Chart of accounts

The Chart of Accounts is a list of all of the accounts used in the finance system for the department. All invoices for payment emailed to the finance helpdesk must include an account number from the chart of accounts to show where the payment should be costed to.

The department’s Chart of Accounts takes on the following format:

CCCC.FF.NNNN.AAAA

The string of numbers is referred to as an account number. Where:

C = Cost Centre. A 4 digit code. The Cost Centre might be the Business Unit or a specific project. For example, Finance is a cost centre and would be where all Finance salaries are costed to. Find all of the Cost Centres here, Cost Centre listing.

F = Fund source. A 2 digit code. The funding source of the money. For example, consolidated fund, administered payments, special deposit and trust funds, capital investment program, etc. All cost centres are allocated one or more fund sources, see

N = Natural account. A 4 digit code. The type of expenditure, for example, salary, advertising, travel etc. See Natural Account listing.

For details on which natural account should be used, see the Natural Account dictionary (This document is currently under review, please contact accounting@stategrowth.tas.gov.au if you have questions. Apologies for any inconvenience).

A = Activity. A 4 digit code. Relates to a specific activity and used for reporting in more detail, for example, reporting on expenditure for a specific building or location. This is not a required field, if you do not have an activity code, use 0000. Activity codes can be set up for use by specific business units/areas. See Activity Code listing.

For example - the following account number: 1002.11.6514.0000 would link to Finance (Cost Centre), Consolidated Fund (funding source), External Audit Fees (natural account), no activity code.

Roads Chart

(note: below information only applies to archived Roads Chart records up to 30 June 2018)

PPPPPP.FF.NNNN

The above string of numbers is referred to as a Roads Project account number. Where:

P = Project number. A 6 digit code, consisting of the first digit being R and the following five digits being numeric. Roads project numbers are sequential. Find all of the Roads project numbers here, Roads project listing.

F = Fund source. A 2 digit code. The funding source of the money. For example, capital investment program (12), Australian Government funded (63), special deposit and trust fund (21), approved carry forward (23), Road Safety Levy funder (25). See Fund Source listing.

N = Natural account. A 4 digit code. The type of expenditure, for example, salary, advertising, travel etc. See Natural Account listing.

For example – the following account number: R10018.12.5907 would link to Street Lighting (Roads project number), capital investment program (funding source), street lighting charges (natural account).

Roads Chart archived from 1 July 2018

What has changed?

The current Roads Ledger will be archived on 30 June 2018 and will move to the General Ledger along with the rest of the department. This will mean a change to the structure of the current project number. The current project number structure is based on a letter of the alphabet and five numbers. The General Ledger has a four numeric number, known as a “Cost Centre” followed by the Treasury Fund, Natural Account and Activity Code. For example the new structure account number will look like 6045.12.5906.0000

The current Roads Project numbers will be replaced with the four digit Cost Centre number, and a relationship from the old to the new will be maintained by dropping the first three digits and replacing it with a “6” as follows;

Old Roads Number ~~R10~~045 New Cost Centre 6045

You will note that the last three digits of the old Road Project number will remain the same for existing projects.

Please note there will be no change to the Treasury Fund or Natural Account structures. At this stage the Activity Code will always be 0000, however in future this code may be used for the identification of components within a project, for the purposes of enhanced reporting.

Why the change?

Moving the Roads Ledger to the General Ledger will eliminate the disbursement process, where all Roads Ledger transactions disburse to the General Ledger via Cost Centres, thereby duplicating every transaction across two ledgers. Removal of the separate Roads ledger will reduce workloads, reconciliations and disbursement errors and enable the Financials system to validate the account number at the point of data entry. Reporting and budgeting will be much simpler.

How will this affect users?

Financials (Finance One) access; Users may not notice much of a change to their Financials Workplace. The Old Roads Ledgers, Enquiries and Reports will remain accessible to staff whom already have access to these functions in Financials. The new structure will be added to user’s security access. The “General Enquiries and Reports” tab on your Financials Workplace houses the Enquiries and Reports for the General Ledger, and EIE enquiries on the new account structure will be done on the ACTUALYY or CASHYY ledgers, instead of the old RDPJAYY or RDPJCYY ledgers. User Training will be provided by Jasmin and Gavin to those Users whom are unfamiliar with these functions.

These changes will take affect from 1 July 2018. Included in this email is an excel spreadsheet mapping the Old Roads Project Numbers to the new Cost Centre Numbers.

For new Roads Project codes please request a new cost centre using the request for for new cost centre form and send it to financial.systems@stategrowth.tas.gov.au.

Grants

For assistance with the grants system, please email financial.systems@stategrowth.tas.gov.au or call 6165 5175. For all other grant-related enquiries, please contact the Loans and Grants Administration Team on 6165 5197.

Any questions?

Phone: 6165 5175

Email: financial.systems@stategrowth.tas.gov.au

Chart of accounts

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