Entering a ChartField Request in NUFinancials

This guide explains how to prepare for and submit a request for a new or modified ChartField in NUFinancials.

Overview - Add a ChartField

A new ChartField (or chart string) is requested when an existing ChartField value or management chart string does not meet a need to capture unique financial activity for appropriate monitoring or financial accounting purposes. ChartField Request supports requests primarily for new Department IDs, Project IDs (non-sponsored), Program Codes, ChartField1 values, or Account codes.

Before adding a request, you should:

• Identify the need for a new ChartField.
• Identify the type of financial activity to be recorded and management responsibility.
• Review existing ChartFields and chart strings to match activity to appropriate values.
• If values are not found, request a new value.

ChartField Request also supports updating of these fields (including Inactivation, Descriptions, or Effective Dates).

Requests to add or update ChartFields can be made by any user of NUFinancials, but requests need to be approved by the department before they are reviewed by the ChartField Maintenance team. 

Navigate to ChartField Request

Navigation: NUFinancials > NavBar > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Request

Alternatively, you can login from the NUPortal and navigate to the request. Once in NUFinancials, open the Accounting/Budget home page and click on the ChartField Request tile or use the Navigator and click Set-up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values> ChartField Request.

Create a Request for a Department ID

To create a request, you must enter Field Name, Field Action and Field Value (except for Project ID) in Add a New Value. Complete all three fields for Department ID, Account Code, Program Code, CF1 Code, and Fund code. For Project ID, do not enter a Field Value as it will be assigned sequentially. (see subsequent section labeled Create a Request for a Project ID)

In this example, we will request a new Department ID.

Step 1: Add a Field Name

Select to Add a New Value. In Field Name drop-down menu, review Field Name options. Choose from the following:

• Account
• ChartField1
• DeptID
• Fund Code
• Program Code
• Project ID

Each of these fields requires slightly different information to submit.

Step 2: Select a Field Action

You have the choice to Add a new field request or Update an existing field already entered. 

Step 3: Enter a New Field Value

A numerical field value should be entered to provide the system with a unique identifier for the request. When entering a value, the system checks for its uniqueness. It provides the message “No matching values were found” if it is unique. Please make sure to enter the appropriate number of digits to match the current chart of accounts structure for the specific field type.

Step 4: Click Add

This action takes you to a screen where further information about the request is required.

Step 5: Enter Request Information

The following example is for DEPTID Field Name. Note that the fields will differ for different field names. Enter in the information for all required fields (items with an asterisk*) in Core Information and Business Justification sections, answers the questions and save your work.

Fill in core information such as:

• Set-up Information
• Effective Date
• Description
• Budget Type
• Department cross-reference

1. A Long Description is required for DEPTID.
2. Answer all questions, as applicable.
3. Click Save to create the The status of the request changes to Newly Created.
4. Attribute values are required (See Step 6).

Step 6: Enter Attribute Information

Enter one or more lines for the ChartField Attribute Values.

1. Enter Attribute Information using the magnifying glass.
2. Click OK.
3. Click Save on main page.

You are now ready to submit the request information. 

The steps to complete requests for Account, ChartField1, Fund, and Program Code are similar to those for Department ID. To see examples of Account, ChartField1, Fund, and Program Code see Appendix B.

Complete Request Information

To route to approvers, select Submit for Approval in the Request Action drop-down. Click Go or Save to have your request routed. You will be notified if any additional information is required before submission.

After submitting the request, the status changes to Pending Approval. Click View Approval Flow to view the status of your submission.

 

Create a Request for a Project ID

When you submit a Project ID request, effective start dates and end dates for the project are required. There is also a Business Justification field related to Budget Type that is required.

Step 1: Enter Core Information for Project ID

• Start/ Effective Date: The date that the Project ID is set to start. Typically a current date, start of fiscal year, or future date.
• End Date: The date that the project will be ending. If there is not an end date, you may choose 08/31/2049 as the standard default.
• Status: Active/Inactive. If an Inactive status is given, the project will register with the system as needed.
• Department: Valid Department ID needed.
• Project Manager: Use the lookup to select a valid EmplID from a list.
• Project Type: Use the lookup to select a valid type from the list.
• Description: Enter a description (30 Characters). This description is visible in most places.
• Project Description Full description, may be the same as Description above if no additional explanation is (256 Characters)
• Long Description: The Long Description link opens up a dialog box where you will enter the complete description of your ChartField A Long Description is required.

