Legacy vs. SFS: How to Determine Which Process, Forms, and Coding to Use
(Last update: September 4, 2008)

Use Legacy Codes Use SFS Codes

Input form using old coding.
This would include use of the following forms:

Input form using New (SFS) coding:

On-line Accounting activities:

  • BUDT

On-line activities:

On-line non-Accounting activities:

  • ESIA
  • IADS & payroll transactions
WISDM subscription reports

Use of the following Data Views:

  • UDDS_Name

Use of the following Data Views:

  • Detail Accounting Transactions 
  • Summarized Accounting Data
  • ESIS Award Accounting
  • Prior Year Fund Balance
  • Detail Payroll Transactions
  • Detail GL & Payroll Transactions
  • ESIS Chartfield Summary

Information Regarding Coding Changes for 2008 Program Release

Before Program Release, UW-Madison has been using two formats for the Project/Account Code.  In the legacy Accounting system and Payroll we have been using a 4-digit Project/Account code.  With the implementation of the SFS accounting system, we adopted a 7-digit Project ID where the first 3-digits are the fund number with the last 4-digits sequentially assigned by either Research and Sponsored Programs or Accounting Services.  For the Payroll System we use the last 4-digits of the 7-digit project code as part of the funding string (Dept ID, Fund, Project Code ID, and Program) to identify the project or grant that we are charging our time to. 

As of Program Release:

  • All new project code numbers issued after the Program Release will start with “PRJ” as the first 3-characters with the last 4-characters for all projects being automatically sequentially assigned, e.g. PRJ12CB. 
  • All current, ongoing project codes will not change with the Program Release. 
  • For the Payroll System, we will continue to use the last 4-digits (of the 7-digit project code).  For example, project code 144MN08 will use “MN08” for payroll; project PRJ12CB will use “12CB” for payroll. 
  • The Salary Cost Transfers will continue to use the SFS accounting string which includes the 7-digit project code. 
  • The new external Requisition Generator process will use the 7-digit project code in conjunction with the SFS funding string.
  • New gift funds will be assigned to a fund 233, instead of fund 133. (updated June 17, 2008)

Most transactions in the SFS Accounting System have already been converted to use the 7-digit project code.  As of the Program Release, we will expect all accounting transactions coming into the SFS Accounting System to use funding strings with the 7-digit project number included.  All accounting forms available on the web will be changed to reflect the 7-digit project code. 

See more information about coding information: http://www.bussvc.wisc.edu/acct/coding.html.

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