How Do I . . . Create an Account

Step 1: Gather Information INTRO 1 2

What to do How to do it

A. What You Need to Know The identity of an account is established by various input fields on the Account document where each value entered becomes an account attribute. Using the Account document is a straightforward process but care must be taken to ensure that correct values are entered. Errors identified by the Accounting Office require contact with the initiator and prolong the approval process. Accordingly, before you create a new account you must determine basic information about the account.

B. Determine Chart Determine what Chart is to be used (most typically 3, L, or S).

C. Choose Account Code The 7-character code to be used to represent the account in DaFIS. Account numbers must be exactly 7 characters in length and can be any combination of letters and numbers. Account numbers must be unique within each chart. Each unit can establish its own naming convention for its accounts, as the characters used have no particular significance for the system. For example, an account for Chemistry's general expenses might be: CHEMGEN.

D. Determine Organization The organization to which the account will belong. Each DaFIS account belongs to one organization. Some departments have established a number of organizations beneath (subordinate to) their main departmental organization. You will need to know which organization code to use when establishing your new account. The best way to determine the correct organization code for a new account is to use the Organization Hierarchy (50) in Decision Support.

E. Choose an Account Manager The Account Manager to be designated for the new account. All accounts are assigned an Account Manager who is responsible for all transactions which are recorded in the account. Most transactions are automatically routed to the account manager for approval.
You may also specify an account reviewer for an account. This is an individual who is interested in the activity of an account on an ongoing basis but who is not responsible for the fiscal activity of the account. This field is optional. The account reviewer will receive an FYI copy of all documents processed against the account after all approvals are made.

F. About OP Information All DaFIS accounts are reported to the University of California Office of the President (OP) accounting system. In this system, each account must have codes for OP Location, Account, and Fund. These three DaFIS account attributes must be determined before you set up an account.
For additional help with determining the OP Location, Account, and Fund number for your new account, contact General Accounting, Extramural Accounting, the Office of Research, or your Dean/Vice Chancellor's office.
More detailed information about determining OP Account and OP Fund for your account is available in the Account Online Reference Manual. Click on the OP Acct/Fund link on the left side of the manual.

G. Select OP Location Regardless of the DaFIS chart code assigned to a new account, the OP Location code is always either 3 or L. The location L accounts are all funded by the OP Division of Agriculture and Natural Resources (DANR). All other accounts are in OP location 3, which is the Davis campus. OP location 3 must be used for all accounts in charts 3, S, H, M, and P. OP location L must be used for all accounts in charts L and N.

H. Find OP Account Each OP Account has a specific function, e.g., Instruction, Research, etc. The function is indicated by the first two integers of the OP account number. One of your existing DaFIS accounts may have the correct OP Account. The OP Account numbers used by your organization can be determined by using either the Account Lookup (11) query in Decision Support, or the OP Account reference table lookup in Transaction Processing. If you need assistance, contact General Accounting.

I. Locate OP Fund The OP Fund indicates both the funding source and a specific award. The OP Fund is of great importance to the UCD Accounting Office. It is used for reporting to agencies or donors, for the campus financial schedules and financial statements, and for reporting to the UC Office of the President. One of your existing DaFIS accounts may have the correct OP Fund. The OP Fund numbers used by your organization can be determined by using the Contracts and Grants Account Lookup (198) in Decision Support. The accounts can be grouped by Sub Fund Group to facilitate finding accounts from a specific agency. If you need assistance, contact General Accounting.

Step 1: Gather Information INTRO 1 2
	What to do	How to do it
A.	What You Need to Know	The identity of an account is established by various input fields on the Account document where each value entered becomes an account attribute. Using the Account document is a straightforward process but care must be taken to ensure that correct values are entered. Errors identified by the Accounting Office require contact with the initiator and prolong the approval process. Accordingly, before you create a new account you must determine basic information about the account.
B.	Determine Chart	Determine what Chart is to be used (most typically 3, L, or S).
C.	Choose Account Code	The 7-character code to be used to represent the account in DaFIS. Account numbers must be exactly 7 characters in length and can be any combination of letters and numbers. Account numbers must be unique within each chart. Each unit can establish its own naming convention for its accounts, as the characters used have no particular significance for the system. For example, an account for Chemistry's general expenses might be: CHEMGEN.
D.	Determine Organization	The organization to which the account will belong. Each DaFIS account belongs to one organization. Some departments have established a number of organizations beneath (subordinate to) their main departmental organization. You will need to know which organization code to use when establishing your new account. The best way to determine the correct organization code for a new account is to use the Organization Hierarchy (50) in Decision Support.
E.	Choose an Account Manager	The Account Manager to be designated for the new account. All accounts are assigned an Account Manager who is responsible for all transactions which are recorded in the account. Most transactions are automatically routed to the account manager for approval. You may also specify an account reviewer for an account. This is an individual who is interested in the activity of an account on an ongoing basis but who is not responsible for the fiscal activity of the account. This field is optional. The account reviewer will receive an FYI copy of all documents processed against the account after all approvals are made.
F.	About OP Information	All DaFIS accounts are reported to the University of California Office of the President (OP) accounting system. In this system, each account must have codes for OP Location, Account, and Fund. These three DaFIS account attributes must be determined before you set up an account. For additional help with determining the OP Location, Account, and Fund number for your new account, contact General Accounting, Extramural Accounting, the Office of Research, or your Dean/Vice Chancellor's office. More detailed information about determining OP Account and OP Fund for your account is available in the Account Online Reference Manual. Click on the OP Acct/Fund link on the left side of the manual.
G.	Select OP Location	Regardless of the DaFIS chart code assigned to a new account, the OP Location code is always either 3 or L. The location L accounts are all funded by the OP Division of Agriculture and Natural Resources (DANR). All other accounts are in OP location 3, which is the Davis campus. OP location 3 must be used for all accounts in charts 3, S, H, M, and P. OP location L must be used for all accounts in charts L and N.
H.	Find OP Account	Each OP Account has a specific function, e.g., Instruction, Research, etc. The function is indicated by the first two integers of the OP account number. One of your existing DaFIS accounts may have the correct OP Account. The OP Account numbers used by your organization can be determined by using either the Account Lookup (11) query in Decision Support, or the OP Account reference table lookup in Transaction Processing. If you need assistance, contact General Accounting.
I.	Locate OP Fund	The OP Fund indicates both the funding source and a specific award. The OP Fund is of great importance to the UCD Accounting Office. It is used for reporting to agencies or donors, for the campus financial schedules and financial statements, and for reporting to the UC Office of the President. One of your existing DaFIS accounts may have the correct OP Fund. The OP Fund numbers used by your organization can be determined by using the Contracts and Grants Account Lookup (198) in Decision Support. The accounts can be grouped by Sub Fund Group to facilitate finding accounts from a specific agency. If you need assistance, contact General Accounting.

Next - Process an Account Document