Step 2: Enter a Business Justification

For Project IDs, a Budget type and Principal expendable amount is needed.

• Budget Type: Select Orig zero dollar, Orig specific budget attached, Not Applicable, or Spending budget attached. You should attach a budget template via the Attachment link when necessary.
• Principle Expendable Endowment: Select Yes/No.

Step 3: Answer Questions

These questions are mandatory (items with an asterisk*) or best practice. They have been created to determine the nature of your request for approval purposes. In the field requesting notifying emails, the addresses should be delimited with a semi-colon.

Step 4: Save Your Entries

You must save your entries before entering Attribute data. Click Save at the bottom of the screen.

Step 5: Enter Attributes

Click the Attributes link to bring up the ChartField Attributes screen. Enter ChartField Attribute and ChartField Attribute Values from look-ups.

Note: The attributes required differ for each ChartField type differ. Please see the Appendix A: Common Field Description by Request Type for more information.

Step 6: Request Action

To route to approvers, select Submit for Approval in the Request Action drop-down. You can click either Go or Save to have your request routed.

After submitting the request status changes to Pending Approval, click View Approval Flow to view the status of your submission. See section below on adding a new approver for how to monitor, modify, or stop a request.

Add an Additional Approver or Reviewer

You can add an approver to the workflow, as appropriate.

To add a new approver at a given point in an Approver workflow:

1. Click on the plus sign between approval gates. A dialog opens where you can add a person to the workflow. You can look the person up by name or NetID. Then select to have the person added as an Approver who must approve the request or a Reviewer who came only review the request.

Note: An Approver has the ability to Approve or Deny the request. A Reviewer may only review the approval workflow.

2. Enter the User ID for Approver/Reviewer.
3. Click Insert. The new Approver/Reviewer will appear at the point where you have clicked.

4. Click Save Approval Flow Changes to save your Alternately, you can click the minus sign to delete the approver.
5. Click Start New Path to place the New Reviewer/Approver at the end of the path.

 

You can view but not edit comments directed toward approvers in the Approval Flow window. To edit comments, click Return and go to the Comments section in the original form.

Update a ChartField Request to resubmit

If your ChartField is returned for more information, you can edit it and resubmit.

Navigation: NUFinancials > NavBar > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Request

Search for existing requests with a Request Status of Denied. Open the request to make edits and resubmit for approvals.

Appendix A: Common Field Description by Request Type

Note: An X indicates a mandatory field for that type request. 

 

Attribute	Project ID	Account	Fund	ChartField1	Program	DeptID
Start / Effective Date	X	X	X	X	X	X
End Date	X
Status	X	X	X	X	X	X
Department	X	X	X	X	X	X
Manager	X					X
Budget Type	X					X
Project Type	X
Description	X	X	X	X	X	X
Fund	X		X			X
Short Description	X	X	X	X	X	X
Long Description	X	X	X	X	X	X
Monetary Account Type		X
Unit of Measure
Budgetary Only
Control Account
Statistical Account
Field Value	X	X	X	X	X	X
Email ID	X	X	X	X	X	X
ChartField Attribute	X	X	X		X	X

Appendix B: Other Request Type Examples

For Account Code Requests

1. Enter responsible department.
2. Enter Core Information.
3. Answer questions about Reason, Position in the hierarchy, and Contact.
4. Click Save.
5. Click Attributes. Enter information and click OK.

For ChartField1 Requests

1. Enter a unique Field Value.
2. Enter Core information including Long Description.
3. Enter the responsible Department Name.
4. Answer questions pertaining to the reason for this request along with contact information.
5. Click Save.

For Program Code Requests

1. Enter Field Value as a unique ID
2. Enter Core Information along with a Long Description.
3. Answer questions pertaining to the reason for this request along with contact information.
4. Click Save.

For Fund Code Requests

1. Enter a unique field Value ID.
2. Enter Core Information.
3. Answer questions about Reason and Contact.
4. Click Save.
5. Click Attributes. Enter information and click OK.