Object Codes

KFS is Object Code driven, which means the KFS Object Code determines the type of accounting entry each transaction is. At the highest level, Object Consolidation Codes represent a broad category of Object Codes. Object Level Codes further define groups of Object Codes within each Consolidation Code. Below is an example of the Object Code Hierarchy Structure:

  

Basic Accounting Category

The Basic Accounting Category groups Object types into 5 different categories for reporting purposes. Below is a list of the Basic Accounting Categories and the Object Types that fall under each category:

Basic Accounting Category Code

Basic Accounting Category Description

Object Types

AS

ASSETS

AS

EX

EXPENSES

EE, EX

FB

FUND BALANCE

FB

IN

INCOME

IC,IN

LI

LIABILITIES

LI

Object Type Codes

An Object Type Code is an attribute of the Object Code that identifies an object code as income, expense, asset, liability or fund balance.

Multiple values exist for income and expense to support general ledger functionality.

An object code either has a credit or debit normal balance. To increase the value of an object code with a normal balance of credit, one would credit the account. To increase the value of an account with normal balance of debit, one would likewise debit the account.

Object Type Code

Object Type Name

Normal Balance

Explanation

AS

Asset

Debit

An economic resource owned by the organization

EE

Expenditure Not Expense

Debit

Recharges Only

EX

Expense Expenditure

Debit

 

FB

Fund Balance

Credit

The net result of activities in a fund since inception

IC

Income Not Cash

Credit

Recharges Only

IN

Revenue Cash

Credit

Income that the organization received from business activities.

LI

Liability

Credit

An obligation of the organization arising from past transactions or events.

Recharge Object Codes

A recharge is the cost charged to a University department/unit/activity/project for specific goods or services provided by another University department/unit/activity/project. This is different from regular expenses and income outside of the University. All recharge transactions must use Object Codes with the object type ‘IC’ for Recharge Income, and ‘EE’ for Recharge Expense.

Object Consolidation

The Consolidation Code is an attribute of Object Level that is used to group similar object levels into categories for reporting. Each Object Level belongs to a single Object Consolidation. Consolidation codes are 4 characters.

Standard Consolidation Codes are:

Consolidation Code

Consolidation Object Name

OP Sub Account

SWG0

Salaries & Wages Academic

00

SWG1

Salaries & Wages Staff

01

SWG2

Salaries & Wages General Assistance

02

SUPL

Supplies and Materials

03

EQIP

Equipment

04

TRVL

Travel

05

BENF

Benefits

06

GENX

General Expenses

07

UNAL

Unallocated Budget

08

RCHG

Recharges

09

INDC

Overhead - Indirect Costs

9H

Object Level Codes

The Level Code is an attribute of Object Code that is used to group similar object codes into categories for reporting. Each Object Code belongs to a single Object Level. Object Level Codes are 4 characters. These level codes identify groups of object codes specifically within the more generic category of consolidation codes.

An Example of Level Codes under the GENX (General Expenses) Consolidation Code:

Consolidation Code:

Level Code

Object Level Name

GENX

BDG7

Budget Only

FEES

Fees

RECH

Recharges

SRVC

Services

Object Codes

An Object Code is a four character code assigned to a transaction to classify the transaction as a specific income, expense, asset, liability, or fund balance transaction. Object codes identify entries specifically within the more generic category of level codes.

KFS is object code driven, which means the Object Code determines the type of accounting entry each transaction is.

Below is an example of Object Codes in the Consolidation Code GENX, and two Level Codes:

Consolidation Code

Level Code

Object Code

Object Name

GENX

FEES

3000

Memberships and Subscriptions

3010

Registration Fees Non Travel

RECH

2407

Interior Design

5000

Rental of Space Recharge

Object Sub-Type Codes

Object Sub-Type Code are assigned to similar groups of object codes. Sub-types are often leveraged in KFS to apply business rules or to help with reporting. For example, Object Sub-types are used to identify budget object codes and capital asset object codes.

Budget Object Codes

Budget Object Codes have an Object Sub-Type of ‘BU’. Only budget can be recorded on these Object Codes.

See all Object Codes with Chart of Accounts Inquiry

The Chart of Accounts Inquiry report can be used to see a listing of all object codes. Here is how to find it:

  • Go to ZotPortal and log in with your UCINetID
  • Click on the "KFS/Finances" tab
  • Go to the "Decision Support" portlet
  • Expand the "Chart of Accounts – Lookups" section
  • Click the link for "Chart of Accounts Inquiry"

On the report screen, look for three radio buttons at the top that allow you to select between Organization, Accounts, and Object Codes. If you select Object Codes, the entire hierarchy of UCI's object code structure will be displayed below, branching from left to right.