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Object Codes

In KFS, four-character object codes represent all income, expense, asset, liability, and fund balance classifications that are assigned to transactions and help identify the nature of the transaction. Object codes are defined centrally with broad definitions so that they are available for use by more than one organization. They are specific to a chart and a fiscal year.

Like many things in KFS, object codes are hierarchical to support reporting needs. Object codes roll up to object levels, which roll up to object consolidations. This allows the user to look at account activity at varying levels of detail. Legacy object codes are being converted to either new KFS object codes or sub-object codes, depending on the nature and how the code is used locally. Some sub-object codes may be defined centrally, but generally departments and units can define their sub-object codes to facilitate further distinctions.

Examples
  • Domestic travel – expense
  • Tuition fees – income
  • Accounts receivable – asset
  • Accounts payable – liability
Key Points
  • Object codes use four alphanumeric characters.
  • Legacy assets and liability accounts become object codes in KFS. 
  • Object codes are defined centrally and can be used by more than one org.
  • Object codes are specific to a chart and a fiscal year.

Object Code Attributes

In the Lookup and Maintenance section of KFS, you can search for an object code number with its attributes.

Required attributes are noted with an asterisk (*). When a magnifying glass icon Magnifying glass icon appears in the e-doc, you can click it to look up information from a list.

Edit Object Code tab

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Attribute Description Example
*Fiscal Year Fiscal year of the object code
The Object Code table is based on fiscal year, so each year can have a different set of object codes.  At Cornell, it is unlikely that the object codes will change significantly from year to year.
2011
*Chart Code Chart to which the object code belongs IT
*Object Code A unique code within the chart and fiscal year to which it belongs that describes the nature of the transaction. 6750
*Object Code Name A long descriptive name for the object code that appears on the Accounting Lines tab in financial documents as well as in searches and reports Domestic Travel
*Object Code Short Name A short version of the object code name for use in reporting where space is limited Dom Trvl
Reports to Chart Code The Chart and Object Code to which the object code reports.  For example, the object code for Travel in the Ithaca Chart might report to the object code for General Expenses in the Cornell chart.
Note: The Chart field is display-only; the value defaults to the Chart value associated with the Object Code entered.
CU
4300
*Reports to Object Code
*Object Type Code Code used to identify an object code as income, expense, asset, liability or fund balance
Multiple values exist for income and expense to support general ledger functionality.
EX
*Level Code A centrally defined summary code for a given set of object codes that identifies the level to which the object code belongs.
This code is useful for reporting since each object code has an associated level code it rolls up to. Selecting the level code will show all object codes within a level.
TRVL
*Object Sub-Type Code Code 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 capital asset object codes.
TR
Historical Financial Object Code This code is useful for tracking when an object code has been changed. n/a
Active Code Select this option if the object code is active and can be used on financial documents. n/a
*Budget Aggregation Code Code that indicates at what level the object code can be used for budgeting

Options:
O: Object code level
C: Consolidation level
L: Level
Note: the current functionality of KFS supports budgeting only at the object code level.
O
*Mandatory Transfers or Elimination Code Code used for the application of business rules where mandatory transfer or elimination codes are either required or prohibited:
M: Mandatory transfer code
E: Elimination code
N: Neither
M
*Federally Funded Code Shows whether this is an object code for capital equipment from the Federally Funded Code list. Examples:
N: Non-federally funded, university owned
O: Federally funded, university owned
F: Federally funded, federally owned
N
Next Year Object Code Object code that represents the object code in the next fiscal year 2012

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