Chart of Accounts
Chart of Accounts
Currently, if the work order is coded, the task and sub- task are required. Will FMS require the task and sub-task to also be coded with the work order? If not, why not?
Work Order, Task, and Sub-Task are required on all labor expenditures. For non-labor transactions, only Work Order is required (Task and Sub-Task are optional). To see Policies and Procedures CGA-114-1 Maintaining Required Work Order, Task, Subtask Table for details, Click HERE.
Is a Work Order account specific?
No. Any work order can be coded against any appropriation account.
Can multiple Project codes be associated with the same Work Order if many Projects are funded by several funding sources?
Work Order can only point to a single Project. Multi-funding can be addressed by the Funding Profile functionality. To see Policies and Procedures CGA-115-1 Creating Work Order Using WOSUP Document Online for details, Click HERE
How many digits are there in the Location field in FMS?
In FMS there are four digits in the "Location" field. To see Policies and Procedures, CGA-Misc-5 Creating Locations for details, click HERE.
What is the length of the Project field in FMS? Is there a sub-project number field?
In FMS, Project is a 10-character field. There is no sub-project field. Project has reporting fields/rollups that can be used: Category, Class, Group, and Type. There is also six-character Project Phase that can be used in conjunction with the Project field. To see the Policies and Procedures for CGA-102-1 Creating Projects, CGA-103-1 Creating Projects Categories,CGA-104-1 Creating Projects Classes, CGA-105-1 Creating Projects Rollups at Department Level, CGA-106-1 Creating Phases, & CGA-107-1 Creating Project Phases details Click on the below links:
CGA-103-1 Creating Project Categories
CGA-104-1 Creating Project Classes
CGA-105-1 Creating Project Rollups at Department Level
CGA-107-1 Creating Project Phases
For Projects that involve more than one department, does FMS have the capability to cross reference each department's Work Orders and Project Codes?
There is an Originating Project and Originating Department in the Work Order Table. This will allow the owner of the Originating Project to report cost across multiple departments. See Policies and Procedure CGA-Misc-2 How to Collect Citywide Costs Click HERE
Do Work Orders include Task and Sub-Task set up?
Task and Sub-Task are cost accounting elements different from Work Orders and are set up separately. See the following policies and procedures for CGA-111-1 and CGA 112-1 Click on the below links.
Is there any relationship among Project, Work Order, and Task?
A Work Order points to a single Project, a Task is a finer definition of the Work Order. It breaks up a Work Order into smaller pieces if necessary. To see the Cost Accounting Structure Diagram click HERE
Work Order infers Location, Activity, and Project. What happens when the same Work Order is used across Location and Activity?
The relationship is one-to-one. So a Work Order can only point to a single Location, Activity, and Project. If your Work Orders are used in multiple locations and across multiple activities, do not infer these COA elements. Users must identify the proper Location and Activity.
Activity Code (formerly Program) is inferred by Unit or Work Order. How about Units/Work Orders used for multiple activities?
The Activity Code is inferred by Unit as a default. If the Work Order has an inference to the Activity Code, then this will override the Unit inference. This requires that each Unit and Work Order point to one Activity Code (CAO Program).
Funding Profile
Funding Profile
Is a Work Order linked to multiple funding sources?
A Work Order can only be linked to one Funding Profile. A Funding Profile can be configured with multiple funding sources. The user must know the funding distribution for each source. To see the following policies and procedures for CGA-115-3, CGA-115-4 and CGA-115-5 click on the below links.
CGA-115-3 Creating Funding Profiles
CGA-115-4 Modifying Funding Information
CGA-115-5 Link Work Order to Funding Profile
An eight-digit Project code by funding source to track expenditures within a program utilizing an unused FMIS code has been critical to roll up costs by program. Will FMS allow us to continue doing this practice?
Yes, you can use the Funding Profile for this functionality.
If only one (1) work order is setup for a project, how do I setup the funding profile, if only the expense costs are funded by a special funding source, when the labor costs are funded by general fund, assuming the same work order is used to record both l
In FMS, set up one work order for both the labor and expense costs and set up only one funding profile that will link to the work order. When you generate the billing report, use only the expense costs (identified by the Objects) to use the funding profile information. The labor costs will not be included in this report.
Overhead Processing
Overhead Processing
Can the CAP rates be programmed in FMS as a lookup table for various CAP years? We invoice for certain overhead rates about two years after charges have been incurred and bill based on historical CAP rates. Our bureau has customized CAP rates.
CAP rates will be loaded into FMS. You can calculate overheads using the latest available rates. Modified and other user defined rates can also be loaded into FMS. To see the following policies and procedures for CGA-401-3 click HERE.
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