Chart string 101
Want to know if your supplier registration request or supplier change request has been processed?
Supplier change requests and supplier registration requests are processed by Vendor File Management usually within 24-48 after submission. An email is sent when the request is submitted, and another email is sent when the request is processed and approved. An email will also be sent if additional information is needed to process the request. If you have not received an indicating that your request was processed email within 3-4 days, you can check the status a number of ways:
Using a valid chart string is very important when buying services through a central bill program managed by PPS. This is especially important when booking travel in Egencia, because you will need to enter your chart string to complete your booking. The chart string identifies to which department the travel should be billed to, and from which account or grant the funds will be deducted. The chart string is typically composed of these components:
| Typical chartstring | Description |
|---|---|
| Fund Code (3 digits) | This code indicates the source of the funds being used. |
| Department ID (7 digits) | Identifies the financial entity, or management unit, that is responsible for the travel or other activity/expense. |
| Project ID (8 digits) | Only used for Fund codes over 160. The Project ID is used to identify financial activity for a distinct unrestricted or restricted purpose. |
| Activity Code (2 digits) | Is typically “01” and is mandatory when Fund is over 160. |
For a chart string quick reference site, please refer to: https://services.northwestern.edu/TDClient/30/Portal/KB/ArticleDet?ID=1200.
Check your “Trash” or “Junk” email folders, as sometimes notifications end up here
- Check the Supplier 360 area in NUFinancials
- Log in to NUFinancials and go to: NavBar>Navigator>Suppliers>Supplier 360
- Contact VFM at vendorprocessing@northwestern.edu
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