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Home > Fiscal Year End > Job Aid > COA CROSSWALK (COAX) Table Instructions
Process
This job aid describes how to prepare the COAX (Chart of Account Crosswalk) Table, which will be used to replace COAs when
the accounting line is rolled from the closing year into the opening year during the Year End Lapse/Roll process. This year, we
will only be accepting updates for Appropriation Units in the COAX table. The FYE2025 COA Crosswalk (COAX) Table can be
downloaded from the CORE website. You will want to download the file and open/edit/save it in Excel. Follow the instructions below
to complete your COAX table and email it to susannah.hutchison@state.co.us so it can be input into the system.
The deadline for submitting the COAX is the week prior to lapse/roll, which is also found on the Open/Close Calendar.
The COAX table consists of three sections. Section One, Columns A - D, is pre-populated identifications used by the Lapse/Roll
process and must not be changed by the departments; section Two, columns E - AH (green), is for the department to enter the
source year COAs (FY2025); and section Three, Columns AI - AN, is for the department to enter the target year (FY2026) COAs.
Follow the steps below to complete Sections Two and Three in the COAX Table. Note: only one COA is allowed in each cell.
1. Enter the Source Year (FY2025) COAs in Section Two (Green)
Enter the source year Department Code in Column G, which is a required identifying COA to narrow the selection for your department during the Lapse/Roll process.
Enter the source year Appropriation Unit in Column J, which is the only COA to be updated during the Lapse/Roll process.
Enter the other qualifying Source COAs, such as Fund (Column E) and Unit (Column H), to further narrow down the number of accounting lines affected by the COAX during the roll process. For example, if Appropriation Unit AGAPPR025 in FY2025 needs to be updated to AGAPPR026 in FY2026 ONLY on accounting lines that also contain Fund 1000; a source Fund 1000 would need to be entered in Column E on the same row. If, however, Appropriation Unit AGAPPR025 needs to be updated to AGAPPR026 regardless of the Fund value, then the Fund column would need to be left blank.
2. Enter the Output (Target Year FY2026) COAs in Section Three
Enter the required output Department Code in Column AK - this Dept code has to match the one in Column G because the Department Code will not be updated during the Lapse/Roll process.
Enter the Output (replacement) Appropriation Unit in Column AN. This is the Appropriation Unit to replace the source Appropriation Unit entered in Column J. If, for example, the Appropriation Unit AGAPPR025 on FY2025 accounting lines needs to be updated to AGAPPR026 when the lines are rolled into FY2026, AGAPPR025 would be entered in Column J and AGAPPR026 would be entered in Column AN for the same line.
Enter other Qualifying Output COAs: If other qualifying COAs like Fund and Unit are entered in Section 2, the same information will need to be entered in Section 3. For example, if you entered a source Fund 1000 in Column E, then the same Fund value 1000 would need to be entered in Column AI. If no value was entered in Column E, then that value could be left blank in Column AI. This is a system requirement that allows the COAX table to be used during the Roll Process without generating any errors.
If you have any questions on any of the provided materials (either above or on the spreadsheet), please contact CORE Help Desk (core.help@state.co.us).
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