChartField1 values are generically labled and intended to be reused. Review the list of existing ChartField1 values before requesting an addition.

Program can be used to unite collaborative activities across units (e.g. conference hosted by two schools and Office of Research); it provides multiple user access and reporting. For example, Program #1087 Description is Basic Sciences Seminar. Program Code is infrequently used, and is not available for all transactions like recharge units. ChartField 1 is a better choice for recharge units.

Requesting a new ChartField

  1. The Requestor (or Authorized Submitter) completes the applicable ChartField Request Form on the ChartField Request Form Selection Page.
  2. The Requestor routes the form for approval within the school or unit (per the school- or unit-determined approval process).
  3. An Authorized Submitter, who has been pre-registered to request ChartField changes for the school or unit, emails the approved form to: ChartField_request@northwestern.edu.
  4. The ChartField Maintenance unit in the Accounting Office logs receipt of the form and does a preliminary review for completeness and initial coding.
  5. The form is then routed to Financial Operations IT for system update.
  6. When complete, an email from Financial Operations IT (or ChartField Maintenance) is sent to the users listed in the notify section of the form.   

Perform inquiries by ChartField1 or Program code

Navigation:  NUFinancials > General Ledger > Review Financial Information > Ledger

Ledger Inquiry Name
  1. Select Add a New Value.
  2. Create a Inquiry Name of 10 characters or less.
  3. Click Add.

Graphic of Add a New Value tab

Ledger Inquiry Criteria

There are required fields and optional criteria to select. These inquiry parameters can be changed at any time and you can create multiple inquiries.

  1. Complete these required fields:
    • Unit: NWUNV (default)
    • Ledger: select ACTUALS
    • Fiscal Year: select desired year
    • From Period/To Period: select desired period(s)
  2. Select Show YTD Balance check box.
  3. Optional,  Select Include Closing Adjustments (at year end).
  4. Optional, Select Include Adjustment Periods (if desired).
  5. Optional,  NUFinancials defaults a Sum By selection for the Account code.
  6. Enter in Program Code or ChartField1 value.
  7. Optional,  Enter Department or Project values to further filter results.
  8. Click Save to save the parameters of the inquiry.
  9. Click Search to execute the inquiry.
    • Once you save an inquiry, you will be able to search and select inquiries on the Find an Existing Value tab.

Graphic of Ledger Inquiry Criteria

Ledger Summary

The Ledger Summary displays a list of activity for a specific ChartField1 or Program Code value by Account code.  If the same Account code is used in multiple accounting periods the balance is captured in the YTD Period Balance column.

Graphic of Ledger Summary