In setting up FE, we are hung up on the use of Transaction Codes vs. Attributes. The user guides, knowledge base & previous forum postings have not been helpful. I would appreciate input on how you use transaction codes & attributes in your organization. Thank you in advance for your assistance.

Teresa De Long
Chicago Public Library Foundation Teresa D. De Long, CPA/MBA
Director-Finance & Administration
Chicago Public Library Foundation
20 N. Michigan Ave., Suite 204
Chicago, IL 60649

T:: 312.201.9830 x 22
F: 312.201.9833

A major difference is that you can assign a transaction code in AP or other module and it will carryover to the GL. Attributes don't carry from the subsidiary modules to the GL. Also you are limited to five categories of transactions codes. There is no limit to the number of attributes you can define.

We have not used our Transaction Codes so I cannot say much about them. The main reason we chose not to use them is because they are limited and we need more options. So we use Transaction Attributes. And you can connect between modules if you set them up through a table. (I personally did not do the set up it was done before I started using the program, but I have maintained/updated the table to make it connect between the GL and A/P).

We are new to FE so I am not sure by I think our T-codes are set up as our appeals and events.

We use transaction codes for items that we would like to be able to report on from the General Ledger.  For example to keep track of uniform expenses for employees within a department.  We also use transaction codes for all of our buildings and equipment.  As far as I know you can not run general ledger reports and filter out attributes from invoices.  We do use account and project attributes, which we have helped in our VCO reporting set up.  We have also started to use vendor attributes to help identify vendors who are instructors, employees, museum store vendors...  Hope this helps in your decision.  Michelle

We are able to run reports from the General Ledger and Financial Statement from Transaction Attributes. I think you are thinking that we are using invoice attributes and not Transaction Attributes in the A/P module. With Transaction Attributes you enter it with the distributution of the invoice as you enter total invoice allowing you as many Transaction Attributes as you like and at different amounts. With Invoice Attributes you can assign as many attributes to an invoice as you like but you are assigning the whole invoice amount to those attributes.

Invoice Attributes cannot be viewed in the GL, Transaction Attributes can.

One thing to consider is how the data entry is performed when using one or the other - transaction codes appear across the distribution grid whereas attributes are on another tab.  The other thing to consider is whether you want to track a net asset (fund balance) for the purpose you are tracking. You can do this with a transaction code but not with a transaction attribute.  Also, don't feel pressured that you HAVE to use them because they are available.  You may find a use for them later down the road. 

Can someone please explain how you set up the attributes to carry over from the other modules to the GL? Additionally, has anyone found an efficient method of enterring the data for an attribute? We may need to start using an attribute to tell us if the spending was inside or outside of the US (Yay for the new 990!).

 Any advice - or if you need to track the same thing and have found a different way, we are open for ideas.

Thanks!

 Megan

Hi Megan,

Attributes added to transactions in sub-ledgers will not be carried over to the General Ledger.  Attributes are mainly used for reporting purposes and for grouping records in the sub-ledger.  If you need to track additional information between sub-ledgers and the General Ledger, you should use transaction codes (t-codes).  T-codes are used to track transactions and maintain fund balances by and across fiscal years.  To be able to use T-codes, you will need the Projects, Grants, and Endowments optional module.   You can find more information about attributes and t-codes in the Configuration Guide for General Ledger.  Hope this helps.