Spending Award Funds

Project Costing (PC) Chartfield Values

For each and every award chartstring, CGA appends three Project Costing (PC) chartfield values to complete the award structure in BFS. CGA also updates the Interface Mapping Table so that the shorter 7-field chartstrings entered in feeder systems are correctly matched to the complete 10-field chartstrings in BFS.

Whenever a new chartstring is created for use with a C&G fund value, please submit a budget template using the new chartstring to CGA. CGA must update the Interface Mapping Table in order for the new ChartString to function properly. Unmapped chartstrings will return errors for BFS journal transfer and/or in the interfacing system.

The Project Costing (PC) Mapping Table Interface

Enables transactions entered in feeder systems to process and post correctly in BFS
Validates chartstrings using award funds or cost sharing CF1 values have all the PC chartfields in BFS

Processing Transactions in Interfacing Systems

C&G introduces award-specific functionality to BFS 9.2, including three chartfields in the campus Chart of Accounts. However, feeder systems (BearBuy, UC Path, etc.) will have to be upgraded to incorporate and use the new fields. Until these other systems can be upgraded and integrated, the Project Costing Mapping Table (with Combo Edits) will relate the old 7-field chartstrings to the expanded 10-field chartstrings.

The user enters the 7-field chartstring into the interfacing system (BearBuy, PPS, Travel, etc.)
The system looks for the matching chartstring in the mapping table
If found, appends three additional fields
The system loads the expanded chartstring to the staging table and runs Combo Edit
- If there are no errors, the transaction is processed
- If there are errors, the file is rejected, an error message displays in the originating system, and the user re-enters the correct chartstring in the system

7-field Chartstring

Business Unit
Account
Fund
Dept ID
Function
Chartfield 1
Chartfield 2
Amount

10-field Chartstring

Business Unit
Account
Fund
Dept ID
Function
Chartfield 1
Chartfield 2
PC BU
Project
Activity
Amount

Types of Combo Edit Failures

The fund value is a C&G fund but the chartstring is not mapped with the three appended chartfields
The CF1 value is for cost sharing (begins with a 2) but the chartstring is not mapped with the three appended chartfields

System Errors

When chartstrings are incorrectly entered into interfacing systems, one of the following errors is displayed in that system. If you encounter errors that are not addressed below, please contact the BFS Help Desk at bfsbairshelp@berkeley.edu for assistance.

Error	Description	Resolution
Invalid Project Chartfields Mapping	C&G Fund used in combination with chartfields are not present in the Project Costing Mapping Table Cost Share CF1 value used with no award mapping on the Project Costing Mapping Table	Verify that the chartfields keyed in are accurate Look up the fund on the PC Mapping Table to see that the chartstrings are valid (RA only) Talk to the RA in charge of the award to determine if the budget has been allocated to this chartstring
Rejected Activity Status: B (Budget Only)	CGA is still setting up the award in BFS	The award setup must be complete If a budget has not yet been submitted, the RA should submit the budget Please contact the RA to determine if costs coded to this chartstring should have ended and/or should be coded to a different chartstring
Rejected Activity Status: F (Final)	The final financial report has been sent for this competitive segment Transactions can no longer be coded to this chartstring	Transactions must be coded to a different chartstring
Rejected Activity Status: C (Closed)	Deficit Clearing has run for this award No further transactions are allowed for this award	Transactions must be coded to a different chartstring
Rejected Activity Status: A (Archived)	The award ended seven years ago No transactions have occurred on this award for over seven years This award is eligible for archiving	Transactions must be coded to a different chartstring

Processing Journal Transactions within BFS

BFS requires the complete 10-field chartstring for transactions within GVS that use a C&G fund value or a cost sharing CF1 value (begins with a 2). An error message will be returned if the chartfield's PC Business Unit, Project, and Activity are not included on award chartstrings.

BFS validation also requires these chartstrings have an Analysis Type (An Type) to define the type of transaction the journal line represents. Please note: Analysis Type is not a chartfield in the COA.

Select:

GLE: Actual or Accrual expense (account values 5xxxx)
GLR: Offset (account begins with 1,2,3 or 4)
CGE: cost share GL expenses (CF1 value 2xxxxx)

Please refer to the Analysis Type Job Aid (PDF) for an expanded list of Analysis Types.

Journal Transfer Transactions

Starting with the 7-field chartstring (Business Unit, Account, Fund, Dept ID, Function, CF1, CF2), there are several methods within BFS to look up and append the three PC chartfields required to process transactions. Please refer to Entering PC Chartfields into Financial Journals for more information.

Updating BluCard Transactions

A department’s default Procurement Card chartstring must be updated to a complete 10-field chartstring for purchases and transactions charged to an award chartstring or cost sharing chartstring. Using the 7-field chartstring for the award (Business Unit, Account, Fund, Dept ID, Function, CF1, CF2), the approver can use the COA Validation tools on the Procurement Card Transactions page to get the three PC chartfields required to update the chartstring and process the transaction.

Please refer to Entering PC Chartfields into Procurement Card Transactions for more information. Please contact the BFS Help Desk at bfsbairshelp@berkeley.edu if you encounter errors attempting to use PC chartfields in BFS.