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Combo Codes and $0 Budget Entries Resolution
A number of questions have been received regarding how Combo Codes are created and how ChartField string information is shared between the Financial System and HRMS, and the Financial System and the Student System.
Some users have indicated that they have had issues using combo codes after they have created a $0 budget entry in the General Ledger. Because the transactions are for $0, the lines do not post to the General Ledger and thus do not have combo codes built from them. To remedy this, we are asking users to enter a $.01 budget entry and set the transaction to auto reverse the next day.
Combo Codes and ChartField Strings for HRMS
The attached memo explains how Combo Codes are created and how ChartField string information is shared between the Financial System and HRMS. Please reference the job aid as you read the memo.
Building Valid ChartField Strings for Student Transactions
Item types used in the Student Fee and Scholarship setup also need valid ChartField string combinations sent over to the Student and HR systems from the general ledger. These are translated into combo codes. When these are missing, fee setup cannot be completed - impacting tuition calculation, department revenue streams, and possibly resulting in erroneous student bills. Further, when the ChartField string combination is not present, a scholarship entry cannot be processed.
For instance, a department has two different scholarships. Their ChartField strings are identical until it comes to ChartField 2 (CF2). Two budget journal entries are necessary to create separate ChartField string combinations for each scholarship (which will result in two unique Combo Codes in the Student system).
Use the instructions below to enter a budget journal to add a ChartField string combination to the general ledger. This triggers an overnight process that passes chartfield information to the Student system.
Please follow the instructions below for both HRMS and Student:
1. Navigate to General Ledger > Journal Entry > Create/Update Journal Entries
Enter Ledger Group: BUDGET_FIN
Source: ONN
Journal Class: your DeptID value
2. Click on the Reversal link at the bottom of the page -- Reversal defaults to "Do Not Generate Reversal"
3. Update Reversal value from "Do Not Generate Reversal" to "Next Day." Click on "OK" button to return to header page.
4. Header page should now display "Reversal: Next Day" at the bottom of the page.
5. Choose the "Lines" tab. Enter needed ChartField values. Make sure to use the budget roll up account value ending in '00'.
6. For the amount field enter .01
7. Edit the journal. "Edit Journal" will default to the process value. Click on the yellow "Process" button.
8. Journal will save. Journal Status will be updated from "N" to "V."
9. Update the Process selection to "Post Journal" and click the Process button.
10. Warning message will appear. Select "OK" button.
11. Journal status will be updated to "P" for posted.
12. The next day the system will automatically reverse the posting and leave a zero dollar budget line.
If you did a JE to set up a Combo Code and the JE posted but the Combo Codes did not get set up.
Check the following:
Viewing Combo Codes
The best place to view Combo Codes is the Combo Code Table in the HR system: UM Financial Transactions > UM Salary, Fringe, Adjustments > Combination Code Table
Another location in the HR system is: Set up HRMS > Chartfield Configuration > Combination Code Table
If you need assistance using the table in the HR system, review the hints document sent out from HRMS on 6-19 OR your HRMS Impacts Training Manual. We do not recommend trying to print off this table because it is large. You should be able to narrow the search and pull up meaningful information, however, the most returns you will receive at one time is 300 rows.
If you do not see the table in one of those locations or need assistance in understanding how the table works, please contact the OHR Call Center at 612-625-2016.
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