Checking to see if an account code on a chartstring is open in NUFinancials

If you encounter a budget error or want to know if an account code is open on a chartstring before you decide to use it, you can use one of the methods below to figure it out.

Checking if a NON-GRANT chartstring is valid and open (security role required):
 

1. From the main menu in NUFinancials, navigate to: NavBar > Navigator > Commitment Control > Review Budget Activities > Budget Details
2. Select the Ledger Group Non-Grant Detail Ledgers (KK_DPT_DT) and click Search
3. Enter other values as relevant to narrow your search.
4. Click Search
5. This will bring up the Budget Details screen with a list of chartstrings. If the chartstring does not appear on this list, it is not valid.

Checking if a GRANT chartstring is valid and open:

For grants, valid chartstrings have to be verified by comparing the Budget Details page in Commitment Control to the Grants Budget Tree spreadsheet. Grant expense account codes are "nested" under a budget account code (a "roll up" account). If the budget account code is not open, the associated account codes cannot be used. The Budget Details page shows the budget account codes that are active in NUFinancials. The Grants Budget Tree spreadsheet shows which expense account codes (the account code used in the chartstring) are associated with which budget account codes.

1. From the main menu in NUFinancials, navigate to: NavBar > Navigator > Commitment Control > Review Budget Activities > Budget Details
2. Select the Ledger Group Grants Ledger Group (KK_PRJ_DT) and click Search
3. Enter the Project ID number
4. Click Search
5. This will bring up the Budget Details screen with a list of chartstrings and the roll-up account codes that are open
6. To determine which account codes fall within the roll-up account (and open for use), open the Grants Budget Tree spreadsheet located at https://www.northwestern.edu/asrsp/docs/Sponsored_Project_Budget_%20Account_Code_Tree.xls
7. Search the document for the roll-up codes (Under Budget Account Column A).
8. You can select any respective expense account code that falls under that Budget Account (in Column C).

Alternatively, you may view the most current Grants Tree account code listing from within NUFinancials.  Navigate in NUFinancials to NavBar > Navigator > Tree Manager > Tree Viewer

1. Enter Tree Name NU_GM_BUDGET (or leave blank)
2. Click Search
3. Click Tree Name for current fiscal year
4. Click the Expand All link

Verify that the PS Budget Account is Listed on the Budget Details Page
If the Budget Account number is not listed on the Budget Details page in NUFinancials, the account is not open.

You can request opening an account code:

For Non-Grant account codes contact your Departmental Business Administrator.
For Grant account codes contact the Northwestern Office for Sponsored Research.