Duplicate values when selecting chart of accounts values in the prompt boxes on the Finance Dashboard are often caused by selecting multiple hierarchy levels.

This is the org hierarchy:

A President

B Academic or Administrative (Provost or VP)

C Division (Dean or VP)

D Optional sub-level

E Department

# Org (only numbers no letters)

When you select org, you can only choose ONE LEVEL.  You can choose C level and select more than one C level, but you cannot select C level and D level.  You can choose E level and select more than one, but you cannot select E level and child value.

The computer is going to do exactly what you tell it to do.  If you select the E level and the child level, it will show you both of them.  When they are the same thing, that means you get double amounts.

Let’s use a real-life example.  Let’s say I want to look at my own org, General Accounting.  This is the hierarchy:

A0001  President

B7500    Operations Finance & Support

C7003 Finance and Budget

D7500 Controller’s Office

E7500 Controller’s Office

75005 General Accounting

If I select 75005 I get real amounts.  If I select E7500 and 75005, I get double.  If I select D7500 and E7500 and 75005 I get triple.  If I select C7003 and D7500 and E7500 and 75005 I get quadruple.

Now let’s say I want to look at orgs within the Controller’s Office:

E7500  Controller’s Office

75000 Controller

75005 General Accounting

75007 Tax

(Selected values for illustration purposes.  Don’t worry, Payroll still exists!)

I can choose EITHER E7500 OR all the child values 75000-75007.  If I choose BOTH, then I get double information.

I hope that illustration is helpful, but please let me know if you have questions – crystald@rice.edu or Zoom chat or x2478.