CORE vs CARS Coding

 

State Fleet Management utilizes the Colorado Automotive Reporting System (CARS) as the system of record for fleet assets (vehicles and attachments) and as such stores agency billing and vendor payment records.  However, CARS does not perform actual Accounts Payable or Accounts Receivable functions, which are handled via integrations with the State’s enterprise financial system, the Colorado Operations Resource Engine, more commonly known as CORE.    

 

To ensure that agencies are billed correctly every month, each vehicle record in CARS stores the associated CORE accounting codes/fields as assigned by the agency (typically the agency’s accounting team).  CORE accounting codes/fields include, but are not limited to, the following:   CORE Agency, Fund, Object Code, Appropriation, Activity Code, Program, etc. (refer to the screenshot below)

 

The associated codes for each asset stored in CARS are transmitted in a text string to CORE via the monthly billing file and are used to identify the correct agency fund from which to deduct payment.  This set of codes/fields is often referred to as CORE Coding or the CORE Coding String.

 

While SFM does not make changes to the accounting codes in CORE for your agency, the same coding changes must be made to the asset record in CARS to ensure that the billing process completes successfully.  Since agency accounting personnel are typically more familiar with CORE than they are with CARS, we have titled our Internal Transfer and Coding Change request form accordingly (this form must be downloaded in Excel to function properly).


CORE Coding as it appears in CARS from the Assignment module:

  

Note: The Motor Pool billing process utilizes a CORE template, rather than a CORE coding string.  The template is transmitted via a file in the same manner and CORE uses the template code to perform a lookup of the appropriate fields to again identify the appropriate fund.