Chart of Accounts Hierarchies - Review Segment Hierarchies

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Distribution

Director of Accounting Services

GL Administrator

GL Accounting Manager

GL Accountant

Ownership

The Director of Accounting Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

General Ledger
N ® Setup ® Financials ® FlexFields ® Validation ® Values
Find Value Set

Find COA Segment

The 'Find Value Set' screen and its subsequent 'Segment Values' screen can also be reached with this set of navigation steps:
N ® Setup ® Financials ® FlexFields ® Key ® Values
The navigation displayed in the box above was chosen because it opens with 'Value Set' as the default selection in the 'Find Values By' block. The preceding alternate navigation opens with 'Key FlexField' selected.

Key Flexfield Naming Convention

UVA has defined a convention for naming the value sets of the General Ledger Key Flexfields. Value sets designed for General Ledger are in upper case with each word separated by an underscore character. They all begin with 'UVA.' You can use this to your advantage in searches for value sets by keying in 'UVA_%' to see a list of all those designed for UVA.

1. Open the 'Find Value Set' screen and key the desired criteria into the name field. In this example, the criteria displayed will return UVA_FUND_SOURCE as one of the found values.

Change Tabs

2. The 'Segment Values' screen opens as shown above. This screen has two Tabs. It opens initially to the 'Values Effective' tab. Most work involved in adding parents or children will be done in the second tab, 'Values, Hierarchy, Qualifiers."

Note: The 'Enabled' check box makes the associated value valid for data entry. It also has the effect of making the associated value appear in Lists of Values (LOV) for the chosen COA segment. Unchecking the box removes the value from the LOV but DOES NOT delete the value.

3. Select a value whose hierarchy you want to review. In this example, the value 100A is selected (see current record indicator at left of screen).

Note: When you select a parent value with 'children' all three buttons at the bottom of the screen become active. If the value is a child (i.e. 1005) only the 'View Hierarchies' button is activated. If selected, an empty summary screen will open.

Navigate the Hierarchy

4. Click [View Hierarchies]. The 'Value Hierarchy' screen opens to display the 'child' values of 100A. The 'Up' and 'Down' buttons are available to move up or down the hierarchy from 100A. The 'Parent' check box indicates that the value is a parent itself.

5. Select the child value '1005' and click the 'Up' button. The dialog box appears displaying all 'parent' values for 1005.

Note: A 'child' value may be assigned to more than one parent.

6. Select Parent value '9002' and click 'OK.' The 'Parent Value' field at the top of the screen changes to '9002' and the list of child values assigned to that parent are displayed.

7. Click the [Down] button. If there are no further child values the note screen above appears. If there are more child values you will be taken to a screen like the one shown in step 6.

Effective: 06/10/05

Revision: 3 mr

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