Simple Guide to Identify Your New Account Codes

 

Summary

Account codes come in three different forms:

  1. General Ledger – Non research account codes
  2. Project Codes (Migrated) – Research Projects open prior to New Core Go Live
  3. Project Codes (New) – Research Projects open post New Core Go Live.

The instructions for the account codes below should be used in conjunction with the canvas step by step training videos which can be found here:

This simple guide should give you the tools required to access your new account codes however, should you want to understand the structures/principles of account codes in more depth further information can be found on the new core intranet site: https://intranet.birmingham.ac.uk/staff/university/new-core/for-me/New-Core-Chart-of-Accounts.aspx

 

1. General Ledger – Non research account codes

These codes will come in 7 segments, here is a link to a code converter tool which will provide you with a new core general ledger account code for your old non research account code:

Entering into the converter tool
You are used to seeing your account code in this structure:

Element 1

Element 2

Element 3

23900

DJAA

GBA1234

Enter the element 2 and 3 only of your current account codes into the converter, this will generate a full new core general ledger account code apart from the segment 2 analysis code. The segment 2 code will vary based on the item you are ordering as explained below.

Entering into new core system

The new core general ledger account code created by the converter will need to be entered in the charge account field in the requisition system. Use the magnifying glass icon to the right of the charge account field as seen below and then enter the appropriate segments in the pop up box.

charge accountThe segment 2 code is shown as “Analysis”.  Click the drop down rather than input directly for this field.  If you click search you enter the name of your item in the “Description” field of the pop up and it will find the code for you.

Here is a list of the category codes used by Oracle

 

 

2. Project Codes (Migrated) – Research Projects open prior to New Core Go Live

The Projects codes are used for research projects and follow a different format to general ledger account codes detailed above.

The format that you will be used to seeing your current research project codes in is:

Element 1

Element 2

Element 3

23900

DJAA

RRAK12345

The key part of this code that you should be interested in is the 5 digit number at the end of the element 3 code i.e. 12345 in the table above.

Insert the corresponding 5 digits from your existing research project account code in to the project number field as shown below and press enter: 

project number

Once you have done this a task number dropdown will appear for you to click on. 

task number
task number 2

From the dropdown please select your corresponding funder and your institute – note that in most cases there will only be one option however for multiple funder and/or cross department projects you will need to select the appropriate option from the list.

You should then select the drop down for “Expenditure Type”.  If you click search you enter the name of your item in the “Value” field of the pop up and it will find the code for you.

Expenditure organisation should be auto populated by the system.  If it isn’t please select your department from the drop down.

 

3. Project Codes (New) – Research Projects opened post New Core Go Live

New Project codes for research projects opened post go live will follow the same principle as project codes (migrated), as above.

However these codes will not be 5 digits as per the migrated codes, they will be a 7 digit number (e.g. 1000025) which can be entered in the project number field, as in the example above. Task number will follow exactly the same principle as project codes (migrated) and can be selected from the dropdown menu.

You will receive your new 7 digit code when your account is made live in the new system.