Tips:

Entering Chart Strings

Learn about the various alternatives available to apply chart strings to requisition lines.

Frequently Asked Questions

Fund

Required chart string fields

110-160

Fund, Dept, Account

170-199 and 300-899

Fund, Dept, Account, Project, Activity

Contents

Overview

There are two primary alternatives for entering chart strings. You use different sections of 3. Review and Submit in the eProcurement > Create Requisition menu as shown below:

1. Apply a chart string to a line, one line at-a-time

  1. Click the triangle to expand the hidden section under the line. (An expanded section appears where you enter the chart string.)

Graphic: Expand section icon

2. Apply a chart string to multiple lines, simultaneously

  1. Click the checkboxes to select all line items that take the same chart string.
  2. Or, click Select All / Deselect All to select all the line items.
  3. Click Modify Line / Shipping / Accounting. (A page appears where you enter the chart string.)

Note: You can also add multiple chart strings using multiple lines with Modify Line / Shipping / Accounting. See steps below.

Graphic: Checkboxes to select multiple lines

3. Apply one or more chart string distributions to a single line

Additionally, for any line item you can enter multiple chart string distribution lines, that is, lines where more than one chart string is applied to the line. Reasons to have more than one chart string per single line include the need to share the cost of an item across two or more departments, or the need to use two or more chart strings to cover the cost of an item. You may distribute purchases by:

You can apply multiple chart strings distributed by percentage to a single line using either the expanded section or the Modify Line / Shipping / Accounting shortcut described above. In brief, the entry for this looks like the following:

  1. Scroll right until the end of the row is visible.
  2. Click + to open a new row for the additional chart string distribution
  3. Graphic: Entry of multiple chart strings

  4. Enter second chart string code.
  5. Scroll left. Adjust the percentage values in the Percent fields.
  6. Graphic: Chart String entry using percentages

Steps for Entry

Apply a chart string to a line, one line at-a-time

The following procedure begins at the point of entering chart strings.

  1. Click the triangle to expand the hidden row under the line item.
  2. Type or lookup the Fund, Dept, and Account codes on the Chartfields1 tab. You may need to scroll right to view Account.
  3. Repeat steps for other lines in the requisition, as necessary (not pictured).

Graphic: Expand section icon and ChartField entry fields

Apply the same chart string to multiple line items, simultaneously

The following procedure begins at the point of entering chart strings.

  1. Click Select All / All Deselect All to select all the line items. (Or click only the checkboxes next to the line items to which you want to apply the chart string.)

    Graphic: Select All/Deselect All link

  2. The line items you selected are now checked. Click Modify Line /Shipping / Accounting.

    Graphic: Selected Checkboxes

  3. Type or look up and enter the Fund, Dept and Account codes on the Chartfield1 tab. As needed, ensure the PC Bus Unit shows the default value NWUNV and then enter Project and Activity codes.
  4. On the same screen, you may enter your departmental Ship To code.
    • If you are using Modify Line / Shipping /Accounting to change a chart string previously entered, do not enter a different Ship To unless you wish to overwrite the Ship To code. You do not need to specify the Ship To if you are changing the chart string only.
  5. After you have entered your chart string and Ship To code, click Apply.

    Graphic: Modify Line/Shipping/Accounting entry page

Note:

  1. The Distribution Change Options page appears. Leave the default option, in this case All Distribution Lines to apply the chart string to all selected lines. (See the table below.)
  2. Click OK to apply the chart string to your line items.
  3. You are returned to 3. Review and Submit (not pictured). Expand the triangle to view each line item; the chart string you entered should be applied to each line.

Option

Purpose / Guidelines

All Distribution Lines

Use to apply the chart string to all line items.

Matching Distribution Lines

Use when you are adding more than one chart string distribution.

Replace Distribution Lines

Use to correct or change a previously applied chart strings to selected lines.

Apply one or more chart strings for distribution by percentage

The following procedure begins at the point of entering chart strings.

After you have entered the first chart string:

  1. Scroll right until the end of the row is visible.
  2. Click to open a new row for the additional chart string distribution. A new row appears.
  3. Graphic: Chart String entry fields

  4. Enter the second chart string beginning with Fund.
  5. Scroll left until Percent is visible.
  6. Adjust the percentage values in the Percent fields, beginning with the first row. Initially the percent will be 100. Type 50 if you wish to split the cost fifty-fifty with another department, as in this training example. No percentage sign is used.
  7. Add a new line for each additional chart string distribution, as needed (not shown). For example, if the purchase is to be distributed among four chart strings, you will have distribution lines 1-4. All distributions must equal 100% of the cost of the item.
    • Note: If using the Modify Line / Shipping / Accounting shortcut, ensure you have checked only the lines to which you wish to apply the distributed chart string. Be sure to click the Matching Distribution Lines option on the Distribution Change Options page.

Apply one or more chart strings for distribution by dollar amount

The following procedure begins at the point of entering chart strings.

The Distribute By drop-down menu for Amount, used in previous versions of NUFinancials, is not currently used at the University. In order to add additional chart strings that are distributed by amount, you must submit a non-catalog special non-catalog requisition called Receive By Dollar Amount.

  1. Prior to entering the chart string in the first row, click the Graphic: Plus sign icon plus sign to open a new row for the additional distribution. Notice that the Merchandise Amt field is disabled. You cannot enter an amount.
  2. Graphic: Chart String entry fields

  3. Click the Graphic: minus sign icon minus sign to delete the first chart string distribution (top row).

    Graphic: Delete icon to delete a row

  4. Click OK to the Delete Confirmation.
  5. Notice that the effect of the deletion is that Merchandise Amt, which was initially disabled, is now available for your data entry. Now, enter your chart string beginning with Fund.
  6. Graphic: Merchandise Amt field

  7. After you have entered the first Chart string, click Graphic: Plus icon to add rows for the additional distribution(s).
  8. Graphic: ChartField Entry fields

  9. Enter costs equaling the total price of the line item in the Merchandise Amt fields. (The total amount of the line Item in this example is $20,000, with two chart string distributions of $15,000 and $5,000).
  10. Graphic: Entry for dollar amount distribution

  11. Continue to enter any remaining chart string fields.

    Graphic: Chart Field Entry fields with dollar amounts entered