In KFS, sub-object codes are an optional part of the accounting string that allow departments and units to create finer distinctions within object codes on an account.
In the legacy financial system, units might be using the fourth digit of the object code, project codes, and DUO codes to provide reporting detail and track the kind of activity that the KFS sub-object codes will be used for.
Note: The legacy DUO code may also be replaced by using other fields available in coding the accounting transaction lines, including sub-account, or Org Ref ID. Use of the project code in KFS is as yet undetermined.
Using up to three alphanumeric characters, a sub-object code can be related to only one object code and is specific to an account and a fiscal year. It takes on most of the attributes of the object code to which it reports, including object code type and sub-type. Users can query sub-object codes. The same sub-object code can be across multiple accounts and/or object codes.
Unlike the free-form DUO code in the legacy system, sub-object codes are table driven, so users must enter a valid value.
In some cases, using a sub-account might be preferred over a sub-object code. For example, a sub-account may be more appropriate to capture several types of expenses for an activity like faculty startup, departmentally funded research, or a project. A sub-object code would be appropriate for finer tracking of a specific kind of expense.
Use the sub-object global feature to assign identical attributes to multiple sub-object codes on a single maintenance document and/or multiple object codes and accounts.
In the existing financial system, colleges and units configure the fourth digit of the object code to enable additional reporting detail and further break down income and expense categories.
In KFS, sub-object codes will provide this functionality. The following example compares the legacy practice of tracking a specific expense category using the fourth digit of an object code with the KFS model of using a sub-object code.
|In the Old Financial System||In KFS|
|A department wants to track copy costs that may include toner, paper, or external copy costs.|
|The fourth digit of the object code was locally defined to distinguish expenses.
|The sub-object code is also defined for local purposes, using up to three alphanumeric characters.
In the Lookup and Maintenance section of KFS, you can search for a sub-object code with its attributes.
Required attributes are noted with an asterisk (*). When a magnifying glass icon appears in the e-doc, you can click it to look up information from a list.
|*Fiscal Year||Fiscal year when the sub-object code will be used||2011|
|*Chart Code||Chart code to which the sub-object code belongs||IT|
|*Account Number||Account number on which you want to use the sub-object code||4321210|
|*Object Code||Object code to which the sub-object code belongs
The sub-object code has its own name and code, but otherwise inherits all attributes of the object code to which it belongs.
|*Sub-Object Code||Code to define the sub-object
This is the code to be entered in the sub-object field of the Accounting Lines tab on financial transaction documents.
|*Sub-Object Code Name||A long descriptive name for the sub-object code
This name appears on the Accounting Lines tab in financial transaction documents as well as in searches and reports.
We recommend spelling out the name in this field and abbreviating in the Short Name field for consistency in reporting presentation.
|*Sub-Object Code Short Name||A short version of the sub-object code name used in reporting where space is limited
As mentioned above, we recommend spelling out the name in the Name field and abbreviating in this field, or reports will be inconsistent.
|Active Indicator||Select this option if the sub-object code is active.||n/a|