FAQ Existing Chart

1. When should I stop using the invalid U-D-O combinations?

You should immediately begin using only the approved, valid U-D-O combinations. If you believe a UDO combination is valid but is not on the list, please reach out to your unit’s business manager through your Chancellor’s Office or Central Unit rep. Requests for new UDOs can be sent to the Chart of Accounts team at coa@finance.rutgers.edu.

2. Should I do anything to clean up balances on my unit’s invalid U-D-O combinations?

If you know the COA segment values where the balances should be reflected within your Unit, go ahead and make those adjustments via journal entries.

3. When will the invalid U-D-O combinations be deleted from the system?

It will take time for the University Controller’s Office to delete, or “end date” invalid U-D-O combinations. We need to ensure there are no balances, encumbrances, charging instructions and interfaces associated with all 10 segments of the complete general ledger string.

4. What is a cross validation rule?

A cross validation rule, or “CVR” is a system rule that is put in place to prevent invalid U-D-O and general ledger string combinations for all 10 segments from being created and used. A list of current cross validation rules for the financial system is posted on the University Controller’s Office website.

5. How should units manage balances that violate the cross validation rules?

Unites are not required to reclassify balances for prior fiscal periods if a unit decides to reclassify balances for this fiscal period and prior years.

1. What is a cross validation rule (CVR)?

A cross validation rule prevents a user from creating unwanted transactions in the system. They will affect which segments can be used together when entering transactions. It is important that you become familiar with the rules and begin to follow them immediately when entering transactions.

2. What will happen if a chart string combination is violated?

Invalid chart sting combinations will be rejected. Reports will be posted to the Controller’s site that identify chart string combinations that are in violation of any CVRs.

3. How can I ensure a chart string combination is valid?

A valid chart string combination consists of a valid U-D-O and remaining segments that are in compliance with the cross validation rules. You can enter your chart string combination into the system, and see if you receive an error message. If you do not, then you used a valid chart string.

4. Is the CVR error message for a journal entry and an expense report the same?

Yes, you will see the same error message when doing a journal entry or when processing an expense report.

5. How should units manage balances that violate the cross validation rules?

Units are not required to reclassify balances for prior fiscal periods. If a unit decides to reclassify balances for this fiscal period and prior years.