Coding for invoices is comprised of SIX elements These elements indicate exactly what the cost is for what product what school etc Element 1 E1 Account This is the element that is hardest in coding as there are so many account numbers and many on the ID: 713979
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Slide1
Budget coding cheat sheet!
Coding for invoices is comprised of SIX “elements”. These elements indicate exactly what the cost is for, what product, what school, etc.
Element 1 (E1): Account This is the element that is hardest in coding as there are so many account numbers, and many on the Basware pop-up list are not even used in our part of EF! Account codes can be thought of based on the thousand digit: 1000s: Finance only (paid taxes, deposits, loans, etc.). 2000s: Finance only (received taxes, deposits, loans, etc).3000s: Revenue (income from gadgets, fines, etc.). Our revenue is coded via Timekiosk transactions.4000s: Student related costs 5000s: Staff related costs6000s: Building related costs7000s: Marketing and sales (we don’t use these)8000s: Finance only The 4/5/6000s are the only codes we use on a daily basis for production and schools.
Element 2 (E2): Market Almost in all cases, we code to general production, coded as RPP. However, in cases where the sales office should be responsible for the cost, like specially requested FedExes, student damages, or excursions paid for in the sales office, we can code to that market, coded as M(for market)+Country code (e.g. MVE = Market Venezula, MCH = Market Switzerland, etc.).
Element 3 (E3): Product All of our costs are coded to ECA (EF Corporate).
Element 4 (E4): Cost CenterWe mainly use the below cost centers:DXXGEA: Operations General Costs ALLDXXREA: Operations Residence Costs ALLDXXTRS: Transfers Costs (used for student transfers) It is extremely important to code to residence. Any and all costs associated with residence should be coded appropriately, from furniture to pizza.
Element (E5): Specific VendorThis is an element we do not use much in coding except for residences. This is a vendor code, whether it is a residence, a specific employee, or an activity. Right now we only use the below vendor codes: FUSD: for all general costs
Element 6 (E6): Location
DUSBOSEX
is
our location code. You would change this if the cost is associated with another school – e.g. you are asked to help
out in Los Angeles,
so the costs associated with that would be coded to
DUSLAX. Slide2
Basware
Notes:
In Basware we must also enter XUSZZ in the VAT Code column, since we do not have VAT (Value Added Tax) in the US this will zero it out. Also the Line Description is very important – try to be as clear as possible what the cost actually was in minimal characters. Additional comments can be added in the final field. A typical account string for CHI looks like these: 4xxx.RPP.LAW.DXXGEA.FUSD.DUSBOSEX6xxx.RPP.LAW.DXXREA.FUSD.DUSBOSEX
Commonly used Account Codes by department or service:Activities: 4537: Activities organized by schools –activities paid for by the student.
4234: Student events and party costs – All costs incurred for activities which are FREE for students (includes AY mentor groups) Academics:
4251: Student book costs – AY project books4252: Student resource costs – All costs by Academics to provide activities/resources/services to students free of charge (e.g. newpapers, field trips, etc), includes AD books & AY projects4253: Teacher resource costs – All costs for resources used by teachers only (e.g. teacher books)4553: Text book costs –
UP books, exam books, plus any other books included in the course fee4571 Examination fees costs – Cambridge exams & invigilation, TOEFL exams4929 Other direct costs – UP college app feesHousing:
4213:
Campus residential accommodation – rent, coded to the appropriate residence
4234:
Student events and party costs – Residence activities not paid for by the student
4243:
Host family incentives – paid to host families
4244: Host family visit costs – mileage for HF visits4245: Host family recruitment costs – All costs associated with recruitment
Facilities: 1299 Fixed Assets – computer/office equipment over $1K6051: Fixtures and fittings – most furniture and fittings under $10006078: Other interior maintenance6079: Other exterior maintenance
Administration: 4199: Other transportation costs at destination – Student moves only4221: Meal costs – Related to meal plan only4519: Airport transfers – pre-paid6111: Office supplies6112: Printed Matter – Materials from central, business cards, posters6121: Leased office equipment - copiers6213 Mobile phones and pagers6231: Computer communication – internet bill, cabling etc. under $10006251: Postage, freight, and customs6252: Courier services – FedEX
All staff use these for travel:
5311:
Transportation (flight tickets, mileage, etc.)
5312:
Accommodation (hotel costs)
5313:
Meals (all meals, coffees,
etc
)